PART 1: Shipping Checklist

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1 International Shipping of Biological Specimens To insure sample integrity and timely arrival, it is recommended that samples be shipped on dry ice via overnight delivery service on a Monday to: Eve Technologies Suite 86, Varsity Drive N.W. Calgary, AB, Canada, T3A 0Z9 PART 1: Shipping Checklist Process samples according to Eve Tech s guide (ie. Centrifuge then aliquot required volume from the middle of the liquid into PCR tubes with strip caps, then label the cap and side of the tubes with a letter and consecutive numbers using a permanent marker). Samples packaged appropriately (ie. Place racked PCR tubes in a sealable bag along with absorbent material then place in a Styrofoam box). DO NOT place tubes directly in dry Ice. Dry-ice: Add 3-5 kg. See How much Dry Ice Should I Use? below. Place your Eve Tech Order Form INSIDE the outer cardboard box (either on top of the Styrofoam lid or inside the Styrofoam box). Class 9 Dry-ice label (UN 1845) on outer packaging (with weights and addresses filled in). In addition to the waybill, your address and the recipient address must be on the box in case the waybill is misplaced. This can be on the dry-ice label or on a separate label. Exempt Human Specimens or Exempt Animal Specimens Label on outer packaging (if samples are non infectious. If samples are infectious category B, use UN 3373 label. Additional permit required for animal samples that are infectious). Document pouch adhered to outer packaging to hold the following: International Waybill Under Description include the infectious nature of your sample, the species, and the sample type. For example, non-infectious human plasma. Fill in your (FedEx) account number on the payment line indicating transportation charges are to be paid by the sender. Under the Duties and Taxes or Customs section, mark Recipient and enter Eve Tech s FedEx account # If any duties and taxes are incurred, they will be added to your invoice. Enter $1.00 as the declared value. 3 copies of a Commercial Invoice (see Appendix C to use our pre-filled form). Under Description of Goods include the infectious nature of your sample, the species, the sample type, and state no commercial value. For example, noninfectious human plasma. No commercial Value. Enter $1.00 as the value. Destination Control Statement (if shipping from the United States) (Appendix C). Declaration of Biological Shipments (Recommended. Not required) (Appendix C). *Note: International Shipments will be charged a $20 biological sample import / permit fee from Customs. This charge will initially be covered by Eve Tech then added to your invoice.

2 PART 2: Packaging Non Infectious Biological Samples Triple packaging is required when shipping biological samples. Triple Packaging: 1. Primary container (ie sample tubes): Leak-proof Fragile primary containers must be packed in way to prevent breakage. 2. Secondary container: Leak-proof. (Examples: sealed plastic bag, screw-cap canister.) Absorbent material must be placed between the primary and secondary containers to absorb entire contents of the primary containers. (Examples: paper towels, cotton balls, cellulose wadding.) 3. Outer Packaging: Must be at least 10 X 10 cm. Styrofoam insulated boxes with a corrugated fiberboard outer box is the recommended outer packaging. **Styrofoam without an outer box is not acceptable outer packaging. Labeling Packages: For non-infectious specimen(s) label outer package as Exempt Human Specimen or Exempt Animal Specimen (Appendix A, Figure 3). If shipping with dry ice, the outer package must have a Class 9 label (Appendix A, Figure 2) that is marked with the proper shipping name ( Dry Ice ), UN number (UN1845), net quantity (ex. 3 kg), and contact info. PART 3: Shipping Delays and Dry Ice Info The majority of biological samples are shipped frozen on dry-ice for the purpose of avoiding protein degradation via protease activity and kinetic break-down (such as temperature changes). To avoid your package sitting in customs over a weekend, ship your samples on a Monday or a Tuesday. Delays Shipping delays can happen, but if you prepare for them, your samples will arrive in good condition. Delays can be a result of Customs delays or logistical delays. Reasons for Customs Delays: Improperly filled out paper work. Missing paper work Animal samples - Any package labeled as an animal specimen (as opposed to human), WILL be delayed for at least one day to receive clearance and permits from the Canadian Food Inspection Agency (CFIA). Therefore, if you are using an express overnight shipping service, it will take at least 2-days. To address this extra shipping time, ensure you have enough dry-ice (see How much Dry Ice Should I Use? below). Packages denoted as human samples are rarely delayed.

3 Reasons for Logistical Delays: Logistical Delays are very rare - However, it can happen. Here are some examples: Airport closures (ie weather). Shipping company delays (mechanical issues or shipping error). If your area is experiencing extreme weather that will result in airport delays or airport closures, we recommend waiting to send your samples. Hedging Against the Risk of Delays: The most important step you can take to avoid the negative aspects associated with delayed shipments is to ensure your samples are shipped with a generous amount of dry-ice. The costs of using more dry ice (ie. larger box and more weight) is worth ensuring your sample s integrity. How Much Dry-Ice Should You Use? Since there are many variables involved in shipping (such as Styrofoam box wall thickness, shape of dry-ice, shipping temperatures, etc.) it is difficult to accurately know the sublimation rate of your dry-ice. Pellet-style dry-ice sublimates quicker than brick-style dry-ice. In one of our mock shipments, an insulated box (11 x 9 x 9 with a 1 3/8 wall thickness) contained 3.1 kg of pellet-style dry-ice which sublimated at a rate of kg per 24 hours. We recommend using a minimum of 3 kg of dry-ice for overnight shipments. For packages labeled as animal samples we recommend adding more dry ice (ie. 4-5 kg) to address the extra shipping delay. If your institute provides brick-style dry-ice you can use less. Dry-Ice Guidelines Make sure the package containing the dry-ice is not air tight to allow the escape of carbon dioxide gas. (Example: If you are shipping samples with dry ice in a Styrofoam container, do not tape around all edges of the lid.) Dry ice must be placed outside the secondary packaging. The primary and secondary packaging must be secure as the dry ice sublimates. **Training is required when shipping sample with dry ice, contact the Safety Office at your institution for more information

