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  1. CTRC must be added as a ‘site’ within your specific collection protocol

  2. When in your

  3. d

  4. e

Shipping boxes to CTRC or another laboratory when the samples are to remain in your protocol and specimen ownership remains with you.

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  2. Identify the container (box names) to be shipped

    1. You can do this by creating a query and exporting the box names

  3. Create your shipment using the below expand steps.

Expand
titleHow to create a shipment, click here to view!

  1. Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.

  2. Choose ‘Containers’ from the ‘Create’ button.

    image-20240208-164838.pngImage Added

  3. Complete the required fields:

    1. Name, will auto populate

    2. Sending Site = (Site name for the applicable freezer)

      1. If you’re unsure of the freezer’s name, navigate to your container menu to verify

    3. Receiving Institute = ‘University of Utah Health’

    4. Receiving Site = 'Cellular Translational Research Core'

      MicrosoftTeams-image (2).pngImage Added

  4. Click ‘Next’ to input container names from your exported query

    image-20240208-171403.pngImage Added

  5. Paste a list of Container names or scan the container names, if barcoded, into the box. Click ‘Add’ when finished.

    image-20240208-171715.pngImage Added

  6. Choose ‘Ship’ or ‘Save Draft’ to add additional boxes at a later time.

  7. The shipment record is created. Proceed with sending the samples to the new location. The individuals specified in ‘Notify Users’ will receive an email with this information and they can then access and receive your containers when they arrive at the new location.

    image-20240208-171817.pngImage Added

Use shipments in OpenSpecimen to track the movement of specimens between laboratories on campus using OpenSpecimen. If specimens are shipped, they remain active in your protocol, but they can be transferred to other freezers at a different location, such as the CTRC Biorepository. If a sample is shipped to another investigator off campus for usage or to another investigator on campus who will be utilizing it for a different IRB, use Distribution Protocols <insert link>. Distributing a specimen marks the sample as closed and no longer available with a record of who it was sent to and who approved the distribution. If a sample is shipped, it remains active and available for your usage and its location is the only thing that changes.

Before you begin,

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  • Receiving Site: Identify the Site to which the samples will be sent. Contact the Biorepository Manager to determine the name of the Room (Site) where your samples will eventually reside and enter that as the ‘Receiving Site’. Ensure that the CTRC Freezer Site has been added to your CP as a Site (contact your CP admin or send an OpenSpecimen helpticket to BMIC to request).

  • Receiving Institute: will always be University of Utah Health

  • Sending Site: Identify the Site where the containers are currently stored. The Site is listed in the container overview list of the freezers.

  • Notify Users: Choose the name of the Biorepository Manager at the CTRC who will be receiving your boxes.

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Expand
titleCreate a shipment

  1. Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.

  2. Choose ‘Containers’ from the ‘Create’ button.

    image-20240208-164838.png

  3. Complete the required fields and any optional fields if using a shipping company. If prompted, enter a Name for your shipment. This will be autogenerated in v10.3 (Feb 2024). See descriptions above for the values to enter in these fields.

    image-20240208-165859.png

  4. **If a Biorepository gives you a specific name to use for Receiving Site, use that instead of ‘Cellular Translational Research Core’. Whatever Site Name they provide must be added as a Site to your CP prior to shipping samples or specimens.

  5. Choose ‘Next’ to navigate to the Containers tab where the boxes to be shipped will be entered.

    image-20240208-171403.png

  6. Paste a list of Container names or scan the container names, if barcoded, into the box. Click ‘Add’ when finished.

    image-20240208-171715.png

  7. Choose ‘Ship’ or ‘Save Draft’ to add additional boxes at a later time.

  8. The shipment record is created. Proceed with sending the samples to the new location. The individuals specified in ‘Notify Users’ will receive an email with this information and they can then access and receive your containers when they arrive at the new location.

    image-20240208-171817.png

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