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Myeloma Specimen Submission
Welcome to the SWOG Myeloma specimen submission page. Below are specimen submission instructions for the Myeloma specimen repository in Columbus, Ohio. 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 specimens submission questions, please contact the SWOG Data Operations Center at 206-652-2267.

Repository Specimen Submission Guidelines for:
General Submission Instructions Bone Marrow Aspirate Serum Bone Marrow Biopsy Core

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.
  9. The laboratory ID number, shipping address, and contact information for myeloma submissions are:

Lab #201 :SWOG Specimen Repository
 Solid Tissue, Myeloma, and Lymphoma Division
 Nationwide Children’s Hospital
 700 Children’s Drive, WA1340
 Columbus, Ohio 43205

Contact:  SWOG Repository Coordinator
Phone:614-722-2865
FAX:614-722-2897
Email:bpcbank@nationwidechildrens.org.

Specimen Submission Guidelines for Serum

Note: Specimen submissions vary per protocol. Please follow instructions accordingly.

  1. Standard Instructions for Collecting Serum Specimens
    1. Use 10mL red top vacutainer tubes with no anticoagulant to collect whole blood for serum processing.
      1. If your site does not have the recommended size of vacutainer tubes required by the treatment protocol, other sized tubes may be used to collect the required/requested amount of blood.
      2. Avoid using < 3mL collection tubes.
    2. Use aseptic techniques and draw 5-7mL of blood from the patient.
    3. Allow blood to clot for 30-60 minutes at room temperature.
    4. Store blood at 4°C (40°F) until ready to ship. Do not freeze the blood. Storage time longer than 24 hours should be noted on the specimen shipping form.
  2. Standard Instructions for Shipping Serum Specimens
    1. Whole blood should be shipped the same day (day of collection) preferably using Federal Express Priority Overnight service. Use of other courier services may delay package receipt.
    2. Specimens may be shipped Monday through Thursday using only overnight delivery to arrive Monday through Friday. Fresh blood and bone marrow specimens ONLY may be shipped Friday for Saturday delivery. Avoid collecting specimens before a holiday.
    3. During the months of April-September, ship fresh specimens on a cold pack. During the months of October-March, insulate fresh specimens to keep from freezing due to weather (ex. bubble wrap).
    4. For packaging instructions refer to the shipping guidelines for ambient specimens as outlined in the General Specimen Submission Instructions above.

Specimen Submission Guidelines for Bone Marrow Biopsy Core

Note: Specimen submissions vary per protocol. Please follow instructions accordingly.

NOTE: Do not send cytogenetics specimens to the repository.

  1. Standard Instructions for Collecting Snap Frozen Tissue
    1. Pre-label a cryovial according to the specimen labeling requirements indicated in the General Specimen Submission Instructions above.
    2. Pre-chill cryovial by placing on dry ice.
    3. Biopsy core should be 1-2 cm in length. Remove peripheral blood from the biopsy by touching the biospy with a sterile swab.
    4. Snap freeze tissue immediately after resection.
    5. Snap freeze tissue on dry ice or in the vapor phase liquid nitrogen (do not submerge the tissue in liquid nitrogen).
    6. Transfer frozen core to pre-chilled tube to prevent thawing of the core
    7. Store snap frozen tissue in a liquid nitrogen freezer (at vapor phase) or a -70°C to -80°C freezer until ready to ship.
  2. Standard Instructions for Shipping Snap Frozen Tissue
    1. Ship frozen tissue on dry ice via preferably using Federal Express Priority Overnight service. Use of other courier services may delay package receipt.
    2. Frozen specimens may only be shipped Monday through Thursday using only overnight delivery to arrive Monday through Friday. Do NOT ship frozen specimens on Friday for Saturday delivery.
    3. For packaging instructions refer to the shipping guidelines for frozen specimens as outlined in the General Specimen Submission Instructions above.

Specimen Submission Guidelines for Bone Marrow Aspirate

Note: Specimen submissions vary per protocol. Please follow instructions accordingly.

  1. Standard Instructions for Collecting Fresh Bone Marrow Specimens
    1. Use green top vacutainer tubes with sodium heparin to collect bone marrow aspirate.
      1. If your site does not have the recommended size of vacutainer tubes required by the treatment protocol, other sized tubes may be used to collect the required/requested amount of bone marrow.
      2. Pre-label vacutainer tube(s) according to specimen labeling requirements indicated in the General Specimen Submission Instructions.
    2. Use aseptic techniques and collect 3-4 mL of bone marrow aspirate into the vacutainer tube(s).
    3. Immediately after the bone marrow is collected, thoroughly mix the bone marrow with the anticoagulant by gently inverting the vacutainer tube(s) multiple times.
    4. If the amount of bone marrow specified by the protocol cannot be obtained on any individual patient, send the actual specimen obtained. Note on the specimen shipping form if required amount was not obtained.
    5. Store bone marrow at 4°C (40°F) until ready to ship. Do not freeze the bone marrow. Storage time longer than 24 hours should be noted on the specimen shipping form.
  2. Standard Instructions for Shipping Fresh Bone Marrow Aspirate
    1. Ship bone marrow aspirate the same day (day of collection) preferably using Federal Express Priority Overnight service. Use of other courier services may delay package receipt.
    2. Specimens may be shipped Monday through Thursday using only overnight delivery to arrive Monday through Friday. Fresh bone marrow specimens ONLY may be shipped Friday for Saturday delivery. Avoid collecting specimens before a holiday.
    3. During the months of April-September, ship fresh specimens on a cold pack. During the months of October-March, insulate fresh specimens to keep from freezing due to weather (ex. bubble wrap).
    4. For packaging instructions refer to the shipping guidelines for ambient specimens as outlined in the General Specimen Submission Instructions above.

 
     
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