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Leukemia Specimen Submission
Welcome to the SWOG Leukemia specimen submission page. Below are specimen submission instructions for the Leukemia Division of the repository. The links in the table below lead to the specimen collection and shipping instructions for the respective repository sections. Any excess diagnostic tissue will be retained by SWOG and used according to the patient's designation for "future use", unless otherwise noted in the patient's consent form.

For additional specimen submission questions, please contact the SWOG Data Operations Center at 206-652-2267.

Repository Specimen Submission Guidelines:
General Specimen Submission Instructions Leukemia Specimens

General Specimen Submission Instructions

  1. Patient consent must be obtained prior to shipping specimens.
  2. Specimen submission time points can be found in Section 15.0 of the treatment protocols.
  3. All submitted specimens must be labeled with the following:
    1. SWOG patient number
    2. Patient initials (L, FM)
    3. Date of specimen collection (month/day/year)
    4. Specimen type (ex: whole blood, serum, plasma, etc.)
      1. For FFPE blocks or slides, include whether primary, metastatic, or normal tissue (P,M,N)
    5. Surgical Pathology ID (Accession # from pathology report)*
    6. Block number*
    7. Collection time**

    *Tissue/Pathologic specimens only
    **Pharmacokinetics (PK) specimens only

  4. Instructions for Labels
    1. Large Specimen Lables (download Large Specimen Label template):
      • Use Avery 5160 labels*
      • Use for tissue/pathologic specimens (ex: FFPE blocks or slides)
      • Type or handwrite information
      • Place on outside bag or container, depending on specimen type
    2. Small Specimen Labels (download Small Specimen Label template):
      • Use Avery 5160 labels*
      • Use for fresh or frozen blood products, bone marrow and urine
      • Type or handwrite information on left side of line
      • Cut the label on the line
      • Place only the left side of the label on each specimen
    3. Small Specimen Labels - Pharmacokinetics (PK) (download Small Specimen Label-PK template):
      • Use Avery 5160 labels*
      • Use for all specimens collected for Pharmacokinetic (PK) studies or any specimens requiring an exact collection time
      • Type or handwrite information on left side of line
      • Cut the label on the line
      • Place only the left side of the label on each specimen

      *If Avery 5160 labels are not available, the label may be printed on regular paper and taped to the specimen container. Please make sure that the tape entirely surrounds the label so that the end of the tape covers the beginning of the tape to ensure the label does not fall off. The labels must also be added prior to freezing the specimen so that the tape adheres to the tube. Standard scotch tape will not stick to frozen vials.

  5. Include a specimen shipping form in every shipment, ensuring the information on the form exactly matches the specimens in the shipment.
  6. Ship specimens according to IATA shipping regulations.
    1. Shipping guidelines for ambient specimens:
      1. The specimen must be wrapped in absorbable material.
      2. Place the specimen in an AIRTIGHT container (must have a primary and secondary container, ex a Saf-T-Pak).
      3. Place packaged specimen in an appropriate shipping container (ex. FedEx box or clinical pack).
      4. Mark the outside shipping container with an "Exempt Human Specimen" label.
    2. Shipping guidelines for frozen specimens:
      1. The specimen must be wrapped in absorbable material.
      2. Place the specimen in an AIRTIGHT container (must have a primary and secondary container, ex a Saf-T-Pak).
      3. Place packaged specimen in an appropriate shipping container (composed of an inner styrofoam and outer cardboard layer) containing dry ice.
      4. Surround the airtight container with dry ice.
      5. Mark the outside shipping container with an "Exempt Human Specimen" label and a dry ice label.
  7. Specimen Tracking System
    1. All repository submissions for patients on SWOG treatment or ancillary trials must be entered and tracked using the SWOG Online Specimen Tracking System (SpecTrack).
    2. SWOG members may log onto SpecTrack via the CRA Workbench using their SWOG roster ID number and password.Non-SWOG members may access SpecTrack using their CTSU UserID and password on the SpecTrack login page located at https://spectrack.crab.org (select the option "SWOG - SWOG - CTSU").
    3. SpecTrack laboratory IDs are used to identify the laboratories to which specimens are shipped.
    4. Note that peripheral blood and bone marrow collected at the same time are separate specimens, each requiring its own separate entry into the Specimen Tracking System.
    5. All specimens must be logged via this system; there are no exceptions.
    6. To report technical problems with SpecTrack, such as database errors or connectivity issues, please send an email to technicalquestion@crab.org..
    7. For procedural help with logging and shipping specimens, there is an introduction to the system on the Specimen Tracking main page. For further assistance, contact the Data Operations Center at 206-652-2267 to be routed to the Data Coordinator.
  8. Contact the SWOG Specimen Repository, Solid Tissue, Myeloma, and Lymphoma Division with any questions regarding specimen and shipping instructions.
Specimen Submission Guidelines for the SWOG Specimen Repository - Leukemia Division

