ATTACH_A__Protocols_for_PPV_Diagnostic_Lab.pdf

Solcitation AG-6395-S-17-0032, Attachment A

Protocols for PPV Diagnostic Laboratory

Tag Identification Number:

1. Preference is given to systems that do not employ bar codes.

2. The sample identification number consists of six digits and will be assigned by the New York State Department of Agriculture and Markets Plum Pox Virus Eradication Program.

3. Each surveyor will be assigned a range of numbers for use during the 2017 surveying season for which the lab will be provided a list of numbers and ranges (please note this may change during the season based on availability of surveyors and tags).

4. Tags will be placed inside the 4x6 sample bag for identification of samples. This number is to be used when reporting.

Data Collection:

1. Eight leaf samples are collected and placed inside 4x6 sample size bags and stapled in numerical order in groups of ten. If the leaf size is small an additional four leaves will be included for tissue processing.

2. Tag numbers are placed in each sample bag; face up, for identification of samples.

3. The stapled 4x6 bags are placed in larger bags to hold approximately 100-200 samples with the surveyor’s name, date, sample number start/end, and total amount of samples, which are then recorded on the lab submission form.

4. The larger bags are packaged at the end of the day in boxes for shipment to the diagnostic lab.

Shipping:

1. A minimum of two boxes will be shipped to the lab on a daily basis to be determined by the volume of samples and number of field offices.

2. The diagnostics laboratory should be located within morning (10:30 AM) United Parcel Service next day delivery service to prevent degradation of leaf samples.

3. Shipping is done on daily, Monday through Thursday, UPS next day with a tracking number supplied to the lab.

4. Samples are packaged with ice packs to ensure quality of samples upon arrival at the lab.

Solcitation AG-6395-S-17-0032, Attachment A

5. The tracking number is sent via email to the lab along with the number of boxes and samples from the originating field office to be expected at the lab.

6. Shipments will be checked for tracking issues first thing in the morning.

7. All boxes are to be returned to the originating field office with all Styrofoam parts intact and with all ice packs included, with no writing on the boxes, so that they may be reused. The lab will ship all empty boxes and ice packs received every Thursday to the originating field office at an address to be supplied by the field office using two-day ground shipping.

8. Return UPS ground labels will be supplied to the lab if the lab is not setup with UPS Campus Ship or World Ship for return of shipping boxes.

Paperwork:

1. A lab submission form will be included with each shipment showing the surveyor name, start and end tag, and number of samples in each bag. This form is to be verified upon receipt to ensure that the correct bags are in each shipment box and the amount of samples are received.

2. Paperwork is to be maintained at the lab and the originating office for the season.

Reports:

1. Any discrepancy on the daily lab submission report (missing samples, incorrect sample amount, etc) is to be reported to the field office immediately.

2. A weekly report for sample processing is required every Monday to include samples processed, ranges processed, positives found, grays found (elevated samples with readings between 2.0 & 2.5) and their corresponding sample numbers, or any other issues regarding the samples.

Microsoft Excel format is best.