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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.

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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

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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

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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.

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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

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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

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Appendix1

Lab3entranceLab3entrance

Submissionfreezer