oEPA
United States
Environmental Protection
Agency
Sampler's
Contract
Laboratory
Program Guidance
for Field Samplers
Office of Superfund Remediation and Technology Innovation (OSRTI)
United States Environmental Protection Agency (EPA)
Washington, DC 20460
OSWER 9200.2-147
EPA-540-R-014-013
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TABLE OF CONTENTS
1.0 INTRODUCTION 1
1.1 Overview of the CLP 2
1.1.1 Key Participants within the CLP 2
2.0 GENERAL SAMPLING INFORMATION 5
2.1 Goals of the Sampling Process 5
2.1.1 Follow the Required Sampling Procedures 5
2.1.2 Maintain Chain of Custody of Samples and Data 6
2.1.3 Field Operation Records 6
2.1.4 Comply with Safety Procedures 6
2.2 Obtain Municipal Permits, Licenses, and Clearances 6
2.2.1 Request Access to County, State, Tribal, Military, and/or Federal Property 6
2.2.2 Contact Private Property Owners 7
2.2.3 Contact Utility Companies 7
2.3 Review Request for Samples 7
2.3.1 Review Sample Request 8
2.4 Review Project Plans 8
2.4.1 Site Project Plan (SPP) 8
2.4.2 Health and Safety Plan (HASP) 8
2.4.3 Quality Assurance Project Plan (QAPP) 8
2.5 Assemble Sampling Materials 8
2.5.1 Equipment and Supplies 9
2.6 Perform Readiness Review/Dry Run 9
2.7 Assess the Status of the Site and the Team 9
2.8 Initiate Site Control Measures 10
2.9 Maintain Field Logbook 10
2.10 Preventing Errors 10
2.11 Exiting the Site 11
3.0 CLP STATEMENTS OF WORK 13
3.1 The CLP SOWs 13
3.2 CLP Sample Definition 13
3.2.1 Mixed-matrix Samples 13
3.3 CLP Analyses 14
4.0 CLP SAMPLE DOCUMENTATION 15
4.1 CLP Sample Numbers 16
4.1.1 Requesting Sample Numbers 16
4.2 CLP Case Numbers 17
4.2.1 Requesting Case Numbers 17
4.3 CLP TR/COC Records 17
4.4 Chain of Custody Seals 17
4.5 Sample Labels 18
4.6 Sample Tags 18
4.7 Sample Weight Logs 18
5.0 THE SCRIBE DOCUMENTATION SOFTWARE TOOL 21
5.1 Setting Up the Sampling Event in Scribe 21
5.1.1 Set Up Project 21
5.1.2 Verify/Create Analysis Types 22
5.1.3 Set Default Sample Tag Information 22
5.1.4 Indicate Modified Analysis (MA) on Scribe COC Records 22
5.1.5 Using Scribe for Mixed-matrix Samples 22
5.2 Scribe CLP Analysis Codes 23
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6.0 CLP SAMPLE CONTAINERS 27
7.0 CLP SAMPLE COLLECTION 29
7.1 Requesting the Scheduling of the Laboratory 29
7.2 Preparing for the Shipping of Samples 29
7.2.1 Procure Shipping Supplies 29
7.2.2 Laboratory Assignment Notification 30
7.2.3 Verify Laboratory Shipping Information 30
7.2.4 Obtain Shipping Company Information 30
7.2.5 Prepare Sample Cooler Return Documentation 30
7.3 Collecting Samples 31
7.3.1 Field QC Samples 33
7.3.2 Laboratory QC Samples 33
7.4 Recording Samples 34
7.4.1 Hardcopy Recording 34
7.5 Meeting Volume, Preservation, and Holding Time Requirements 34
7.5.1 Collect Required Sample Volumes 34
7.5.2 Preserve Samples 35
7.5.3 Ship Samples within Holding Times 35
7.6 Completing the Documentation 36
7.6.1 Record and Label the Samples 36
7.6.2 Complete the COC Records in Scribe 37
7.6.3 Making Manual Edits to Printed Scribe COC Records 38
7.6.4 Complete and Attach Custody Seals 41
7.6.5 Complete and Attach Sample Tags 42
7.7 Providing a Sample Receipt 43
8.0 CLP SAMPLE TRANSPORTATION AND SHIPPING 45
8.1 Providing Shipment Notification 45
8.2 Packing and Shipping Samples 45
8.2.1 Inventory of Samples and Documentation 46
8.2.2 Shipping Regulations 46
8.2.3 Shipping Temperature 47
8.2.4 Pack Shipping Containers 47
8.2.5 Include Required Paperwork 48
8.2.6 Label and Seal Sample Shipping Coolers 48
8.2.7 Overnight Delivery 49
8.2.8 Saturday Delivery 49
8.2.9 Shipment Notification 49
8.2.10 Uploading the Electronic COC 50
8.2.11 Return Sample Shipping Coolers 50
9.0 SAMPLER RESOURCES 51
9.1 List of Resources 51
9.2 For More Information 52
APPENDIX A FUNCTIONS WITHIN A SAMPLING PROJECT A-l
APPENDIX B SAMPLE CONTAINER TYPE SPECIFICATIONS B-l
APPENDIX C CLP SAMPLE COLLECTION REQUIREMENTS BY ANALYSIS TYPE C-l
APPENDIX D CLP SAMPLE COLLECTION GUIDELINES FOR SOIL VGA SAMPLES BY SW-846
METHOD 5035A AND TCLP EXTRACTION - EPA SW 846 1311, SPLP EXTRACTION
EPA SW 846 1312 D-l
APPENDIX E GENERAL CLP SAMPLE COLLECTION GUIDELINES VOAS IN WATER E-l
APPENDIX F SAMPLING TECHNIQUES AND CONSIDERATIONS F-l
APPENDIX G INTERNATIONAL SHIPPING G-l
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APPENDIX H SAMPLING CHECKLISTS H-l
APPENDIX I GLOSSARY 1-1
LIST OF TABLES
Table 1-1. Participants in the CLP Sampling Process 2
Table 3-1. CLP Statements of Work 13
Table 4-1. CLP Sample Documents 15
Table 4-2. CLP Sample Number Letter Codes 16
Table 5-1. Scribe CLP Analysis Codes 23
Table 6-1. Sample Container Type Specifications 27
Table 7-1. Sample Types and CLP Submission Requirements 31
Table 7-2. Completing and Attaching a Custody Seal 41
Table 7-3. Completing and Attaching a Handwritten Sample Tag 42
Table 8-1. Packing Samples for Shipment 47
Table 9-1. Resources for Samplers 51
Table A-l.QAPP Requirements A-l
Table B-l. Sample Container Type Specifications B-l
Table B-2. Sample Container Type Specifications with Analysis B-2
Table C-l. Sample Collection Requirements for CLP SOW SOM02.X (Volatile Organic Analysis Only) C-l
Table C-2. Sample Collection Requirements for CLP SOW SOM02.X (SVGAs, Pesticides and Aroclors) C-3
Table C-3. Sample Collection Requirements for CLP SOW ISM02.X C-5
Table C-4. Sample Collection Requirements for CLP SOWHRSM01.X [CDDs, CDFs, andCBCs] C-6
Table F-l. Mixing a Sample and Filling Sample Containers F-3
Table H-l: Personnel Preparation Checklist H-l
Table H-2: General Sample Collection Checklist H-3
Table H-3: Completing Field Logbook Checklist H-4
Table H-4: Completing Handwritten Sample Labels Checklist H-5
Table H-5: Completing Handwritten Sample Tags& Custody Seals Checklists H-6
Table H-6: Packing Sample Container Checklist H-7
Table H-7: Packing Shipping Container Checklist H-8
Table H-8: Shipping & Reporting CLP Samples Checklist H-10
LIST OF FIGURES
Figure 4-1. Scribe Sample Weight Log 19
Figure 7-1. Packaged Sample with Identification and Chain of Custody Documentation (Excluding TR/COC
Record) 36
Figure 7-2. COC Details Pop-up Window 37
Figure 7-3. Scribe Chain of Custody Record (Laboratory Copy) 39
Figure 7-4. Scribe Chain of Custody Record (Region Copy) 40
Figure 7-5. Custody Seal 41
Figure 7-6. Completed Sample Tag 42
Figure 7-7. Sample Receipt Created Using the Scribe Software 43
Figure 8-1. Sample Cooler with Attached TR/COC Record, PE Sample Instructions (if applicable), and Cooler
Return Documentation 48
Figure 8-2. Shipping Cooler with Custody Seals 49
Figure G-l. Commercial Invoice Template G-2
Figure G-2. International Shipping Form (1 of 6) G-6
Figure G-5. International Shipping Form (4 of 6) G-9
Figure G-6. International Shipping Form (5 of 6) G-10
Figure G-7. International Shipping Form (6 of 6) G-ll
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LIST OF ACRONYMS
ARO
ASB
BTEX
CBC
CDD
CDF
CERCLA
CLP
CLP COR
CLPSS
COC
CRQL
CVAA
CWA
DOT
DQO
ERT
ET
EPA
FSP
GPS
HASP
HCN
HRSM
HTML
IATA
ICP-AES
ICP-MS
ISM
MA
MS
MSD
NIOSH
NPL
OSC
OSHA
OSRTI
OSWER
PCBs
PHMSA
PE
ppb
PPE
Aroclor
Analytical Services Branch
Benzene, Toluene, Ethylbenzene, and Xylene
Chlorinated Biphenyl Congener
Chlorodibenzo-p-dioxin
Chlorodibenzofuran
Comprehensive Environmental Response, Compensation, and
Liability Act
Contract Laboratory Program
CLP Contracting Officer's Representative
Contract Laboratory Program Support System
Chain of Custody
Contract Required Quantitation Limit
Cold Vapor Atomic Absorption
Clean Water Act
Department of Transportation
Data Quality Objective
Environmental Response Team (EPA)
Eastern Time
United States Environmental Protection Agency
Field Sampling Plan
Global Positioning System
Health and Safety Plan
Hydrocyanic Acid
High Resolution Superfund Methods Multi-Media, Multi-Concentration
Statement of Work
Hypertext Markup Language
International Air Transport Association
Inductively Coupled Plasma-Atomic Emission Spectroscopy
Inductively Coupled Plasma-Mass Spectrometry
Inorganic Superfund Methods: Multi-Media, Multi-Concentration
Inorganics Analysis Statement of Work
Modified Analysis
Matrix Spike
Matrix Spike Duplicate
National Institute for Occupational Safety and Health
National Priorities List
On-scene/on-site Coordinator
Occupational Safety and Health Administration
Office of Superfund Remediation and Technology Innovation
Office of Solid Waste and Emergency Response
Polychlorinated Biphenyls
Pipeline and Hazardous Materials Safety Administration
Performance Evaluation
Parts-Per-Billion
Personal Protective Equipment
IV
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ppm
ppt
PRP
PTFE
PVC
QA
QAPP
QASPER
QATS
QC
RAS
RPM
RSCC
SAM
SAP
SARA
SDG
SIM
SMC
SMO
SOM
SOP
SOW
SPLP
SPP
SVGA
TCLP
TR/COC
UN
USCG
USDA
VGA
XML
Parts-Per-Million
Parts-Per-Trillion
Potentially Responsible Party
Polytetrafluoroethylene
Polyvinyl Chloride
Quality Assurance
Quality Assurance Project Plan
Quality Assurance Sampling Plan for Environmental Response
Quality Assurance Technical Support
Quality Control
Routine Analytical Services
Remedial Project Manager
Regional Sample Control Coordinator
Site Assessment Manager
Sampling Analysis Plan
Superfund Amendments and Reauthorization Act
Sample Delivery Group
Selected Ion Monitoring
System Monitoring Compound
Sample Management Office
Superfund Organic Methods: Multi-Media, Multi-Concentration
Organics Analysis Statement of Work
Standard Operating Procedure
Statement of Work
Synthetic Precipitation Leaching Procedure
Site Project Plan
Semivolatile Organic Analyte
Toxicity Characteristic Leaching Procedure
Traffic Report/Chain of Custody
United Nations
United States Coast Guard
United States Department of Agriculture
Volatile Organic Analyte
extensible Markup Language
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CLP Sampler's Guide
1.0 INTRODUCTION
The Contract Laboratory Program Guidance for Field
Samplers (also referred to as the Sampler's Guide) describes
the organizational roles and responsibilities for those who
plan and conduct environmental sample collection for analysis
through the United States Environmental Protection Agency
(EPA) Contract Laboratory Program (CLP).
The following lists the sections of this Guide:
• Section 1, Introduction, introduces the structure and
purpose of this document.
• Section 2, General Sampling Information, describes the
general activities associated with environmental sampling.
• Section 3, CLP Statements of Work, describes the statements of work (SOWs) that define the
requirements for CLP sampling.
• Section 4, CLP Sampling Documentation, lists the types of documentation used to track the
CLP samples.
• Section 5, The Scribe Documentation Software Tool, provides information about Scribe, a
software tool used to create sample documentation.
• Section 6, CLP Sample Containers, describes the types of containers required for CLP
samples.
• Section 7, CLP Sample Collection, describes the process by which CLP samples are
collected.
• Section 8, CLP Sample Transportation and Shipping, outlines the requirements for the
packing and shipping of CLP samples.
• Section 9, Sampler Resources, provides links to additional information for sampling
organizations.
The following lists the appendixes of this Guide:
• Appendix A, Functions within a Sampling Project, describes the functions within a sampling
project which are taken from the Quality Assurance Project Plan (QAPP) requirements.
• Appendix B, Sample Container Type Specifications, lists the required containers for CLP
samples.
• Appendix C, CLP Sample Collection Requirements by Analysis Type, contains the sample
collection requirements by SOW.
• Appendix D, CLP Sample Collection Guidelines for Soil VOA Samples by SW-8 46 Method
5035A and TCLP Extraction - EPA SW'8461311, SPLP Extraction EPA SW'8461312
provides guidelines for VOA soil samples.
• Appendix E, General CLP Sample Collection Guidelines VOAs in Water, provides guidelines
for Volatile Organic Analyte (VOA) water samples.
• Appendix F, Sampling Techniques and Considerations, recommends sampling techniques.
• Appendix G, International Shipping, contains information regarding shipping samples to
laboratories outside the United States.
• Appendix H, Sampling Checklists, contains checklists used to help the sampler ensure that all
necessary steps are completed.
• Appendix I, Glossary, provides definitions for sampling terms.
W If the field sampling team is planning to use the CLP, they should use this Guide to develop the
Site Project Plan (SPP)/Quality Assurance Project Plan (QAPP) and Field Sampling Plan (FSP)
documents.
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CLP Sampler's Guide
1.1 Overview of the CLP
The CLP is a national network of EPA personnel, commercial laboratories, and support
contractors whose fundamental mission is to provide environmental sample collection and
analysis under the Superfund program. The Superfund program was established under the
Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) of 1980
and presently exists under the Superfund Amendments and Reauthorization Act (SARA) of 1986.
The CLP is directed by the EPA Analytical Services Branch (ASB) from within the Office of
Superfund Remediation and Technology Innovation (OSRTI) in the Office of Solid Waste and
Emergency Response (OSWER).
The primary responsibility of the CLP is to provide analytical data of known and documented
quality to CLP customers through its routine and modified chemical analytical services. The CLP
provides a framework that allows data to be produced in a cost-effective and efficient manner. In
addition, the CLP has established strict Quality Control (QC) procedures and detailed
documentation requirements to ensure the consistent quality of the data. Current CLP data users
include the EPA Regions, State and Tribal governments, and other Federal agencies.
1.1.1 Key Participants within the CLP
In coordinating Superfund sampling efforts, ASB is supported by the Sample Management Office
(SMO) contractor, Quality Assurance Technical Support (QATS), Regional CLP Contracting
Officer's Representative (CLP CORs), Regional Sample Control Coordinators (RSCCs), Site
Assessment Managers (SAMs), On-scene/On-site Coordinators (OSCs), and Remedial Project
Managers (RPMs). Samplers may work directly with the RSCC, and/or an OSC from the Site
Support Personnel during a sampling event. Refer to Table 1-1 for a description of the functions
performed by key participants (functions may vary by Region).
Table 1-1. Participants in the CLP Sampling Process
Participants
Analytical Services Branch (ASB)
CLP Sample Management Office (SMO)
Responsibilities
ASB directs the CLP from within the Office of Superfund
Remediation and Technology Innovation (OSRTI) in the Office of
Solid Waste and Emergency Response (OSWER). ASB
responsibilities include:
• Development of the Statements of Work (SOWs) that define
required analytical methods (including QC,
detection/quantitation limits, and holding times) for the
analytical services procured under the CLP
• Development and implementation of policies and budgets for
Superfund analytical operations
• Development of information management policies and
products for analytical data
• Management of SMO and QATS contracts
• National administration, evaluation, and management of the
CLP
• Direction of CLP Quality Assurance (QA) activities in
coordination with overall OSWER QA activities
To obtain the most current ASB contact list, refer to the following
Web site:
http://www.epa.gov/superfund/programs/clp/contacts.htmSASB
The contractor-operated SMO provides management, operations,
and administrative support to the CLP. SMO receives Regional
analytical requests, coordinates and schedules sample analyses,
and tracks sample shipments. SMO also receives and checks
data for completeness and compliance, processes laboratory
invoices, and maintains a repository of sampling records and
program data.
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CLP Sampler's Guide
Participants
Responsibilities
CLP Contract Laboratories
The contractor-operated laboratories within CLP provide
analytical services for the separation, detection, and quantitation
of the CLP's target analytes. To obtain the most current list of
CLP Contract Laboratories, refer to the following Web site:
http://www.epa.gov/superfund/programs/clp/lablist.htm
Environmental Response Team (ERT)
The ERT is responsible for the development, implementation,
and management of the Scribe software system. In addition, the
ERT oversees the development of Scribe training webinars and
on-site training.
Environmental Response Team (ERT)
Support Contractors
The ERT Support Contractors provide technical and
administrative support for the development, implementation, and
management of the Scribe software system. In addition, the ERT
Contractors support the development of Scribe training webinars
and on-site training.
Regional CLP Contracting Officer's
Representative (CLP COR)
The CLP COR monitors the technical performance of the contract
laboratories in each Region. The CLP COR works closely with
ASB Program Managers to identify and resolve laboratory
technical issues, and leads laboratory on-site evaluations. To
obtain the most current CLP COR contact list, refer to the
following Web site:
http://www.epa.gov/superfund/programs/clp/reglist.htm
Regional Sample Control Coordinator
(RSCC)
In most Regions, the RSCC coordinates sampling efforts and
serves as the central point-of-contact for sampling questions and
problems. The RSCC works with SMO to schedule sample
shipments to laboratories. In addition, the RSCC's activities may
include informing SMO of sample shipment, cancellations,
special instructions, and sampling issues. To obtain the most
current RSCC contact list, refer to the following Web site:
http://www.epa.gov/superfund/programs/clp/reglist.htm
Site Support Personnel
The Site Support Personnel consist of the EPA personnel and
contractors responsible for developing the QAPP and Sampling
Plan for the sampling episode at the site. It includes such
personnel as the sampling team, Quality Assurance personnel,
OSC, SAM, and Remedial Project Manager (RPM). In most
Regions, the Site Support Personnel develop Standard Operating
Procedures (SOPs) for field sampling and related procedures,
and assist sampling teams in adhering to the SOPs. The
sampling team determines what type(s) of CLP services will be
required for a particular sampling event. The Site Support
Personnel review Sampling Analysis Plans (SAPs) prepared by
sampling teams and oversees sampling teams in the field. In
addition, the state or territorial environmental protection agency
for the location of the site provides support for the sampling
event.
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CLP Sampler's Guide
2.0 GENERAL SAMPLING INFORMATION
2.1 Goals of the Sampling Process
Once the U.S. Environmental
Protection Agency (EPA)
has determined that physical,
chemical, and/or biological
testing of a site is necessary,
samples of material from the
site area must be collected.
The type of material that
must be collected and the
analytical method to be used
depends upon the physical
location of the site, detection
level(s), site history
(previous sampling), and
known or unknown
conditions and contaminants.
Samples should be collected according to the approved project and site-specific Quality
Assurance Project Plan (QAPP) and Sampling Analysis Plan (SAP). This Guide does not define
specific sampling procedures as these depend upon individual site conditions, Regional
requirements, and acceptance and performance criteria. Since Regions may have their own
specific requirements for individual sampling programs, they are responsible for generating
Region-specific sampling Standard Operating Procedures (SOPs).
2.1.1 Follow the Required Sampling Procedures
It is imperative that samplers be aware of the minimum Contract Laboratory Plan (CLP) and
Regional requirements that directly impact and define how a sampling event will take place. It is
important to note that the procedures and guidelines set forth in this document are considered
minimum CLP requirements.
The purpose of sampling is to collect representative portions from a suspected contaminated site.
Sample collection is critical to determining the presence, type, concentration, and extent of
environmental contamination by hazardous substances; thus, it is a crucial part of every sampling
and environmental testing effort. Sampling procedures must be consistently followed to mitigate
risk of error and the expense of re-sampling.
