Submission Process

Last Update:  8/28/2024

• Following submission of a service request, we ask you to wait 24 hours before contacting us regarding your service request.  Staff check the portal first thing in the morning and at the end of the day if there is time.  Service requests entered over the weekend will not be approved until the following Monday morning.
• Following approval of an on-line service request, submitter will receive an email confirmation the service request has been approved and that GEC staff will email you to schedule your sample submission.  Submissions are by appointment only.
• NEW scheduled sample drop-off/pickup times are Monday & Wednesday, 8:00-9:00AM.
• RNA samples may be brought on dry or wet ice to the UWBC Gene Expression Center (425 Henry Mall) room 2340 (north side hallway of the second floor).  On the table outside door 2340, there will be a bucket of ice labeled with the PI’s name for placement of samples and/or plate. If you are picking up samples, please be sure to bring your own container with ice.
• Tissue or cells being submitted (RNA Extraction) NOT preserved in a preservation reagent must be transported on dry ice.  Samples in preservation reagent may be brought on wet ice.
• Projects with ≥ 8 samples must be submitted in a sealed -80C thermostable clear full or semi skirted v-bottom 96-well plate. Plate must be filled consecutively by column (A1-H1, etc.).  Plates filled by row (A1-A12, etc.,) will not be accepted & returned to client at a charge of  $150. Plates must be labeled with

1. 1. Submission Number (M00xxxx) generated with the service request
   2. PI name
   3. Date

A $75 service charge will be incurred for incomplete plate labeling.

• Projects with < 8 samples may be submitted in clear nuclease-free 1.5 mL tubes. Tubes must be labeled

1. PI name (on the side)
2. Date (on the side)
3. Sample ID (Lid)

Sample IDs MUST MATCH those entered on the Sample Submission spreadsheet. If sample IDs do not match or tubes are missing the above information you will be charged a $75 service fee to label tubes.

• Samples submitted for QC Only should be submited in nuclease-free 0.2mL strip-tube(s).  Caps should be labeled 1-XXX.  PI name & date must be on one or two tubes in the strip.
• Do not include hard copies of your Service Request form(s) or Sample Submission spreadsheet.
• See this document for shipping instructions/guidelines

10X Genomics instructions:

• It is the client’s responsibility to determine how much time is needed to prepare and transport samples to the UWBC GEC (room 2340).  Clients will be given a +/- 15-minute grace period from the predetermined time of submission.  Delays beyond the 15-minute grace period will be billed in 15-minute increments for time lost while staff are waiting for your arrival.
• We require a minimum 24-hour notice for cancelled submissions as staff have blocked four hours on their calendar for the processing of samples related to the service requested.  A service charge of $300 will be incurred for notifications less than 24 hours.
• Do not leave cell/nuclei suspension samples on the table outside room 2340.
• Clients should budget time to be present for at least one round of cell counting for all your samples in case any sample quality concerns arise. If this is not possible, you must provide a phone number that you will answer if called.  If we determine that you need to make a decision on whether or not to proceed with any sample(s), we will not start the assay until we have your permission to proceed.

IMPORTANT: Deliverable data will be deleted from our systems 60 days after it is made available to download.