Specimen Labeling

Unless otherwise indicated in the protocol, specimens must be labeled as outlined in the Specimen Labeling Requirements document.

Important notes / Common labeling errors:

  • Dates must be in MM/DD/YYYY format.
  • Participant initials must be in the following order: Last, First Middle.
    ▪  The format of participant initials included on the specimen label must exactly match the format of the participant initials as entered into the SWOG Specimen Tracking System (STS), (i.e., Last, First Middle or L,FM). A difference in comma placement or substituting with other punctuation will result in a waiver to confirm the correct order and may also result in a query. 
    ▪  Note: If your institution is not able to include a comma on the specimen label, then the SWOG Biospecimen Bank will accept specimen labels with participant initials in format First Middle Last (FML) without a comma or other punctuation, however, data entry into the STS must still be entered in format L,FM. 
  • See also: Required Documents for Specimen Submission

Standard Label Templates:

Label templates are available for download via the links below.
If label paper is not available, the label may be printed on regular paper and then taped to the specimen container.

  • Basic Label Template (Information required for all specimens)
    ▪     Use for fresh or frozen liquid, stool, or frozen specimens (unless additional requirements are indicated in the protocol).
    ▪     A Basic Label Template in MS Word format is also accessible for download here.
     
  • Time-based Label Template
    ▪     Use for studies that require multiple sample collections in the same day where the lab will require collection time to differentiate the samples for processing (e.g., PK studies).
    ▪     A Time-based Label Template in MS Word format is also accessible for download here.
     
  • Basic Tissue Label Template
    ▪     Use for FFPE or snap-frozen tissue specimens (unless additional requirements, such as microns/thickness or tissue type are indicated in the protocol).
    ▪     A Basic Tissue Label Template in MS Word format is also accessible for download here.
     
  • Tissue with Microns Label Template
    ▪     Use for tissue specimens that include a tissue requirement per protocol.
    ▪     A Tissue with Microns Label Template in MS Word format is also accessible for download here.
     
  • Basic Label Template with Laterality (for Bone Marrow Biopsies)
    ▪     Use for bone marrow biopsy or bone marrow aspirate specimens that include requirement for indication of laterality per protocol.
    ▪     A Basic Label Template with Laterality in MS Word format is also accessible for download here.