Specimen Tracking and Documentation Requirements

Specimen Collection and Processing Instructions

• Specimen Tracking System (STS) Requirements
• Required Documents for Inclusion with Specimen Submissions
• Requirements for Partial Redaction and Submission of Pathology Reports

Important Notes:

1. EACH page of supporting documents must be labeled with the SWOG Participant ID number and participant initials, which must be in Last, First Middle (L,FM) format. 
2. For specimens being shipped to the SWOG Biospecimen Bank: All dates must be in MM/DD/YYYY format, if written numerically.
3. Document missing or partial specimen submission in the Specimen Tracking System (STS).
   • If a specimen was not collected / is not available for submission, this must be documented via the Notify Specimen Cannot be Submitted link in the STS.
   • If only a partial submission is submitted (e.g., limited slides available), this must be documented in the STS, as indicated in the instructions provided here.
4. The quantity for each specimen indicates the number of individual specimens included in the package.
   • For fresh and frozen liquid specimens, quantity does not refer to volume (e.g., two 5-mL tubes are entered as a quantity of 2).
   • Unique specimens must be documented separately. Frequently similar specimens that are shipped together (e.g., unstained and stained slides; plasma and buffy coat) are combined, but these must be listed separately in the STS.
5. Unless otherwise indicated in the protocol, the STS Packing List must be included (packaged) with all specimen submissions.
6. The pathology report(s) corresponding to the tissue removal surgery must be included with each shipment of tissue. Pathology reports must be redacted as indicated here.