| 1.0 Freezer Farm General Policies and Guidelines | |||
| Version | 1.0 | Supersedes | None |
| 1.1 | Samples will never be needlessly handled by Freezer Farm staff. |
| 1.2 | Samples will never be removed from their storage boxes unless the owner requests the return of samples. |
| 1.3 | All changes to inventory must be logged in the Freezerworks Database as soon as the change occurs. |
| 1.4 | Freezer Farm staff will conduct a quality check for all incoming samples to ensure the inventory list submitted matches box contents and that the samples are in good condition. |
| 1.5 | Freezer Farm Staff must wear appropriate cold temperature PPE when in the -20°c chamber and interacting with the -80°c chambers and freezers, this includes cryo-mitts and Freezer suits. |
| 1.6 | Access to the Freezer Farm is restricted to authorized personnel only, all visitors must be accompanied by a staff member and appointments should be made in advance to ensure that someone is available. |
| 1.7 | The Freezer Farm manager will respond immediately to all alarm notifications. |
| 1.8 | The Freezer Farm manager will check alarm panel in equipment room to assess the temperature are within range at minimum twice daily |
| 1.9 | A calibration of the Freezer Farm will be performed by Bahnson Environmental Services once yearly. |
| 1.10 | A calibration of the Rees alarm system on the POU Freezers will be performed by Rees once yearly. |
| 1.11 | All samples transferred to the Freezer Farm will be stored in the designated incoming point of use Freezer in the main lab while being logged into the Freezerworks database. |
| 1.12 | Samples will be transferred into the main freezer chambers once they are logged and given a barcoded label for tracking purposes. |
| 1.13 | In the event of an emergency investigators may be contacted for/with further instructions. |
| 1.14 | All samples will be given a Freezerworks label and their exact box level location will be in the database so that it can be located in the event it needs to be returned. |
| 1.15 | All changes to location and inventory will be logged immediately in the Freezerworks database. |
| 2.0 iLab and Billing Policies | |||
| Version | 1.0 | Supersedes | None |
| 2.1 | All requests for space must come through the iLab system. |
| 2.2 | All billing must be done through the iLab system. |
| 2.3 | Freezer Farm staff must respond to requests for space in a timely manner. |
| 2.4 | Sample owners may appoint a designated individual who can make requests on their behalf. |
| 2.5 | Sample owners must provide a department contact, this can be the same person as the designee. |
| 2.6 | All contact information must be updated annually while samples are stored within the Freezer Farm. |
| 2.7 | Requests may only come from the samples owner or the designated representative. |
| 2.8 | Investigators must provide proof of consent in the case of human samples and all IRB approvals/exemptions for qualifying samples as a condition of storage with the Freezer Farm. |
| 2.9 | Investigators must sign an attestation that all samples being submitted for storage do not contain any restricted material prohibited by university or Freezer Farm Regulations. |
| 2.10 | Investigators must attest to their ownership of the samples they are storing with the Freezer Farm. |
| 2.11 | Restricted materials include: radioactive material, chemicals, and materials which are deemed unsafe for storage at -80°c in dry conditions. |
| 2.12 | Attestations require an annual review, on the same schedule as the contact information update. |
| 2.13 | Any samples found to not be in compliance with Freezer Farm guidelines will be returned to the department. |
| 2.14 | Any samples left without payment or orphaned by an investigator will be returned to the department for disposal. |
| 3.0 Policies for Transfer into and out of the Freezer Farm | |||
| Version | 1.0 | Supersedes | None |
| 3.1 | Investigators must include an inventory list for each box submitted for storage. |
| 3.2 | Investigators must attest to the accuracy of their inventory, the Freezer Farm is not responsible for samples that are mislabeled or misplaced within the box. |
| 3.3 | Pick-up and Drop-off of samples are by appointment only. |
| 3.4 | Investigators must submit a disposal plan within 60 days of transferring samples to the Freezer Farm. |
| 3.5 | The disposal plan will be reviewed and endorsed by a Freezer Farm Core Advisor faculty delegate. |
| 3.6 | The Disposal plan must be reaffirmed annually. |
| 3.7 | Samples will only be returned to the owner of the samples or to the designated representative. |
| 3.8 | Investigators can request the return of samples at any time for any reason |
| 3.9 | All requests for samples made by individuals who do not own the samples will be referred to the owners so that they can coordinate a transfer. |
| 3.10 | The Return Request form will be available on the Freezer Farm website. |
| 3.11 | Once a return request is received and accepted by the Freezer Farm, staff will locate the sample and transfer to the Point of use -80°c Freezers in the main lab. |