Failure to follow proper sampling and shipping procedures could result in samples that are
contaminated, in broken containers, mislabeled, lost during shipping, or unusable because of a
missed holding time. If procedures are inconsistently or improperly followed, any resultant
analytical data may be inaccurate and may not be legally defensible.
If re-sampling is needed due to improper sampling, the sampling team may incur the laboratory
cost.
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CLP Sampler's Guide
2.1.2 Maintain Chain of Custody of Samples and Data
Acquiring accurate and legally defensible data is the CLP's primary objective; therefore, the
sampler must collect samples according to strict sampling procedures, plans, and guidelines.
EPA and many other Federal agencies use data resulting from analytical testing of samples to:
• Determine if a site is contaminated with organic and/or inorganic compounds
• Identify pollution sources
• Identify Potentially Responsible Parties (PRPs)
• Validate remedial design methodologies
• Assess response and remedial priorities
• Assess risk to human health and the environment
• Determine appropriate cleanup actions
• Determine cleanup achievements
2.1.3 Field Operation Records
Samplers should maintain complete, accurate, and legible field operations records as they perform
a sampling activity. The following records are included:
• Field logbooks
• Corrective Action reports
• Sampling trip reports
• Supplemental standardized forms
• Records such as maps or photographs that document each step of the work performed in the
field
Samplers should refer to their project plans for Region-specific field operations record
requirements. These records are very important tools because they are considered part of the
official project file when legal issues arise.
2.1.4 Comply with Safety Procedures
Care must be taken to maintain the safety of personnel collecting and handling CLP samples. If
sampling requires digging in soil, utility lines (gas, soil, cable, etc.) must be marked to prevent
injury or utility outage. Samples must be handled, packed, and shipped in accordance with all
applicable Federal [Operational Safety and Health Administration (OSHA) and Department of
Transportation (DOT)] regulations for hazardous materials. Refer to the Health and Safety Plan
(HASP) for detailed site safety requirements.
2.2 Obtain Municipal Permits, Licenses, and Clearances
Before starting a sampling event, samplers must make sure to obtain the proper municipal
permits, accesses to the property, and any government clearances, if required. The sampler must
also contact any appropriate utility companies to ascertain where any underground pipes, cables,
etc., may be located.
2.2.1 Request Access to County, State, Tribal, Military, and/or Federal Property
Proper access to perform sampling activities is important not only for legal reasons, but also to
eliminate delays in work and possible refusal to allow sampling to take place. It is crucial that the
appropriate permits, licenses, and clearances be secured to obtain access for sampling activities
that will be performed on County, State, Tribal, military, and/or Federal property. The sampler
must contact the appropriate government offices or personnel well in advance to determine what
kinds of approval are required. Pre-approval may be required for specific types of sample
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CLP Sampler's Guide
collection such as drilling or excavation. For example, drilling on a military base requires pre-
approval. Base security may require clearances for all members of the sampling team, including
subcontractors. This process may take two or more days.
2.2.2 Contact Private Property Owners
The sampler must obtain written permission from the private property owner(s) before sampling
on his/her property, even if verbal permission has been granted. It is recommended that samplers
obtain verbal permission prior to their arrival at the sampling location, but written permission can
be obtained on the day of sampling. If a property owner refuses to grant access to his/her
property, it may be necessary for the sampling organization to contact the appropriate authorities
for assistance. A sampler who enters private property without permission may be subject to a
charge of trespassing, and samples may be considered part of an illegal search and invalid for
legal proceedings.
2.2.3 Contact Utility Companies
The sampler should contact local utility companies (e.g., power, phone, gas, cable, sanitation,
etc.) at least one week prior to the sampling event to have underground cables, lines, and pipes
flagged and marked. This is required by law. A national one-call directory can be found at:
http://vwvw.call811.com.
It may be necessary to turn off the utilities (i.e., electrical wires or gas lines) in order to obtain
samples. The utility service(s) disruption dates should be confirmed at least two days prior to
sampling activities. Samplers should follow Regional or other appropriate program procedures
for the disruption of utilities.
Pre-payment of survey fees to local utility companies may be required.
2.3 Review Request for Samples
In order to prepare for the sampling event, the sampler should review the request for samples
from the CLP. This information may be in the form of the "Scheduling Notification Form" from
Sample Management Office (SMO), supplied by the Regional Sample Control Coordinator
(RSCC), or in other forms of communication from the Region or other organization. Field team
leaders should contact their RSCC or Remedial Project Manager (RPM) to review this
information prior to going into the field, and assure that this information matches information in
the Site Project Plan (SPP) and/or QAPP.
Use the following information for planning:
• Sample information: Take note of the number of samples requested, the sample matrix, and
the analyses. This information will be used to determine the equipment and supplies needed
for the sampling event.
• Site location: Determines whether there are any specific requirements for accessing/exiting
the site, or for working at the site.
• Shipping period: Determines when the samples are to be shipped to the laboratory. It helps
determine when sampling should occur.
• Laboratory information: Determines where the samples will be shipped.
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CLP Sampler's Guide
2.3.1 Review Sample Request
The sample request determines many of the other preparatory activities for the sample event.
Review the sample request for the following information:
D Determine the number and types of samples to be collected.
D Review the required sample collection method(s).
D Review decontamination procedures necessary for site.
D Make note of sample holding times and conditions.
D Determine Performance Evaluation (PE) and Quality Control (QC) sample requirements.
D Determine whether shipping cooler temperature blanks are required.
2.4 Review Project Plans
Project plans describe, in detail, the requirements for the sampling event. All field team members
should be familiar with the applicable project plans prior to beginning field sampling. These plans
may include the following documents.
2.4.1 Site Project Plan (SPP)
The SPP describes the requirements for any activity taking place at the site. It contains
information such as site history, potential contaminants, topographical information, etc. This
information may be combined into the QAPP.
2.4.2 Health and Safety Plan (HASP)
The HASP describes the measures necessary to maintain the health and safety of the sampling
team during the sampling event. It can include topics such as the following:
• Organization structure
• Job hazard analysis
• Site control
• Training
• Medical surveillance
• Personal protective equipment (PPE)
• Exposure monitoring
• Thermal stress
• Decontamination
• Emergency response
• Standard operating procedures
• Confined space operations
• Spill containment
2.4.3 Quality Assurance Project Plan (QAPP)
The QAPP describes the data quality objectives and data requirements for the project, and is used
by samplers to develop any subsequent plans such as the Sampling Analysis Plan (SAP) or the
Field Sampling Plan (FSP).
2.5 Assemble Sampling Materials
Samplers must be prepared for a sampling project by assembling the appropriate sampling
materials (equipment, supplies, sample containers, packing materials, and shipping materials).
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CLP Sampler's Guide
The equipment and supplies must be properly cleaned, calibrated, and tested as necessary to meet
the needs of the sampling project.
2.5.1 Equipment and Supplies
Samplers should review the project plans to determine the equipment necessary for sample
collection.
The following materials should be obtained prior to a sampling event:
• Sample containers
• Shipping containers
• Packing material
• Access to the Scribe software for creating sample labels, stickers, tags, and Traffic
Report/Chain of Custody (TR/COC) records
• Custody seals
• Sampling equipment such as bowls, augers, pumps, etc.
• Personal Protective Equipment (PPE)
• Internet access (either at the time of sampling or soon after the samples are shipped)
The CLP Statement of Work (SOW) may also require field samplers to provide the following:
• Cooler temperature blanks
• Trip blanks for Volatile Organic Analyte (VOA) analysis
• Preservation supplies (e.g., ice or acid)
• Specially prepared sample vials (e.g., VOA analyses)
• Utensils or equipment for handling tissue samples requested by modified analysis
2.6 Perform Readiness Review/Dry Run
A readiness review/dry run is a test run of the proposed sampling event. This is a recommended
practice since it gives samplers a chance to review all plans, documentation software (i.e.,
Scribe), and equipment lists for accuracy and completeness prior to sampling activities. It also
provides an opportunity to consult with sampling team members to make sure that all the
elements are in place and everyone understands their task before actually going out to the field.
Sampling project managers should provide the readiness review or dry run dates and schedules to
samplers so that they can prepare accordingly.
2.7 Assess the Status of the Site and the Team
Prior to beginning the sampling, make sure that all of the preparatory work is complete and that
the team is ready to begin. Some issues to consider are:
D Ensure that personnel roles and lines of authority are established.
D Ensure that permission has been granted to enter the site and collect samples.
Ensure that utility work has been completed (if required).
D Review local weather forecast to be aware of possible dangerous weather conditions. Ensure
that sampling staff are prepared for weather conditions.
D If the sampling location is inaccessible, contact the appropriate field or Regional personnel
for instruction.
D Verify that the correct sampling equipment is on site.
D Ensure that personal safety measures are in place.
D Ensure that a site HASP is in place, including procedures for emergency medical treatment
and first aid, evacuation procedures, emergency contacts, and location of emergency medical
facilities.
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CLP Sampler's Guide
D Identify and mark the sampling location with buoys, flags, or stakes according to the
sampling plans, maps, and grids.
D Park the car/van away from the sampling site and turn off the engine. Be aware of car
exhaust (BTEX) contamination to volatile organic samples through all procedures, including
loading and unloading the coolers during the shipping.
2.8 Initiate Site Control Measures
The sampling team is responsible for controlling the site during the sampling event. Use the
following guidelines to maintain site control:
D Maintain a log of authorized personnel entering the site.
D Prevent unauthorized persons from entering the site.
D Ensure that any decontamination procedures required in the HASP are in place and are
followed.
2.9 Maintain Field Logbook
Samplers must maintain a field logbook that documents the field activities. The information from
the field logbooks becomes evidence and can be used in court. The following list is criteria for a
field log book:
D Use waterproof ink to record in the field logbook.
D Record the date and time of all entries.
D Correct any errors by crossing a line through the error, initialing the error, dating the error,
and then adding the correct information.
D Document sampling project information such as:
• Project name, ID, and location
• Names of samplers
• Geological observations, including maps and Global Positioning System (GPS)
information
• Atmospheric conditions
• Field measurements
• Sampling dates, times, and locations
D Record sampling activity information such as:
• Sampling dates and times
• Sample identifications
• Sample matrices
• Sample descriptions (e.g., odors and/or colors)
• Number of samples taken
• Sampling methods/equipment
D Record any and all deviations from the sampling plan.
D Record any and all difficulties in sampling and/or any unusual circumstances.
2.10 Preventing Errors
Errors in the sampling process can result in additional costs and delayed sampling results. The
following section lists some of the ways to avoid common sampling errors.
Document samples correctly:
D Use the CLP Sample Number and SMO-assigned CLP Case Number correctly (sample
number on each sample).
D Submit the signed TR/COC record with the sample(s).
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Accurately and legibly complete and attach a custody seal to each shipping container. (The
project QAPP may also required that custody seals be attached to each sample container or
plastic sample bag. Refer to the project QAPP for specific instructions.)
Collect and preserve samples correctly:
D Collect a sufficient volume of sample so that the laboratory can perform the requested
analysis and quality controls, such as Matrix Spike (MS), Matrix Spike Duplicate (MSB), and
Duplicates.
D Make sure that the sample is preserved, if required, and that the sample pH is within the
required range.
Ship samples correctly:
D Pack bottles and containers to avoid breaking or spilling during shipping.
D For iced samples, evenly distribute bags/packets of ice throughout the cooler and between the
sample containers to ensure that all samples are sufficiently cooled to a temperature of <6°C,
but not frozen.
D Ensure that shipping containers have custody seals attached.
Ensure that samples are shipped to the correct laboratory address.
If samples are to be shipped internationally, additional paperwork or customs authorizations
may be required. Refer to Appendix G, International Shipping for additional information.
D Upload the Electronic Chain of Custody (COC) as soon as possible after shipping.
Communicate effectively:
D It is extremely important that all parties involved in a sampling event be in contact throughout
the sampling process. It has been demonstrated that approximately 50% of all sampling
efforts have been negatively affected by incorrect sampling procedures and poor
communication among participants.
D The key elements of communication for a sampling event include the relationship between
the RSCC, SMO, the samplers in the field, and the laboratories who will be accepting the
samples.
D If there are any changes to the sampling event due to a cancellation or an increase or decrease
in the number of samples that will be sent to the laboratory, the sampler should contact the
RSCC as soon as possible. The RSCC can work with SMO to remedy potential capacity,
availability, or overbooking problems with the CLP laboratories.
2.11 Exiting the Site
The following activities take place before leaving the sampling site:
D Ensure that all equipment has been collected and removed.
D Follow Regional guidance regarding decontamination and doffing of PPE, if used.
D Follow Regional guidance for waste removal and disposal.
D Ensure that all sampling personnel have cleared the site.
D If sampling on private property, provide a sample receipt to the property owner for all
samples taken and removed from the site.
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3.0 CLP STATEMENTS OF WORK
The overall requirements for sample collection, analysis, and handling under the Contract
Laboratory Program (CLP) are described in the CLP Statements of Work (SOWs).
3.1 The CLP SOWs
Table 3-1 lists the CLP statements of work.
Table 3-1. CLP Statements of Work
Statement of Work
Analysis Types
Matrix Types
HRSM01.X
Chlorinated Dibenzo-p-Dioxins (CDDs) and
Chlorinated Dibenzofurans (CDFs)
Chlorinated Biphenyl Congeners (CBCs)
Soil, sediment, biosolids, oil,
sludge, ash, tissue, water, and wipe
SOM02.X
Trace Volatile Organic Analytes (Trace
VGA)
Volatile Organic Analytes (VGA)
Semivolatile Organic Analytes (SVGA)
SVGA Selected Ion Monitoring (SIM)
Pesticides
Aroclors
Soil, sediment, water, Toxicity
Characteristics Leaching Procedure
(TCLP)/ Synthetic Precipitation
Leaching Procedure (SPLP)
leachate samples
ISM02.X
Metals by Inductively Coupled Plasma-
Atomic Emission Spectroscopy (ICP-AES),
Inductively Coupled Plasma-Mass
Spectrometry (ICP-MS),
Mercury by Cold Vapor Atomic Absorption
(CVAA) Spectrometry,
Cyanide by Spectrophotometry
Soil, sediment, water, TCLP/SPLP
leachate, and wipe samples
These statements of work are available on the U.S. Environmental Protection Agency (EPA) Web
site at: http://www.epa.gov/superfund/programs/clp/analytic.htm
3.2 CLP Sample Definition
A CLP sample is defined as one discrete portion of material to be analyzed that is contained at
one concentration level from one location for each individual or set of analyses - provided that
the analyses are all requested for the same CLP analytical service (i.e., organic or inorganic), and
identified by a unique sample number.
A sample consists of all sample aliquots (portions), provided that the analyses are all requested
from the same CLP analytical program:
• for each individual or set of analytical methods
• from one location
• for one sample matrix
• at one concentration level
• for one laboratory
• for one analytical program
3.2.1 Mixed-matrix Samples
In some instances, a mixed-matrix sample may be collected which contains either a supernate (for
a sediment/soil sample) or a precipitate (for a water sample). The decisions made with regard to
the different matrices in such samples can have profound impacts on data usability. In this event,
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CLP Sampler's Guide
samplers should consult their sampling plans and/or discuss the required procedures with the
Remedial Project Manager (RPM) (or designee).
In general, it is recommended that two individual samples be collected by separating the aqueous
layer from the solid/precipitate layer at the point of collection if possible. If the phases or layers
cannot be separated effectively in the field at the point of collection, arrangements should be
made to separate the layers under controlled conditions at the receiving laboratory. In this case,
additional sample numbers will be needed for the separate phases. They should be assigned two
different sample IDs (e.g., Sample IDs ABC124 and ABC125 for Sample ID ABC123), along
with a note in the field sample log and in the Special Instructions section of the Chain of Custody
(COC) form that the sample IDs are derived or related to the same sample. Refer to Section 5.15,
Using Scribe for Mixed-matrix Samples for information on how to use the Scribe software to
track mixed-matrix samples.
When samples are collected from several locations to form a composite sample, the sample
it should be assigned either a number from one of the locations used during collection, or a
unique number that represents the composite sample, for tracking purposes. The numbering
scheme used internally at a sampling event for identifying composite samples should also be
documented appropriately (e.g., in the field logs).
3.3 CLP Analyses
CLP Routine Analytical Sample (RAS) analysis is generally used for Superfund sites, and
includes the routine list of metals and organic analytes. The matrices can be water, leachates
derived from the TCLP or SPLP soil, sediment, or wipes. Additional matrices requested under
Modified Analysis (MA) may include oil, sludge, ash, construction wastes, biosolid, or tissue
(non-human).
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CLP Sampler's Guide
4.0 CLP SAMPLE DOCUMENTATION
The U.S. Environmental Protection Agency (EPA) Contract
Laboratory Program (CLP) is required to produce accurate
and legally defensible data. In order to produce legally
defensible data, control of the samples must be maintained to
ensure that the samples correctly represent the site and
location from which they were taken. Sample documents are
tools that allow EPA to maintain the chain of custody of the
samples from collection, through shipping, to analysis. It
also associates the sample to the sample data. Samplers
should review their site-specific project plans and Quality
Assurance Project Plans (QAPPs) to determine other types
of documentation that must be completed for a sampling
project. The following section describes the documents
used to maintain the chain of custody and the tools used to
create these documents.
The following table summarizes the forms used for CLP
sample documentation.
Table 4-1. CLP Sample Documents
Form Type
CLP Sample Number
CLP Case Number
Traffic Report/Chain of Custody
(TR/COC) Record
Custody seals
Sample labels
Sample tags
Field operations records (as
necessary)
Shipping container label (to the
laboratory)
Cooler shipping label (return from
laboratory)
Source
Assigned by sampling
software (Scribe);
ranges are supplied by
the Regional Sample
Control Coordinator
(RSCC)
Assigned by the Sample
Management Office
(SMO)
Created in Scribe
Supplied by the RSCC
or field sampling team
Created in Scribe
Sample tag labels are
created in Scribe or are
handwritten by sampler
Created and maintained
by sampling team
Carrier standard form
Carrier standard form
Purpose
Identifies sample data. Associates the
sample to the sample data.
Identifies groups of samples collected
during a single sampling event.
Tracks chain of custody of the sample and
sample data.
Maintains sample integrity; may indicate
sample tampering or contamination if
broken.
Affixed to the sample container to identify
an individual sample.
Identifies a sample bottle or container that
contains a sample, provides specific
analytical direction, and provides proof
that a sample existed. (Sample tags are
not a CLP requirement.)
Maintains a record of activities at the site.
Used by the carrier to ship the samples to
the laboratory.
Used by the carrier to return the cooler to
the Region.
The documentation required by a Region for a sampling event is outlined in project plans such as
the QAPP, Sampling Analysis Plan (SAP), and Field Sampling Plan (FSP).
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EPA recommends that a dedicated field team member be responsible for all sample
documentation steps, including reviewing laboratory scheduling information, creating sample
labels and Traffic Report (TR)/Chain of Custody (COC) forms in Scribe, maintaining a field
operations log, and relinquishing control of the samples to the laboratory. This person should
be identified in the Site Project Plan (SPP) or QAPP.
Under no circumstances should the site name appear on any documentation that is sent to the
laboratory (for the CLP).
4.1 CLP Sample Numbers
A sample number is a number that is unique per sampling location and identifies each CLP
sample. It is used to identify and track samples throughout the sampling and analytical processes,
and is recorded on many types of sampling documentation [e.g., Traffic Report/Chain of Custody
(TR/COC) records, sample labels, and sample tags].
Organic CLP Sample Numbers begin with the Regional letter code, followed by four letters
and/or numbers. Inorganic CLP Sample Numbers begin with "M" followed by the Regional letter
code and then four letters and/or numbers. High Resolution CLP Sample Numbers begin with
"P" followed by the Regional letter code and then four letters and/or numbers. See Table 4-2 for
Region and letter codes for each sample type (i.e., organic, inorganic, or high resolution).
Table 4-2. CLP Sample Number Letter Codes
Region
1
2
3
4
5
6
7
8
9
10
Letter Code
Organic
A
B
C
D
E
F
G
H
Y
J
Inorganic
MA
MB
MC
MD
ME
MF
MG
MH
MY
MJ
High Resolution
PA
PB
PC
PD
PE
PF
PG
PH
PY
PJ
* According to CLP guidelines, each individual inorganic water sample may be analyzed for total
metals or filtered metals, but not both. Therefore, water samples collected for total metal and
filtered metal analyses from the same sampling location must be assigned separate unique CLP
Sample Numbers. A sampler can use the same sample number for an inorganic soil or water
sample collected for total metals, mercury, and cyanide analyses.
4.1.1 Requesting Sample Numbers
CLP Sample Numbers are created in Scribe with ranges supplied by the RSCC.
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CLP Sampler's Guide
4.2 CLP Case Numbers
SMO-assigned Case numbers are used to track groups of samples from a sampling event
throughout the sampling and analytical processes, and are recorded on many types of sampling
documentation (e.g., TR/COC records, sample labels, and/or sample tags). Samplers must
correctly assign the Case number to the appropriate sample bottle or container. CLP Case
Numbers should be requested from the RSCC (or designee) or they may be provided by SMO.
