FAQs: Specimen Submissions to the SWOG Biospecimen Bank

Specimen Collection           Specimen Labeling           Collection Kits

Tissue     Shipments     SWOG Specimen Tracking System                    

Specimen Collection

1. Can I substitute a different tube type than what is listed in the protocol?
   
   No - unless alternatives are specified in the protocol, the specific tube types listed in the protocol are the only acceptable format that can be submitted.
    
2. Can I submit whole blood to the SWOG Biospecimen Bank for processing (i.e., serum processing)?
   
   It depends on the protocol requirements. Some specimens should be processed prior to submission to the SWOG Biospecimen Bank. Confirm processing instructions in the protocol prior to specimen submission.
    
3. My sample submission/collection doesn't exactly follow the protocol (i.e., collected at a different time, different collection tube used, etc.). Should I email the study team to confirm the sample can be accepted?
   
   Yes. Email the study and include the SWOG Biospecimen Bank on the email. Include relevant information in the Comments section of the Packing List.
    

Shipments

1. Is the Bank open on Saturday?
   
   The SWOG Biospecimen Bank is open to receive and process only fresh specimens (e.g., blood, bone marrow, urine, etc.). Saturday delivery must be checked on the shipping label, or the specimen will not be delivered until Monday. Please hold all other specimens (e.g., FFPE tissue, frozen liquids, etc.) to ship the following Monday.
    
2. The (website) information conflicts with the protocol. Which guideline should I use?
   
   Always defer to the protocol guidelines. Instructions on the website are general instructions and guidelines.
    
3. Where can I find the shipping address?
   
   The laboratory address is listed on the Packing List from the SWOG Specimen Tracking System.
    
4. Who pays for shipping specimens to the SWOG Biospecimen Bank?
   
   Unless kits are provided, sites are responsible for the shipping costs to submit specimens.
    
5. How many specimens can I put in a batch shipment?
   
   Up to 5 participants or 100 vials/slides, whichever is fewer. Batch shipments have a higher frequency of issues. If batch shipping specimens, please confirm that all specimen labeling matches the corresponding packing lists, individual participants are separated (different secondary packaging), and confirm that the quantities are correct and accurate on the Packing List.
    

Tissue

1. I have an outside pathology report that doesn't have a block number, what do I do?

   • Confirm that the report includes the following information:
     ▪   the anatomical site the tissue is from (e.g., bladder)
     ▪   tissue type (e.g., primary, metastatic, or normal)

   • Enter the following information in the comments in the Packing List:
     ▪   Specify that no block number is available
     ▪  If the pathology report is unclear (as to the collection site and tissue type), then enter any additional clarifying information in the comments

2. Can I enter stained and unstained slides together on the Packing List?
   
   No, stained and unstained slides should be entered as separate lines, and the quantity for each should correspond to the number in the package. If stained slides are not an option to select, then confirm that the protocol requires stained slides (e.g., H&E).
    
3. What are the definitions of Primary, Metastatic, and Normal tissue used by the SWOG Biospecimen Bank?
    
   • Primary: the initial source of tumor tissue, including residual tumor from the primary site. Must make biological sense for tumor type (e.g., colon cancer in colon tissue).
   • Metastatic: tumor tissue collected at sites separate from the primary lesion, including local and distant metastatic tumor and residual tumor from the metastatic site (e.g., lung tumor biopsy for prostate cancer).
   • Normal: tissue that does not contain tumor, including lymph nodes negative for tumor.
      

Specimen Labeling

1. What are acceptable formats for initials?
   
   Initials may be written as First Middle Last (FML) with no other punctuation marks, or Last, First Middle (L,FM). Other formats that include hyphens (e.g., F-M-L, L-FM) or periods instead of commas (e.g., L.FM) will be considered discrepant with the Packing List.
    

Collection Kits

1. Where can I order kits?
   
   Kits are not provided for all studies. When kits are provided, they can be ordered using the Kit Management application: https://kits.bpc-apps.nchri.org.
    
2. How do I know if a kit is provided?
   
   The protocol will specify when kits are provided. Note: for many trials, kits may be provided for one or more specimens that are collected but may not be provided for all specimens.

3. My kit management account was disabled, what do I do?
   
   Contact BPCBank@nationwidechildrens.org to request to reactivate your account.
    
4. When can I print a label from Kit Management?
   
   Shipping labels can be printed only when kits are provided for the specimen.
    

SWOG Specimen Tracking System

1. Why is my shipment not showing as received in Specimen Tracking?
   
   First, check if there are open queries or unanswered emails from the SWOG Biospecimen Bank to clarify or confirm information about the specimens or shipment. If all issues have been addressed, then email BPCBank@nationwidechildrens.org to request a status update on the specimen receipt.

2. Do I enter the volume of blood or number of collection tubes for the quantity on the packing list?
   
   Quantity refers to the number of individual collection tubes or cryovials.
    
3. I've logged something incorrectly in Specimen Tracking - who can I contact?
   
   Contact technicalquestion@crab.org.