Shipping Containers (Boxes) to CTRC

Initial Considerations:

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.

Instructions:

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

The ‘Administrator’ user role can perform this in your CP, otherwise request this action be performed by submitting a https://utahctsi.atlassian.net/servicedesk/customer/portal/4/group/39/create/74

(2) Create a query identifying the container box names to be shipped to CTRC, view below:

(insert video)

(3) Create your shipment, view below:

How to create a shipment, click here to view!

Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.
Choose ‘Containers’ from the ‘Create’ button.
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'
5. Notify Users = your CTRC contact
  1. NOTE: while this field is not marked as ‘required’, if you do not input the appropriate notifying user, the CTRC will be unaware of your shipment!
Click ‘Next’ to input container names from your exported query & click ‘Add’
1. After clicking ‘Add’ the confirmation of shipments will appear for review
2. Click ‘Ship’ to confirm action
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.

Before you begin,

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.