Shipping samples
Containment Requirements
Level 1: secure lids to avoid leakage (protecting samples)
This is the KEY component to successfully shipping samples in preservative. The other levels serve to contain a potential spill but level 1 will ensure that your samples arrive in perfect condition!
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use 125 mL Nalgene bottles with leak-proof polypropylene lids to gather your samples in the field and to ship. These have the extra benefit of being lighter weight than glass jars, thereby costing less to ship. The amount of waste generated is also minimized. See note at the bottom of this page.
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the alternative is to use electrical tape on the outside of the sample bottle lids, to tightly cover the seams. This tape is very easy to apply and remove, plus is extremely leak-proof.
Level 2: leakage containment (enclosing groups of samples)
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enclose samples in a thick plastic bag with spill absorbing pads, as shown here
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the alternative is to enclose samples in thick Ziploc-type bags, securely closed, as shown here
Level 3: leakage containment (leak-proof shipping container)
If the above 2 levels of containment are implemented, this level should not be necessary but is still recommended to mitigate any major leakages.
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use a hard cooler taped shut with duct tape as your shipping container. Cardboard boxes containing leaked samples may not be delivered by the courier service, so please don't run the risk.
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please do NOT use jumbo size containers/coolers (i.e., over ~25" long. The ones pictured are 32" long!) and limit the weight per container to a maximum of 50 lbs. This is added incentive to use plastic vs glass sampling jars! The shipping containers need to be carried down a flight of stairs, so this is also a safety issue, aside from being extremely difficult to manage.
Plenty of padding is recommended to keep the bottles upright and secure, especially if using more fragile glass jars. A "limited quantity" label should be affixed to the outside of the cooler. As of January 1, 2021 the notation of "limited quantity" or variations are no longer accepted, according to Transport Canada regulations.
⚠ Important: To avoid damage from freezing temperatures during transit, samples must be received no later than late October. Please plan your collection and shipping schedules accordingly and contact me as early as possible to secure your spot in the processing queue.
Coolers, sampling jars (rinsed, not thoroughly cleaned) and processed samples in final storage vials will be returned via Purolator ground service, at no added cost.
NOTE ON SAMPLE WASTE:
Sample preservative is re-used for final storage on a per client basis. Generally, only 30 mL (1 oz) is needed though denser samples may require 60 mL (2 oz). Any excess must be treated for safe disposal. Please minimize your field sample bottle size to reduce the amount of waste generated. See above under "Level 1" for the bottles that I highly recommend, in a 125 mL (4 oz) size. The bonus with those is that they are re-useable, reducing the amount of plastic waste. A surcharge may apply for samples that generate an excessive amount of waste.
Thank you for your cooperation in this matter.