4.2.1 Requesting Case Numbers
Case numbers are assigned by the Sample Management Office (SMO). Samplers request the
assigned sample numbers and Case numbers through the RSCC.
4.3 CLP TR/COC Records
A TR/COC record is used as physical evidence of sample custody and as a permanent record for
each sample collected. A chain of custody record documents the exchange and transportation of
samples from the field to the laboratory.
To meet CLP sample documentation and chain of custody requirements, the sampler must attach
a separate, signed TR/COC record to each cooler they ship.
D The TR/COC record must document each sample within the cooler.
D Each TR/COC record must be signed by the designated field sampler, documenting that
they have relinquished control of the samples.
D TR/COC records should be separated and shipped in the coolers with the samples listed on
them. Do not ship samples in a cooler without the corresponding TR/COC record. This
practice maintains the chain of custody for all samples in case of incorrect shipment.
D The electronic COC record should be uploaded as soon as possible after shipping.
If more than one TR/COC record is used for the samples within one cooler, all of the records
must have complete header information and original signatures. Samplers are responsible for the
care and custody of samples from the time of collection to the time of shipment to the laboratories
for analysis. A sample is considered under custody if the following conditions are met:
• It is in possession or in view after being in possession
• It was in possession and then secured or sealed to prevent tampering
• It was in possession when placed in a secured area
Each time the custody of samples is turned over to another person, the TR/COC record must be
signed off by the former custodian and accepted by the new custodian.
4.4 Chain of Custody Seals
A chain of custody seal is any adhesive label or tape that can be used to seal a sample bottle,
container, plastic bag, or shipping cooler such that if it is opened or tampered with, the seal will
be broken. The custody seal is used to maintain the chain of custody, as well as guard against
possible sample contamination or tampering during shipping.
D Custody seals must be placed on each shipping cooler or container, and if required by the
project's QAPP or FSP, on each sample bottle, container, or bag (as appropriate).
D The CLP does not provide custody seals. Custody seals should be obtained from either the
RSCC or supplied by site personnel.
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4.5 Sample Labels
A sample label is a sticker that is attached to a sample bottle or container that contains a field
sample or quality control (QC) sample.
D Sample labels are affixed to each sample container as samples are collected in the field or
affixed prior to going in the field.
D A sample label must contain, at a minimum, the sample number so that the sample can be
associated with, and listed on, the associated TR/COC record.
The sample label should also include the required analysis, CLP Case Number, and
preservative used (to eliminate confusion at the laboratory). Samplers should refer to their
site-specific project plans for Region-specific sample label requirements.
4.6 Sample Tags
A sample tag identifies a sample bottle or container that contains a sample. The sample tag also
provides specific analytical direction and proof that a sample existed. To support the use of
sample data in potential enforcement actions, samples can be identified with a sample tag. The
CLP Sample Number and Case number must be recorded on a sample tag to indicate that the
sample container comprises the whole sample where there is just one container of sample, or part
of the indicated sample when there are multiple containers of sample.
£ Sample tags are not a CLP requirement. Consult with specific RSCC regarding Regional
requirement. Not all EPA Regions require the use of sample tags, and field samplers should
refer to their site specific project plans or contact their RSCC for Regional sample tag
requirements.
4.7 Sample Weight Logs
A sample weight log (Figure 4-1) identifies the tared, sample, and final weights per bottle for
samples for volatile organic chemical analysis (VOA). In order to support the Superfund Organic
Method (SOM) for VOAs, samplers should enter tared and final weights per bottle in the sample
weight log.
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Page 1 of 2
Shipped to: XYZ
Case 99991
Sample Weight Log
Chain of Custody Work Sheet
Sampled by: ABC
CLP Sample #
Matrix
Analyses
Preservative
Tag
Tared Weight (g)
Final weight (9)
Sample Weight (g)
COC8
Remarks
AOAA1
Soil
CLP Semivolatiles
None
1003
27.369
27.3%
0
1-082714-170055-
0001
AOAA10
Soil
CLP Semivolatiles
Now
1004
32.02
37.25
5.23
1-082714-170055-
0001
AOAA11
Soil
CLP Semivolatiles
Nona
1006
3244
37,83
5.09
1-082714-170055-
0001
AOAA2
Soil
CLP Semivolatiles
None
1006
30.17
35.07
4.9
1-082714-170055-
0001
AOAA3
Soil
CLP Semivolatiles
None
1007
9t.11
31.11
0
1-082714-170055-
0001
CLP Sample »
Matrix
Analyses
Preservative
Teg
Tared Weight (g)
Final Weight (g)
Sample Weight (g)
COC*
Remarks
AOAA4
Soil
CLP Semivolatiles
None
1006
32.234
32.324
0
1-082714-170055-
0001
AOAA5
Soil
CLP Semivolatiles
None
1009
30.56
30.56
0
1-082714-170055-
0001
AOAA6
Soil
CLP Semivolatiles
None
1001
31.046
31.046
0
1-082714-170055-
0001
AOAA7
Soil
CLP Semivdatles
None
1010
27.119
27.119
0
1-082714-170055-
0001
AOAA8
Soil
CLP Semivolatles
None
1002
30.579
30.579
0
1-082714-170055-
0001
Figure 4-1. Scribe Sample Weight Log
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5.0 THE SCRIBE DOCUMENTATION SOFTWARE TOOL
The U.S. Environmental Protection
Agency (EPA) Analytical Services Branch
(ASB) requires samplers to use the Scribe
software to create documentation for all
Contract Laboratory Program (CLP)
sampling efforts. EPA recommends that a
dedicated member of the sampling team
be trained in the Scribe software, and
responsible for all uses of Scribe,
including the sample labels and the Traffic
Report/Chain of Custody (TR/COC)
forms at the sampling location. For
assistance with obtaining or using the Scribe software, contact Environmental Response Team
(ERT) Software Support Help Desk at 800-999-6990 from 9:00 AM - 5:00 PM ET. For
additional information regarding Scribe use and training materials, refer to the following Web
site: http://vwvw.epaosc.org/Scribe
Scribe allows users to create one or more sampling projects, then enter data and create sample
documents for that project. Some of the capabilities of Scribe include:
• Tracking sample numbers and Case numbers
• Associating analysis information to sample numbers
• Creating sample labels and sample tags
• Setting label size and printing labels
• Selecting sample numbers to add to the chain of custody form
• Printing chain of custody forms
• Filtering lists of samples
• Exporting sample data in the following formats: text file (.txt, .csv), spreadsheet (.xls, .wb3),
HTML (.htm), XML (.xml), or QuickMap (.kml, .kmz)
The Scribe software tool allows users to track samples electronically. It can be downloaded at no
charge from the EPA On Scene Coordinator Web site at
http://www.ertsupport.org/downloads.htm.
Need more information?
Use this code to access the ERT User Manual for Scribe CLP Sampling or contact
the ERT Software Support Help Desk at 800-999-6990.
5.1 Setting Up the Sampling Event in Scribe
Scribe allows the sampler to enter much of the information prior to the event in order to facilitate
processing on the day of the event. The following sections describe how to set up the sampling
event in Scribe.
5.1.1 Set Up Project
The first step for setting up Scribe is to set up the project as follows:
D Access the Scribe New Project Wizard to set up the sampling project.
D Enter the project Site Name, Site #, and Region # (required).
D Additional project information may be entered, if available.
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5.1.2 Verify/Create Analysis Types
The analysis types to be used for the sampling event must be defined for the project. Refer to the
site sampling plan to determine which analyses are to be used.
D Use the Analyses tab to display a list of all analysis types available.
D Only analyses with the Program Type of "CLP," such as "CLP ICP-AES Metals," or "CLP
Semivolatiles" should be used.
D If the required analysis type is missing, it can be added manually using the Add button.
5.1.3 Set Default Sample Tag Information
Set up the default values for sample number and tag. This allows the sampler to increment
sample and tag numbers, rather than hand entering each one.
D Select File-^Options-^CLP/Tag Settings to display the CLP/Tag Settings window.
D Enter the new default values and click OK.
jf Sample tags are not a CLP requirement. Please consult with specific Regional Sample Control
Coordinator (RSCC) as to Regional requirement. Not all EPA Regions require the use of
sample tags, and field samplers should refer to their site specific project plans or contact their
RSCC for Regional sample tag requirements.
5.1.4 Indicate Modified Analysis (MA) on Scribe COC Records
When completing a TR/COC record in Scribe, indicate an MA as follows:
D Identify any samples that will be analyzed using a CLP MA by creating a new analysis within
the Scribe Analyses table or at the time of entering the Analyses for the sample.
D The MA analysis should contain the Modification Reference Number within the name
assigned to the analysis. For example, if a Region submits an MA for an additional analyte,
and SMO assigns the Modification Reference Number 1301.0, the Scribe Analyses could be
named "CLP VOA by M.A. 1301.0." The associated abbreviation for this analysis could be
"VGA M.A."
Need more information?
Use this code to access the ERT User Manual for Scribe CLP Sampling or contact
the ERT Software Support Help Desk at 800-999-6990.
5.1.5 Using Scribe for Mixed-matrix Samples
The Scribe LinkSampleNo field links the original sample to the split samples and numbers. Use
Scribe to link to the two sample IDs used for the different sample phases as follows:
Add two (2) additional samples in Scribe indicating in the matrix field which one is the
liquid/aqueous phase and which one is the solid phase (i.e., ABC124 and ABC125).
D Tie the two additional samples to the original sample number using the 'LinkSampleNo' field.
• In Scribe, in the Samples tab, click the View button; the Select Columns drop-down
menu displays. Put a checkmark next to LinkSampleNo to make that column visible.
• Add the 'parent' or the original field sample # in the LinkSampleNo column (i.e.,
ABC123).
• On the COC. indicate in the Special Instructions which of the two new sample numbers
the laboratory is to use for the liquid/aqueous phase and which sample number to be used
for the solid phase.
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5.2 Scribe CLP Analysis Codes
The following table lists the analysis codes used for CLP samples in Scribe.
Table 5-1. Scribe CLP Analysis Codes
Analysis Name
Abbreviation
Aroclors
CLP Aroclors
ARO
High Resolution
CLP 12 Toxic Congeners
CLP 209 Congeners
CLP Dioxins/Furans
12 Toxic CBCs
209 CBCs
CDD/CDF
Inorganics
CLP Aluminum
CLP Antimony
CLP Arsenic
CLP Barium
CLP Beryllium
CLP Cadmium
CLP Calcium
CLP Chromium
CLP Cobalt
CLP Copper
CLP Cyanide
CLP Hardness
CLP ICP-AES Metals
CLP ICP-MS Metals
CLP Iron
CLP Lead
CLP Magnesium
CLP Manganese
CLP Mercury
CLP Nickel
CLP Potassium
CLP Selenium
CLP Silver
CLP Sodium
CLP SPLP Alumium
CLP SPLP Antimony
CLP SPLP Aroclors
CLP SPLP Arsenic
CLP SPLP Barium
CLP SPLP Beryllium
CLP SPLP Cadmium
CLP SPLP Calcium
Al
Sb
As
Ba
Be
Cd
Ca
Cr
Co
Cu
CN
Hardness
ICP-AES
ICP/MS
Fe
Pb
Mg
Mn
Hg
Ni
K
Se
Ag
Na
SPLP Al
SPLP Sb
SPLP ARO
SPLP As
SPLP Ba
SPLP Be
SPLP Cd
SPLP Ca
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Analysis Name
CLP SPLP Chromium
CLP SPLP Cobalt
CLP SPLP Copper
CLP SPLP Cyanide
CLP SPLP ICP-AES Metals
CLP SPLP Iron
CLP SPLP Lead
CLP SPLP Magnesium
CLP SPLP Manganese
CLP SPLP Mercury
CLP SPLP Nickel
CLP SPLP Potasium
CLP SPLP Selenium
CLP SPLP Silver
CLP SPLP Sodium
CLP SPLP Thalium
CLP SPLP Vanadium
CLP SPLP Zinc
CLP TCLP Arsenic
CLP TCLP Barium
CLP TCLP Cadmium
CLP TCLP Chromium
CLP TCLP ICP-AES Metals
CLP TCLP Lead
CLP TCLP Mercury
CLP TCLP Selenium
CLP TCLP Silver
CLP Thallium
CLP Vanadium
CLP Zinc
Abbreviation
SPLP Cr
SPLP Co
SPLP Cu
SPLP CN
SPLP ICP-AES
SPLP Fe
SPLP Pb
SPLP Mg
SPLP Mn
SPLP Hg
SPLP Ni
SPLPK
SPLP Se
SPLP Ag
SPLP Na
SPLP Tl
SPLPV
SPLP Zn
TCLP As
TCLP Ba
TCLP Cd
TCLP Cr
TCLP ICP-AES
TCLP Pb
TCLP Hg
TCLP Se
TCLP Ag
Tl
V
Zn
Organics
CLP PAH+PCP
CLPPAH+PCPbySIM
CLP Semivolatiles
CLP SPLP Semivolatiles
CLP SPLP Volatiles
CLP TCLP Semivolatiles
CLP TCLP Volatiles
CLP Trace Volatiles
CLP Volatiles
PAH
PAH SIM
SVGA
SPLP SVGA
SPLP VGA
TCLP SVGA
TCLP VGA
TVOA
VGA
Pesticides
CLP Pesticides
CLP SPLP Pesticides
PEST
SPLP PEST
24
October 2014
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CLP Sampler's Guide
To avoid issues with interpretation, ensure that Total Metals and Dissolved Metals are labeled
correctly.
25 October 2014
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CLP Sampler's Guide
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26 October 2014
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CLP Sampler's Guide
6.0 CLP SAMPLE CONTAINERS
The analytical protocol(s) to be used for sample analysis often requires the use of a particular type
of sample container. The type of container also may depend on the sample matrix and analysis.
It is recommended that samplers use borosilicate glass containers, which are inert to most
materials, when sampling for pesticides and/or other organics. Conventional polyethylene is
recommended when sampling for metals because of the lower cost and absorption rate of metal
ions.
Have extra containers readily available for each sampling event in case of breakage, loss, or
contamination.
Containers procured for a sampling event are usually pre-cleaned and shipped ready for use from
the manufacturer to the sampling site. Regardless of the type of container used, samplers must
ensure that the containers have been analyzed or certified clean to levels below concern for the
project (certificates must be kept on record). These containers must meet the U.S. Environmental
Protection Agency (EPA) container type specifications listed in Table 6-1.
Samplers should document the lot numbers for every lot of cleaned containers used for each
project and maintain corresponding certificates of analysis on file and available upon request.
Table 6-1. Sample Container Type Specifications
Reference
Number
1
2
3
4
5
6
7
8
Container Type
40 ml_ amber glass vial, 24 mm
neck finish.
1 L high density polyethylene,
cylinder-round bottle, 28 mm
neck finish.
8 oz short, wide mouth, straight-
sided, glass jar, 70 mm neck
finish.
4 oz (120 ml_) tall, wide mouth,
straight-sided, glass jar, 48 mm
neck finish.
1 L amber round glass bottle, 33
mm pour-out neck finish.
Coring tool used as a transport
device (e.g., 5 g Sampler).
1 qt polymer zip-top bag
Heavy duty aluminum foil
Specifications
Closure
Polypropylene or phenolic,
open-top screw-cap, 15 cm
opening, 24-400 size.
Polyethylene cap, ribbed,
28-410 size; F217
polyethylene liner.
Polypropylene or phenolic
cap, 70-400 size; 0.015 in.
PTFE liner.
Polypropylene or phenolic
cap, 48-400 size; 0.015 in.
PTFE liner.
Polypropylene or phenolic
cap, 33-430 size; 0.015 in.
PTFE liner.
Has built-in closing
mechanism.
Has built-in closing
mechanism.
N/A
Septum
24 mm disc of 0.005 in.
Polytetrafluoroethylene
(PTFE) bonded to 0.120
in. silicone for a total
thickness of 0.125 in.
N/A
N/A
N/A
N/A
N/A
N/A
N/A
27
October 2014
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CLP Sampler's Guide
The information contained in this table is also cross-referenced in the sample collection
parameters discussed in Appendix C. The container Reference Numbers are used in Tables C-l
to C-4 under the Container Type column. For example, samples collected for low-level soil VOA
analysis may require the sampler to use pre-prepared, tared closed-system purge-and-trap vials
with a preservative (refer to Appendix B). Refer to the Regional Quality Assurance Project Plan
(QAPP) and Appendix D for additional references. Refer to Table B-2 for a cross reference
between the analyses and the required sample container types.
28 October 2014
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CLP Sampler's Guide
7.0 CLP SAMPLE COLLECTION
Samplers should determine the types of
samples or aliquots to be taken, the volumes
required of each sample or aliquot, and the
preservation requirements for each sample
by referring to the Site Project Plan (SPP)
and Contract Laboratory Program (CLP)
sample requirements table in Appendix C.
The following sections describe the types of
samples that may be required to be collected.
7.1 Requesting the Scheduling of
the Laboratory
The sampler must request that the Regional Sample Control Coordinator (RSCC) schedule the
laboratory to be used for the analysis. This should be done as far in advance of the sampling event
as possible.
D The sampler should specify the number of samples, analyses, etc., being shipped each week.
D When scheduling a sampling event that will last for more than one week, it is recommended
that the sampler contact the RSCC (or designee) on a weekly basis to provide updates. This
contact between the sampler, the RSCC (or designee), and Sample Management Office
(SMO) is very important because it will ensure better availability of laboratory capacity.
D In the event that time frame or number of samples for a sampling event changes, the RSCC
and SMO should be notified as soon as possible to maintain capacity at the CLP laboratory.
The CLP has the capability to schedule sampling on an emergency basis; however, the sampler
must contact the RSCC (or designee) to obtain details regarding how to handle such a situation.
7.2 Preparing for the Shipping of Samples
Once the samples are collected, they will be shipped to the CLP laboratory for analysis. Samplers
must have the necessary shipping supplies on site.
7.2.1 Procure Shipping Supplies
Samplers should refer to the appropriate project plans to determine the types of samples that will
be taken during the sampling project to determine the necessary packaging materials to have at
the site for all pertinent sample container types and sample matrices.
Samplers should also make sure to obtain the appropriate shipping paperwork (e.g., shipping
forms required by the delivery service).
The CLP strongly discourages the use of vermiculite and cat litter as sources for packing
material. These materials interfere with labeling and documentation and are difficult to remove
from sample containers and shipping containers.
29
October 2014
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CLP Sampler's Guide
7.2.2 Laboratory Assignment Notification
The Laboratory Assignment Notification informs the sampler of the CLP laboratory(ies) that will
be receiving the samples. Prior to beginning fieldwork, samplers should contact their RSCC (or
designee) to obtain their Laboratory Assignment Notification(s), or they may be provided by
SMO.
The Laboratory Assignment Notification applies only to work being performed under the CLP
Statements of Work (SOWs).
7.2.3 Verify Laboratory Shipping Information
Samplers should make sure to have accurate laboratory contact information, including the
following:
• Laboratory name
• Laboratory address
• Contact name
• Laboratory phone number
This information, which is provided on the Regional Laboratory Assignment Notification Form,
is used for both Traffic Report (TR)/Chain of Custody (COC) records and shipping paperwork
such as address labels and airbills. This form may be provided by SMO, or can be obtained
through the RSCC prior to sampling.
7.2.4 Obtain Shipping Company Information
Samplers should also make sure to have accurate shipping company information, including the
following:
• Company name
• Telephone number
• Account number
• Pickup schedule
Additional guidance will be provided by the U. S. Environmental Protection Agency (EPA) if
samples are to be shipped internationally.
7.2.5 Prepare Sample Cooler Return Documentation
CLP laboratories must routinely return sample shipping coolers to the appropriate sampling office
within 14 calendar days following receipt of shipment from the sampler. For sample coolers to
be returned, the sampler must complete the appropriate cooler documentation and work with
Regions and government agencies to provide a cost-effective mechanism for laboratories to return
the empty coolers to the appropriate sampling office. The sampling cooler return documentation
should be prepared in advance and provided to samplers before field activities begin.
The sampler (not the CLP laboratory) is responsible for paying for the disposition (return or
disposal) of the cooler and should also include shipping airbills bearing the sampler's account
number, as well as a return address, to allow for cooler return.
30 October 2014
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CLP Sampler's Guide
To maintain consistency among cooler transportation programs, samplers should do the
following:
D Minimize the use of multiple transportation carriers to avoid confusion.
Use multiple-copy labels so the laboratory and the sampling team can each retain a copy for
their records.
Prepare labels in advance so that the laboratory can simply affix a completed shipping label
on the cooler.
Include third-party billing information (i.e., their shipping account number) on labels so the
laboratory will not be billed by the transportation carrier.
Confirm that the laboratory knows which transportation carrier to use.
D Include the SMO-assigned CLP Case Number on return information.
7.3 Collecting Samples
The CLP requirements for samples are defined by the applicable CLP Statement of Work (SOW),
and outlined in the following tables/tables in Appendix C. This includes CLP submission
requirements such as sample volumes, preservation, and holding times.
