LabVantage UserManual:Requests(SampleWithdrawal)

1Disclaimer:Printedcopiesarenottheofficialdocument.PleaseseetheonlinePDFfileforthemostup-to-dateversion.http://htrc.uchicago.edu 8/1/17

Requests• TherequestprocessinLabVantage isawayforinvestigatorstorequestthe

withdrawaloftheirsamplesfromtheHTRC’sbiobank• TherearefivestepsinsuccessfullysubmittingarequestinLabVantage:

– First,arequestmustbecreated– Second,samplesmustbesearchedforandaddedtotherequest– Third,therequestmustbesavedandsubmittedtotheHTRCfor

approvalandprocessing– Fourth,oncetheHTRChasprocessedyourrequest,itispackagedand

readyforpickup.Youwillbeemailedtopickupyoursamples– Finally,thepersonwhosubmittedtherequestmustpersonallypickup

thepackageintheHTRCandmustacknowledgereceiptofthepackagedigitallywithinLabVantage.Thisfinalizestherequestprocess

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CreatingaRequest

• TheprocessofcreatingandsubmittingarequestiscompletedbytheCRAorPI

• Tocreatearequest,gototheNewRequestspage

• SelectAdd

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• Tocreatearequest,fillouttheinformationintherequestform• Pleasemaintaintheformatsuggestedbelowincreatingyourrequest• ClickSave

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Select“Shipment”forwithdrawalrequests.Select“Dispose”forpermanentdisposalofsamples

(ie,patientwithdrewconsent)

Pleaseusethisformat:YourNameIRB#ProjectName

PleaseselectyourLabVantageusernamefromthesearch

CreatingaRequest

• SearchforsamplestoincludeintherequestbyclickingtheAddSampleicon

• AfullexplanationofhowtosearchthedatabasecanbefoundintheusermanualonLabVantageReports

• Seethenextpageforquicktipsonsearchingforsamples

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AddingSamplestoaRequest

• YoucanusetheAdhoc querysearchoptiontolocatespecificsamplestoincludeintherequest.SearchingviatheNewRequestpagewillfilteryourresultstoonlyreturnsamplesthatarecurrentlystoredintheHTRC.Samplesthatwerepreviouslywithdrawnwillnotpopulateinthissearch

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Hoveringoveranitemonthecriteriamenuwillexposeamagnifyingglassicon.Clickingonthaticonwillmovethatcriteriaintoyoursearch.Forinstance,tosearchforallplasma

samplesfromIRB#Test123,youwouldcreateanAdhoc queryassuch.Click

SearchNowtorunthequery

AddingSamplestoaRequest:UsinganAdhoc Query

AddingSamplestoaRequest:UsingaPicklistSearch

• Ifyoualreadyhavealistofsamplenumbersthatyouwouldliketoaddtoyourrequest,youcanusethePicklistSearchtoaddalistofsamplesdirectlytoyourrequest

• Pasteyoursamplenumbers(nocommas)andthenclickSearch

• Yoursampleswillpopulateinanewwindow.Remember,onlysamplesthatarecurrentlyintheHTRCwillbereturnedfromthesearch;samplesthatwerepreviouslywithdrawnarenotsearchablefromtheNewRequestpage

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• Onceyouhavesearchedforsamplesandhavereceivedresults,you’llseeapagelikethis:

• Toincludesamplesinarequest,clicktheboxnexttotheappropriatesample(s)andhitSelectandReturn

AddingSamplestoaRequest

AddingSamplestoaRequest:30DayEmbargoPeriod

• IfasamplehasbeenintheHTRCforlessthan30days,youwillseethisicon:

• Thisindicatesthatthesampleisstillundertheembargoperiod.A30dayembargoisenforcedforalltissuesamples,asitprovidestheopportunityfortheattendingpathologisttoretrieveresearchsamplesifneededfordiagnosticpurposes

• Youcanaddasampletoarequestthathasnotfulfilledtheembargoperiod,however,theHTRCwillneedtoreceivepermissionfromtheattendingpathologistbeforeitcanbereleased

• Youmayseeapopupmessagealertingyoutothefactthatthesamplehasnotyetcompletedtheembargoperiod.YoucancontinuebyselectingOK

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• Forthisexample,sampleS0715000022wasaddedtotherequest“TestCRA1IRB#16-1400ProjectXYZ”

• Atthispoint,itispossibletoaddadditionalsamples(clickAddSampleandsearchforadditionalsamples)

• Ifnoadditionalsamplesareneeded,clickSaveandthenclickSubmit

• Requestscannotbeeditedoncetheyaresubmitted

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SubmittingaRequest

• Thismessagewillappearwhenarequesthasbeensuccessfullysubmitted

• SubmittedrequestsappearontheMyRequestspage

• TheHTRCwillapproveandprocessrequestsonafirstcome,firstservebasis

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SubmittingaRequest&PackagePickup

• TheHTRCwillcontactyouviaemailonceyourrequesthasbeenfulfilledandyourpackageisreadyforpickup

• Requestsoflessthan20sampleswillpackagedinaplasticbag

• Requestsofmorethan20sampleswillbepackagedinasortedboxwithamanifest.ThemanifestcanbeaccessedviatheMyRequestspage,explainedonthenextpageofthismanual

• WhileattheHTRC,youwillbeaskedtoacknowledgereceiptofyourpackagebeforeyoucanremovethesamplesfromthefacility.AHTRCemployeewillhelpyouwiththisprocess

• Toviewrequestinformation,gotoMyRequestspage

• TheMyRequestspageshowsalloftherequeststhatyouhavecreated

• Ifyouwouldliketoseealistofthecontentsofyourpackage,clicktheboxnexttoyourrequestandthenselectPackageContentReport

• SelectGenerateReportonthepopup

ViewingRequestInformation

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ViewingRequestInformation• Hereisanexampleamanifestthatliststhecontentsofyourpackage.For

requestsofgreaterthan20samples,themanifestwillbesortedandwilllistsampleposition.Forsmallrequestsofunder20samples,samplepositionisnotrecorded

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ForAdditionalHelp…

• PleaseseetheHTRCwebsiteformoreinformationandtofindadditionaltrainingresources:https://htrc.uchicago.edu

• OremailtheLabVantage administratorsat:labvantage@bsd.uchicago.edu

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