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Analytical Sample Acceptance Policy
NELAC and state certification requirements mandate criteria
for sample acceptance by McHenry Analytical and require a sample acceptance
policy
that complies with the Federal Guidelines regulating environmental compliance
samples. Each sample must be properly collected and submitted in a proper
sample container. The container must accompany a properly completed Chain
of Custody form. The purpose of the Chain of Custody is to document the
possession and control of the sample from collection until disposal.
Samples are considered to be under custody if they are
in a person’s
actual physical possession or direct view. Improperly completed Chain
of Custody
forms may be rejected by laboratory personnel. It is suggested that
all samples be submitted on ice or in a cooled state in which the chilling
process has begun. If any of the below criteria are not met, it will
postpone McHenry Analytical’s processing of samples, which could
compromise “short” holding
times and delay analysis. McHenry Analytical will contact the client
regarding samples not meeting the sample acceptance policy. If the
client cannot
be immediately contacted, and hold times are not an issue, then samples
will be appropriately stored and will not be logged in until the situation
is clarified with the client. However, if delay in sample log-in could
result in missed hold times for any of the requested analyses, and
if McHenry Analytical determines there is enough sufficient information
provided on the COC, then McHenry Analytical will attempt to log-in
the
samples
to meet the hold time(s); however, McHenry Analytical will not be liable
for any mistakes. Required Documentation For Sample COC & Sampling
Containers
Sample must be in the appropriate container with adequate
volume for the requested analysis, Waterproof or indelible ink must
be used on labels/containers,
Client Name, Address, Phone and Fax number, Contact Name, Sample Type
(grab, composite etc.), person submitting samples, Sample Collectors
Name and Signature, Unique Client Sample ID that corresponds to the
COC, Date
and Time of Sample Collection, noting in house sampling and personnel
involved, All individuals connected with relinquishing samples to include
dates and times relinquished, signatures, Type of Sample Matrix, Total
Number of Sample Containers, Analysis Requested, Preservation type, Reporting
Name & Address, Billing Name & Address, Any Special remarks concerning
the sample
For regulatory reasons, McHenry Analytical will not accept
samples with an incomplete COC. All fields of the COC must be completed
before samples
are sent to McHenry Analytical. In cases where fields of the COC lacks
the required information or when samples show signs of damage or contamination,
McHenry Analytical will contact the client, and the samples will be logged
in for analysis after the situation has been resolved.
Required Documentation
For Laboratory Personnel Review of Sample Custody Forms, Documentation of Sample Temperature,
Date and Time of Sample Receipt Addition of Preservative, Signature and
Validation of Custody Forms, Assign Laboratory Tracking Number, Log in
Sample in the Laboratory Information System. Laboratory personnel will
attempt to review all Chain of Custody forms in a timely manner. However,
it may not always be possible to notify one of custody deficiencies prior
to the start of the analysis. Therefore, it is not possible for the laboratory
to be responsible for any charges incurred as a result of an improperly
completed Chain of Custody.
Policy For Processing Holding Times
The sample submitter must be aware of the required holding
times and insure that the samples are delivered to laboratory in time
to facilitate
proper analysis. Unless otherwise directed by the client when submitting
samples, all samples submitted will be analyzed and results qualified
if the holding time has expired.
Policy On Receiving Temperature It is a requirement that the temperature be recorded on all compliance
samples submitted to laboratory. The temperature of the cooler or the
sample must be maintained between 1-6 degrees Celsius during transit.
I. In section 5 of the Chain of Custody temperature control is addressed.
The submitter must initial this section if they require notification of
a temperature deficiency. Unless otherwise directed the sample will be
analyzed and the result qualified on the Analytical Analysis Report.
Policy On Type of Samples Submitted
It is the responsibility of the sample submitter to disclose the purpose
of the sample submission. Only samples that are for environmental compliance,
general information, or process control will be accepted for testing.
Sample testing services are not provided for litigation purposes, consumer
product liability, or samples containing hazardous substances. We accept
no liability for any data produced, evidentiary control procedures, or
disposal fees for sample inadvertently submitted or tested for these purposes.
Policy On Subcontract Analysis
McHenry Analytical Laboratory reserves the right to subcontract analyses
to other certified laboratories. This will occur when operational limitations
warrant or when analyses are requested that the laboratory is not certified
to perform. Unless otherwise directed by the client at the time of sample
submittal, as to not subcontract the sample analyses, the laboratory will
subcontract analyses when applicable. McHenry Analytical Water Laboratory
or any of its subcontractors do not accept any liability for sample collection,
or re-collection costs due to data error, analytical error, matrix interference,
hold time, expiration, equipment failure, sample contamination, blank
container or any other anomaly inherent to the laboratory industry. McHenry
Analytical Water Laboratory expressly denies any liability solely created
by certified or non-certified laboratories which may be utilized as a
subcontractor.
Policy On Compliance Samples
Compliance samples not meeting the requirements of this statement will
appropriately be qualified on the final report in some fashion. Furthermore
compliance samples not meeting this policy may not be accepted by the
appropriate regulatory agency.
Policy On Additional Services
Additional services may be required to accurately analyze the sample.
Theses services are considered extra work and will be billed at their
respective rate. These services may include sample digestion, sample filtration,
sample dilution, sample distillation, turbidity analysis, shipping, handling,
disposal fees or a chromatography preparation charge.
The sample submitter should include any special instructions for analysis
or notification on the Chain of Custody. If there is not sufficient room
on the Custody form then another Custody form may be attached with the
desired instructions. Unless other arrangements have been made, samples
are only accepted between 8:00am and 5:00pm Monday though Friday, with
the exception of BOD/CBOD testing. Samples for these tests must be collected
and submitted between 12:00 noon on Monday and 12:00 noon on Friday.
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