Observe the sample collection requirements for the following SOWs when collecting analytical
samples:
. Organic (SOM02.X) - Tables C-l and C-2
. Inorganic (ISM02.X) - Table C-3
. High Resolution (Dioxin/Furan and CBCs (HRSMO1 .X) - Table C-4
For an explanation of the various sample types and the requirements for collecting and submitting
each particular type, refer to Table 7-1.
Table 7-1. Sample Types and CLP Submission Requirements
Sample Type
Field Sample
Field Duplicate
Field Blank
Filter Blank
Purpose
To analyze for target
compounds of interest
To check
reproducibility of
laboratory and field
procedures
To indicate non-
homogeneity
To check cross-
contamination during
sample collection,
preservation, and
shipment, as well as in
the laboratory
Also to check sample
containers and
preservatives
To check
contamination of
samples from filtering
procedure
Collection1
Collect from areas that are known or
suspected to be contaminated.
Collect at the frequency specified in the
Quality Assurance Project Plan (QAPP)
and Sampling Plan.
Collect from areas that are known or
suspected to be contaminated.
Collect at the frequency specified in the
QAPP and Sampling Plan.
Collect for each group of samples of
similar matrix with the frequency specified
in the QAPP and Sampling Plan.
Organics - Use water (demonstrated to be
free of the contaminants of concern).
Inorganics - Use metal-free (deionized or
distilled) water or a single clean wipe.
Collect when water samples are filtered by
filtering blank water using the same
procedure and filtering equipment that is
used for samples. Use blank water (water
CLP Sample Number
Assign CLP Sample
Numbers to the sample.
Assign two separate
(unique) CLP Sample
Numbers (i.e., one
number to the field
sample and one to the
duplicate).
Submit blind to the
laboratory.
Assign separate CLP
Sample Numbers to the
field blanks.
Assign separate CLP
Sample Numbers to the
filter blanks.
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October 2014
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CLP Sampler's Guide
Sample Type
Purpose
Collection
CLP Sample Number
demonstrated to be organic-free,
deionized or distilled for inorganics) and
collect into sample containers.
Temperature
Blank
To provide an accurate
measurement of field
sample temperature
upon arrival to the
laboratory
Also to establish
whether the
temperature range has
been maintained while
in transit
Collect for each shipping container with
the frequency specified in the QAPP and
Sampling Plan.
Ship together with
samples from the field to
the laboratory. A CLP
Sample Number is not
required.
Trip Blank
[Volatile
Organic
Analysis (VGA)
Only]
To check
contamination of VGA
samples during
handling, storage, and
shipment from field to
laboratory
Prior to going into the field, prepare and
seal one trip blank sample per shipment
per matrix. Trip blanks should be matched
with respect to matrix and volume of the
preservatives used. Prepare trip blank
samples with the same laboratory grade
methanol and sodium bisulfate solution or
reagent water used for field sampling.
Carry each through the same sampling
and handling protocols used for field
samples. Aqueous trip blank samples
should be prepared using water
demonstrated to be free of the
contaminants of concern (deionized water
is appropriate).
Place one trip blank sample for each
matrix in each cooler used to ship VOA
samples.
Assign separate CLP
Sample Numbers to the
trip blanks.
Equipment
Blank or
Rinsate Blank
To check field
decontamination
procedures
Collect when sampling equipment is
decontaminated and reused in the field or
when a sample collection vessel (bailer or
beaker) will be used. Use blank water
(water demonstrated to be organic-free,
deionized or distilled for inorganics) and
rinse water into the sample containers.
Assign separate CLP
Sample Numbers to the
equipment
blanks/rinsate.
Matrix Spike
(MS) and Matrix
Spike Duplicate
(MSD) (Organic
Analysis Only)
To check accuracy and
precision of organic
analyses in specific
sample matrices
Collect from areas that are known or
suspected to be contaminated. For
smaller sampling events (i.e., 20 samples
or less), MS/MSD additional volume
should be collected in the first round of
sampling and included in the first
shipment of samples to the laboratory.
Collect five additional vials for aqueous
samples and five additional field core
containers for soil VOA samples
designated for MS/MSD analyses.
An aqueous sample for Semivolatile
Organic Analysis (SVOA) analysis would
require the field sampler to collect at least
2 L of field samples and at least 2 L each
for the MS and MSD samples for a total
volume of 6 L. If Pesticide or Aroclor
MS/MSD analyses are required for the
same sample, an additional 6 L must be
collected for each analysis method.
Collect double volume for soil samples for
MS/MSD.
Assign the same CLP
Sample Number to the
field sample and the
extra volume for
MS/MSD.
Identify the sample
designated for MS/MSD
on the TR/COC record.
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October 2014
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CLP Sampler's Guide
Sample Type
Purpose
Collection
CLP Sample Number
See Table C-2 and Appendix E for VGA
collection volumes.
Matrix Spike
(MS) and
Duplicate
(Inorganic
Analysis Only)
To check accuracy and
precision of inorganic
analyses in specific
sample matrices
Collect from areas that are known or
suspected to be contaminated. For
smaller sampling events (i.e., 20 samples
or less), Matrix Spike and Duplicates
should be collected in the first round of
sampling and included in the first
shipment of samples to the laboratory.
Additional sample volume may be
required for inorganic analysis.2
Assign the same CLP
Sample Number to the
field sample and extra
volume (if collected).
Identify the sample(s)
designated for Matrix
Spike and Duplicates on
the TR/COC record.
Performance
Evaluation (PE)
Samples
Specially-prepared
Quality Control (QC)
samples used to
evaluate a laboratory's
analytical proficiency
The PE samples contain analytes with
concentrations unknown to the laboratory.
Designated Regional or authorized
personnel (depending on Regional policy)
arrange for Case-specific CLP PE
samples to be prepared and shipped by
the Quality Assurance Technical Support
(QATS) contractor. The PE samples can
be shipped to the site, or shipped per
Regional direction. QATS provides the
appropriate preparation instructions and
chain of custody materials.
Samplers must order PE
samples and ship them
to the laboratory if
required by the Region.
1 Consult Regional or Project Manager Guidance for field QC sample frequencies; laboratory QC sample frequencies are generally fixed in the
laboratory subcontracts or specified in analytical methods.
2 Double volume should be sent for inorganic aqueous MS and Duplicate samples to allow for sufficient volume for these analyses in the event that
sample volume is lost as a result of samples breaking, leaking, re-extraction/redigestion, reanalysis, or laboratory accidents. Additional soil
volume is not necessary for inorganic samples.
7.3.1 Field QC Samples
Field QC samples are designed to assess variability of the media being sampled and to detect
contamination and sampling errors in the field. The types of field QC samples that are generally
collected include the following:
• Field duplicates
• Field blanks (such as equipment, trip, or rinse blanks)
Unless otherwise instructed, field duplicate samples should remain "blind" to the laboratory (i.e.,
they should have separate CLP Sample Numbers).
7.3.2 Laboratory QC Samples
A laboratory QC sample is an additional analysis of a field sample, as required by the
laboratory's contract. There are three types of laboratory QC samples:
• MS (for organic and inorganic samples)
• MSB (for organic samples only)
• Duplicates (for inorganic samples only)
Observe the following guidelines for collecting laboratory QC samples:
D Follow Regional guidance regarding the collection of laboratory QC samples.
D Wipes samples do not require laboratory QC samples.
When laboratory QC is scheduled for CLP analytical work, laboratories expect one
designated laboratory QC sample per Sample Delivery Group (SDG), which closes when 20
samples or more than one week is reached, whichever occurs first.
Samplers should select one sample per matrix per 20 samples as a laboratory QC sample.
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October 2014
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CLP Sampler's Guide
D Designated laboratory QC samples should be noted on the TR/COC record; the sample(s)
designated for laboratory QC should be noted in "Sample Type" column.
D QC samples should be sent in the same cooler as the field samples when possible.
Field QC samples should not be designated as laboratory QC samples.
P In the event of multiple sample shipments during a sampling event, it is recommended that the
sampler submit laboratory QC samples in the first sample shipment, and as necessary in
subsequent shipments to meet laboratory contract requirements.
7.4 Recording Samples
Samplers must use Scribe to record the samples that are collected. To record the samples:
D Access the Scribe Sampling tab to select the type of sampling (Air Sampling, Water
Sampling, Soil/Sediment Sampling, Water Sampling).
D Enter the detailed information for the sample.
D When all information has been entered, click the Close button at the bottom of the page to
save the entries and close the window.
Refer to Table 5-1 when referencing the CLP analysis codes.
Need more information?
Use this code to access the ERT User Manual for Scribe CLP Sampling or contact
the ERT Software Support Help Desk at 800-999-6990.
For assistance while using the Scribe software, contact the ERT Software Support Help Desk at
800-999-6990 from 9:00 AM - 5:00 PM ET. Refer to the following Web site for information on
the use and training of Scribe: http://www.epaosc.org/Scribe.
7.4.1 Hardcopy Recording
In the event the Scribe is unavailable, samplers must have backup hardcopy Scribe TR/COC
records. For information regarding emergency backup procedures, refer to the following Web
site: http://www.epa.gov/superfund/programs/clp/trcoc.htm. This should be done only in cases of
power/equipment failure, and not as a matter of routine during a sampling event.
7.5 Meeting Volume, Preservation, and Holding Time Requirements
Samplers should refer to their project plans to obtain the specific sample volumes to be collected,
the preservation needed for those samples, and the technical holding times under which they must
submit samples to the scheduled CLP laboratory. Sample collection parameters (including
sample volumes, preservatives, and technical holding times) are listed in Tables C-l through C-4.
7.5.1 Collect Required Sample Volumes
Ensure that a sufficient volume is collected for each sample. If the sample volume does not meet
the requirement set by the project plan, the laboratory may not be able to analyze the sample
correctly.
34 October 2014
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CLP Sampler's Guide
Refer to Appendix E for information regarding the collection of VOAs in water. When sampling
for VOAs in soils, samplers must use SW-846 Method 5 03 5A guidelines included in Appendix
D.
£ If a modified analysis requesting tissue samples requires processing or homogenizing, it
should be performed at a sample processing facility under clean room conditions to reduce
potential contamination. Tissue samples should be packed and cooled on ice immediately.
Tissue samples should never be sent on Friday for Monday delivery.
7.5.2 Preserve Samples
Without preservation, some samples (e.g., VOAs) may degrade to the point that they will not
provide an accurate analysis. The sampler must chemically preserve some water samples for
certain analytes before shipping them to the laboratory.
Observe the following regarding preservation of samples:
D Note any visible reaction between the sample and added chemical preservative in the field
record.
D Preserve and immediately cool all organic and cyanide water samples to <6°C, but not frozen,
upon collection.
D Keep samples cooled until the time of analysis (do not freeze water samples).
D Preservation techniques vary among Regions, so the sampler should obtain Region-specific
instructions and review the appropriate project plans and Standard Operating Procedures
(SOPs).
D Refer to Appendix E for information regarding the collection of VOA water samples.
7.5.3 Ship Samples within Holding Times
There are two types of holding times: technical and contractual.
• Technical holding time is the maximum time allowed between a sample collection and the
completion of the sample extraction and/or analysis.
• Contractual holding time is the maximum length of time that the CLP laboratory can hold
the sample prior to extraction and/or analysis. The contractual holding time is the elapsed
time expressed in days from the date of receipt of the sample by the laboratory until the date
of its extraction and/or analysis, as described in the appropriate CLP Statement of Work.
Contractual holding times are generally set to be two days less than the technical holding
times to allow for sample packing and shipping.
Samplers should ship samples to scheduled CLP laboratories as soon as possible after
collection.
D Ship samples daily to CLP laboratories whenever possible.
If samples cannot be shipped on a daily basis, they must be properly preserved and
maintained to meet CLP-specified temperatures, holding times, and custody requirements.
D Uploading the electronic COC is mandatory and should be done as soon as possible after
shipping.
If samplers are shipping samples after 5:00 PM ET, they must notify the RSCC (or designee)
and SMO by 8:00 AM ET on the following business day. When making a Saturday delivery,
samplers must notify the RSCC (or designee) and SMO as soon as possible so that SMO will
receive the delivery information by 3:00 PM ET on the Friday prior to delivery.
35 October 2014
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CLP Sampler's Guide
7.6 Completing the Documentation
The sample documentation required is defined by the project plan. It is highly recommended that
samplers provide documentation, even if the Region does not require it.
In general, samplers must complete the following documentation for the samples collected:
• CLP Sample Number (on the sample container or bottle)
• Sample label
• Chain of custody seals (as appropriate)
. TR/COC record
• Field operations records (as necessary)
Under no circumstances should the site name appear on any documentation being sent to the
laboratory, unless the laboratory is a Regional EPA laboratory. The Region copy of the
TR/COC record shall be sent to the EPA laboratory.
An example of a packaged sample is shown in Figure 7-1.
Custody.
Seal
Sample
Container
Clear plastic
Sample
Sample
Tag
Figure 7-1. Packaged Sample with Identification and Chain of Custody Documentation (Excluding
TR/COC Record)
7.6.1 Record and Label the Samples
The sample labels created in Scribe must be affixed to each sample container. A sample label
contains the following information:
• Associated CLP Sample Number (either written or pre-printed)
• SMO-assigned CLP Case Number
• Preservative used
• Analysis
• Additional information such as the location or the date/time of collection
Record and label the samples collected as follows:
D Using Scribe, select the Sampling tab to select the type of matrix (e.g., Soil/Sediment, Water
Sampling).
D Enter the Scribe Sample Details page to enter the analysis method, CLP Sample Number, and
SMO-assigned CLP Case Number for each sample.
D Enter samples requested as a modified analysis (MA) by using the MA analysis previously
created in Scribe. If the MA does not exist, refer to Section 5.1.2, Verify/Create Analysis
Types to create the analysis type for the MA.
D Print two copies of the sample label and attach one to the sample container or bottle, and
place the other on the sample tag that may be attached to the sample container or bottle.
36
October 2014
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CLP Sampler's Guide
If handwriting a sample label, complete the label information using waterproof ink, place the
label on the outside of the sample bottle or container, then cover the label with clear
packaging tape to protect the label and maintain legibility.
Avoid wrinkles in the tape and labels.
Refer to Figure 7-1 to see how the sample labels are used.
If special conditions exist, use the following guidelines:
D Water samples collected for total metal and filtered metal analyses from the same
sampling location - these samples must be assigned separate (unique) CLP Sample Numbers.
D Tared VOA sample vials - do not attach labels to tared VOA sample vials.
7.6.2 Complete the COC Records in Scribe
Complete the Scribe COC Record as follows:
Access the Scribe COC Page
D Select the Chain of Custody link under the Sample Management header. The Chain of
Custody page displays.
Create the COC Record
D Click the Add a Chain of Custody button at the bottom of the page. The COC Details pop-
up window displays.
D Enter the information for the COC, including selecting the CLP format (Inorganic, Organic,
or High Resolution).
Note: It is very important that the correct COC Format is selected when the COC Record is
created. The user must choose the CLP format for the type of samples being submitted, as
shown in Figure 7-2.
COC ft: 1-082014-100848-0003
CDC Details
COCtt 11-032014-100848-0003
Cooler tt
Project Code
Case tt \
DAS tt f
l~ Case Compl
COC Format | CLP Inorganics
Contact Name
Contact Phone
ILPOrganics
CLP High Resolutio
Figure 7-2. COC Details Pop-up Window
D Ensure that the Case # is also filled in. (If it was entered in the CLP/Tag Settings, it will
automatically be filled in.)
Assign Samples to the COC Record
D Assign samples to the COC Record (it will filter based on selected COC format SOW).
Ensure that all sample information has been entered.
Enter any additional information, such as sampler name, matrix, and preservation.
Indicate any samples that will be analyzed using a MA.
Scribe generates a laboratory and a Regional copy of the Chain of Custody Record (see
Figures 7-3 through 7-4).
Print the COC Record
D Print the COC Record by selecting either the Lab Copy or Region Copy. There will be a
QC check; ensure that all information is filled in.
D Print as many copies of the COC Record as is necessary.
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October 2014
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CLP Sampler's Guide
D Sign and submit original copies of the COC Record.
_ Certain information will not appear on the electronic COC record (e.g., matrix and preservative
descriptions).
Sampler information, etc., is not added when creating the COC; it is added when editing the
sample itself.
Need more information?
Use this code to access the ERT User Manual for Scribe CLP Sampling or contact
the ERT Software Support Help Desk at 800-999-6990.
7.6.3 Making Manual Edits to Printed Scribe COC Records
If a Scribe COC Record has been printed and deletions or edits need to be made by the sampler,
the following procedures must be followed:
If making a deletion, correct the deletion in Scribe and reprint the COC record. Discard the
original.
D If making an addition, enter the new information in Scribe and reprint the COC record.
Discard the original.
D If corrections occur after shipment, adhere to Region-specific procedures and guidelines on
handling hard copy COC records.
38 October 2014
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CLP Sampler's Guide
Page 1 of 1
US EPA CLPCOC (LAB COPY)
DateSWpped: I.I'JDW
CantwNaine: FedEx
Ali6yNo:ABC12345
CHAM OF CUSTODY RECORD
Cace#:2U9D
Cooler ft
No: 2-010614-124708-0001
Lab: EPA Late
Lab Contact: John Smitti
Lao Phone
S ampls ldenan»r
1234.5-0001
12345-0002
12345-0003
12345-0004
12345-OOOS
12345-0006
12345-0007
12345-0006.
CLP
Sample No.
BOAAO
BQAA1
BDAA2
BCAA3
BEAM
BOAA5
BOAA6
BOAA7
Matrlx/SamplBr
SOW EPA
Sail' EPA
Sail1 EPA
Soft1 EPA
Soil1 EPA
Soil' EPA
Sail' EPA
Sail' EPA
Coll.
Method
Gran
Gran
Grab
Grab
Grab
Grab
Grab
Grab
Analysta.Tumaround
(Dip)
SVOAJ21 XPR, SVQA
1723.3(2 1VPR, PEST(21),
ARO(2n'VOAf21 ). VOA
MA(21)
ARO(21), PEST(21),
SVQA(21)
ARO(21), PEST(21).
SVQA(21)
AflDpI), PEST(21J.
SVQA(21)
ARO(21). PESTl'21),
SVQA(2i;i
SVQAJ21). SVOA
1723.3(21), PEST(2H
ARO(21), VOAMAi;21)
SVOA(21), SVGA
1723.3(21), PEST(21)i
ARO(2ij,VOAMA(21)
AROi'21'i, PEST(21J.
SVCVW21)
TiuffTeaer^atlvB^Botttee
1000 (Q C ;s 1D01 (0 Cl, 1002 (0
C). 10D3 (D C'|. 10O* (OC),
10D5 (0 C) (6)
1006 (0 C), 1D07 (0 C). 1008 (0
C). 1DC9(OC)(4)
1010 (0 C). 101 1 (0 C), 1012 (0
Q. 1D13(DC)(<)
1014 (0 C). 1015 (0 CJ, 1016 (0
C), 1017(0 C)(4)
101 B (Q C;., 1019 (0 C]u 1020 {0
C), 1D21 (OC)(<)
1022 (0 C), 1023 (0 C). 1024 {0
C), 1025 (DC). 1026 (OC),
1027 (0 C) (6)
102B (0 C), 1029 (0 C), 1030 {0
CX 1031 (DC), 1032 (OC),
•'333 {DC) (6} '
1034(00^ 1035 (BC'i, 1036(0
C), 1037 (DC) (4)
Location
ABC
ABC
DEF
GH
JKL
DEF
GH
JKL
CoflBcUon
DatftTlme
Dira3J2014 08:00
DiraSflflM 08:00
D1«3«D14Q9:W
011*03.3014 10MN
D1B3.I2Q14 11:00
01/03/201409:00
01/03.15014 10:00
01/03.12014 11:00
For Lab Usa
Only
Samplefs'ito be used R» L* QC: 12345-ODD1 Tag 1000, 12345-0001 Tag 1M1, 12345-DOD1 Tag 1DD2, 1234E-OQD1 Tag 1003,
12345-0001 Tag 1004, 12345-0001 Tag 1005
SMpmant for Cass Comptela? '-'
Saraptes Transtemsa From Chain ol Custody I
Analysis Key: SVOA-CLP SemlwBUes, S VOA 1721.3-CLP SVOA MA 1723.3, PEST-CLP PesttcWes, ARO-CLP AlTCBra, VOA-CLP VUO11le&, VOA MA-CLP VGA (MA 1 722.4)
Items/Reason
'.elhqU&heO by iGlgratire ard O-gailza-.bn;
Dal&Thie
RecElres s> iSlgnatirt ans Orgar zallonj
Date.TTe
Sanpe Condon Upon Recap:
Figure 7-3. Scribe Chain of Custody Record (Laboratory Copy)
39
October 2014
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CLP Sampler's Guide
Page 1 of 1
US EPA CLP COC (REGION COPY)
OaeShlpped: 1/3flfl14
CafflefName: FedEx
AlitJHNo: ABC 12545
CHAIN OF CUSTODY RECORD
Field Samplers Glide
Case ft 21490
Cooterff:
No: 2-010614-124708-0001
Lab: EPA Late
Lab Contact: John SmB]
LabPnwie:
S ample Idsntfllor
12345-0001
1234E-0002
1234E-C003
1234 5-00 D4
1234E-DODS
12345-00 06
12345-0007
1234E-OOD6
CLP
Sample Ha.
