! Version1.2April2018
GuidelinesforPreparingandSubmittingSamplesforLibraryPrepandPremadeLibrariesforPoolingtothe
OxfordGenomicsCentreThere are a series of basic steps to follow to ensure safe delivery of samples andtimelyinitiationofyourproject.Thisguidelinewillwalkyouthroughthesestepsanddirectyoutotheappropriatedocumentstoreadforyourparticularprojectneeds.
Failuretofollowtheseguidelinesandincorrectsubmissionofsampleswill:
1. Delaytheinitiationofyourproject2. Putyoursamplesatrisk3. Resultinadditionalchargesbeingappliedtoyourproject
Ifindoubtpleaseconsultyourprojectmanager.SampleSubmissionOverviewTheschematicbelowisdesignedtogiveyouanoverviewofthestepsthatyouarerequired to take to ensure the necessary amount of material is provided in thecorrect container, at the right temperature and with all the required paperwork.Furtherdetailsareinthenumberedsectionsbelow.Following these guidelines will protect your samples, avoid delays in projectsinitiationandpreventadditionalchargesforprocessing.
# Version1.2April2018
1. SampleQCGuidelinesToensuresuccessfulpreparationoflibrariesasetofguidelineshavebeenpreparedthatdescribetheminimumamountandqualityofmaterialrequired.
• RNASampleQCGuidelines• ChIPSampleQCGuidelines• DNASampleQCGuidelines• Pre-preparedLibrariesQC
Theseguidelinescanbefoundonourwebsitehttp://www.well.ox.ac.uk/ogc/documents
2. PlaceSamplesinPlate
1.QCSamples
2.PlaceintheCorrectPlate
3.CompleteRequiredPaperWork
4.Package
5.DelivertoWHG 5.ShipSamplestoWHG
$ Version1.2April2018
We will only accept samples and libraries that are to be pooled by us inplates.Ifthesamplesareinthewrongcontainers,wereservetherighttoreturnatyourcostortochargeaprocessingfee.Pleaseuse thischecklist toensure thatsamplesandplatesarecorrectlypackaged.Many of these details can also be found in our handy video guideshttp://www.well.ox.ac.uk/ogc/video-sample-submission-best-practice/
1. Correctplatesandseals:Platesandsealsareofvariablequality,somesealsdonot stick toplatesproperlyandcanallowcontaminationof samples.Toavoid the seal from lifting and resulting contamination, please use fullyskirted, clear plastic, 96-well plates (ThermoFisher Thermo-Fast 96 Skirtedplates,catalogue#AB-0800or4TitudeFrameStar®96WellSkirtedPCRPlates# 4ti-0960) sealed with an adhesive seal (Thermo Scientific Adhesive PCRSeals#AB-0558).
2. Platelayout:TheoverallplatelayoutshouldbeincolumnsA1-H1,A2-H2etc.withnogapsbetweensamples.Samplesthataretobemultiplexedshouldbegroupedandassembledonaplatesothatsamplesinagivenmultiplexareinconsecutive wells. If you are multiplexing different sample types, pleasediscussthiswithyourprojectmanager.
96-wellplatelayout
3. Sealtheplatethoroughly:Pleasemakesuretheplatesaresealedproperlytominimize contamination, we recommend using a pen lid or credit card toapplypressurebetweeneachlineofwells.Notethatapplyingasealtoacoldsurfacewillresultintheseallifting.
4. Label appropriately: The sealed containeror sampleplatemustbe labeledwithyournameandquoteorprojectnumber.
123456789101112
ABCDEFGH
7 Version1.2April2018
5. Protectfromdryice:Platesshouldbeplacedwithinaplasticbagandthebagsealedwithtapetopreventdislodgingintransitbeforeputtingondryiceorinto the freezer to stop the plate seal from becoming brittle and lifting.Ideally,thebaggedplatewouldbeplacedinasmallboxbeforeputtingintoalargerpolystyreneboxwithdryice.
Onlyonealiquotofeachsampleshouldbesubmittedunlessbypriorarrangement.
3. CompletetheAppropriatePaperWorkBeforeshipping/deliveryofsamplesSTEP1Signyourquotationandreturnviaemailalongwithagrantcode(ifwithintheWHG)oraPOnumber(ifexternal).IfoutsidetheUniversityofOxfordpleaseprovideaPDFcopyofthePO.STEP2Completethesamplesubmissionformensuringthatthelabelonyourplate(s)exactlymatchestheentryinthesubmissionform.Emailthecompletedformtoyourprojectmanager,atleasttwodaysbeforeshippingyoursamples.STEP3Waitforconfirmationofreceiptbeforeshippingsamples.Yourprojectmanagerwillassignyouaprojectnumber.Pleaselabelplatesandpackagingwiththisnumberandthenshipaccordinglyfollowingtheinstructionsbelow.
Samplesreceivedunexpectedly,poorlylabeledorwithoutcorrectpaperworkwilldelaytheinitiationofyourproject,riskthesafetyofyoursamplesandincuradditionalcharges.
4. Package
1. AllRNAsamplesshouldbeondryice.
8 Version1.2April2018
2. AllDNAsamplesorlibrariesshouldbeondryiceifbeingshippedoriftobeleftinWHGreceptionarea.
5. DeliverorShipsamples
SubmittingSamplesforthosewithAccesstoWHGLab3FreezersWhendroppingoffyoursamples
1. Thereisadesignatedfreezerforsampledropoff.ThefreezerislocatedinthefirstbayonthesouthsideofLab3.AplanofLab3andthe locationofthefreezercanbeseeninAppendix1.
2. Samples should be left in this designated area between 9am and 1pm onstandardworkingdays.
This freezer will not be checked other than between these times so werecommendonlytoleavesamplesbetween9amand1pminorderthatyoursamplesarenot lostordefrosted if the freezer isopenedor fails after thistime.
3. The labeled plate or box/bag of tubes should be placed in appropriatedrawer;eithertheoneforDNAortheoneforpre-preparedlibraries.
4. OntopofthefreezerthereisanareainwhichtoleaveRNAsamplesondryice.
After 1pm, nobody will return to check for samples until the followingworkingday.Ifyouareunabletodropoffyoursamplesbetween9amand1pm,please arrange for a colleague todo soorwaituntil the followingworkingday.
SubmittingSamples-drop-offpointinWHGreception
1. It will be possible to leave samples in a cupboard in reception (see imagebelow)between9amand1pmonanyworkingday- this area is not secureandwillbecomewarm,pleaseputallsamplesondryice.
High-throughputSampleSubmissioncupboard
9 Version1.2April2018
2. After 1pm, nobody will return to check for samples until the followingworkingday.
3. If you are unable to ship or dropoff your samples in this time slot, pleasewaituntilthenextworkingdayoraskacolleaguetosendthesamplesinyourabsence.
SubmittingSamples-shippingsamples
1. Samples should only be shipped between Monday and Wednesday (or 2workingdaysbeforethestartoftheweekendinthecaseofbankholidays).
2. Allsamplesshouldbeondry ice.Somecouriershavespecificguidelines forshipping samples on dry ice and should be contacted for details prior topackagingupyoursamples.
3. Pleasesendto:
High-ThroughputGenomics(Sequencing),WellcomeCentreforHumanGenetics,RooseveltDrive,Oxford.OX37BN
: Version1.2April2018
Appendix1
Lab3entranceLab3entrance
Submissionfreezer
