Human Tissue Resource Center (HTRC) Core Facility
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Human Tissue Resource Center (HTRC) Core Facility User Guide 1 Table of Contents Receive IRB approval or exemption for your research specimen request.1 Complete a HTRC Tissue Service Application or HTRC Body Fluids Service Application for
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01
Human Tissue Resource Center (HTRC) Core Facility User Guide 1<br>
02
Table of Contents<br>
03
Receive IRB approval or exemption for your research specimen request.1
Complete a HTRC Tissue Service Application or HTRC Body Fluids Service Application for your IRB-approved or exempted protocol.
Email the completed application along with any relevant documents (i.e. protocol manual) to TissueBank@bsd.uchicago.edu to schedule a service set-up meeting (virtual).
Meet with Biobank Technical Director and any relevant personnel (i.e. subspecialty pathologist for surgical specimen collection, PA, etc.) to discuss service request. The PI is not required to attend but recommended.
If there are no pending questions/concerns, the service agreement will be finalized after the meeting and returned for PI’s review and signature.
Email the signed service agreement to the Biobank Technical Director.
The protocol will be set up in LabVantage. Only the PI and research staff listed on the service agreement will have access to the protocol in LabVantage.2, 3
Follow appropriate User Checklists [slides 8-13] for sample drop-off and pick-up procedures. 3 HTRC Biobank Service Set-Up Workflow<br>
Complete a HTRC Tissue Service Application or HTRC Body Fluids Service Application for your IRB-approved or exempted protocol.
Email the completed application along with any relevant documents (i.e. protocol manual) to TissueBank@bsd.uchicago.edu to schedule a service set-up meeting (virtual).
Meet with Biobank Technical Director and any relevant personnel (i.e. subspecialty pathologist for surgical specimen collection, PA, etc.) to discuss service request. The PI is not required to attend but recommended.
If there are no pending questions/concerns, the service agreement will be finalized after the meeting and returned for PI’s review and signature.
Email the signed service agreement to the Biobank Technical Director.
The protocol will be set up in LabVantage. Only the PI and research staff listed on the service agreement will have access to the protocol in LabVantage.2, 3
Follow appropriate User Checklists [slides 8-13] for sample drop-off and pick-up procedures. 3 HTRC Biobank Service Set-Up Workflow<br>
04
LabVantage LIMS 4 LabVantage Log-In Page LabVantage Training Links<br>
05
LabVantage LIMS Registering subject and documenting consent
Creating withdrawal requests
Running reports/queries 5<br>
Creating withdrawal requests
Running reports/queries 5<br>
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Signed HTRC Tissue Service Agreement or HTRC Body Fluids Service Agreement
Subject registered and consented in LabVantage
Specimen container label with all the following information: At least 2 unique subject identifiers, IRB protocol number, and specimen description/site (for tissues).
Completed HTRC Biospecimen Collection Form with all of the following information: 2 subject identifiers, IRB protocol number, sender name and contact info, collection date and time, specimen type and specimen quantity.
Information on specimen label and form must match.
Specimen sent in proper container and packaging.
Specimen sent to HTRC on same day as collection.
Specimen sent to HTRC prior to cut-off time.
Specimen must be of sufficient quantity.
Specimen must be of sufficient quality. 6 HTRC User Policy – Specimen Acceptance Criteria<br>
Subject registered and consented in LabVantage
Specimen container label with all the following information: At least 2 unique subject identifiers, IRB protocol number, and specimen description/site (for tissues).
Completed HTRC Biospecimen Collection Form with all of the following information: 2 subject identifiers, IRB protocol number, sender name and contact info, collection date and time, specimen type and specimen quantity.
Information on specimen label and form must match.
Specimen sent in proper container and packaging.
Specimen sent to HTRC on same day as collection.
Specimen sent to HTRC prior to cut-off time.
Specimen must be of sufficient quantity.
Specimen must be of sufficient quality. 6 HTRC User Policy – Specimen Acceptance Criteria<br>
07
Bottle of reagent
Safety data sheet (SDS)
IRB protocol number
Reagent name
Storage requirement (temperature)
Expiration date
Pre-filled containers with reagent
Safety data sheet (SDS)
IRB protocol number
Reagent name
Expiration date
Empty containers
IRB protocol number 7 Reagent and Container Labeling Requirement<br>
Safety data sheet (SDS)
IRB protocol number
Reagent name
Storage requirement (temperature)
Expiration date
Pre-filled containers with reagent
Safety data sheet (SDS)
IRB protocol number
Reagent name
Expiration date
Empty containers
IRB protocol number 7 Reagent and Container Labeling Requirement<br>
08
Verify protocol has an HTRC Tissue Service Agreement in place.
Register and document consent for subject in LabVantage.
Collect specimen.
Ensure the specimen has a proper specimen label.
Complete HTRC Biospecimen Collection Form .
Ensure the specimen is properly packaged.