BOAAO
BGAA1
BQAA2
BOAA3
BCAA4
BOAA5
BOAA6
BOAA7
MafatKB ampler
SOIL' EPA
SOU/ EPA
Soft1 EPA
SOU1 EPA
Soil' EPA
SOIL1 EPA
SOU1 EPA
SOU1 EPA
COIL
Method
Grab
Grab
Grab
Grab
Grab
Grab
Grab
Grab
Analysts/Turnaround
(D«¥»t
SVOAJ21 J/PR, SVOA
1723.3f2iyPR, PEST(21).
ARW21). VOA|21'I,VOA
MA(21)
AROi'21), PEST(21),
SVOA<21)
ARO(21), PEST(21),
SVOA(21)
ARO(21), PEST(21J,
SVOA(21)
ARO(21), PESTf21),
SVCW21)
SVOA(21), SVOA
1 723.3(2 1JUPCSTJ21K
ARO(21 ), VOA MA(21 )
SVOAJ21). SVOA
1 723.3(2 1j. PEST(21 jt
ARO(21),VOAMAi;21)
ARO(21'i, PESTf21>.
SVCAi;21) '
TagPreaenattvaJBottiBS
1DOO (Q CS. 1001 (0 CJ, 1002 {0
C). 1003 {0 Cl. 11X14(0 CK
1005 {0 C) (&)
1006 tO C|i 1007 (0 CJ, 1 COS {0
C), 1009 (DC) (4)
1010 (D Cji 101 1 (0 C), 1012 {0
C), 1013(0 C)(<)
1014 (0 Cfc, 1015 (0 C). 1016 (0
C), 1017(OC)(J)
1 D1 B (Q CJ, 1019 (0 Ci, 1020 (0
C), 1021 (OC)(4)
1022 (0 CJ, 1023 (0 C), 1024 {0
CJ, 1025 (DC), 1026 (OCd
1027 (0 C) (6)
1 D26 (0 CJ. 1029 (0 C), 1030 {0
C5.1031 (DC1, 1032 (OCf,
1033 iS.kjraUre ans Or^-arzatlci!
DaTeiT.-ra
Sanpie CondPJDn Upon Recelp!
Figure 7-4. Scribe Chain of Custody Record (Region Copy)
40
October 2014
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CLP Sampler's Guide
7.6.4 Complete and Attach Custody Seals
Custody seals are usually pre-printed stickers that are signed (or initialed) and dated by the
sampler after sample collection and placed on sample bottles or containers and/or shipping
containers (see Figure 7-5).
.#0x4, UNITED STATES
.^ _ * ENVIRONMENTAL PROTECTION AGENCY
g £*, V, OFFICIAL SAMPLE SEAL
vSByf
Vw*^
SAMPLE NO.
SIGNATURE
DATE
PRINT NAME AND TITLE
SEAL BROKEN BY
LU
1
Figure 7-5. Custody Seal
The custody seal documents the person who sealed the sample container and verifies that the
sample has not been tampered with. Custody seals can also be used to maintain custody of other
items such as envelopes.
The use and type of custody seals can vary by Region or collecting organization. Samplers
should obtain the appropriate custody seals and specific instructions for correctly attaching them
from the RSCC. Note that some Regions require the sampling team to provide their own custody
seals.
D Place the seals such that they will break if the sample bottle or container, or the shipping
cooler or container is tampered with or opened after leaving custody of samplers.
D Custody seals should never be placed directly onto a coring tool used as a transport device
(e.g., 5 g Sampler) or tared, 40 mL closed-system vials. The seals must be placed on the bag
for the coring tool used as a transport device, or on the bag used to enclose the vials. Refer to
Table 8-1 for details.
Instructions for completing and attaching a custody seal are included in Table 7-2.
Table 7-2. Completing and Attaching a Custody Seal
Step
1
2
3
4
5
6
Action
Record the CLP Sample Number.
Record the month, day, and year of sample
collection.
Sign the seal in the signature field.
Print your name and title in the "Print Name and
Title" field.
Place the custody seal over the edge of the
sample bottle or container such that it will break if
tampered with.
If possible, cover the custody seal with clear
plastic tape to protect it.
Important Notes
The space for the CLP Sample Number does not
need to be completed on custody seals being
placed on the opening of a cooler, only on those
being placed on the opening of sample bottles or
containers.
Custody seals can be placed directly on any
sample container except for coring tools used as a
transport device (e.g., 5 g Samplers) and tared
VOA bottles. If packing coring tools used as a
transport device or tared VOA bottles, place them
in a clear plastic bag and place the custody seal on
the outside of the bag.
Take special care to not place the protective tape
over the seal in such a way that it can be removed
and then re-attached without signs of tampering.
41
October 2014
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CLP Sampler's Guide
7.6.5 Complete and Attach Sample Tags
To support use of sample data in potential enforcement actions, sample characteristics other than
on-site measurements (e.g., pH, temperature, conductivity) can be identified with a sample tag.
Typically, site-specific information is written on the tags using waterproof ink.
j* Sample tags are not a CLP requirement. Please consult with specific RSCC as to Regional
requirement. Not all EPA Regions require the use of sample tags, and field samplers should
refer to their site specific project plans or contact their RSCC for Regional sample tag
requirements.
An example of a completed sample tag is included in Figure 7-6 below:
Project Code 2
00-030
V ^
o Z
->• p
D r-
s &
2 w
to
T3
CD
z
p
Station No. 3
1
Mo./Day/Year 4
91/1O/2O04
Station Location 7
;0
CD
3
CO
?r
M
1
0
>
o
cB
0)
3
T)
(I>
ii
o
Q.
CD
(a
O
>
o
(Q
01
3
O
X
on
Time 5
02:4-5
Designate: 6
Comp.
Sampler's (Signature)
Jofan/Switifo
0
CO
CD
CD
$
•D
CD
D
I
O
O
p
o
p
C
-i.
CD
D
(/)
^DD
1°
3§-
C/) f/1
rn
C/)O
Wo;
^^0)
>
Z
5
0)
III
to
10
Grab
X
8
-------
CLP Sampler's Guide
Step
9
10
11
12
Action
Place an "X" in the
sample.
Under "Analyses,"
be analyzed.
Leave the box for '
box next to Yes or No to indicate if a preservative was added to the
place an "X" in the box next to the parameters for which the sample is to
Laboratory Sample Number" blank.
It is recommended that the sample tag be attached to the neck of the sample bottle or
container using regular string, stretch string, or wire.
7.7 Providing a Sample Receipt
After samples have been taken from private property, the sampler should prepare a receipt for
these samples and provide this receipt to the property owner. This is especially important when
sampling on private property since these samples could be used during future litigation and the
receipt will verify that the owner granted approval for the removal of the samples from the
property. An example of a sample receipt created using Scribe is shown in Figure 7-7.
Page 1 of 1
Receipt for Samples
Samples Residential Sampling
Project No. 045RD20 Project Name: Scribe Demo WA: 123
Samples Transferred: Signature: Sampler's Signature:
Samples Received By: Signature: John Q. Sampler
Samples
Sample Date
Event ID
Location
Matrix
Collection Method
Sample Type
Analyses
CLP Samples
Tag
Container
COG
Remarks
SS-0004
6/9/2013
Front Yard Soil
Sampling
H004-F
Soil
Grab
Field Sample
CLP TCLP Volatiles
Y0002
1007
40 ml Vial
9-060913-133741-
0004
SS-0004
6/9/2013
Front Yard Soil
Sampling
H004-F
Soil
Grab
Field Sample
CLP TCLP
Semivolatiles
Y0002
1006
4oz Glass
9-060113-084802-
0001
SS-0019
6/9/2013
Back Yard Soil
Sampling
H004-R
Soil
Grab
Field Sample
CLP TCLP Volatiles
Y0007
1017
40 ml Vial
9-060913-133741-
0004
SS-0019
6/9/2013
Back Yard Soil
Sampling
H004-R
Soil
Grab
Field Sample
CLP TCLP
Semivolatiles
Y0007
1016
4oz Glass
9-0601 13-084802-
0001
SS-0024
6/25/2013
High Res Sampling
H004-F
Soil
Grab
Field Sample
CLP 209 Congeners
PY0013
1034
32oz Amber Jar
9-070913-170237-
0006
Sample #
Sample Date
Event ID
Location
Matrix
Collection Mettiod
Sample Type
Analyses
CLP Sampled
Tag
Container
COG
Remarks
SS-0024
6/25/2013
High Res Sampling
H004-F
SS-0024
6/25/2013
High Res Sampling
H004-F
Soil Soil
Grab Grab
Field Sample Field Sample
CLP 12 Toxic
Congeners
PY0013
1033
32oz Amber Jar
9-070913-170237-
0006
CLP Dioxins/Furans
PY0013
1032
32oz Amber Jar
9-070913-170237-
0006
Figure 7-7. Sample Receipt Created Using the Scribe Software
43
October 2014
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CLP Sampler's Guide
This page is intentionally left blank.
44 October 2014
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CLP Sampler's Guide
8.0 CLP SAMPLE TRANSPORTATION AND SHIPPING
The sampling organization is responsible for
the transportation and shipping of the
Contract Laboratory (CLP) samples to the
CLP laboratory that will be performing the
analysis. The sampling organization is
responsible for being in compliance with
applicable packaging, labeling, and shipping
requirements. Samplers are expected to
review the applicable project plans to be
aware of all State, Federal, Department of
Transportation (DOT), and International Air
Transport Association (IATA) regulations
governing environmental and hazardous
sample packaging.
8.1 Providing Shipment Notification
Some Regions require that samplers notify their Regional Sample Control Coordinator (RSCC)
(or designee) when samples are shipped, and some Regions allow samplers to contact the Sample
Management Office (SMO) directly to provide shipment notification. It is mandatory that the
electronic Chain of Custody (COC) through the Contract Laboratory Program Support System
(CLPSS) (aka "the SMO Portal") be submitted as soon as possible after shipping. Submitting the
COC electronically sends a notification to SMO and to the laboratory that the samples have been
shipped. It is recommended that samplers contact the RSCC to verify if such notification is
necessary. If samplers are shipping samples after 5:00 PM ET, they must notify the RSCC (or
designee) and SMO by 8:00 AM ET on the following business day.
It is strongly recommended that samplers provide shipping notification to the RSCC even if they
have approval to directly notify SMO. This will assure that the Region is aware early on of any
changes in the final number and timing or samples delivered.
8.2 Packing and Shipping Samples
Once the samples have been collected, it is very important that the sampler properly package the
samples for shipment and ensure that the samples are sent to the appropriate laboratory as quickly
as possible. Prompt and proper packaging of samples will achieve the following:
• Protect the integrity of samples from changes in composition or concentration caused by
bacterial growth or degradation from increased temperatures.
• Reduce the chance of leaking or breaking of sample containers that would result in loss of
sample volume, loss of sample integrity, and exposure of personnel to toxic substances.
• Help ensure compliance with shipping regulations.
One CLP sample may be contained in several bottles and vials. For example, one water sample
may consist of all containers needed for three of the analytical analyses available under this
service (i.e., Semivolatile Organic Analysis (SVGA) analysis, Pesticide analysis, and Aroclor
analysis), even though the analyses are collected in separate containers. Therefore, the analysis to
be performed and the matrix type will determine the type of container(s) that will be used, as well
as the volume that must be collected for that particular sample analysis.
45 October 2014
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CLP Sampler's Guide
8.2.1 Inventory of Samples and Documentation
Inventory the contents of the shipping container against the corresponding Traffic Report
(TR/COC) record when packing for shipment to laboratories. Check for the following conditions:
• Ensure that the correct number of containers have been collected for each analysis of the
samples.
• Ensure that the required Performance Evaluation (PE) and Quality Control (QC) samples and
cooler temperature blanks are included.
• Verify that the correct sample numbers and analyses have been assigned to each sample.
8.2.2 Shipping Regulations
Sample shipping personnel are legally responsible for ensuring that the sample shipment will
comply with all applicable shipping regulations. Ensure that the following shipping regulations
are adhered to if any of the following conditions apply to the samples:
D Domestic and foreign soil movement - follow Unites States Department of Agriculture
(USDA) soil quarantine and shipping requirements.
D Chlorinated Dibenzo-p-Dioxin (CDD) and Chlorinated Dibenzofuran (CDF) - follow the
High Resolution Superfund Method (HRSM) Statement of Work (SOW) for specific
information on safety and handling of samples potentially containing CDD/CDF.
D Radiological - samples suspected to be radioactive must be screened; follow instructions
from the Analytical Services Branch (ASB) Project Manager.
D Dry ice - if dry ice is used for shipping tissue samples, follow DOT and IATA regulations.
Refer to the Code of Federal Regulations (49CFR 173.217) classifying dry ice as Hazard
Class 9 UN 1845 (Hazardous Material) and IATA Dangerous Goods regulations or DOT
regulations and U.S. Environmental Protection Agency (EPA) guidelines. Refer to Appendix
D for detailed shipping guidelines when using SW-846 Method 5 03 5 A to preserve and ship
samples.
W When shipping from remote locations, dry ice may used with the regular ice for the purpose of
keeping the ice from melting. Wrap the dry ice in newspaper and place above any regular ice.
Never place dry ice in a sealed bag or cooler.
Access more transportation and shipping information using the following Web sites:
Dangerous goods regulations
IATA Web site
http://www.iata.org/whatwedo/cargo/Pages/index.aspx
DOT/Pipeline and Hazardous Materials Safety Administration (PHMSA)
http://phmsa.dot.gov/regulations
The type of samples collected determines the type of shipping materials to be used.
D Refer to the project plan to determine which type of shipping container should be used for
each type of sample being taken during the sampling event.
46 October 2014
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CLP Sampler's Guide
8.2.3 Shipping Temperature
Samples must be stored in conditions that maintain sample integrity.
• All samples should be placed in shipping containers or other suitable containers with ice to
reduce the temperature as soon as possible after collection.
• Ideally, all samples should be shipped the day of collection for overnight delivery to the
laboratory.
• If samples cannot be shipped on the day of collection, the sample temperature should be
maintained at <6°C, but not frozen, until they are shipped to the laboratory.
8.2.4 Pack Shipping Containers
Packing shipping containers correctly will prevent sample containers from breaking and leaking.
Pack shipping containers according to the instructions outlined in Table 8-1 to prevent shipping
and leaking.
Table 8-1. Packing Samples for Shipment
Step
1
2
3
4
5
6
7
8
9
10
11
Action
Seal all drain holes in the shipping container,
both inside and out, to prevent leakage in the
event of sample breakage.
Check all lids/caps to make sure the samples are
tightly sealed and will not leak.
Wipe loose soil residue from containers.
Seal samples within a clear plastic bag.
Fully chill those samples requiring chilling to
<6°C, but not frozen prior to placement within
suitable packing materials.
Prior to placing samples within the shipping
cooler, it is recommended that samplers line
shipping containers with non-combustible,
absorbent packing material.
Place samples in CLEAN, sealed, watertight
shipping containers (metal or hard plastic
coolers).
Conduct an inventory of the contents of the
shipping cooler/container against the
corresponding TR/COC record.
Cover samples in double-bagged ice to prevent
water damage to packing materials.
It is recommended that a temperature blank be
included in an area within each shipping
container which will allow for easy access by the
laboratory upon opening the shipping container.
Ensure that the site name or other site-identifying
information does not appear on any
documentation being sent to the laboratory.
Important Notes
Custody seals can be placed directly on any sample
container except for coring tools used as a transport
device (e.g., 5 g Samplers) and tared Volatile Organic
Analysis (VOA) bottles. If packing coring tools used
as a transport device or tared VOA bottles, place
them in a clear plastic bag and place the custody seal
on the outside of the bag.
The CLP strongly discourages the use of vermiculite
and cat litter as sources for packing material. These
materials interfere with labeling and documentation
and are difficult to remove from sample containers
and shipping containers.
All soil/sediment samples known to contain dioxin
should be securely enclosed in metal cans (e.g., paint
cans) with the lids sealed.
Do NOT pour loose ice directly into the sample
cooler. The ice is used to maintain the temperature of
the samples within the shipping cooler.
The temperature blank is generally a 40 mL vial filled
with water and labeled "temperature blank" but does
not have a CLP Sample Number.
47
October 2014
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CLP Sampler's Guide
Step
Action
Important Notes
12
Label the outside of the shipping container with
any instructions for handling, such as, "This end
up," "Do not Tamper With," or "Environmental
Laboratory Samples."
13
If shipping samples containing methanol as a
preservative (e.g., samples to be analyzed by
SW-846 Method 5035A), use a label to indicate
methanol, the United Nations (UN) identification
number for methanol (UN 1230), and Limited
Quantity.
8.2.5 Include Required Paperwork
Attach the necessary paperwork to the shipping cooler or acceptable container. All
paperwork must be placed in a plastic bag or pouch and then secured to the underside of the
shipping container lid (Figure 8-1).
SAMPLE DOCUMENTATION
Figure 8-1. Sample Cooler with Attached TR/COC Record, PE Sample Instructions (if applicable),
and Cooler Return Documentation
Required paperwork includes:
. TR/COC records
• Sample weight logs (Figure 4-1), if required for VOA samples.
• PE instruction sheets if PE samples are included in the cooler.
Contact the RSCC (or designee) for specific paperwork requirements.
8.2.6 Label and Seal Sample Shipping Coolers
After samples are packaged within shipping containers, samplers must carefully secure the top
and bottom of the coolers with tape, place return address labels clearly on the outside of the
container, and attach the required chain of custody seals (Figure 8-2).
48
October 2014
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CLP Sampler's Guide
CUSTODY SEALS
Figure 8-2. Shipping Cooler with Custody Seals
Use the following guidelines when labeling shipping containers:
D If more than one container is being delivered to a laboratory, samplers should mark each
cooler as "1 of 2," "2 of 2," etc.
D An airbill, addressed to the Sample Custodian of the receiving laboratory, must be completed
for each cooler shipped. Samplers should receive the correct name, address, and telephone
number of the laboratory to which they must ship samples from the RSCC or SMO.
D To avoid delays in analytical testing, samplers should make sure they are sending the correct
types of samples to the correct laboratory when collecting samples for multiple types of
analysis. For example, inorganic samples may be shipped to one laboratory for analysis,
while organic samples may need to be shipped to another laboratory.
D Be aware of the shipping company's hours of operation, shipping schedule, and pick-up/drop-
off requirements.
8.2.7 Overnight Delivery
It is imperative that samples be sent via overnight delivery. Delays due to longer shipment times
may cause technical holding times to expire, or the temperature to rise above the preservation
limit, which in turn may destroy sample integrity or require the recollection of samples for
analysis.
8.2.8 Saturday Delivery
For shipping samples for Saturday delivery, the sampler MUST notify the RSCC (or their
designee) and SMO as soon as possible so that SMO will receive the delivery information by 3:00
PM ET on the Friday prior to delivery.
8.2.9 Shipment Notification
When samples are shipped to CLP Laboratories, samplers must immediately report all sample
shipments to the RSCC (or designee) or to SMO. Under no circumstances should the sampler
contact the laboratory directly. If samplers are shipping samples after 5:00 PM ET, they must
notify the RSCC (or designee) or SMO by 8:00 AM ET on the following business day. Samplers
should receive the name and phone number of the appropriate SMO coordinator to contact from
the Region/RSCC. Samplers should be aware if their Region requires them to notify the RSCC
(or designee) and/or SMO of sample shipment.
49
October 2014
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CLP Sampler's Guide
Samplers must provide the following information to the RSCC (or designee) or to SMO:
• Name and phone number at which they can easily be reached (preferably closest on-site
phone number if still in the field)
• SMO-assigned Case number
• Number, matrix and analysis of samples being shipped, and MA number (if required)
• Name of laboratory (or laboratories) to which the samples were shipped
• Airbill number(s)
• Date of shipment
• Case status (i.e., whether or not the Case is complete)
• Problems encountered, special comments, or any unanticipated issues
• When to expect the next anticipated shipment
W For Saturday delivery, samplers MUST notify the RSCC (or designee) and SMO as soon as
possible so that SMO will receive the delivery information by 3:00 PM ET on the Friday prior to
delivery.
8.2.10 Uploading the Electronic COC
The electronic COC record must be uploaded to SMO as soon as possible after sample shipment.
The following is an overview of the steps used to upload the electronic COC:
D Using Scribe:
• Under Sample Management, click on Chain of Custody link.
• Click the Export button on the top of the menu bar.
. Select the COC XML File (.xml) option.
• Select the COC(s) to be exported.
• Make sure that the CLP Region Copy COC XML Template is checked.
. Click OK.
• Provide a filename for the exported XML file. Per CLP guidance, the XML file name
must reference the Region #; Case Number and today's date.
