Avian Influenza Sampling and Shipping Guide for Disease Incident

Updated: January 4, 2025

Purpose

This guide outlines how to collect, package, and ship avian influenza samples for ADDL diagnostic testing during a disease incident. It is intended for veterinary professionals and incident sampling teams.

Contact & Delivery

Purdue University Animal Disease Diagnostic Laboratory (ADDL)
406 S. University Street, West Lafayette, IN 47907-2065

Phone: 765-494-7440
For courier delivery: Please call when the driver reaches the edge of Lafayette (10–15 minutes’ notice). Keep paperwork outside the shipper.

Supplies

• ADDL Commercial Poultry Incident Submission Form (prepopulated; distributed by incident coordinator)
• Premises ID (PIN) barcode labels
• Shipping contents form (from incident coordinator)
• Black ink pen
• Fine-tipped black Sharpie
• Clear packing tape
• BHI broth tubes (NVSL)

Ordering BHI

Order BHI from NVSL using the VS 4–12: Request for Shipment of Biological Materials.

Before You Begin

• Follow all site biosecurity instructions and wear appropriate PPE.
• Gather sufficient sterile swabs (bring an extra swab per house in case of contamination).
• Pre-label BHI tubes with house number/ID using a Sharpie.
• Apply PIN barcode labels where indicated and cover labels with clear packing tape to waterproof and prevent abrasion.
• Prepare plastic bags:
  • Primary bag: holds all tubes from one building.
  • Secondary bag: holds the primary bags for a single premises.
  • Label bags with Company/Owner/Location/Site and apply the Premises ID barcode label. Cover labels with clear packing tape.

Sample Collection

• Collect samples per incident protocols and species-specific guidance.
• Use sterile technique; avoid cross-contamination between houses.
• Immediately place each labeled swab into the correctly labeled BHI tube.
• If a tube or swab becomes contaminated, discard and use the extra swab prepared for that house.

Labeling & Documentation

• Each BHI tube must have:
  • House number/ID (Sharpie)
  • PIN barcode label (if used) covered with clear packing tape
• Complete the ADDL Commercial Poultry Incident Submission Form (prepopulated where possible).
• Complete the Shipping Contents Form (provided by the incident coordinator).

Packaging

Use triple packaging as described by the USDA guidance for preparing diagnostic specimens for shipment.

Triple Packaging (from the inside out)

1. Primary receptacle: Sealed, labeled BHI tube(s) in the primary plastic bag with sufficient absorbent material.
2. Secondary packaging: Place the sealed primary bag(s) for each building into the secondary bag for the premises; seal securely.
3. Outer packaging (shipper): Use an appropriate rigid, leak-proof outer container. Keep all paperwork outside the inner bags and outside any cold packs/ice to prevent moisture damage.

Cold Chain

• Maintain samples at recommended temperatures during transit per incident guidance.
• Do not allow tubes to freeze unless specifically instructed by the incident protocol.

Shipping & Delivery

• Use an approved overnight courier service or dedicated delivery per incident instructions.
• Ensure outer packaging is clearly addressed to ADDL (address above).
• Affix any required incident or regulatory labels to the outer shipper.
• Results timeline: Samples must be received before 11:00 a.m. to ensure 5:00 p.m. results (when applicable to the testing schedule).
• For direct delivery to Purdue ADDL, package exactly as above and call ahead (765-494-7440).

Quality & Safety Notes

• Verify all labels are legible and covered with clear packing tape to waterproof and secure.
• Keep submission paperwork outside the inner specimen packaging and outside any cold packs.
• Follow all applicable federal and state regulations for Category B biological substances unless otherwise directed.

Notes

• This guide is tailored for disease incident sampling to support rapid diagnostics at ADDL.
• Incident commands may issue additional instructions; follow those if they differ.