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URMC / Research / Rochester Genomics Center / Sample Submission Guidelines


Sample Submission Guidelines

PPMS Registration *Required* 

1. To obtain a PPMS ID, please complete the new user registration. If you are already registered with another Shared Resource Laboratory (i.e. Flow core), you are not required to register again.  Use the same PPMS ID to complete your sample submission form.

2. Keep your PI and grant account updated. Use the new user registration to also make any changes.

*Note: PPMS IDs are used for billing purposes. You should not submit samples using another person's PPMS ID. Doing so may delay the progress of your project. 

Sample Submission Forms 

Provide all required information for each submission form and submit a paper copy along with samples as well as email a copy to the GRC URGenomics. The electronic copy should be in original excel format so it can be uploaded to our online sample tracking system. 

QC Only Submission Form: QC only 

Full Service Submission Form:  Full Service

This form is used when submitting samples for:
Extraction + QC
Library Preparations + Sequencing

Sequence-Ready (non-GRC prepared) NGS Library Submission Form: User-Prepared Library


Further Guidelines:

IMPORTANT: Tubes must be clearly labeled and clearly match to the submission form. If possible, numerical labeling of tubes prevents labeling errors and ensures there are no delays in the progress of your project. 
If submitting 24 samples or less, please use 1.5mL tubes, do not submit in PCR tubes or strip tubes. 
If submitting more than 24 samples,
please place samples in order by column in a 96-well plate. Indicate well location of each sample on the submission form. If possible, do not skip wells.

Restricted characters that cannot be uploaded to our LIMS include:  ( )[ ] / \ = + < > : ; " ' , * ^ &% . ? # No Spaces.

Acceptable substitutes include underscore (_) and dash (-).

Samples will be placed on hold if the required fields on the form are not completed correctly or does not match the tubes.

If submitting samples for extraction, please visit our RNA/DNA Extraction page for more guidelines. 

Sample Drop-off Location

Medical Center Ground Floor, Room G-7814 (near Biological Supply Center)

Map to dropoff

Note: A University badge is required to access drop-off room. All samples must be in a Ziploc bag (secondary container).

Sample Pick-up Times

Medical Center Pick-up : Between 8am-9am, Monday - Friday

Your samples will be picked up at the drop-off location at the specified times. They will be safely delivered via courier to GRC staff for processing.

4°C Refrigerator -80°C Freezer
DNA Samples All RNA and frozen DNA
cDNA Samples for qPCR Tissues/Cells for RNA Extraction
Real Time PCR Plates All NGS Libraries
  Frozen cDNA Samples For qPCR


Sample Requirements
Shipment of Samples

Samples should be submitted in 1.5mL tubes or in 96-well plates (with appropriate seal). We do not recommend strip tubes. 

To prevent sample loss, please parafilm tube tops and place in a secondary container (no loose tubes). 

Shipping Address:

Attention: Elizabeth Pritchett/GRC
Wilmot Cancer Center
575 Elmwood Ave, Room 3.0771
Rochester, NY 14642

Sample Type and Shipping Guidelines:
DNA + User Prepared Libraries: ship with ice packs or dry ice
RNA: ship with dry ice

Shipping Times:

We accept shipments Monday-Friday. Please do not ship on Friday as we are not in the lab on weekends to accept shipments. Please follow sample submission instructions at top of page prior to shipping samples. 


New GRC Sample Return Policy 

The GRC has implemented a new sample return policy. Upon project completion, we will be returning submitted samples unless otherwise indicated on the submission form. Labs can expect to receive sample returns 3 times per year. Please indicate on the submission sheet if you wish to have your samples returned to you immediately after project completion or if you would like them discarded.