SAMPLE ACCEPTANCE POLICY

CHAIN OF CUSTODY

A chain of custody must accompany all samples. The following information on the chain of custody is to be completed or verified by the customer as correct:

• Customer name and address
• Contact information
•  Sample description and location
• Sample type (entry point, distribution, check sample etc.)
• Sample Matrix (Drinking water, wastewater, storm water, sludge, solid)
• Sample date and time of collection
• Number of containers & preservative
• Requested analyses
• Name of person collecting the sample
• Indication of whether the sample(s) are for compliance reporting purposes

For regulated clients:

• Water system name
• PWSID # or Regulatory ID
• Disinfectant reading (where available/applicable)
• Temperature at time of collection

Errors on the chain of custody are to be corrected by drawing a single line through the mistake and writing the correct information off to the side along with the initials and date of the responsible party. Any missing or incorrect receipt information must be satisfactorily resolved before sample analysis is initiated.

SAMPLE CONTAINERS

Sample container labels are to be filled out using permanent ink. Upon receipt at the laboratory, sample containers will be checked to ensure that they are intact, that the container type meets the requirement of the specific analytical method, and that the container has adequate volume.

Chemical preservatives are required by many analytical methods to render a specific analyte stable until testing can be performed. Chemical preservatives are to be added at the time of sampling (either added directly or via pre-preserved containers) unless it is unsafe to do so.

Microbiological samples that contain residual disinfectants may be rejected.

ADEQUATE VOLUME

Fill sample containers as directed by the laboratory or sampling procedure. Samples received with insufficient volume to perform the requested analyses will be rejected including any microbiological samples with less than 100 mL.

TRANSPORT/RECEIPT TEMPERATURE

Fredericktowne Labs will measure and document the temperature of each cooler received. Where thermal preservation is required, the receipt temperature must be in the range of >0°C but ≤ 6°C for chemical analyses and >0°C but ≤ 10°C for microbiological samples, unless program requirements specify otherwise. Samples that are delivered to the laboratory immediately after collection are considered acceptable if there is evidence that an attempt was made to cool the sample with ice or ice packs or unrefrigerated if received within fifteen minutes of collection.

West Virginia DEP samples – Temperature of each sample container will be checked, and the highest temperature will be recorded. Any containers that don’t meet the temperature requirements will be rejected.

HOLDING TIME

Samples should be provided to the laboratory as soon as possible after collection to ensure that analysis can be performed within the method specified holding time. Upon receipt at the laboratory, the sample date and time as well as the requested testing will be evaluated to confirm that sufficient hold time remains to start the analysis within hold time.

VOA VIALS

The maximum headspace permissible in a VOA vial is not to exceed 6mm (1/4’’) – roughly the size of a pea. West Virginia DEP regulated samples can NOT have any headspace.

POLICY DEVIATION

Clients may request sample analysis even if the criteria above are not met, where feasible. However, any such deviation will be documented on the chain of custody and notated on the final report.