Sample Submission

 

Prior to shipping or delivering samples to the Core an order must be submitted online.

 

Online Sample Submission

 

1. Login to your account (see instructions below for creating an account).

 

2. Click on My Projects and either use a current project or create a new one (this choice is irrelevant to the Core).

 

3. At the Submit Sample section, fill out the Species information, Number of samples and the Analysis Categories, then click Create Template. This will take you to the Batch Sample Submission page.

 

4. Click on the “Template File” link. A submission template Excel file will be generated.

 

5. Open the template file.

  • Do not alter anything in Column A.

  • Enter the sample type in Column B.

  • Enter a unique identifier for your samples in Column C. If there are too many rows it does not matter. If there are not enough rows a new template file must be created.

  • Place an “x” in the columns which correspond to the analyses that you are requesting for each sample.

  • If there is not a column for your assay be sure that you marked the appropriate “Analysis Categories” on the previous page (e.g. Hormone/RIA and HPLC if you want to measure both insulin and catecholamines).

  • If you add, delete, or otherwise alter columns in the template file your submission will fail.

  • Since not all assays are found in the template, an “Other” category is provided in the last column. Put an “x” in that column to indicate such assays, but it is essential that you leave us instructions in the Comment box (see step 10 below) to tell us which assays you are requesting!

6. Save the Excel template on the hard drive of your computer. A message will pop up saying that the file may have features not compatible with text (tab delimited). Click yes.

 

7. Return to the Batch Sample Submission webpage, select “Choose File” and browse your computer to upload the template.

 

8. If you receive an error message at this step there is something incompatible about the way information was added to the template. This is usually resolved by starting over with a NEW template and carefully following the instructions above.

 

9. Enter billing information. If you are a Vanderbilt investigator, this is the billing center number that the work will be charged to. If you are external to Vanderbilt, fill in this box with the method of your payment (e.g. PO number or type “credit card”). You will be billed after the assay has been completed.

 

10. In the “Special Instructions” box leave instructions regarding the “Other” column, dilution factors, or other pertinent information.

  • Any assay request listed in the spreadsheet as "Other" must be explained!

  • Mouse/rat investigators should indicate anticipated levels for the various hormones/analytes measured and whether duplicates or a single data point is required. All samples for these assays are diluted because of limited sample volume. Therefore, this information is required so that accurate dilutions can be determined based upon investigator needs. Please contact us if you are unsure what concentrations to expect.

11. Click "Review Order", check all information for accuracy, and edit or click "Place Order". Your samples are not entered into the system until you complete this step.

 

12. A confirmation email will be emailed to you and the project PI upon receipt of the electronic submission. This email contains a PDF copy of your order form and directions for physically submitting the samples. Make sure you read and follow these instructions.

 

13. If you discover that a mistake was made after placing the order please let us know and we will work with you to resolve it.

 

Creating an Account

 

1. Click on the "Create New Account" link on the right side of the page.

 

2. Complete the requested registration information.

 

3. Click the "Register" button.

 

4. In a few minutes you will receive an email indicating that your registration has been activated.

 

5. Click on the link in the email.

 

6. Choose a password for your account.

 

7. Click the "Activate Account" button. A web page will appear indicating that the account has been activated.

 

8. Once you have registered and selected a password, you can log in by entering your username and password on the right side of the web page. After you log in, the right side bar will change to a new menu that you can use to access your project-specific information.

 

My Projects

This is the first page that you will see when you log in. It provides a quick overview of all of an investigator's projects. You can use the same project each time or create a new one as desired.

 

The “Comments” and “Results” links shown at the bottom of individual projects are no longer in use. Upon completion of the assay the results will be emailed to addresses associated with the project.

Creating a New Project

Users who have begun a new protocol can create a new project.

  • Specify the Primary Investigator. The PI is the person who is financially responsible for the experiments. They will be notified by email of all work requested of the Hormone Assay & Analytical Services Core.

  • Because we need to be able to contact them, the PI must have an account before the project can be created.

  • After clicking on the "Create New Project" link, specify the PI for the new project. Enter the PI's name into the text boxes and click the "Search" button. Find your PI in the list that appears, and click the "Set" link next to their name. The next page will ask you to specify the details of your project including title and the name of the PI.

  • Once you've filled in all of your information, click the "Create New Project" button.

My Settings

The information supplied at registration can be viewed and changed here.

 

Shipping of Samples

  • Please ship samples Monday through Wednesday so that the core receives them no later than Thursday of any given week.

  • Hormone Core samples should be placed in the designated retainer bins in the -20 freezer in 711 PRB or shipped on dry ice to 713 PRB, 2220 Pierce Ave, Nashville, TN 37232. If you have any questions we are located in 713 PRB.

  • Lipid Core samples must be delivered to room CC-3327 Medical Center North or shipped on dry ice to 1161 21st Avenue South, CC-3327 MCN, Nashville, TN 37232-2561.

 

Data Retrieval

The Hormone Assay & Analytical Services Core will attempt to analyze and provide data within 2 to 3 weeks of receiving the batch of specimens. This timeline is dependent on workload, the number of samples for a given assay, and length of incubation time for the assay. Once the assay has been completed you will receive an email containing your results.