4 PART 4: Paper Work Waybill Guidelines This Waybill section is specific for shipping with FedEx using FedEx s Expanded Service International Waybill. If you are not shipping with FedEx, consult the shipping company for more information. Under Commodity Description state the species and format of your samples and include the phrase non-infectious, no commercial value. Enter $1.00 as the declared value. If you are using dry-ice, check the Yes. Shipper s Declaration not required box under the Special Handling section. Fill in the amount of dry ice (kg) used. If you are not shipping with dry-ice and if your samples are non-infectious mark No for the Does this shipment contain dangerous goods? question. Under the Payment heading mark the sender box to indicate transportation charges, are to be paid by the sender. Write in your FedEx account number. Under the Duties and Taxes or Customs section, mark Recipient to indicate Eve Tech as your importer who will pay for duties and taxes. Enter our FedEx account number (see page 1). If duties / taxes are incurred, they will be added to your invoice. International Shipments will be charged a $20 biological sample import / permit fee from Customs. This charge will initially be covered by Eve Tech then added to your invoice. Commercial Invoice International Shipments to and from Canada require 3 copies of a Commercial Invoice placed in the outer shipping pouch behind the Waybill (one signed original and two copies). A commercial invoice is the official transaction record between an exporter and an importer. In the case of sending biological samples to Eve Tech for testing, your samples have no commercial value. However, since Customs does not consider $0.00 to be a value field, enter $1.00. We recommend using the Canada Customs Invoice or the FedEx Commercial Invoice (Refer to Appendix C) Under the description of the item(s) be as detailed as possible. You MUST write the species and sample format of your samples. You may include the phrase Non infectious. No commercial value. Enter $1.00 in any reference to the declared value. An example of an item description would read Exempt Human Serum Samples for academic testing. Non-infectious, No Commercial Value. If you are typing this description, ensure that it fits in the provided area and does not get cut-off during printing. DO NOT reference the price you are paying for the assay service on ANY documents. This will make Customs think that you are shipping an item that we are paying for, and will therefore charge duty and taxes. Destination Control Statement Shipments exported out of the United States require a Destination Control Statement. It should be included with the invoice, waybill and any export control documents that accompany a shipment to its destination. Refer to Appendix C for a Destination Control Statement copy. Declaration of Biological Shipments A Declaration of Biological Shipments may also be required when shipping internationally. It is recommended to include this document as it describes the package contents in detail and whether the material is infectious or not. Refer to Appendix C for a copy of a Declaration of Biological Shipments form.

5 APPENDIX A: Common Hazard Labels Figure 1: Biological Substance Category B (UN3373) Hazard label Figure 2: Hazard Class 9 label for Dry Ice (UN1845) shipments

6 Figure 3: Exempt human and exempt animal specimen Labels, attached to non-infectious shipments

7 APPENDIX B: Correct Packaging for Category B Infectious Substances

8 APPENDIX C: International Shipping Forms 1. Commercial Invoice Below are two examples of acceptable commercial invoices. Choose ONE, and make 3 copies to include in the outer shipping pouch behind the Waybill (one original and two copies). i) Canada Customs Invoice (pre-formatted with Eve Tech s details) Instructions: Print and fill in yellow highlighted areas. Or Click here to open a pre-formatted PDF version of the Canada Customs Invoice that you can type into and print. Or ii) FedEx Commercial Invoice (pre-formatted with Eve Tech s details) Instructions: Print and fill in yellow highlighted areas Or Go to FedEx and go to Document Preparation Centre for guide to customs forms and to fill out their Commercial Invoice online. 2. Destination Control Statement (use if shipping from the United States) 3. Declaration of Biological Shipments (Recommended. Not required)

9

10 This invoice must be completed in English Commercial Invoice Page 1 of 1 REV

11 Destination Control Statement These samples were exported from the United States in accordance with the Export Administration Regulations. Diversion contrary to the U.S. Law is prohibited. Print Name: Title: Signature: Date: Air Waybill#:

12 N/A N/A

13

14 APPENDIX D: Helpful Links UMC Shipment of Biological Materials Manual: Manua_000.pdf International Air Transport Association: American Biological Safety Association (Canada): Human Pathogens Importation Regulations (Department of Justice): Importation of Animal Pathogens (Canadian Food Inspection Agency): FedEx Shipping pointers for Category B Biological Specimens: IATA packing instruction #650 document:

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