Deliver or tube specimen (#461) with completed form to Billings P-524 same day.
Post-processing:
Pick up samples from P-524 after receiving completion notification from HTRC [not applicable if requiring storage]. Body Fluids Checklist 8<br>
Register and document consent for subject in LabVantage.
Collect specimen.
Ensure the specimen has a proper specimen label.
Complete HTRC Biospecimen Collection Form .
Ensure the specimen is properly packaged.
Deliver or tube specimen (#461) with completed form to Billings P-524 same day.
Post-processing:
Pick up samples from P-524 after receiving completion notification from HTRC [not applicable if requiring storage]. Body Fluids Checklist 8<br>
09
Fresh Biopsy Checklist 9 Verify protocol has an HTRC Tissue Service Agreement in place.
Register and document consent for subject in LabVantage.
Collect specimen.
Ensure the specimen has a proper specimen label.
Complete HTRC Biospecimen Collection Form, HTRC Histology Request Form for Eligibility Screening, HTRC Histology Request Form without Screening, and HTRC Digital Pathology Form (where applicable).
Ensure the specimen is properly packaged.
Deliver specimen with all necessary form(s) to CCD 2-470 same day.
Post-processing:
Pick up samples from appropriate HTRC lab depending on final sample type and after receiving completion notification from HTRC1:
CCD 2-470 for fresh or frozen samples
P-524 for FFPE blocks
P-616 for slides
Email a completed Histology Request Form for Eligibility Screening or HTRC Histology Request Form for Non-Screening Trials or Program Biobankers to Histology@bsd.uchicago.edu if slides/staining are needed.<br>
Register and document consent for subject in LabVantage.
Collect specimen.
Ensure the specimen has a proper specimen label.
Complete HTRC Biospecimen Collection Form, HTRC Histology Request Form for Eligibility Screening, HTRC Histology Request Form without Screening, and HTRC Digital Pathology Form (where applicable).
Ensure the specimen is properly packaged.
Deliver specimen with all necessary form(s) to CCD 2-470 same day.
Post-processing:
Pick up samples from appropriate HTRC lab depending on final sample type and after receiving completion notification from HTRC1:
CCD 2-470 for fresh or frozen samples
P-524 for FFPE blocks
P-616 for slides
Email a completed Histology Request Form for Eligibility Screening or HTRC Histology Request Form for Non-Screening Trials or Program Biobankers to Histology@bsd.uchicago.edu if slides/staining are needed.<br>
10
Surgical Collection Checklist 10 Verify protocol has an HTRC Tissue Service Agreement in place.
Register and document consent for subject in LabVantage.
Notify Pathologists’ Assistants (PAs) at pager 7325 or email TissueBank@bsd.uchicago.edu for late/same day consents.
Make sure the OR staff has orange “Tissue Bank” labels to put on the specimen containers. This sticker ensures the specimen is handled expeditiously for research collection (with or without a diagnostic component).
Post-processing:
Pick up samples from appropriate HTRC lab depending on final sample type and after receiving completion notification from HTRC1:
CCD 2-470 for fresh or frozen samples
P-524 for FFPE blocks
P-616 for slides
Email a completed HTRC Histology Request Form for Non-Screening Trials or Program Biobanks to Histology@bsd.uchicago.edu if slides/staining are needed.<br>
Register and document consent for subject in LabVantage.
Notify Pathologists’ Assistants (PAs) at pager 7325 or email TissueBank@bsd.uchicago.edu for late/same day consents.
Make sure the OR staff has orange “Tissue Bank” labels to put on the specimen containers. This sticker ensures the specimen is handled expeditiously for research collection (with or without a diagnostic component).
Post-processing:
Pick up samples from appropriate HTRC lab depending on final sample type and after receiving completion notification from HTRC1:
CCD 2-470 for fresh or frozen samples
P-524 for FFPE blocks
P-616 for slides
Email a completed HTRC Histology Request Form for Non-Screening Trials or Program Biobanks to Histology@bsd.uchicago.edu if slides/staining are needed.<br>
11
Histology Checklist – Slide Requests from In-House Diagnostic Blocks 11 Complete Histology Request Form for Eligibility Screening or HTRC Histology Request Form for Non-Screening Trials or Program Biobankers.1
Please make sure that all information is provided including IRB #, Tissue Source & Type (i.e. prostate adenocarcinoma, urothelial carcinoma of the bladder, ductal carcinoma of the left breast, etc.), and the Surgical Pathology case # (including case part A, B, C, etc.)2,3
If you need slides to be scanned and/or stored in the HTRC biorepository, indicate on the form “Slides are for HTRC [scanning and/or storage]”.
Print corresponding Pathology report for each case/block (for both in-house and OSH cases).4
Email completed Histology Request Form and pathology reports to Histology@bsd.uchicago.edu or drop off printed completed form to Histology at P-616.
Post-processing:
Pick up slides from P-616 after receiving request completion notification from Histology.5
If you are requesting slide scanning, follow Slide Scanning Checklist.
