Sample Submission Guideline for BGI Americas Project

Transcription

1 Sample Submission Guideline for BGI Americas Project Step 1. Applying for a Project ID Before sample submission, BGI service representative must request the support team to review the quote and apply for a project ID, which is unique ID for every project. After confirmation for the sequencing strategy, our account manager will prepare a formal quote and provide this project ID to you. Step 2. Filling out Online Sample Information Form In preparation for shipping samples, please follow the instructions and take few minutes to fill out the online sample information form in our website. 1) Register and login to BGI sample submission system via 2) Select an option based on the sample type and then register an account and login in. 3) Select "FROM Americas" and SHIP TO BGI@San Jose OR SHIP TO BGI@Hong Kong. The shipping address will be shown on the completed sample information form. 4) Read the instructions and click the button I have read and agree to the next step. A. Choose SHIP TO BGI@San Jose if you prefer BGI Americas to handle your shipment and transport to Hong Kong: B. Choose SHIP TO BGI@Hong Kong if you prefer to ship samples from you end to our Hong Kong lab. 5) Type in all the information on the sample information page. A. Tracking number. If you have already received a tracking number from the courier, please enter it into the form. B. Transport condition. Please choose Dry ice. C. Project ID. Project ID is required and can be found on the quote/contract sent to you. If there is anything unclear, please contact with your primary contact of BGI immediately for any questions. D. Principle Investigator's Name, Principle Investigator's Phone Number, Principle Investigator's . Please type in the required information according to your situation. E. NGS Platform: Please refer to your quote. F. Project Type: Refer to your quote. G. Library Type: Refer to your quote.

2 H. Sample Information. Please fill in the required information according to the samples status. Others relevant Information, such as Sample Name, Species, Concentration, etc. Besides the option of filling in sample information online, you could also upload your own sample file, especial for the samples on a large scale. I. Signed declaration letter. Declaration letter is expected to complete with the letterhead or logo of your organization and brief sample information for the consideration of biosafety and clearance of Hong Kong Customs. A signature is required on the declaration letter. 6) When you finish submitting all sample information above, a PDF file will be generated automatically. It is appreciated and required to enclose both hard copies of sample information and signed declaration letter in the sample shipment. BGI project management team will also receive a notification sent by the system showing the link of sample information form so that our team may track the samples. Remark: A. Why the handwritten signature is required on declaration letter? The samples and shipping materials are should not be hazardous, infectious, HIV positive, toxic or radioactive, for which the signed declaration letter are required by Hong Kong customs and the security of colleagues who access to samples as well. However, please inform us and we could discuss for a solution if the samples and material are hazardous, infectious, HIV positive, toxic or radioactive. B. How to apply import permit? (Applicable to International shipment) For tissue or CITES ( protected samples shipped to Hong Kong, please collect sample info below and send to bgihk.sample@genomics.cn to apply for an import license three days prior to shipping samples out. 1. Name of samples (Scientific name of specie, e.g. Arabidopsis); 2. Quantity and weight of samples (e.g. 0.5g x6); 3. Shipper s organization name (Customer s organization name); 4. Expected shipping date; 5. Courier going to be used; 6. Signed declaration letter by shipper with shipper s organization letterhead.

3 Step 3. Sample Shipping 1) Samples Packaging It is strongly recommended to collect all of the samples tubes (e.g.0.5ml) into a bigger tube (e.g. 5ml), which will prevent from being broken during shipping. Please pack the tube (s) and sufficient dry ice (Chart. 3.1), 15 lbs for domestic shipping and 20 lbs for international shipping, into a foam container with a paper outer box. Filling up the empty space in the package also helps. For the saliva samples, we recommend use Oragene DNA (OGD-500) to collect samples and ship to HK. 2) Shipping Address The shipping address will be also shown on the completed sample information form automatically as long as client selects a correct SHIP TO facility in online sample system. A. If select SHIP TO BGI@San Jose, Please ship samples to the below address: BGI Americas ATTN: Sample Receiving 2904 Orchard Parkway San Jose, CA Contact Phone: bgichop.sample@bgi.com B. If select SHIP TO BGI@Hong Kong, Please ship samples to the below address: BGI Tech Solutions (HongKong) Co., Limited Sample Management Center ATTN: Ms. Wenyan Xu Room 110, Room 110, 1/F, 16th Dai Fu Street, Tai Po Industrial Estate,Tai Po, Hong Kong Contact No / bgihk.sample@genomics.cn *Please note that Hong Kong has no postal/ zip code. To avoid delays/ loss of samples due to incorrect routing, do not include "China" or "CN" in consignee's address. If "Country" is required, use "Hong Kong". 3) Chart 3.1 Shipping and packaging Logistic Option Recommended Shipping Day Ship to BGI@Hong Kong directly Monday or from customer Tuesday Ship to BGI@San Jose and Monday or transport to BGI@Hong Kong Tuesday Recommended Weight Recommended of Dry Ice in the Shipping Type (FedEx package Only) >20lbs International Priority Shipping 15 lbs Overnight Shipping Ship to BGI@San Jose with no international transport Monday through Thursday 15 lbs Overnight Shipping

4 4) Documents required enclosed in the shipping package Hard copy of sample information form (required) Signed declaration letter (required) Detailed sample list (optional if samples are already listed on the form) Import permit (required for tissue or CITES protected samples) (If needed for saliva sample) QC report (optional) Protocol in regard to sample preparation or library preparation (optional) Step 4: Sample Tracking 1) BGI service representative should clearly tell the client where the samples should be sent to: Jose or Kong. 2) BGI encourages clients to input the courier and tracking number in the online information form, or clients could send the tracking number to BGI service representative upon the samples are shipped. 3) Once the samples are received by BGI, a detailed notification will be sent to clients and related BGI colleagues. Updated

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