Frequently Asked Questions
Specimen Submission Questions
Question:
We do not carry a certain size blood tube at this institution. What should we do?
Answer:
Collect the same volume in as many tubes as necessary to fulfill the protocol
requirements. Make sure that these tubes are all the same type as dictated in
the protocol (e.g. EDTA, Tiger top, etc.).
Question:
Should I spin down the serum?
Answer:
Yes, if it has been drawn in an SST tube. Once spun, leave it in the tube and
ship on a cold pack. Do not aliquot or freeze unless the protocol states otherwise.
If drawn in a non-SST tube, do not spin prior to shipment.
Question:
What should I do if I need the submitted samples returned to my institution?
Answer:
Please fill out our Sample Return Request Form available
on the information page and send it with the samples.
Question:
I do not have enough material to complete protocol requirements for a particular study. How should
I proceed?
Answer:Send all of the material you have along with the completed
Incomplete Submission Explanation Form available on the
information page.
Question:
A patient came in for a blood draw prior to randomization and a CALGB patient ID number has not
been assigned yet, what do I do with the sample?
Answer:
Please ship the sample and indicate on the tracking form "patient ID number pending randomization." Once
the ID number is assigned, please fax (614-293-7967) an updated copy of the tracking form which
includes the CALGB patient ID number.
Question:
If there is a dry tap on a bone marrow aspirate, is it okay to just send peripheral slides?
Answer:
Touch preps can be made from the bone plug. This gives the pathologist an idea what is going on
within the marrow. If there is no marrow or no touch preps, then the peripheral blood smears are
of little value to the pathologists to classify the type of leukemia!
Shipping & Kit Questions
Question:
Does the PCO provide kits for my study?
Answer:
Please see our Kit Request Form available on the information page for a listing of all available kits and instructions for ordering.
Please use this form when requesting a kit from the PCO. If your protocol is not listed on
the Kit Request Form, then we do not provide a kit for your protocol.
Question:
How long will it take to receive a requested kit?
Answer:
It will take approximately one business week. If you need them sooner you can provide your FedEx account
number and we can ship them overnight.
Question:
Can I ship specimens on Fridays?
Answer:
Yes, you can ship on Fridays as we are now receiving all submissions on Saturdays. Please see
our Saturday Delivery Protocol available on the information
page prior to shipping on Friday.
Question:
I am sending frozen samples to the PCO. Can I batch all the samples in one large shipment?
Answer:
Many protocols have specific guidelines regarding batched shipments. Batching samples may be a
protocol violation if the samples are being held too long after collection. While batching
samples is allowed for some protocols, please try to send the batches at least once a month.
Also, please refer to your protocol for any specific instructions.
Question:
I am waiting for more slides to be made (or for the blood smears to dry), should I wait
until all slides are available before sending the slides?
Answer:
Send the slides as soon as possible (slides must arrive within one week of sampling).
If the blood and bone marrow smears are ready and they are waiting for the biopsy
paraffin sections, you should send the smears ASAP.
Question:
Can you send me back the shippers (kits) and cold packs?
Answer:
Yes, but only if you provide us with your FedEx account number. Each Institution should
have funds to support specimen shipping material. If you are not receiving those funds,
please contact your PI and/or Paula Friedman, Director of Biospecimen & Correlative
Science Operations, at pfriedman@calgb.org.
Question:
The protocol says to ship a sample via the Labtrak application. What is Labtrak?
Answer:
Labtrak is a web application used by CALGB members for tracking the shipment of samples.
If you are CALGB member please contact the Labtrak helpdesk (877-442-2542) for
assistance using the program.
Communications Questions
Question:
Can you check on some patients who I believe I've sent material on, but we want to double
check because we have an upcoming audit?
Answer:
Yes, please email your query to the PCO
(path.calgb@osumc.edu) and
an available data coordinator will respond as soon as possible.
Question:
Someone at the PCO sent me information via the OSUMC SecureMail email system. I don’t remember
my password anymore. What should I do?
Answer:
When accounts are created, there is a warning about the importance of not forgetting
the password. Without the password, the account is not accessible. The OSUMC
Help Desk ((614) 293-3861) can not reset someone’s password. The only recourse
is to have the account deleted which will force an account creation step when the
next received e-mail link is used. All e-mail links received prior to the deletion
of an account become invalid.