  1. Note that peripheral blood and bone marrow collected at the same time are separate specimens.

    1. PATIENTS WITH WBC < 100,000/Ál:

      • 25 - 30 cc of PERIPHERAL BLOOD collected into institution's tubes (see Section b below).
      • 8 - 10 cc of BONE MARROW collected into institution's tube (see NOTE and MAILING TUBES FOR SAMPLE SUBMISSION below). Use anticoagulated syringes and put 4 - 5 mls in each tube.
      • If marrow is not aspirable ("dry tap"), submit 25 - 30 cc of peripheral blood only.

    2. PATIENTS WITH WBC > 100,000/Ál:

      • 10 - 12 cc of PERIPHERAL BLOOD collected into specially provided tubes or institution's tubes (see Section b below). Pool the culture medium from two special tubes (each containing 2 cc of shipping media) into one (total density 4 cc culture medium, 10-cc blood) to counteract the effects of increased cell density.
      • 8 - 10 cc of BONE MARROW collected into institution's tube (see Section b below). Use anticoagulated syringes and put 4 - 5 mls in each tube.
      • If marrow is not aspirable ("dry tap"), submit 25 - 30 cc of peripheral blood only.

      NOTES:

      1. Specimen submission timepoints can be found in Section 15.0 of the treatment protocol.
      2. If the amounts specified cannot be obtained on any individual patient, then please send the actual sample obtained and as many studies as possible will be done.
      3. Do not send cytogenetic specimens to the repository.

  2. MAILING TUBES FOR SAMPLE SUBMISSION

    1. Institution EDTA tubes:
       
      Institutions will prepare their own EDTA tubes by using any standard tissue culture formation such as RPMI 1640, containing 10% fetal calf serum and EDTA (20 mg/ml) added as an anticoagulant. Purple top tubes may be used, although cell survival is not optimal.

  3. SHIPPING SAMPLES

    1. In the Specimen Tracking System, the SWOG Specimen Repository - Leukemia Division is identified as follows:

      Lab #200:SWOG Specimen Repository - Leukemia Division
       Nationwide Children's Hospital
       700 Children's Drive, Room C1961
       Columbus, OH 43205

      Contact:Denise Ell
      Phone:614/722-2866
      FAX:614/722-2897
      E-mail:mglab@nationwidechildrens.org

      Exception: Specimens from protocols S0325 and S0805 should be submitted to the SWOG ALL/CLL/CML
      Repository-FHCRC identified as follows:

      Lab #93:SWOG ALL/CLL/CML Repository-FHCRC
       Fred Hutchinson Cancer Research Center
       1100 Fairview Ave N, D4-385
       Seattle, WA 98109
      Contact:Vivian Oehler
      Phone:206/667-6267

      *Note that Lab #93 does not accept Saturday deliveries. Arrangements for weekday (Monday-Friday) delivery should be made.

    2. Weekday Shipping (Arrival Monday-Friday)
       
      Samples are to be sent fresh at room temperature (no ice) by overnight courier to arrive within 24 hours using the address from the Specimen Tracking System.
       
      Please include the following laboratory telephone number on the label: 614/722-2866.
       
      Please pack tubes carefully. Cardboard express mail envelopes alone are NOT adequate -- please additionally pack the tubes in styrofoam or with extra padding. If freezing conditions or extreme heat conditions are anticipated, insulated containers are recommended. A cool pack in the container during the summer season is strongly encouraged.

    3. Weekend Shipping (Arrival on Saturday)
       
      Samples will be accepted by the SWOG repository at Nationwide (Lab #200) on Saturdays. Please call 614/722-2866 or email mglab@nationwidechildrens.org with the SWOG patient ID and specimen package tracking number. Make sure to clearly indicate Saturday Delivery on the overnight mailing label.
       
      If specimens must be sent for delivery on a Saturday or holiday, after calling the laboratory as outlined above please submit the specimen to the Weekend/Holiday address in the online Specimen Tracking system
      .
       
      Samples will NOT be accepted by the FHCRC laboratory (Lab #93) for Saturday delivery.

 

 
     
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