Sample Shipment Procedures

Please follow the instructions below to avoid damage to sample integrity and comply with the Department of Transportation material shipping regulations.

Submission Overview

  1. Review sample containers:
    1. Clear and accurate labeling
    2. Container integrity
  2. Electronic submission on the Instar submission page
  3. Package and ship samples to NAMC

Preservation

Samples should be preserved in ethanol (70-95%) unless one has made prior arrangements with our lab to ship in water. Follow the guidelines for Class 3 (Flammable Liquid) Hazardous Materials according to your chosen carrier's guidelines, if applicable. If one does not have a hazardous materials permit, samples can be shipped overnight in water provided the samples were preserved in ethanol prior to shipment. Let NAMC know about the water shipment to avoid degradation of sample integrity.

Preparation

  • Send an email to NAMC Lab Manager - Andrew Caudillo (andrew.caudillo@usu.edu) - informing NAMC about shipment.
  • Ensure lids are on tightly. Wrapping electric tape around the lids ensures less liquid will leak during transport.
  • Place individual samples in watertight or other secondary sealed containers lined with absorbent material (such as paper towels) for support, cushion, and to absorb any leaks. Boxes that are overly wet or damaged are subject to disposal by the carrier if they feel uncomfortable delivering the package.
  • Mark package as Hazardous Material and fill out a Shipping Declaration for Dangerous Goods form to accompany the package (and keep a copy for records).
  • Ensure return label includes organization name and contact name.
  • It is not necessary to include any paperwork with the sample shipment.

Shipping Address
National Aquatic Monitoring Center
Department of Watershed Sciences
Utah State University
5210 Old Main Hill
Logan, Utah 84322 5210

General Guidelines

Do
  • Use durable plastic bottles for shipment. (ULINE PET jars are a good example)
  • Wrap electric tape around the bottom of the jar lid to reduce leakage
  • Bag each sample jar in their own bag to avoid excessive leakage in the shipment box.
  • Make sure each jar is labeled legibly with site ID, date, etc. using pencil or a pre-printed Rite-in-the-Rain label.
  • Use a sturdy box for shipment
  • Fill out a hazardous materials form, if needed

Don't
  • Use wide-mouth straight sided Nalgene bottles. These are prone to become stuck shut due to the threads getting filled with sediment.
  • Wrap duct tape or clear packing tape on lids. This tape falls off once wet.
  • Leave samples out of bags. This will damage the box.
  • Use pen when labeling. Alcohol and water will make the ink run.
  • Use flimsy boxes or many small boxes for shipment.
  • Mail hazardous materials without the proper documentation.

For additional questions, please contact Andrew Caudillo (andrew.caudillo@usu.edu)