If you are requesting slide storage, follow Body Fluids Checklist.<br>
Please make sure that all information is provided including IRB #, Tissue Source & Type (i.e. prostate adenocarcinoma, urothelial carcinoma of the bladder, ductal carcinoma of the left breast, etc.), and the Surgical Pathology case # (including case part A, B, C, etc.)2,3
If you need slides to be scanned and/or stored in the HTRC biorepository, indicate on the form “Slides are for HTRC [scanning and/or storage]”.
Print corresponding Pathology report for each case/block (for both in-house and OSH cases).4
Email completed Histology Request Form and pathology reports to Histology@bsd.uchicago.edu or drop off printed completed form to Histology at P-616.
Post-processing:
Pick up slides from P-616 after receiving request completion notification from Histology.5
If you are requesting slide scanning, follow Slide Scanning Checklist.
If you are requesting slide storage, follow Body Fluids Checklist.<br>
12
Histology Checklist – Slide Requests from Research or OSH Blocks 12 Complete Histology Request Form for Eligibility Screening or HTRC Histology Request Form for Non-Screening Trials or Program Biobankers.1
Please make sure that all information is provided including IRB #, Tissue Source & Type (i.e. prostate adenocarcinoma, urothelial carcinoma of the bladder, ductal carcinoma of the left breast, etc.), and the Labvantage Sample # or Surgical Pathology # (from an outside hospital).2,3
If you need slides and/or blocks to be scanned and/or stored in the HTRC biorepository, indicate on the form “Slides [or blocks] are for HTRC [scanning and/or storage]”.
Obtain and provide corresponding Pathology Report if available.
Deliver completed form, blocks and Pathology Report (if available) to Histology at P-616.
Post-processing:
Pick up blocks/slides from P-616 after receiving request completion notification from Histology.4
If you are requesting slide scanning, follow Slide Scanning Checklist.
If you are requesting block/slide storage, follow Body Fluids Checklist.<br>
Please make sure that all information is provided including IRB #, Tissue Source & Type (i.e. prostate adenocarcinoma, urothelial carcinoma of the bladder, ductal carcinoma of the left breast, etc.), and the Labvantage Sample # or Surgical Pathology # (from an outside hospital).2,3
If you need slides and/or blocks to be scanned and/or stored in the HTRC biorepository, indicate on the form “Slides [or blocks] are for HTRC [scanning and/or storage]”.
Obtain and provide corresponding Pathology Report if available.
Deliver completed form, blocks and Pathology Report (if available) to Histology at P-616.
Post-processing:
Pick up blocks/slides from P-616 after receiving request completion notification from Histology.4
If you are requesting slide scanning, follow Slide Scanning Checklist.
If you are requesting block/slide storage, follow Body Fluids Checklist.<br>
13
Slide Scanning Checklist 13 Complete the HTRC Digital Pathology Request Form.
Email completed form to DigitalPathology@bsd.uchicago.edu or drop off printed completed form.
Deliver slides and printed completed form to P-524.1
Post-processing:
Pick up slides from P-524 (if not requesting HTRC storage) after receiving completion notification from Digital Pathology team.2,3
If you are requesting slide storage, follow Body Fluids Checklist.<br>
Email completed form to DigitalPathology@bsd.uchicago.edu or drop off printed completed form.
Deliver slides and printed completed form to P-524.1
Post-processing:
Pick up slides from P-524 (if not requesting HTRC storage) after receiving completion notification from Digital Pathology team.2,3
If you are requesting slide storage, follow Body Fluids Checklist.<br>
14
14 Resources HTRC Website
Staff Directory
Training and User Manuals
Policies HTRC Labs
Histology 4-8391
Histology@bsd.uchicago.edu
Biofluids 4-5570
TissueBank@bsd.uchicago.edu
Surgical Pathology 4-1975
TissueBank@bsd.uchicago.edu
Digital Pathology
DigitalPathology@bsd.uchicago.edu Clinical Research Managers<br>
Staff Directory
Training and User Manuals
Policies HTRC Labs
Histology 4-8391
Histology@bsd.uchicago.edu
Biofluids 4-5570
TissueBank@bsd.uchicago.edu
Surgical Pathology 4-1975
TissueBank@bsd.uchicago.edu
Digital Pathology
DigitalPathology@bsd.uchicago.edu Clinical Research Managers<br>
15
Questions, Comments or Feedback?
Rachel Poon, MHA, MS (PA)
Biobank Technical Director rpoon@bsd.uchicago.edu
4-4593
Terri Li, MD
Histology Technical Director tli1@bsd.uchicago.edu
2-9051 15<br>
Rachel Poon, MHA, MS (PA)
Biobank Technical Director rpoon@bsd.uchicago.edu
4-4593
Terri Li, MD
Histology Technical Director tli1@bsd.uchicago.edu
2-9051 15<br>