• Click the Save button.
D Using the Contract Laboratory Program Support System (CLPSS):
• Select the Submit Chain of Custody task from the SMO Portal.
. Select the COC file to upload.
• Enter any comments associated with the COC file.
• Submit the file; CLPSS provides a confirmation page.
• Print or download a copy of the submission summary to keep as a record of the
submission.
For a detailed description of how to create and upload electronic COC files using Scribe and
CLPSS, refer to each system's user documentation.
8.2.11 Return Sample Shipping Coolers
CLP laboratories must routinely return sample shipping coolers within 14 calendar days
following shipment receipt. Therefore, the sampler should also include cooler return instructions
with each shipment. The sampler (not the CLP laboratory) is responsible for paying for the
disposition (return or disposal) of the cooler and should also include shipping airbills bearing the
sampler's account number, as well as a return address to allow for cooler return. Samplers
should use the least expensive return shipping option possible.
50 October 2014
-------
9.0 SAMPLER RESOURCES
CLP Sampler's Guide
This Guide provides a summary of many of
the resources used to define and manage the
sampling process. The sampler may need to
refer to the original source documents or
Web sites for further information or
clarification. The resources cited in this
Guide are listed in this section.
9.1 List of Resources
Table 9-1 provides a list of resources
available to samplers. These resources are
referenced throughout this Guide.
Table 9-1. Resources for Samplers
Resource
United States Environmental
Protection Agency (EPA)
Statements of Work
Scribe Software Support
Contract Laboratory Program
Support System (CLPSS)
EPA Environmental Response
Team (ERT) User Manual for Scribe
Contract Laboratory Program (CLP)
Sampling
CLP Guidance Documents
Department of Transportation (DOT)
Pipeline and Hazardous Materials
Safety Administration (PHMSA)
regulations
Use of Dry Ice - Federal Regulations
(49CFR 173.217) classified dry ice
as Hazard Class 9 UN 1845
(Hazardous Material).
International Air Transport
Association (IATA) transportation
regulations
United States Department of
Agriculture (USDA) Regulated
Organisms and Soil Permits
Common Ground Alliance - marking
for underground utilities
Location
http://www.epa.gov/superfund/programs/clp/analytic.htm
http://www.ertsupport.org/scri be_home.htm
https://epasmoweb. fedcsc.com/smoportal
http://www.epaosc.org/sites/ScribeGIS/files/Scribe%20CLP%20
User%20Guide.pdf
http://www.epa.gov/superfund/programs/clp/guidance.htm
http://phmsa.dot.gov/hazmat
http://www.gpo.gov/fdsys/pkg/CFR-2004-title49-vol2/xml/CFR-
2004-title49-vol2-sec1 73-21 7.xml
http://www.iata.org
http://www.aphis.usda. gov/plant_health/permits/organism/soil/
http://www.call81 1 .com
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Resource
Location
EPA Method SW-3005A - Acid Digestion of Waters for
Total Recoverable or Dissolved Metals for Analysis by
FLAA or ICP Spectroscopy, Section 2.2:
Dissolved metals - The sample is filtered through a 0.45-|jm
filter at the time of collection and the liquid phase is then
acidified at the time of collection with nitric acid. Samples for
dissolved metals do not need to be digested as long as the acid
concentrations have been adjusted to the same concentration
as in the standards.
http://www.epa. gov/osw/hazard/testmethods/sw846/online/3_se
ries.htm
Water Sampling Requirements of
Dissolved Metals determinators
Clean Water Act (CWA), §136.3 Identification of test
procedures. Table II—Required Containers, Preservation
Techniques, and Holding Times
7For dissolved metals, filter grab samples within 15 minutes of
collection and before adding preservatives. Fora composite
sample collected with an automated sampler (e.g., using a 24-
hour composite sampler; see 40 CFR 122.21(g)(7)(i) or 40 CFR
Part 403, Appendix E), filter the sample within 15 minutes after
completion of collection and before adding preservatives. If it is
known or suspected that dissolved sample integrity will be
compromised during collection of a composite sample collected
automatically overtime (e.g., by interchange of a metal
between dissolved and suspended forms), collect and filter
grab samples to be composited (footnote 2) in place of a
composite sample collected automatically.
http://www.ecfr.gov/cgi-bin/text-
idx?SID=ed1ce4541f86f730e11600ca39e3926b&node=40:24.0
.1.1.1&rgn=div5#40:24.0.1.1.1.0.1.3
EPA Method SW-846 5035A -
Closed-System Purge-and-Trap
Extraction for Volatile Organics in
Soil and Waste Samples
http://www.epa. gov/osw/hazard/testmethods/pdfs/5035a_r1.pdf
NIOSH/OSHA/USCG/EPA
Occupational Safety and Health
Guidance Manual for Hazardous
Waste Site Activities
http://www.osha.gov/Publications/complinks/OSHG-
HazWaste/all-in-one.pdf
The Roles of Project Managers and
Laboratories in Maintaining the
Representativeness of Incremental
and Composite Soil Samples,
EPA/OSWER 9200.1-117FS
http://www.clu-
in.org/download/char/RolesofPMsandLabsinSubsampling.pdf
9.2 For More Information
For more information regarding the CLP or this Guide, refer to the Superfund Analytical
Services/Contract Laboratory Program Web site at:
http://www.epa.gov/superfund/programs/clp/contacts.htm#contacts
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APPENDIX A FUNCTIONS WITHIN A SAMPLING PROJECT
The following table describes Quality Assurance Project Plan (QAPP) requirements taken from EPA
Requirements for Quality Assurance Project Plans (EPA QA/R-5).
Table A-1. QAPP Requirements
Functions Within a
Sampling Project
Elements of that Function
Project Management
Project/Task Organization
Problem
Definition/Background
Project/Task Description
Quality Objectives and Criteria
Special Training/Certification
Documents and Records
Identifies the individuals or organizations participating in the project and defines
their specific roles and responsibilities.
States the specific problem to be solved or decision to be made and includes
sufficient background information to provide a historical and scientific perspective
for each particular project.
Describes the work to be performed and the schedule for implementation to
include:
• Measurements to be made during the course of the project
• Applicable technical, regulatory, or program-specific quality standards,
criteria, or objectives
• Any special personnel and equipment requirements; assessment tools
needed
• A work schedule and any required project and quality records, including
types of reports needed
Describes the project quality objectives and measurement performance criteria.
Ensures that any specialized training for modified field sampling techniques, field
analyses, laboratory analyses, or data validation should be specified.
• Itemizes the information and records that must be included in the data report
package and specifies the desired reporting format for hard copy and
electronic forms, when used.
• Identifies any other records and/or documents applicable to the project such
as audit reports, interim progress reports, and final reports that will be
produced.
• Specifies or references all applicable requirements for the final disposition of
records and documents, including location and length of retention period.
Data Generation and Acquisition
Sampling Process Design
(Experimental Design)
Sampling Methods
Sample Handling and Custody
• Describes the experimental design or data collection design for the project.
• Classifies all measurements as critical or non-critical.
• Describes the procedures for collecting samples and identifies sampling
methods and equipment. Includes any implementation requirements, support
facilities, sample preservation requirements, and materials needed.
• Describes the process for preparing and decontaminating sampling
equipment to include the disposal of decontamination by-products, selection
and preparation of sample containers, sample volumes, preservation
methods, and maximum holding times for sampling, preparation, and/or
analysis.
• Describes specific performance requirements for the method.
• Addresses what to do when a failure in sampling occurs, who is responsible
for corrective action, and how the effectiveness of the corrective action shall
be determined and documented.
• Describes the requirements and provisions for sample handling and custody
in the field, laboratory, and transport, taking into account the nature of the
samples, the maximum allowable sample holding times before extraction and
analysis, and the available shipping options and schedules.
• Includes examples of sample labels, custody forms, and sample custody
logs.
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CLP Sampler's Guide
Functions Within a
Sampling Project
Elements of that Function
Analytical Methods
Identifies the analytical methods and equipment required, including sub-
sampling or extraction methods, waste disposal requirements (if any), and
specific method performance requirements.
Identifies analytical methods by number, date, and regulatory citation (as
appropriate). If a method allows the user to select from various options, the
method citations should state exactly which options are being selected.
Addresses what to do when a failure in the analytical system occurs, who is
responsible for corrective action, and how the effectiveness of the corrective
action shall be determined and documented.
Specifies the laboratory turnaround time needed, if important to the project
schedule.
Specifies whether a field sampling and/or laboratory analysis Case Narrative
is required to provide a complete description of any difficulties encountered
during sampling or analysis.
Quality Control (QC)
Identifies required measurement QC checks for both the field and laboratory.
States the frequency of analysis for each type of QC check, and the spike
compounds sources and levels.
States or references the required control limits for each QC check and
corrective action required when control limits are exceeded and how the
effectiveness of the corrective action shall be determined and documented.
Describes or references the procedures to be used to calculate each of the
QC statistics.
Instrument/Equipment Testing,
Inspection, and Maintenance
Describes how inspections and acceptance testing of environmental
sampling and measurement systems and their components will be performed
and documented. Identifies and discusses the procedure by which final
acceptance will be performed by independent personnel.
Describes how deficiencies are to be resolved and when re-inspection will be
performed.
Describes or references how periodic preventative and corrective
maintenance of measurement or test equipment shall be performed.
Identifies the equipment and/or system requiring periodic maintenance.
Discusses how the availability of spare parts identified in the operating
guidance and/or design specifications of the systems will be assured and
maintained.
Instrument/Equipment
Calibration and Frequency
Identifies all tools, gauges, instruments, and other sampling, measuring, and
test equipment used for data collection activities affecting quality that must
be controlled, and at specific times, calibrated to maintain performance within
specified limits.
Identifies the certified equipment and/or standards used for calibration.
Describes or references how calibration will be conducted using certified
equipment and/or standards with known valid relationships to nationally
recognized performance standards. If no such standards exist, documents
the basis for calibration.
Indicates how records of calibration shall be maintained and traced to the
instrument.
Inspection/Acceptance of
Supplies and
Consumables
Describes how and by whom supplies and consumables shall be inspected
and accepted for use in the project.
States acceptance criteria for such supplies and consumables.
Non-direct Measurements
Identifies any types of data needed for project implementation or decision-
making that are obtained from non-measurement sources (e.g., computer
databases, programs, literature files, historical databases).
Describes the intended use of data.
Defines the acceptance criteria for the use of such data in the project.
Specifies any limitations on the use of the data.
Data Management
Describes the project data management scheme, tracing the data path from
generation in the field or laboratory to their final use or storage.
Describes or references the standard record-keeping procedures, document
control system, and the approach used for data storage and retrieval on
electronic media.
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CLP Sampler's Guide
APPENDIX B SAMPLE CONTAINER TYPE SPECIFICATIONS
Table B-1. Sample Container Type Specifications
Reference
Number
1
2
3
4
5
6
7
8
Container Type
40 ml_ amber glass vial, 24 mm
neck finish.
1 L high density polyethylene,
cylinder-round bottle, 28 mm
neck finish.
8 oz short, wide mouth, straight-
sided, glass jar, 70 mm neck
finish.
4 oz (120 ml_) tall, wide mouth,
straight-sided, glass jar, 48 mm
neck finish.
1 L amber round glass bottle, 33
mm pour-out neck finish.
Coring tool used as a transport
device (e.g., 5 g Sampler).
1 qt polymer zip-top bag
Heavy duty aluminum foil
Specifications
Closure
Polypropylene or phenolic,
open-top screw-cap, 15 cm
opening, 24-400 size.
Polyethylene cap, ribbed,
28-410 size; F217
polyethylene liner.
Polypropylene or phenolic
cap, 70-400 size; 0.015 in.
PTFE liner.
Polypropylene or phenolic
cap, 48-400 size; 0.015 in.
PTFE liner.
Polypropylene or phenolic
cap, 33-430 size; 0.015 in.
PTFE liner.
Has built-in closing
mechanism.
Has built-in closing
mechanism.
N/A
Septum
24 mm disc of 0.005 in.
Polytetrafluoroethylene
(PTFE) bonded to 0.120
in. silicone for a total
thickness of 0.125 in.
N/A
N/A
N/A
N/A
N/A
N/A
N/A
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CLP Sampler's Guide
Table B-2. Sample Container Type Specifications with Analysis
Reference
Number
1
2
3
Analysis
VOA
VOA
VOA
VOA
Metals/I CP-AES,
Metals/I CP-MS,
and/or Mercury by
CVAA
Cyanide/
Spectre-photometric
Determination
SVGA
SVGA SIM
Matrix
Water
Soil/Sediment2
Soil/Sediment2
Soil/Sediment2
Water
Water
Soil/Sediment3
Soil/Sediment3
Sample Type
Samples Only
Samples with
SIM1
Samples with
MS/MSD
(Option 1)
Samples Only
(Option 1)
Samples with
MS/MSD
(Option 2)
Samples Only
(Option 2)
Samples with
MS/MSD
(Option 4)
Sam pies for
TCLP/SPLP Only
Samples Only
Samples with
MS/Duplicate
Samples Only
Sample with
MS/Duplicate
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Container Type2
40 mL amber glass vial, 24 mm neck finish.
1 L high density polyethylene, cylinder-round bottle,
28 mm neck finish.
8 oz short, wide mouth, straight-sided, glass jar, 70
mm neck finish.
Specifications
Closure
Polypropylene or
phenolic, open-top
screw-cap, 15 cm
opening, 24-400 size.
Polyethylene cap,
ribbed, 28-410 size;
F21 7 polyethylene
liner.
Polypropylene or
phenolic cap, 70-400
size; 0.01 5 in. PTFE
liner.
Septum
24mm disc of 0.005
in.
Polytetrafluoroethyle
ne (PTFE) bonded to
0.120 in. siliconefor
a total thickness of
0.1 25 in.
N/A
N/A
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CLP Sampler's Guide
Reference
Number
4
Analysis
Pesticides
Aroclors
Metals/1 CP-AES,
Metals/ICP-MS,
and/or Mercury by
CVAA
Cyanide/
Spectre-photometric
Determination
CDD/CDF and CBC
CDD/CDF and CBC
SVGA
SVGA SIM
Pesticides
Aroclors
Matrix
Soil/Sediment3
Soil/Sediment3
Soil/Sediment4
Soil/Sediment4
Soil/Sediment/Oil/
Ash/Biosolid
Tissue
Soil/Sediment3
Soil/Sediment3
Soil/Sediment
Soil/Sediment
Sample Type
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/Duplicate
Samples Only
Samples for SPLP
Samples with
MS/Duplicate
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Container Type2
4 oz (120 mL) tall, wide mouth, straight-sided, glass
jar, 48 mm neck finish.
Specifications
Closure
Polypropylene or
phenolic cap, 48-400
size; 0.01 5 in. PTFE
liner.
Septum
N/A
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October 2014
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CLP Sampler's Guide
Reference
Number
5
6
7
8
Analysis
CDD/CDF and CBC
CDD/CDF and CBC
SVGAs
SVGA SIM
Pesticides
Aroclors
CDD/CDF and CBC
VOA
Metals/1 CP-AES
CDD/CDF and CBC
Matrix
Soil/Sediment/Oil/
Ash/Biosolid
Tissue
Water5
Water5
Water5
Water5
Water
Soil/Sediment
Wipe
Tissue
Sample Type
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
(Option 3)
Samples Only
(Option 3)
Samples with
MS/MSD
Samples Only
Container Type2
1 L amber round glass bottle, 33 mm pour-out neck
finish.
Coring tool used as a transport device (e.g., 5 g
Sampler).
1 qt polymer zip-top bag
Heavy duty aluminum foil
Specifications
Closure
Polypropylene or
phenolic cap, 33-430
size; 0.01 5 in. PTFE
liner.
Has built-in closing
mechanism.
Has built-in closing
mechanism.
N/A
Septum
N/A
N/A
N/A
N/A
Available through Modified Analysis (MA) only.
Vials for soil analysis are typically pre-labeled and tared. Vials for water analysis are not pre-labeled or tared.
If one or two extractable analyses are required for soil/sediment, only a single 8 oz. jar is required. If three extractable analyses are required, two 8 oz. jars are required. The number of jars should
be doubled if MS/MSD is required
Only one 8 oz. jar is needed for soil/sediment when all metals (including mercury) and cyanide analyses are required for soil/sediment samples. Collect more than one jar when TCLP or SPLP are
scheduled.
An aqueous sample for SVOA analysis would require the field sampler to collect at least 2 L of field samples and at least 2 L each for the MS and MSD samples for a total volume of 6 L. If
Pesticide or Aroclor MS/MSD analyses are required for the same sample, an additional 6 L must be collected for each analysis method. Collect additional volume for MS/MSD samples to allow
for sufficient volume for these analyses in the event sample volume is lost as a result of samples breaking, leaking, or laboratory accidents.
B-4
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CLP Sampler's Guide
APPENDIX C CLP SAMPLE COLLECTION REQUIREMENTS BY ANALYSIS TYPE
Table C-1. Sample Collection Requirements for CLP SOW SOM02.X (Volatile Organic Analysis Only)
Analysis
VUA
Matrix
Water
Soil/
Sediment
Sample
Type
Samples
Only
Samples
with SIM5
Samples
with
MS/MSD
Samples
Only
Samples
with
MS/MSD
Samples
Only
Samples
with
MS/MSD
Samples
Only
Samples
with
MS/MSD
Container Type1
40 ml amber glass
vial, 24 mm neck
finish. See Table
B-1, Reference
Number 1.
OPTION 1
Closed-system 40
ml amber glass
vial containing
magnetic stirrer, 24
mm neck finish.
See Table B-1 ,
Reference Number
1.
OPTION 2
Closed-system 40
ml amber glass
vial containing
magnetic stirrer, 24
mm neck finish and
5 ml water.
See Table B-1 ,
Reference Number
1.
OPTION 3
Coring tool used as
a transport device.
See Table B-1 ,
Reference Number
6.
Minimum Number of Containers Needed
with
Water
-
~
-
9
-
-
Dry
-
9
.
3
9
%
Moisture
-
3
3
1
3
TOTAL
•»
5
12
12
4
12
Minimum
Volume/Mass2
Fill to capacity
5g (at least 50 g
for TCLP or
SPLP)
5g
5g
Important Notes
Containers/vials must be
filled to capacity with no
headspace or air
bubbles.
Refer to Appendix E for
samples requiring QC
analyses. If amber
containers are not
available, the samples
should be protected
from light.
Place samples on side
prior to being iced.7
Refer to Appendix E for
samples requiring QC
analyses.
Place samples on side
prior to being iced.7
Refer to Appendix E for
samples requiring QC
analyses.
Refer to Appendix E for
samples requiring QC
analysis.
Place samples on side
prior to being iced.7
Preservative3
Preserve to a pH
of 2 with HCI and
cool to < 6°C
immediately after
collection. DO
NOT FREEZE
water samples.
Frozen to < -7°C
OR
Iced to < 6°C,
but not frozen.
Frozen to < -7°C
OR
Iced to < 6°C
but not frozen.
Frozen to < -
7°C.
OR
Iced to < 6°C,
but not frozen.
Technical
Holding Time4
14 days
14 days
OR
48 hours
(unpreserved)6
14 days
OR
48 hours
(unpreserved)6
14 days
OR
48 hours
(unpreserved)6
C-1
October 2014
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CLP Sampler's Guide
Analysis
Matrix
Sample
Type
Samples for
TCLP/SPLP
Only
Container Type1
OPTION 4
Closed-system 40
ml amber glass
vial 24 mm neck
finish.
See Table B-1 ,
Reference Number
1.
Minimum Number of Containers Needed
with
Water
-
Dry
4
%
Moisture
-
TOTAL
4
Minimum
Volume/Mass2
25 g
Important Notes
Place samples on side
prior to being iced.7
Preservative3
Iced to < 6°C but
not frozen.
Technical
Holding Time4
14 days
Notes
1 Vials for soil analysis are typically pre-labeled and tared. Vials for water analysis are not pre-labeled or tared.
2 Minimum volume/mass to be collected in order to ensure sample analysis can be performed. Collect additional volume for MS/MSD samples to allow for sufficient volume for these analyses in
the event sample volume is lost as a result of samples breaking, leaking, or laboratory accidents.
Check Regional guidance regarding use of acid as a preservative of samples that may contain carbonates, residual chlorine, and other oxidants.
Technical holding time is calculated from the time of sample collection to sample extraction, and determined as 14 days for preserved (frozen or iced) samples and 48 hours for non-preserved
(iced) samples.
Available through Modified Analysis (MA) only.
Unpreserved soil samples can be frozen or iced at the time of receipt by the laboratory to increase holding time.
Vials are place on their side so that the septum is wet on the inside, thereby preventing vapor leaks around it, in case any bubbles form. Also, in case they freeze, you want the water to expand
into the flexible septum rather than breaking the vial.
