Rabies Specimen Packing and Shipping Instructions

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• Rabies Specimen Submission Guidelines
• Packing and Shipping Directions

Rabies Specimen Submission Guidelines

• Bites and other exposures to saliva or nervous tissue from animals suspected of having rabies must be reported to the local health authority. Check with the local health authority for existing arrangements for specimen submission and to arrange for emergency non-workday examinations. Authorization for submission of specimens for rabies diagnosis should be obtained from the local health authority. Caution must be taken during sample preparation to avoid direct personal contact with specimens. Pre-exposure vaccination is recommended for persons preparing rabies specimens. Decapitation and livestock brain sample extraction can best be performed at a cooperating veterinary hospital.
• Rabies diagnosis is performed at the State Health Department's Wadsworth Center. The examination is performed by a direct immunofluorescence procedure on fresh brain tissue. Results are routinely available at the local health authority on the workday following arrival of the specimen at the laboratory. The Rabies Laboratory operates from 8:00 am to 4:30 pm weekdays. Emergency weekend or holiday examinations must be arranged with the lab by the local health authority.
• Do not submit live animals. The animal should be humanely euthanized without damage to the head. The head must then be removed from the body and submitted intact for examination. Bats should be sent whole. When livestock are to be submitted, samples of all 3 lobes of the cerebellum and a complete cross-section of the brainstem are required and may be removed through the foramen magnum. For detailed directions, see Livestock Submission Procedures.
• Specimens must be preserved by refrigeration. Freezing should be avoided, but is acceptable if refrigeration is not possible. Tissues must not be fixed with chemical preservatives.
• Tools, cages and other surfaces potentially contaminated with infectious saliva or blood can be disinfected with a 10% solution of sodium hypochlorite (household bleach) in water.
• Properly packaged specimens may be shipped directly to the Rabies Laboratory (correct address on provided envelope) by parcel post or commercial carrier. Special arrangements are necessary with carriers for weekend delivery. Local health offices may arrange transportation to the laboratory.
• Emergency specimens may be delivered at all times directly to the Rabies Laboratory at Griffin Laboratory on Route 155 in the Town of Guilderland (2 miles south of Route 20). Emergency examinations are performed by prior arrangement of the local health authority and the laboratory.
• Questions regarding submission of specimens and the handling of animal bites should be directed to the Rabies Laboratory weekdays from 8 a.m. to 4:30 p.m. at (518) 869-4527. Messages may be left at that number after hours. After 4:30 p.m. daily and at all times on weekends and holidays, emergency requests should be directed to (518) 527-7369, (518) 527-7370 or to the Health Department or Duty Officer at (866) 881-2809.

Packing and Shipping Directions

• Shipping sets include:

  - One pre-assembled shipping container, including: outer cardboard box, EPS cooler and two gallon sized cans with lid-locking plastic seal. Packing instructions for package are printed on top-inner flaps.

  - Two gel packs of refrigerant (store frozen until needed).

  - Two plastic bags (13 x 20 x 4 mil) in which animal head, livestock or other large animal brain, or entire body of bats, are to be sealed before placing in can.

  - Two plastic bags (13x 20 x 4 mil) in which to place the cans.

  - One large plastic bag that surrounds the closed EPS cooler.

  - Two absorbent pads to be placed in cans, surrounding the specimen.

  - Two blank rabies history forms and directions for collection and submission of specimens.

• 1. Remove the head from the body of the animal (except bats) and place the head in a small plastic bag. Cool specimen in a refrigerator or freezer before packaging, to enhance preservation. When shipping samples consisting of only cerebellum and brain-stem, first place the brain tissue in a small plastic container, then place in the small plastic bag. If sharp objects protrude from the specimen (e.g., bone fragments, porcupine quills) wrap specimen in several layers of newspaper prior to putting head into plastic bag. Wrap bagged specimen in provided absorbent material and place inside metal can.
• 2. Place the lid to the paint can in place and secure with a mallet. Place the plastic pressure ring on the can and secure with a mallet. The plastic ring will secure much easier if a hard surface is placed on top of the ring before using the mallet. This will allow even pressure to be applied to the ring. CAUTION!! Infectious splashes can occur when hammering lid in place if groove is contaminated with blood or body fluids of specimen.
• 3. Ship all boxes to the rabies lab with both cans enclosed, even if only one contains a specimen. This is required to ensure that package meets the UN 6.2 shipping specifications. Do not force larger heads into cans. If the head is too large for the can alternative shipping will be recommend. In such cases contact the rabies lab for assistance.
• 4. Follow packaging instructions printed on the inside flap of box.
• 5. Wash hands. Disinfect or burn all materials contaminated in specimen preparation.
• 6. Complete the rabies specimen history form (PDF 480k) provided with the package. Answer all questions as accurately as possible; the history form will be used to report results to the local health authority. Place form on the outside of the plastic bag that surrounds the EPS cooler. When shipping more than one specimen in the container (e.g., bats), be certain that: each specimen is individually bagged to prevent cross contamination; each is clearly identified, and a separate history included for each specimen. The identification on the bag containing the specimen and the corresponding history should be identical. (If the specimen bag is labeled "bat #1- Smith", then the history should also have the identification "bat #1 Smith" written clearly and in indelible ink.)

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• 7. Do not use glass, wire or other materials capable of causing wounds for any purpose, including use as containers, tag fasteners, etc.
• 8. Specimens may be delivered to the rabies laboratory 24 hrs/day, 7 days/week, and placed directly into the cold-room. Specimens can also be sent PREPAID, by parcel post or commercial carrier using the pre-addressed shipping containers provided.