Sending cells via UPS

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□   Make sure you have the recipient’s name, complete address and telephone number, and a pre-paid UPS shipping label from them.

□   Select and record which cells you are sending, and print “ShippingInfo” layout from CellBank for each vial (CellBank will prompt you to enter the name and address of the recipient and will automatically remove the vial from its location).

□   Select an appropriately sized box and Styrofoam container for shipment.

□   Fill Styrofoam container with dry ice from 12th floor so that it matches the weight on the pre-paid label.

□   Remove cell vials from physical location and place into container.

□   Close box and tape shut.

□   Affix UN1845 (dry ice) label(s) to box and fill in appropriately:

  • “___ x ___ kg” in top right corner,
  • “DRY ICE, ___ kg” in bottom left corner,
  • “shipper’s name and address” in bottom left corner,
  • “consignee name and address” in bottom right corner.

It is only necessary to put a label on one side of the box, but putting two labels on decreases the odds of having your box returned unsent.

□   Fold pre-paid label(s) and place into UPS label holder.

□   Attach label holder to top of box.

□   Cross out any visible markings on box that may interfere with shipment.

□   Place box on top of UPS pick-up location in on first floor of 75 Kneeland St.

Sending cells via FedEx

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□   Make sure you have the recipient’s name, complete address and telephone number, and FedEx number.

□   Select and record which cells you are sending, and print “ShippingInfo” layout from CellBank for each vial (CellBank will prompt you to enter the name and address of the recipient and will automatically remove the vial from its location).

□   Select an appropriately sized box and Styrofoam container for shipment.

□   Fill Styrofoam container with dry ice from 12th floor.

□   Remove cell vials from physical location and place into container.

□   Close box and tape shut.

□   Measure and record box dimensions and weight.

□   Affix UN1845 (dry ice) label(s) to box and fill in appropriately:

  • “__ x __ kg” in top right corner,
  • “DRY ICE, ___ kg” in bottom left corner,
  • “shipper’s name and address” in bottom left corner,
  • “consignee name and address” in bottom right corner.

It is only necessary to put a label on one side of the box, but putting two labels on decreases the odds of having your box returned unsent.

□   Go to http://www.fedex.com/us in internet browser.

□   Login with ID tuftsmcmori and password Ccancer1 and “create a shipment”.

□   Edit all fields appropriately:

  • Enter your address information in part 1,
  • Enter recipient’s address information in part 2,
  • In part 3 enter:
    • Today’s date,
    • “1”,
    • Enter weight you recorded earlier,
    • “1”,
    • “Priority overnight” (“International Priority” for international),
    • “Your packaging” (“Box” for international),
    • “Enter dimensions”,
    • Enter dimensions you recorded earlier,
    • Choose “Products/Commodities” in Package contents for international (except Canada),
    • Choose “Sample” in Shipment purpose for international (except Canada),
    • “1 US Dollars” in Total customs value for international (except Canada),
  • In part 4 choose “Recipient” and enter their FedEx number,
  • In “Special Services” choose “Dry ice”, enter total box weight minus one pound, and choose “Adult signature required”,
  • In “Pickup/Drop-off” choose “Use an already scheduled pickup at my location”,
  • In “E-mail Notifications” enter:
    • Sender E-mail (you),
    • Recipient E-mail (them),
    • Choose all notifications for both,
    • Remove bgibson@tuftsmedicalcenter.org from “Add additional recipients”,
  • In part 5 click “Ship”,
  • For international, you advance to more steps (6-8),
  • In part 6 enter:
    • “Add new commodity” and fill in as many things as you can,
    • Find a harmonized code from the list provided,
  • In part 7 enter:
    • “Commercial Invoice”,
    • “Free carrier”,
  • Leave step 8 blank.

□   Print barcoded label(s).

□   Fold label(s) and place into FedEx label holder.

□   Attach label holder to top of box.

□   Cross out any visible markings on box that may interfere with shipment.

□   Place box on top of FedEx pick-up location in building at 150 Harrison Ave.

How to open locks

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Equipment Needed:

  • Locked door
  • Opposable thumbs

Procedure:

  • Open lock. Use code 8445 or 5993 depending on location.

Exiting Protocol

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Congratulations!  You’re finished and ready to take on the next challenge in life.

We wish you the best, but before you go………….

Kuperwasser Lab Exiting Protocol

The following protocol is to be followed upon leaving the Kuperwasser Lab.  Exiting lab members are asked to provide Charlotte with an approximate exit date a few months in advance. After all of the tasks below have been completed, the exiting lab member must meet with Charlotte to sign off on this form.  If there are any questions about these procedures, please ask Charlotte. 

Three weeks before you leave……..

Cell bank deposits:

  • Contact Gene with a list of all cell types that you have used for unpublished as well as published work and/or may be used in future projects so that they can be deposited into the permanent cell bank and arrange for a deposit time.
  • Ensure that you have 4-10 vials of each cell line to be deposited, with complete information for that vial (cell type, species, passage number, source/origin, freeze date, medium and handling information, etc.). If 4 vials are not available, expand and freeze down cells from the closest passage to that used in any work. Test one vial of each type for viability after thawing and mycoplasma.
  • Clean out all remaining cells from the liquid nitrogen tank. If any cells need to be stored temporarily after your departure, send Ina a list of the location and nature of the vials left, and when they can be disposed of. Failure to submit this information will result in all leftover cells being disposed of upon your departure.

Clone bank deposits:

  • Contact Gene with a list of all plasmids that you have used for unpublished as well as published work and/or may be used in future projects so that they can be deposited into the permanent clone bank and arrange for a deposit time.
  • Ensure that you have at least 50µg of DNA in a vial and 2 vials of bacterial glycerol stocks of each plasmid to be deposited, with complete information for that vial (plasmid name, DNA concentration if appropriate, source/origin). Also, fill out the Plasmid Information Sheet for each plasmid.

One week before you leave………

  • Backup raw and finished data to DVD’s using USB DVD burner and store with lab notebooks.  Include the following.
  • Document explaining organization of files on the DVDs.
  • Electronic copy of thesis, papers and presentations.
  • Raw supporting data for lab notebook and finished work. Upon your departure data on lab machines will be destroyed (imaging stations, Vicell, computer room machines, etc.).
  • Any files that are too large for the DVD capacity (4GB) can be stored to external USB RAID hard drive.

The week you leave………

Lab space:

  • Each of the following need to be completely organized so that it will be easy to clean out if we need to in the future: -20 freezer, -80 freezer,  undercounter refrigerator, bench shelves, bench drawers, bench counter, cold room shelf, tissue culture shelf.
  • Deposit all chemicals/abs that you “own” into the centralized locations (if they are not already there).  Any items that are to remain with the lab should be updated in with the new location and owner information.  Hazardous materials need to be red-tagged and placed in the fume hood, and a request for pick-up sent to EHS.
  • If there are items that you would like to store in the lab, please provide Charlotte with a written inventory of the items to be stored, and how long they should be kept.

Desk space, notes, & data:

  • Schedule a meeting with Charlotte to review all the notes and data that you plan to leave behind.
  • Loose items must be neatly organized, hole-punched and placed into a 3-ring binder.  All notebooks and binders must be labeled with your name.  Please provide Charlotte lab notebooks, disks, etc.
  • Disks must be labeled with your name and the contents of the disk (on the disk as well as the case).  If possible, disks should be attached to lab notebooks.
  • Desk shelves and drawers must be completely cleaned off.  Personal items left behind will be tossed.

And last but not least……..  Please be sure to leave your forwarding information with Charlotte and Colleen so that you can be added to the alumni contact sheet!