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October 2014
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CLP Sampler's Guide
Table C-2. Sample Collection Requirements for CLP SOW SOM02.X (SVGAs, Pesticides and Aroclors)
Analysis
SVGAs
SVGA SIM
Matrix
Water3
Soil/
Sediment4
Water3
Soil/
Sediment4
Sample Type
Samples Only
Samples with
MS/MSD
Samples Only
Sam pies for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Container Type
1 L amber round glass bottle, 33 mm pour-
out neck finish. See Table B-1, Reference
Number 5.
1 L amber round glass bottle, 33 mm pour-
out neck finish. See Table B-1, Reference
Number 5.
One 8 oz short, wide mouth, straight-sided,
glass jar, 70 mm neck finish or two 4 oz tall,
wide mouth, straight-sided, glass jar, 48 mm
neck finish. See Table B-1 , Reference
Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or 4oz tall,
wide mouth, straight-sided, glass jar, 48 mm
neck finish. See Table B-1 , Reference
Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or 4oz tall,
wide mouth, straight-sided, glass jar, 48 mm
neck finish. See Table B-1 , Reference
Numbers 3 and 4.
1 L amber round glass bottle, 33 mm pour-
out neck finish. See Table B-1, Reference
Numbers.
1 L amber round glass bottle, 33 mm pour-
out neck finish. See Table B-1, Reference
Number 5.
One 8 oz short, wide mouth, straight-sided,
glass jar, 70 mm neck finish or two 4 oz tall,
wide mouth, straight-sided, glass jar, 48 mm
neck finish. See Table B-1 , Reference
Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or four 4 oz tall,
wide mouth, straight-sided, glass jar, 48 mm
neck finish. See Table B-1 , Reference
Numbers 3 and 4.
Minimum
Volume/Mass1
2 L (per Test)
6L
150g (at least
500 g for TCLP
or SPLP)
300 g
300 g
2L
6L
150 g
300 g
Important Notes
If amber containers are
not available, the samples
should be protected from
light.
If amber containers are
not available, the samples
should be protected from
light.
Preservative/
Collection
Cool all samples to
< 6°C, but not
frozen, immediately
after collection. DO
NOT FREEZE water
samples.
Cool all samples to
< 6°C, but not
frozen, immediately
after collection.
Cool all samples to
<6°C, but not frozen,
immediately after
collection. DO NOT
FREEZE water
samples.
Cool all samples to
< 6°C, but not
frozen, immediately
after collection.
Technical
Holding
Time2
7 days
14 days
7 days
1 4 days
C-3
October 2014
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CLP Sampler's Guide
Table C-2. (Continued) Sample Collection Requirements for CLP SOW SOM02.X (SVGAs, Pesticides and Aroclors)
Analysis
Pesticides
Aroclors
Matrix
Water3'5
Soil/
Sediment4
Water3'5
Soil/
Sediment4
Sample Type
Samples Only
Samples with
MS/MSD
Samples Only
Samples for
TCLP/SPLP
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Samples Only
Samples with
MS/MSD
Container Type
1 L amber round glass bottle, 33 mm pour-out neck
finish. See Table B-1, Reference Number 5.
1 L amber round glass bottle, 33 mm pour-out neck
finish. See Table B-1, Reference Numbers.
One 8 oz short, wide mouth, straight-sided, glass jar,
70 mm neck finish or four 4 oz tall, wide mouth,
straight-sided, glass jar, 48 mm neck finish. See
Table B-1 , Reference Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided, glass jars,
70 mm neck finish or four 4 oz tall, wide mouth,
straight-sided, glass jar, 48mm neck finish. See
Table B-1 , Reference Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided, glass jars,
70 mm neck finish or four 4 oz tall, wide mouth,
straight-sided, glass jar, 48 mm neck finish. See
Table B-1 , Reference Numbers 3 and 4.
1 L amber round glass bottle, 33 mm pour-out neck
finish. See Table B-1, Reference Numbers.
1 L amber round glass bottle, 33 mm pour-out neck
finish. See Table B-1, Reference Numbers.
One 8 oz short, wide mouth, straight-sided, glass jar,
70 mm neck finish or 4 oz tall, wide mouth, straight-
sided, glass jar, 48 mm neck finish. See Table B-1 ,
Reference Numbers 3 and 4.
Two 8 oz short, wide mouth, straight-sided, glass jars,
70 mm neck finish or four 4 oz tall, wide mouth,
straight-sided, glass jar, 48 mm neck finish. See
Table B-1 , Reference Numbers 3 and 4.
Minimum
Volume/Mass1
2L
6L
150 g
300 g
300 g
2L
6L
150 g
300 g
Important Notes
If amber containers
are not available,
the samples should
be protected from
light.
If amber containers
are not available,
the samples should
be protected from
light.
Preservative/
Collection
Cool all samples to
< 6°C), but not frozen,
immediately after
collection. DO NOT
FREEZE water
samples.
Cool all samples to
< 6°C, but not frozen,
immediately after
collection.
Cool all samples to
< 6°C, but not frozen,
immediately after
collection. DO NOT
FREEZE water
samples.
Cool all samples to
< 6°C, but not frozen,
immediately after
collection.
Technical Holding
Time2
7 days
14 days
7 days
14 days
Notes
Minimum volume/mass to be collected in order to ensure sample analysis can be performed.
This technical holding time is calculated from the time of sample collection to sample extraction. Sample extracts are to be analyzed within 40 days of extraction. It is recommended that
samplers ship samples to the laboratory on the same day that they are collected, or as soon as possible thereafter.
An aqueous sample for SVOA analysis would require the field sampler to collect at least 2 L of field samples and at least 2 L each for the MS and MSB samples for a total volume of 6 L. If
Pesticide or Aroclor MS/MSD analyses are required for the same sample, an additional 6 L must be collected for each analysis method. Collect additional volume for MS/MSD samples to allow
for sufficient volume for these analyses in the event sample volume is lost as a result of samples breaking, leaking, or laboratory accidents.
If one or two extractable analyses are required for soil/sediment, only a single 8 oz. jar is required. If three extractable analyses are required, two 8 oz. jars are required. The number of jars should
be doubled if MS/MSD is required.
Samplers must test for chlorine in aqueous samples in the field upon collection. Refer to the SAP and Appendix E for guidance.
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Table C-3. Sample Collection Requirements for CLP SOW ISM02.X
Analysis
Metals/1 CP-AES,
Metals/1 CP-MS, and/or
Mercury by CVAA
Metals/1 CP-AES6
Cyanide/
Spectre-photometric
Determination
Matrix
Water
Soil/
Sediment5
Wipe
Water
Soil/
Sediment5
Sample Type
Samples Only
Samples with
MS/Duplicate
Samples Only
Samples for
TCLP/SPLP
Samples with
MS/Duplicate
Samples Only
Samples Only
Sample with
MS/Duplicate
Samples Only
Samples for
SPLP
Samples with
MS/Duplicate
Container Type
1 L high density polyethylene, cylinder-round
bottle, 28 mm neck finish. See Table B-1 ,
Reference Number 2.
One 8 oz short, wide mouth, straight-sided,
glass jar, 70 mm neck finish. See Table B-1 ,
Reference Numbers.
1 qt polymer zip-top bag. See Table B-1,
Reference Number?.
1 L high density polyethylene, cylinder-round
bottle, 28 mm neck finish. See Table B-1 ,
Reference Number 2.
One 8 oz short, wide mouth, straight-sided,
glass jar, 70 mm neck finish. See Table B-1 ,
Reference Numbers.
Minimum
Volume/
Mass1
1L
2L
Fill to
capacity
N/A
1L
2L
Fill to
capacity
Important
Notes
DO NOT
FREEZE
water
samples.
DO NOT
FREEZE
water
samples.
Preservative/ Collection2
Acidify to pH < 2 with HNO3
immediately after
collection.4
Cool to < 6°C, but not
frozen, immediately after
collection.
Store at room temperature.
To neutralize residual
chlorine, add 0.6 g ascorbic
acid for each liter of sample
collected, immediately
upon collection.7
Add NaOH until pH > 10
and cool to < 6°C, but not
frozen, immediately after
collection.
Cool to < 6°C, but not
frozen, immediately after
collection.
Technical
Holding Time3
6 months for all
metals except
Mercury (28
days)
6 months
6 months
14 days
1 4 days
Notes
1 Minimum volume/mass to be collected in order to ensure sample analysis can be performed.
Check Regional guidance regarding use of acid as a preservative of samples that may contain carbonates, residual chlorine, and other oxidants.
This technical holding time is calculated from the time of sample collection to sample extraction. Sample extracts are to be analyzed within 40 days of extraction.
Water samples collected for total metal and filtered metal analyses from the same sampling location must be assigned separate (unique) CLP Sample Numbers.
Only one 8 oz. jar is needed for soil/sediment when all metals (including mercury) and cyanide analyses are required for soil/sediment samples. Collect more than one jar when TCLP or SPLP are
scheduled.
Wipe materials have varied from laboratory tissues (e.g., Kimwipes®) to pre-moistened "baby wipes" from the nearest store.
Samplers must test for sulfide and oxidizing agents (e.g., chlorine) in aqueous samples in the field upon collection. Refer to the SAP and Appendix E for guidance. Sulfides adversely affect the
analytical procedure. The following can be done to test for and neutralize sulfides. Place a drop of the sample on lead acetate test paper to detect the presence of sulfides. If sulfides are present, treat
25 mL more of the sample than that required for the cyanide determination with powdered cadmium carbonate or lead carbonate. Yellow cadmium sulfide or black lead sulfide precipitates if the
sample contains sulfide. Repeat this operation until a drop of the treated sample solution does not darken the lead acetate test paper. Filter the solution through a dry filter paper into a dry beaker, and
from the filtrate measure the sample to be used for analysis. Avoid a large excess of cadmium carbonate and a long contact time in order to minimize a loss by complication or occlusion of cyanide
on the precipitated material. Sulfide removal should be performed in the field, if practical, prior to pH adjustment with NaOH.
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CLP Sampler's Guide
Table C-4. Sample Collection Requirements for CLP SOW HRSM01.X [CDDs, CDFs, and CBCs]
Analysis
CDD/CDF and
CBC
Matrix
Water3
Soil/Sediment/Oil/
Ash/Biosolid
Tissue
Container Types
1 L amber round glass
bottle, 33 mm pour-out neck
finish. See Table B-1,
Reference Number 5.
8 oz short, wide mouth,
straight-sided, glass jar, 70
mm neck finish or 4 oz (1 20
ml) tall, wide mouth,
straight-sided, glass jar, 48
mm neck finish. See Table
B-1, Reference Numbers 3
and 4.
Heavy duty aluminum foil as
transport device. See Table
B-1, Reference Numbers.
8 oz short, wide mouth,
straight-sided, glass jar, 70
mm neck finish or 4 oz (1 20
ml) tall, wide mouth,
straight-sided, glass jar, 48
mm neck finish. Reference
Number 3 and 4 for
homogenates tissue.
Minimum
Volume/Mass1
2L
Fill to capacity
Fill to capacity
Important Notes
If amber containers are not
available, the samples should
be protected from light.
Preservative
Cool all samples to < 6°C, but not
frozen, immediately after
collection. DO NOT FREEZE water
samples. If residual chlorine is
present, add 80 mg sodium
thiosulfate/L of water.
Cool all samples to < 6°C, but not
frozen, immediately after
collection.
Cool all samples to < 6°C, or
freeze immediately after collection.
Technical
Holding
Time2
1 year
1 Minimum volume/mass to be collected in order to ensure sample analysis can be performed.
2 This technical holding time is calculated from the time of sample collection to sample extraction. Sample extracts are to be analyzed within 40 days of extraction. It is recommended that
samplers ship samples to the laboratory on the same day that they are collected, or as soon as possible thereafter.
3 Samplers must test for chlorine in aqueous samples in the field upon collection. Refer to the SAP and Appendix E for guidance.
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APPENDIX D CLP SAMPLE COLLECTION GUIDELINES FOR
SOIL VOA SAMPLES BY SW-846 METHOD
5035A AND TCLP EXTRACTION - EPA SW 846
1311, SPLP EXTRACTION EPA SW 846 1312
A. Preferred Options for the Contract Laboratory Program (CLP) are Options 1, 2, 3, and 4:
This method employs sample vials that are filled and weighed in the field and never opened during
the analytical process. As a result, sampling personnel should be equipped with a portable balance
capable of weighing to O.Olg.
Soil samples must be placed on their sides prior to being frozen or placed on ice. Vials are
W place on their side so that the septum is wet on the inside, thereby preventing vapor leaks
around it, in case any bubbles form. Also, in case they freeze, you want the water to expand
into the flexible septum rather than breaking the vial. Dry ice or field freezers are the only
options.
Option 1.
Closed-system Vials:
Container - tared or preweighed 40 mL Volatile Organic Analysis (VOA) vial
containing a magnetic stir bar.
Collect 5 g of soil per vial (iced or frozen in the field). Check the pre-tared weight of the
(dry) VOA vials prior to departure for the sampling event under controlled conditions. Weigh
vials and soil samples to the nearest 0.01 g. This check is to ensure that the original weight
was properly recorded.
Regular Samples 3 Vials - Dry (5 g soil per vial)
1 Vial - Dry (filled with soil, no headspace)
4 Total Vials
Regular Samples 9Vials - Dry (5 g soil per vial)
Requiring QC Analysis 3 Vial - Dry (filled with soil, no headspace)
12 Total Vials
Option 2.
Closed-system Vials Containing Water:
Container - tared or pre-weighed 40 mL VOA vial containing a magnetic stir bar and 5
mL water.
Collect 5 g of soil per vial (iced or frozen in the field). Weigh vials and soil samples to the
nearest 0.01 g.
Regular Samples 3 Vials with water added (5 g soil and 5 mL water per vial)
1 Vial - Dry (filled with soil, no headspace)
4 Total Vials (3 with water and 1 dry)
Regular Samples 9 Vials with water added (5 g soil and 5 mL water per vial)
Requiring QC Analysis 3 Vial - Dry (filled with soil, no headspace)
12 Total Vials (9 with water and 3 dry)
Option 3.
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CLP Sampler's Guide
Container - 5 g Samplers or equivalent and coring tool used as a transport device.
*
All samples should be iced or frozen in the field and bagged individually.
Regular Samples 3 Samplers (5 g soil per Sampler)
1 Vial - Dry (filled with soil, no headspace)
4 Total (3 Samplers and 1 Vial)
Regular Samples 9 Samplers (5 g soil per Sampler)
Requiring QC Analysis 3 Vial - Dry (filled with soil, no headspace)
12 Total (9 Samplers and 3 Vial)
Option 4.
Closed-system Vials:
Container - tared or preweighed 40 mL VOA vial.
Collect 25 g of soil per vial (iced or frozen in the field). Check the pre-tared weight of the
(dry) VOA vials prior to departure for the sampling event under controlled conditions. Weigh
vials and soil samples to the nearest 0.01 g. This check is to ensure that the original weight
was properly recorded.
Regular Samples 4 Vials - Dry (25 g soil per vial)
B. Options 5, 6, and 7 are NOT preferred options for the CLP:
Option 5.
Closed-system Vials:
Container - tared or preweighed 40 mL VOA vial containing a magnetic stir bar and
preservative.
Collect 5 g of soil per vial and add Sodium bisulfate (NaHSO4) preservative (5 mL water + 1
g NaHSO4) - iced in the field.
Caution: This option is NOT a Preferred Option for the CLP because:
NaHSO4 preservation creates low pH conditions that will cause the destruction
of certain CLP target analytes (e.g., vinyl chloride, trichloroethene,
trichlorofluoromethane, cis- and trans-l,3-dichloropropene). Projects requiring
the quantitation of these analytes should consider alternative sample
preservation methods. NaHSO4 also cannot be used on carbonaceous soils.
Check the soil before using this method of collection! Soil can be checked by
placing a test sample in a clean vial, then adding several drops of NaHSO4
solution. If the soil bubbles, use Option 5b and note this issue on the TR/COC
record.
Option 5a. Samples preserved in the field
Regular Samples 3 Vials with NaHSO4 preservative added (5 g soil per vial)
1 Vial - Dry (filled with soil, no headspace)
4 Total Vials (3 with NaHSO4 preservative and 1 without)
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CLP Sampler's Guide
Regular Samples 6 Vials with NaHSO4 preservative added (5 g soil per vial)
Requiring QC Analyses 2 Vial - Dry (filled with soil, no headspace)
8 Total Vials (6 with NaHSO4 and 2 without)
Option 5b. Samples are preserved by the laboratory (No NaHSO4 preservative is added to
these samples in the field).
Regular Samples 3 Vials - Dry (5 g soil per vial)
1 Vial - Dry (filled with soil, no headspace)
4 Total Vials
Regular Samples 6 Vials - Dry (5 g soil per vial)
Requiring QC Analyses 2 Vial - Dry (filled with soil, no headspace)
8 Total Vials
Option 6.
Methanol Preservation (medium-level analysis only):
Container - tared or pre-weighed 40 mL VOA vials containing 5 mL methanol.
Collect 5 g of soil per vial (iced in the field).
Caution: This is NOT a preferred option for the CLP because:
Samples preserved with methanol can only be analyzed by the medium-level method. Low-
level Contract Required Quantitation Limit (CRQLs) cannot be achieved when samples are
preserved this way. If this soil option is used, then samples for low-level analysis by one of
the other options should also be collected and accompany the medium-level soil.
Additional problems associated with use of methanol as a preservative in the field include:
• Possible contamination of the methanol by sampling-related activities (e.g., absorption of
diesel fumes from sampling equipment);
• Leakage of methanol from the sample vials during shipping, resulting in loss of VOAs
prior to analysis.
Regular Samples 2 Vials (5 g soil and 5 mL methanol per vial)
1 Vial - Dry (filled with soil, no headspace)
3 Total Vials (1 with methanol and 1 dry)
Regular Samples 6 Vials (5 g soil and 5 mL methanol per vial)
Requiring QC Analyses 1 Vial -Dry (filled with soil, no headspace)
7 Total Vials (6 with methanol and 1 dry)
j* If shipping samples contain methanol as a preservative, a shipping label must be used to
indicate methanol. This label must also contain the United Nations (UN) identification number
for methanol (UN 1230), and indicate Limited Quantity. Refer to http://www.phmsa.dot.gov for
more information about the safe shipping of methanol.
Option 7.
Glass Containers filled with sample - No Headspace:
Container - 4 oz Glass Jars.
Glass container filled with soil with no headspace and iced.
Caution: This is NOT a preferred option for the CLP because:
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CLP Sampler's Guide
Samples collected in this manner lose most of their volatile analytes prior to
analysis when the sample containers are opened and sub-sampled in the
laboratory. This option is only available due to Regional requirements.
Regular Samples 2 Glass Jars (4 oz) filled with sample, no headspace
1 Vial - Dry (filled with soil, no headspace)
3 Total Containers
Regular Samples 2 Glass Jars (4 oz) filled with sample, no headspace
Requiring QC Analyses 1 Vial - Dry (filled with soil, no headspace)
3 Total Containers
C. Caution:
1. Extreme care must be taken to ensure that frozen or iced samples do not break during shipment.
2. Before adding soil to pre-weighed vials containing a stir bar, weigh the vials to confirm the
tared weight. If the weight varies by more than 0.1 g, record the new weight on the label and
the sample documentation. Do NOT add labels to these vials once the tared weight has been
determined or confirmed.
D. Dry Samples:
All options include taking a sample in a dry 40 mL VOA vial (or a 4 oz wide mouth jar) with no
headspace. No water, NaHSO4, or methanol is added to this sample. This sample is taken to
determine moisture content; therefore, it does not need to be tared or have a stir bar.
E. Iced or Frozen Samples:
1. Iced means cooled to <6°C, but not frozen, immediately after collection.
2. Frozen means cooled to < -7°C immediately after collection.
3. Dry ice is not a long-term freezing agent and may contaminate samples.
F. Sample Delivery:
CLP strongly recommends that all samples reach the laboratory by COB the next day after sample
collection.
G. Notes:
1. For Options 2, 5, and 6, check the weight of the pre-tared VOA vials plus liquid in the field due
to the possibility that liquid leaked out during packing, transit, or deployment in the field just
prior to sampling. This check is to ensure that the original weight is properly recorded.
2. For Option 5, samples can be preserved with NaHSO4 either:
• In the field; or
• In the laboratory upon receipt. In this case, the sampler should put the following
information in the Preservation Column of the TR/COC record - "To be preserved at lab with
NaHSO4" This Regional request should also be communicated to SMO so that the laboratory
can be notified.
3. Regional QAPPs may require the use of Option 6. Note that this option is for medium-level
analysis ONLY.
4. If water, methanol, or NaHSO4 preservative is added to the vials in the field, a field blank
containing the appropriate liquid used in the vials should be sent to the laboratory for analysis.
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CLP Sampler's Guide
APPENDIX E GENERAL CLP SAMPLE COLLECTION
GUIDELINES VOAs IN WATER
Regional guidance and/or specific Project Plan requirements will supersede the guidelines
listed below.
Collect the following:
• At least three 40 mL glass containers with polytetrafluoroethylene (PTFE)-lined septa and open top
screw-caps that are filled to capacity with no air bubbles, preserved to a pH of 2 with HC1, and cooled
to <6°C, but not frozen, immediately after collection. DO NOT FREEZE THE SAMPLES.
