shipment.md

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Shipment of biological or chemical samples

Carriers:

FEDEX or DHL:

Transit time within EU: 1 or 2 days Transit time outside EU: up to 5 days

If the samples have to be kept frozen, please fill the package with DRY ICE (at least 5kg for EU shipment and 15kg for non EU shipment). We recommend you to place an order of DRY ICE in Quarks by Wednesday at the latest. The deliveries of DRY ICE occur every Monday.

Scheduled days of shipment: EU: Monday, Tuesday or Wednesday for Room Temperature shipment EU: Monday or Tuesday for shipment with DRY ICE Outside EU: Monday for a delivery by Friday. In case the package must be delivered on Monday we can schedule a shipment on Thursday or Friday (the package will be in transit all weekend long)

Please note these are recommendations and delays at the customs might occur.

How to request a shipment with FEDEX or DHL? Please send a ticket via Service Portal and make sure to fill all information. If an information is missing, the shipment might be postponed. https://service.uni.lu/sp?id=sc_cat_item&sys_id=9cf7f205db683c905c72ef3c0b9619cd&sysparm_category=ca67f2c1db683c905c72ef3c0b9619a8

If you are sending a GMO to the USA, it is mandatory to enclose the emergency procedure.

Only some people from the Support Biotech Team at LCSB have been trained and certified by IATA (International Air Transportation Association) to be allowed to prepare the shipping documents for dangerous goods. They will review the information provided in the ticket and will make sure all the safety requirements are fullfiled (shipping temperature and nature of the goods). They will provide the shipping documents and labels to be enclosed to the package and give all the instructions to follow in the ticket.

WORLD COURIER:

World Courier is an expensive carrier providing premium services such as 24/7 service, refilling the package with DRY ICE, taking care of the necessary documents for customs clearance, shipment on the first available flight... It is the ideal solution for very precious samples or special services.

How to request a shipment with WORLD COURIER?

1. Send an email to request a quote to QuoteBelgium@worldcourier.com and bruops@worldcourier.be. Please also add aa-lcsb@uni.lu in cc so they can create a Purchase Order. Describe the content of the package, the type and size of the package, if you need them to provide DRY ICE, if you need a temperature logger and destination address.

2. After receiving the quotation by WORLD COURIER, the Support Biotech Team takes care of the Purchase Order and send it to WORLD COURIER.

3. Fill and sign all the necessary documents sent by World Courier (i. e. proforma invoice).

   • Date: date of the shipment
   • Shipper: you + BT1 or BT2 address
   • Consignee: receiver address

4. When all the necessary documents have been sent to World Courier they can schedule the shipment and give you the instructions (printing and enclose documents to the package).

Please bear in mind the process can take few weeks depending on the type of documents they need for customs clearance.

Packaging instruction

Extract from IATA Packaging Instruction 650 (DGR-62-EN-PI650).

The packaging must consist of three components:

1. a primary receptacle(s);
2. a secondary packaging; and
3. a rigid outer packaging.

Primary receptacles must be packed in secondary packagings in such a way that, under normal conditions of transport, they cannot break, be punctured or leak their contents into the secondary packaging. Secondary packagings must be secured in outer packagings with suitable cushioning material. Any leakage of the contents must not compromise the integrity of the cushioning material or of the outer packaging.

Packages must be prepared as follows:

Sending liquid substances

1. The primary receptacle(s) must be leakproof and must not contain more than 1 L;
2. The secondary packaging must be leakproof;
3. If multiple fragile primary receptacles are placed in a single secondary packaging, they must be either individually wrapped or separated to prevent contact between them;
4. Absorbent material must be placed between the primary receptacle and the secondary packaging. The absorbent material, such as cotton wool, must be in sufficient quantity to absorb the entire contents of the primary receptacle(s) so that any release of the liquid substance will not compromise the integrity of the cushioning material or of the outer packaging;
5. The primary receptacle or the secondary packaging must be capable of withstanding, without leakage, an internal pressure of 95 kPa.
6. The outer packaging must not contain more than 4 L. This quantity excludes ice, dry ice or liquid nitrogen when used to keep specimens cold.

Sending solid substances

1. The primary receptacle(s) must be siftproof and must not exceed the outer packaging weight limit;
2. The secondary packaging must be siftproof;
3. If multiple fragile primary receptacles are placed in a single secondary packaging, they must be either individually wrapped or separated to prevent contact between them;
4. Except for packages containing body parts, organs or whole bodies, the outer packaging must not contain more than 4 kg. This quantity excludes ice, dry ice or liquid nitrogen when used to keep specimens cold;
5. If there is any doubt as to whether or not residual liquid may be present in the primary receptacle during transport then a packaging suitable for liquids, including absorbent materials, must be used