Update external/lab-hsa/shipment/shipment.md,...

Update external/lab-hsa/shipment/shipment.md, external/lab-hsa/shipment/assets/commercial-invoice-template.docx

external/lab-hsa/shipment/shipment.md

@@ -11,9 +11,40 @@ redirect_from:
   - /external/cards/lab:shipment
 ---
 
-# Shipment of biological or chemical samples
+# Shipment of biological or chemical samples with carrier
 
-## Carriers
+The Support Biotech Team at LCSB organises the biological or chemical samples shipments with carriers. They have been trained and certified by IATA (International Air Transportation Association) to be allowed to prepare the shipping documents for dangerous goods. 
+
+## 1) How to prepare a package for shipment?
+
+A **triple packaging** is necessary for any transport outside the building, by air or by road.
+
+
+- **First packaging** refers to your initial container, eg the Eppendorf, Falcon tube or culture plate. The tubes or plates should be closed with parafilm in order to ensure no leakage will happen.
+
+
+- **Secondary packaging** is ensured when you pack the first packaging in a plastic bag. Plastic bag of different sizes are available in the offices of the support  team.
+When preparing your package you should ensure that enough absorbing material is present in the secondary packaging.
+
+
+- **Third packaging** means the box chosen for the transport. It can be a styrofoam box or a cardboard box sealed with tape.
+
+
+*Tips*
+- Dedicated bags can be used for the transport of biological material.
+- Dedicated box can be used for the transport of chemicals.
+- Do not overlap the labels. 
+- Do not change the size of the labels provided to you. 
+- The tape should not hide the labels.
+
+
+
+<div align="center">
+<img src="assets/sequence.mp4">
+</div>
+
+
+## 2) Choose the carrier
 
 ### Fedex or DHL:
 - Transit time within European Union: 1 or 2 days
@@ -30,35 +61,36 @@ Shipping days:
 
 **How to organise a shipment with Fedex or DHL?**
 
-Please send a ticket few days in advance 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
+Please send a ticket few days in advance via [Service Portal](https://service.uni.lu/sp?id=sc_cat_item&sys_id=9cf7f205db683c905c72ef3c0b9619cd&sysparm_category=ca67f2c1db683c905c72ef3c0b9619a8) and make sure to fill all information. If an information is missing, the shipment might be postponed.
 
 
 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 you all the instructions to follow in the ticket.
+The Support Biotech Team 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 you all the instructions to follow in the ticket.
+
+Depending on the current situation we will go either for Fedex or DHL carrier. If you have specific request, please mention it 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.
+If you would like to ship precious samples we recommend World Courier as carrier. They offer the guarantee to maintain your samples at the right temperature. (Ex: if the samples must be kept frozen they can come with a styrofoam box full of DRY ICE and refill it until the delivery. A secondary packaging of your samples is sufficient.)
 
 **How to organise a shipment with World Courier?**
-1.  Complete the commercial invoice:
+1.  Complete the <a href="{{ '/assets/commercial-invoice-template.docx' | relative_url }}">Commercial Invoice</a>:
     -   Date of the shipment 
     -   Shipper address and contact
     -   Consignee address and contact
-    -   Commodity description
+    -   Commodity description **(it is important to give a full description of your samples)**
     -   HS Code 
         - 3002590000 is for Cell cultures, whether or not modified
         - 3821000000 is for Cell Culture media
-        - 0106900090 is for animal embryos
+        - 0106900090 is for is for research animals (mice, zebrafish)
         
-        If the commodities are not listed above please check the HS code via this link https://ec.europa.eu/taxation_customs/dds2/taric/taric_consultation.jsp?Lang=en&Expand=true&SimDate=20230327 or contact the Lab Safety Officer.
+        If the commodities are not listed above please check the HS code via this [link](https://ec.europa.eu/taxation_customs/dds2/taric/taric_consultation.jsp?Lang=en&Expand=true&SimDate=20230327) or contact the Lab Safety Officer.
 
      -   Quantities and value   
      -   Send the commercial invoice to the Lab Safety Officer for signature   
 
-2. 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. Attach the commercial invoice signed by the Lab Safety Officer, give the type and size of the package, if you need them to provide DRY ICE and if you need a temperature logger.
+2. 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. Attach the commercial invoice signed by the Lab Safety Officer, if you need them to provide DRY ICE and a transport box and if you need a temperature logger.
 
 3.  After receiving the quotation by World Courier, the Support Biotech Team takes care of the Purchase Order and send it to World Courier.
 
@@ -68,45 +100,12 @@ World Courier is an expensive carrier providing premium services such as 24/7 se
 
 
 
-## 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
-
-
-<div align="center">
-<img src="assets/sequence.mp4">
-</div>
 
 # Reception of biological or chemical samples
 In case a collaborator needs to ship samples to LCSB and we have to cover the shipping costs, the Support Biotech Team can organise the shipment to LCSB.
 
 ### Fedex or DHL:
-Please send a ticket few days in advance via Service Portal https://service.uni.lu/sp?id=sc_cat_item&sys_id=6a3e4701dbe83c905c72ef3c0b961903&sysparm_category=ca67f2c1db683c905c72ef3c0b9619a8
+Please send a ticket few days in advance via [Service Portal](https://service.uni.lu/sp?id=sc_cat_item&sys_id=6a3e4701dbe83c905c72ef3c0b961903&sysparm_category=ca67f2c1db683c905c72ef3c0b9619a8)
 
 *Please note we can also provide our Fedex or DHL account number to the collaborators in case they would like to organise the shipment.*