Sample shipment

Reimbursement policy

Please note that from 1 October 2017, EuroSIDA requests and reimburses one plasma sample per patient per year only. Samples collected, stored, and shipped before this date will of course be reimbursed in full.

If sites wish to send more than one plasma sample per patient per year, this is welcomed, however, prospectively, reimbursement is limited to one sample per patient per year.

Please also note that plasma sample collection will be discontinued from 1 August 2025. From this date, plasma samples will no longer be collected as part of the EuroSIDA study protocol. All plasma samples collected up to will of course be reimbursed.


Collection of plasma samples

  1. Collect 3–5 ml EDTA blood

  2. Separate blood by centrifugation (e.g. 1,500 g for 15 minutes)

  3. Store 2×1 ml aliquots in 1.8 ml screw-top cryovials (e.g. Nunc 377267 or similar). Glass vials are not permitted. If cryovials are not available, please contact Annette Hauberg Fischer.

  4. Tubes must be clearly labelled with EuroSIDA patient number and date of collection

Storage

  1. Samples should be stored at –70°C or in liquid nitrogen within 4–6 hours of venesection. If –70°C or liquid nitrogen is not available, store samples at –20°C. 

  2. If plasma has been stored at temperatures above –50°C, or if more than 6 hours have passed before freezing, this must be clearly indicated when samples are shipped to the coordinating centre. 

  3. List of samples must be shipped together with the plasma samples. 

Shipment of plasma samples

For instructions on handling, packaging, and shipment to CHIP, please contact Annette Hauberg Fischer  annette.hauberg.fischer@regionh.dk with the following instruction: 

  1. Number of vials

  2. Confirmation that samples are stored in 1.8 ml cryovials

  3. Whether samples are stored in grid boxes

  4. Name of the contact person for Optimize Courier

  5. Telephone number of the contact person

  6. Exact pickup address for Optimize Courier

Ordering cryovials and grid boxes

When ordering cryovials and/or grid boxes, please email Annette Hauberg Fischer with number of vials required and exact shipping address. Order in which the samples should be placed in the gridbox:

Sample Shipment Grid.png
Please remember to fill in the EuroSIDA List of stored samples. Please keep track of which specimens have been placed in the boxes on the corresponding EuroSIDA List of stored samples. For example, the sample on the top of the list should be placed in position 1 in the grid box and so on.

Annette Hauberg Fischer, Laboratory Coordinator
EuroSIDA Coordinating Centre
Phone: +45 35 45 57 57
Fax: +45 36 47 33 40
E-mail: annette.hauberg.fischer@regionh.dk

 

For shipments done from countries outside the European Union, please use the Proforma Invoice.