Shipping samples to the XRH facility

Where to Ship

FTAO: Dr [core XRH person]
  Biomedical Imaging Unit - X-ray Histology Facility
  Level B South Block / Mail point 12
  General Hospital, Southampton
  SO16 6YD
  Tel: 023 8120 4146

Introduction

This page offers guidance on shipping materials and equipment to the XRH facility. However, it is essential to verify with your chosen shipping provider that your package complies with all relevant requirements. If shipping from outside the UK, please be aware that you are responsible for managing all aspects of the UK Customs clearance process. This responsibility may extend to covering any applicable duties or fees.

Animal and Human Tissue Samples (FFPE)

Animal FFPE Tissues

As per paragraph 11 in the Import of Research and Diagnostic Samples Import Information (bellow): Samples fromEU Member States for Research and diagnostics do not need to be licensed or authorised but must comply with EU rules on animal by-products. You may wish to include a copy of the facilitation letter with any consignments from EU countries.

• General licences and authorisations to import animal product - Research and diagnostic samples.
  Country of origin: EU member states, Switzerland, Norway. Iceland, Liechtenstein, the Isle of Man and the Channel Islands

• Import of Research and Diagnostic Samples Import Information Note (IIN) ABP/30 -  October 2023; This Import Information Note (IIN) must be read in conjunction with the IIN for general information for imports of animal by-products (ABP), which provides information on pre-notifications, veterinary checks, risk categories etc.

Human FFPE Tissues

Human tissue for use in research in vitro, that will not be transplanted into humans, is regulated under the Human Tissue Act. The import and export of relevant material is not a licensable activity under the HT Act. However, the storage of the material once it is imported may be licensable if this is for a scheduled purpose, such as research within the scope of the HT Act. 

Checklist

• Confirm your local contact has been made aware of and acknowledged details of the sample composition, associated hazards and sample handling instructions.

• Generate and Print a Commercial Invoice

  • Clearly describe the samples, quantity, value, and purpose of research.

  • If needed Price your items - For research samples with no commercial value define a nominal value (e.g. £1) for customs' use.

• Generate and Print a Customs Declaration Letter with your institution's header (see template at end of page)

  • For goods sent outside the UK from England, Scotland or Wales we complete a CN22 form. A similar form should exist at your end.

  • CPC: PREFERABLE Option is CPC 40 00 C07 “Low Value” (£120 GBP or Under). You can also use CPC 53 00 D18 (for temporary imports) if applicable.

  • University of Southampton VAT number: GB 568 6304 14

  • EORI (Economic Operator Registration and Identification) Number: GB 568 6304 14000

• Clearly declare the contents as "research tissue samples" and provide detailed descriptions.

• Generate and print a comprehensive list of all samples, materials, and equipment. Ensure each sample is individually and clearly labeled.

• (For animal tissue) - Print and include in parcel the General licences and authorisations to import animal product (see above)

• Consult with your Shipping provider regarding appropriate customs paperwork and their appropriate placement of the package

Other considerations

Package Samples Appropriately: 

• Label packages clearly with sender and recipient information, sample descriptions, and handling instructions.

• Use sturdy, leak-proof containers suitable for biological materials

• Double-package samples in sealed plastic bags with absorbent material if necessary

• Include temperature control measures (e.g., dry ice, gel packs) if necessary.

Reagents, Chemicals, Non FFPE Wet fixed or non-fixed Tissue Samples

Needs to be discussed on case-by-case basis. Check with us, your safety advisor, and your shipping provider for advice on Dangerous Goods compliant including packaging and containers.

Requirements might include 

• use of crash protected containers

• use of leak-proof containers

• COSH forms for each chemical/reagent

• Appropriate labelling for dangerous / toxic materials

• Health Certificates for specific tissue types

• Compliance with prohibited and restricted items imposed by your shipping provider (e.g. RoyalMail - Buisiness customers)

Template customs letter for FFPE tissue samples

[DATE]

TO WHOM IT MAY CONCERN

Declaration of samples for research use

I am writing as [Job title] at the [Organisation, Country], to assure that the samples accompanying this letter are non hazardous and biologically safe. Namely, the samples:

· are [Sample description; e.g. 8x formalin-fixed and paraffin embedded human/animal tissue samples on standard histology cassettes ]

· all samples are fixed, not hazardous and are not infectious,

· do contain no pathogenic material,

· do contain no other genetically modified material

Furthermore, all samples and accompanied items:

· are clearly labelled

· are temporary admissions

· have no commercial value

Samples will be used for biomedical research purposes. Imaging experiments will be conducted at the
µ­-VIS X-ray Imaging Centre, at the University of Southampton, UK (Southampton, SO17 1BJ, UK)

UK Customs: Relief requested under CPC 53 00 D18 & CPC 53 00 D20 for scientific experimental purposes

EU Customs: Relief requested under Commission Delegated Regulation (EU) 2015/2446, (EU) 2015/2447 Article DA 231B for scientific experimental purposes

For any enquiries, please do not hesitate to contact me or Dr. [XRH contact]

Dr Orestis L. Katsamenis [ or other XRH contact ]

Biomedical Imaging and X-ray Histology lead

µ-VIS X-ray Imaging Centre | 3D X-ray Histology facility

Faculty of Engineering and Physical Sciences

Building 5 (Eustice) / Room 1015 / Mailpoint M7

Highfield Campus

University of Southampton

Southampton, SO17 1BJ, UK

Tel(direct): +44 (0)23 80597574 (ext: x27574)

Yours faithfully

[Title & Name]

[Affiliation]
[Contact details including email and telephone]

[Signature]