Regular Samples 3 vials (40 ml filled to capacity with no headspace or air bubbles)
Regular Samples 3 vials for Sample (40 ml filled to capacity with no headspace or air bubbles)
Requiring QC Analysis 1 vials for MS (40 ml filled to capacity with no headspace or air bubbles)
1 vials for MSD (40 ml filled to capacity with no headspace or air bubbles)
• If Selected Ion Monitoring (SIM) analysis is requested, at least two additional 40 mL glass containers
with PTFE-lined septa and open top screw-caps that are filled to capacity with no air bubbles,
preserved to a pH of 2 with HC1, and cooled to <6°C, but not frozen, immediately after collection.
Regular Samples 3 vials for Sample (40 ml filled to capacity with no headspace or air bubbles)
With SIM Analysis 2 vials (40 ml filled to capacity with no headspace or air bubbles)
Volatile Organic Analysis (VGA) Selected Ion Monitoring (SIM) analysis is only available
through Modified Analysis (MA).
Test for Carbonates, Residual Chlorine, Oxidants, and Sulfides:
• It is very important that samplers obtain Regional guidance when testing and ameliorating for:
- Carbonates;
- Residual chlorine (e.g., municipal waters or industrial waste waters that are treated with chlorine
prior to use or discharge); or
- Oxidants.
• VOA samples containing carbonates react with the acid preservative causing effervescence (due to
formation of carbon dioxide), which can cause loss of volatile analytes.
• Residual chlorine present in VOA samples can continue to react with dissolved organic matter. This
continuous reaction may lead to inaccurate quantitation of certain analytes present in the sample at the
time of collection.
• Residual chlorine and oxidants present in VOA samples can cause degradation of certain volatile
analytes (e.g., styrene).
Perform the following for Pre-Preserved Vials:
1. Pour the sample slowly down the edge of the sample vial to avoid excess aeration or agitation of
the sample during filling.
2. Fill the vial completely so that a reverse (convex) meniscus is present and ensure that there are no
air bubbles present (either in the body or especially at the top of the vial).
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CLP Sampler's Guide
3. Place the septum on the vial so that the PTFE side is in contact with the sample, and then firmly
tighten the cap.
4. Gently flip the vial a few times to ensure that the sample is mixed with the acid preservative.
5. While holding the vial upright, gently tap the sample to check for air bubbles (either in the body or
especially at the top of the vial).
6. If air bubbles are present, discard the sample and select a new vial in which to recollect a new
sample. Repeat Steps 1 to 5 above.
7. Do NOT mix or composite samples for VOAs.
8. Cool sample to a temperature of < 6°C, but not frozen. Samplers should begin the cooling process
in the field as samples are being collected. Double-bagged ice should be used. DO NOT FREEZE
WATER SAMPLES.
9. Immediately transfer the vial to the sample shuttle (device that contains a "set" of VOA vials) once
it has been collected. Do NOT allow ice to touch the vials.
Perform the Following for Empty Vials:
1. Rinse the vial with sample water prior to actual sample collection and preservation.
Regions vary in their approach to pre-rinsing and/or re-using sample vials (e.g., some Regions
do not recommend pre-rinsing and/or re-use of pre-cleaned containers using sample water).
Be sure to follow Regional guidance.
2. Add 1-2 mL of acid preservative to the vial. Check to ensure that the sample you are collecting
requires a preservative (follow Regional guidance).
3. Pour the sample slowly down the edge of the sample vial to avoid excess aeration and agitation of
the sample.
4. Fill the vial completely so that a reverse (convex) meniscus is present and ensure that there are no
air bubbles present (either in the body or especially at the top of the vial).
5. Place the septum on the vial so that the PTFE side is in contact with the sample, and then firmly
tighten the cap.
6. Gently flip the vial a few times to ensure that the sample is mixed with the acid preservative.
7. While holding the vial upright, gently tap the vial to check for air bubbles (either in the body or
especially at the top of the vial).
8. If air bubbles are present, discard the sample and recollect a new sample using the same sample
vial. Repeat Steps 1-7 above.
9. Check the re-collected sample for air bubbles. If air bubbles are present, additional sample water
may be added to the vial to eliminate air bubbles. If there are air bubbles after three consecutive
attempts to eliminate air bubbles by the addition of sample water, the entire sample and sample vial
should be discarded and a new sample collected.
10. Do NOT mix or composite samples for VOAs.
11. Cool sample to a temperature of < 6°C, but not frozen. Samplers should begin the cooling process
in the field as samples are being collected. Double-bagged ice should be used. DO NOT FREEZE
WATER SAMPLES.
12. Immediately transfer the vial to the sample shuttle (device which contains a "set" of VOA vials)
once it has been collected. Do NOT allow ice to touch the vials.
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CLP Sampler's Guide
Things to Remember:
• Samples must be shipped as soon as possible, preferably on the same day as sample collection to
avoid exceeding sample holding times. If overnight transit is not possible, samples should be
maintained at < 6°C, but not frozen, until they are shipped to the laboratory.
• If samples are not preserved (a requirement for certain analytes), the technical holding time is
shortened to 7 days.
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CLP Sampler's Guide
APPENDIX F SAMPLING TECHNIQUES AND
CONSIDERATIONS
During a sampling event, the sampler is expected to follow prescribed sampling techniques. The sampler
should also be aware of any special sampling considerations, contaminant issues, and sample compositing
and mixing methods that could affect their sampling efforts.
Regional guidance will take precedence over any of the techniques and considerations listed
below.
F. 1 General Sampling Techniques
Information regarding surface water, sediment, soil, and groundwater sampling can be found in
many documents including, but not limited to, the following sources:
• Compendium ofERT Surface Water and Sediment Sampling Procedures, EPA/540/P-91/005
• Compendium ofERT Soil Sampling and Surface Geophysics Procedures, EPA/540/P-91/006
• Compendium ofERT Groundwater Sampling Procedures, EPA/540/P-91/007
• The Roles of Project Managers and Laboratories in Maintaining the Representativeness of
Incremental and Composite Soil Samples, EPA/OSWER 9200.1-117FS
. Lead in Surface Wipe Samples, NIOSH Method 9100, August 15, 1994
. Elements on Wipes, NIOSH Method 9102, March 15, 2003
• Surface Wipe Sampling Procedure, IH75190, Brookhaven National Laboratory, Industrial
Hygiene Group, May 10, 2011
• Quality Assurance Sampling Plan for Environmental Response (QASPER) software, Version
4.1
When working with potentially hazardous materials, samplers should follow United States
Environmental Protection Agency (EPA) and Occupational Health and Safety Administration
(OSHA) requirements, specific health and safety procedures, and Department of Transportation
(DOT) requirements.
F.2 Special Sampling Considerations
Samplers should refer to Regionally-developed standard operating procedures (SOPs) to obtain
specific procedures for properly collecting and preserving samples in the field. For additional
guidance regarding sampling for Volatile Organic Analyses (VOAs) in soil and water, see
Appendixes D and E. Samplers should obtain Regional guidance when testing and ameliorating
for:
• Carbonates in VOA soil and water
• Residual chlorine in VOA soil and water, or cyanide water
• Oxidants in VOA soil and water
• Sulfides and oxidizing agents in cyanide
F.3 Contaminant Sampling
Certain compounds can be detected in the parts-per-billion (ppb) and/or parts-per-trillion (ppt)
range. Extreme care MUST be taken to prevent cross-contamination of these samples. The
following precautions should be taken when trace contaminants are a concern:
• Disposable gloves should be worn each time a different location is sampled.
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CLP Sampler's Guide
• When collecting both surface water and sediments, surface water samples should be collected
first. This reduces the chance of sediment dispersal into surface water, and the resulting loss of
surface water sample integrity.
• Sampling should occur in a progression from the least to the most contaminated area, if this
information is known to the sampling team.
• Samplers should use equipment constructed of polytetrafluoroethylene (PTFE), stainless steel,
or glass that has been properly pre-cleaned for the collection of samples for trace organic and/or
inorganic analyses. Equipment constructed of plastic or polyvinyl chloride (PVC) should NOT
be used to collect samples for trace organic compound analyses.
• Equipment constructed of stainless steel should NOT be used to collect samples for trace metals
analyses.
F.4 Sample Compositing
Sample compositing is a site-specific activity that must be conducted according to the Site Activity
Plan (SAP). Compositing is typically used for large sites under investigation to improve the
precision (i.e., lower the variance) of the estimated average contaminant concentrations. Samples
for VOA analysis should NOT be composited to minimize loss of VOAs/analytes.
Composite samples consist of a series of discrete grab samples that are mixed together to
characterize the average composition of a given material. The discrete samples are usually of equal
volume, but may be weighted to reflect an increased flow or volume. Regardless, all discrete
samples must be collected in an identical manner and the number of grab samples forming a
composite should be consistent. There are several compositing techniques that may be required
such as:
• Flow-proportioned - Collected proportional to the flow rate during the compositing period by
either a time-varying/constant volume or a time-constant/varying volume method. This
technique is usually associated with wastewater or storm water runoff sampling.
• Time - Composed of a varying number of discrete samples collected at equal time intervals
during the compositing period. This technique is typically used to sample wastewater and
streams, and in some air sampling applications.
• Areal - Collected from individual grab samples collected in an area or on a cross-sectional
basis. Areal composites are comprised of equal volumes of grab samples where all grabs are
collected in an identical manner. This technique is typically used for estimating average
contaminant concentrations in soils or sediments. This technique is useful when contaminants
are present in nugget form (i.e., TNT chunks, lead shot, etc.), thus exhibiting large differences
in concentration over a small sample area.
• Vertical - Collected from individual grab samples but taken from a vertical cross section.
Vertical composites are comprised of equal volumes of grab samples where all grab samples
are collected in an identical manner. Examples would include vertical profiles of a soil borehole
or sediment columns.
• Volume - Collected from discrete samples whose aliquot volumes are proportional to the
volume of sampled material. Volume composites are usually associated with hazardous waste
bulking operations where the sample represents combined or bulked waste.
When compositing solid or tissue samples (i.e., sediment, soil, or sludge) for analysis of compounds
present in trace quantities, use a stainless steel or PTFE bowl and spatula.
F.5 Sample Mixing and Homogenizing
Mixing of the sample for the remaining parameters is necessary to create a representative sample
media. It is extremely important that solid samples be mixed as thoroughly as possible to ensure
that the sample is as representative as possible of the sample location. Refer to the project-specific
SAP regarding instructions on removal of any extraneous materials (e.g., leaves, sticks, rocks, etc.).
The mixing technique will depend on the physical characteristics of the solid material (e.g., particle
size, moisture content, etc.). (Grinding and homogenization of tissue is easier when it is partially
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CLP Sampler's Guide
frozen.) The mixing container should be large enough to hold the sample volume and
accommodate the procedures without spilling. Both the mixing container (generally a bowl or tray)
and the mixing implement should be properly decontaminated before use. Samples should be
homogenized according to procedures listed in the project-specific SAP. Table F-l provides a short
procedure for mixing a soil sample with a small particle size (less than 1/4 in) and filling sample
containers in the field.
Table F-1. Mixing a Sample and Filling Sample Containers
Step
1
2
3
4
5
6
7
8
9
Action
Roll the contents of the compositing container to the middle of the container and mix.
Quarter the sample and move to the sides of the container.
Mix each quarter individually, then combine and mix OPPOSITE quarters, then roll to the
middle of the container.
Mix the sample once more, and then quarter the sample again.
Mix each quarter individually, then combine and mix ADJACENT corners, then roll to the
of the container. The goal is to achieve a consistent physical appearance before sample
containers are filled.
middle
Flatten piled material into an oblong shape.
Using a flat-bottomed scoop, collect a strip of soil across the entire width of the short axis
place it into a sample container.
and
Repeat Step 7 at evenly-spaced intervals until the sample containers are filled.
Record the approximate quantity of each subsample in the field log book.
F-3
October 2014
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CLP Sampler's Guide
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F-4 October 2014
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CLP Sampler's Guide
APPENDIX G INTERNATIONAL SHIPPING
The following section provides information on shipping Contract Laboratory Program (CLP) samples to
laboratories outside the United States.
G.1 United Parcel Service (UPS) Procedure for Shipping to Canada
1. Introduction
The Standard Operating Plan (SOP) defines the responsibilities and procedures for shipping
to Canada labs. This document covers the export shipping process.
2. Overview
UPS will provide pick-up and delivery service for small package (weighing less than 150 Ibs.
each) shipments to labs in Canada. This document outlines the requirements and processes with
regards to these export shipments.
3. Contact Information
UPS Strategic Support for Government Accounts
UPS International Customer Service
Shelly O'Leary, UPS Account Manager for EPA
1.800.877.1 4977
www.strategicsupport.com
1 .800.782.7892/
www.ups.com/international
404.402.9827/
shellyoleary@ups.com
4. Product Profile
Service Level - Under WWX5, EPA receives government pricing for shipments via UPS
Worldwide Express Saver service. This service provides guaranteed delivery within 1-3
business days, by end of day, to Canada. The maximum weight per package is 150 Ibs. (70
kg.), maximum length is 108 in. (270 cm.) per package and the maximum dimensions are
165.0 in. (419.10 cm) per package, length and girth combined.
5. Commercial Invoice
A commercial invoice form is used for all shipments containing non-documents. The commercial
invoice is the primary document used for importation control, valuation, and duty determination.
This document identifies the products being shipped.
The form should include:
• Complete name and address information for both shipper and consignee
• Phone numbers for both shipper and consignee
• Terms of Sale (Incoterm)
• Reason for export
• A complete description of the item
• What is the item?
• What is the item used for?
• Harmonized Tariff Codes, if known
• Country of origin (where manufactured) for each commodity
• Number of units, unit value, and total value (purchase price) of each item
• Number of packages and total weight
• Shipper's signature and date
G-1 October 2014
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CLP Sampler's Guide
• A nominal or fair market value must be stated for items of no commercial value
Commercial Invoice Template -
Invoice
Page"!
T_OnMT ho
Ship To
Sold To
l Cod* £oj Atfl mr toy
•wdre Uw tt«:
•m« mott smout
DM MBOer fflTPodMIOBC
These commodities, technology, or software were exported from the United States ii accordance with the Export AdministiabDr
Refjulation.Diverswn contrary to U.S. law is prohbited.
Figure G-1. Commercial Invoice Template
G-2
October 2014
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CLP Sampler's Guide
6. Packing with Coolants and Refrigerants (Dry Ice)
Coolants and refrigerants are used to keep temperature-sensitive products cold or frozen while in
transit. Dry ice (frozen carbon dioxide) and gel packs are the most common types of coolant /
refrigerants used for transportation.
International Air Shipments Containing Dry Ice
International Air shipments containing dry ice require the shipper to have a UPS International
Special Commodities contract. For more information, please contact the UPS Hazardous
Materials Support Center at 1-800-554-9964, or visit our online UPS Guide for Shipping
International Dangerous Goods.
View UPS Guide for Shipping International Dangerous Goods
International Dry Ice Packages Shipped via Air Service Require the Following Under IATA:
• Process through WorldShip 2008 version 10.0 (or higher), CampusShip or compliant
software
• An acceptance audit is performed
• Mark the outer carton with:
• The words "Dry Ice" of "Carbon Dioxide, Solid" and "UN1845"
• The amount of dry ice contained in the package in KG
• Class 9 Diamond label
Requirements for Preparing Your Dry Ice Shipments:
• Fill any empty space in your package with appropriate packing material to prevent product
movement in transit.
• Wrap temperature-sensitive products in two watertight plastic bags or use absorbent material
along with a plastic liner.
• Avoid shipping temperature-sensitive products over the weekend.
• Wrap the refrigerant in paper or another carton to slow the melting rate and prevent excess
space when using dry ice.
• Do not place the refrigerant at the bottom of the package because cold air will not circulate.
• Do not seal the inner insulated container when using dry ice. Venting is required to allow
some carbon dioxide gas to escape the package.
* UPS CampusShip is a web-based, UPS-hosted shipping solution that helps to increase efficiency
and reduce costs. See QuickStart Guide, July 2010, links following below.
7. Additional Information
Common items that may be hazardous and require the shipper to have a UPS International Special
Commodities contract. For more information, please contact the UPS Hazardous Materials Support
Center at 1-800-554-9964, or visit our online UPS Guide for Shipping International Dangerous Goods.
Descriptions that Indicate Dangerous Goods - watch for any of the following descriptions that
could indicate Dangerous Goods or Hazardous Materials:
• Acidic
• Caustic
• Combustible Communicable
• Compressed Gas
• Corrosive
• Explosive
• Flammable
• Infectious
• Inflammable
• Poison
• Radioactive
• Refrigerated
G-3 October 2014
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CLP Sampler's Guide
• Toxic
. Volatile
Note: This is only a sampling of trigger terms which should prompt further questions about a
shipment. There are many more, and it is hoped that seeing these will lead you to think about
other general terms that may warrant further investigation.
8. Tools and Resources
UPS Global - http://qlobal.ups.com/international-shippinq-cost/
Access UPS Global website to get up-to-date information on everything international, including
information on how to prepare an international shipment, track your package, import/export
country regulations and international forms.
How to Process International Package using UPS CampusShip
http://www.ups.com/media/en/CampusShip_admin_QuickSta rt_Guide.pdf
http://www.ups.com/media/en/CampusShip_shipping_QuickStart_Guide.pdf
Step-by-Step Instructions for International Shipping
Step 1. Verify That Your Commodity Can Be Shipped
Determine if service restrictions apply to either your country of origin or country of destination.
Check for Embargoed/Suspended Service
Verify that your commodity can be shipped to or from the United States and a specific country.
Check List of UPS Export Prohibited Articles
Step 2. Select an International Servicelf price and time are your primary considerations in
selecting an international service, use the Service Comparison tool on UPS CampusShip to find
the guaranteed delivery time and price of every service available to and from the United
States and a specific country.
Step 3. Choose an International Billing Option
UPS international billing options give you the flexibility to bill charges in a way that best suits
your business model. Whichever option you select, you can be assured that UPS will accurately
bill your international charges.
Learn More About International Billing Options
Step 4. Create Required Documentation
Find out what export documentation is required for your shipments and how to complete each
form.
Learn How to Create Documentation
Step 5. Prepare Your Shipment
Use the following resources to learn more about preparing your shipment.
Learn How to Prepare Your International Shipment
Learn What Packing Materials to Use for Your International Shipment
Identify Specific Weight and Size Limitations
Convert the Weight. Length. Area, and Volume of Your Shipment
Decide whether to declare a value for high value items. UPS's liability is limited to US$100.00
for loss or damage on domestic or international packages with no declared value. If the value of
your goods exceeds US$100.00, you can declare a higher value, up to US$50,000.00 per
package. For packages that exceed the maximum declared value, a waiver must be obtained.
Refer to the applicable terms and conditions of service for additional limits and restrictions.
Learn More About Declared Value
G-4 October 2014
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CLP Sampler's Guide
Step 6. Ship Your Package
Use UPS CampusShip or Internet Shipping on ups.com to prepare your international shipping
label and the international forms required for certain shipments.
Step 7. Get Your Shipment to UPS
If you don't have an automatic scheduled pickup, UPS On-Call Pickup® gives you the
convenience of having shipments picked up at your location. With one pickup request, UPS will
pick up all ground, air, and international shipments. UPS On-Call Pickup can be scheduled at
ups.com or by calling 1-800-PICK-UPS®. A pickup may be scheduled for the same day or a
future day. Or you can conveniently ship your UPS package at one of our thousands of locations
including The UPS Store® and UPS Drop Boxes.
Find Locations
Step 8. Check Your Shipment Status
Since every UPS package is assigned a unique tracking number, you can access information
about your shipments whenever you like, and as often as you like. Tracking information about
your shipments is always available at ups.com, by e-mail, and through optional services.
Track Your Shipment
Learn About More Ways to Track
G-5 October 2014
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CLP Sampler's Guide
G.2 Completed Customs Forms Example
Shipping samples to an international laboratory requires the completion of a customs form. The
following is an example of a correctly completed customs form for shipment to a laboratory in Canada.
DEPARTMENT OF HOMELAND SECURITY
U.S. Customs and Border Protection
NORTH AMERICAN FREE TRADE AGREEMENT
CERTIFICATE OF ORIGIN
19 CFR 181.11. 181.22
OMB NO. 1651-0098
Exp. OB-31-2D14
1. EXPORTER NAME WID ADDRESS
US EPA
980 COLLEGE STATION RD
ATHENS, GA 306Q5
United States
TAX IDENTIFICATION NUMBER: 11-1111111
3. PRODUCER NAME AND ADDRESS
XYZ Laboratory
HOStClairAveW
TORONTO. ON M6COA2
Canada
TAX IDENTIFICATION NUMBER: 99-9999999
2. BLANKET PERIOD
FROM 12iVAYraDH
13.'VAY,'2G1i
4. IMPORTER NAME AND ADDRESS
XYZ Laboratory
530StClairAveW
TORONTO. ON M9COA2
Canada
TAX IDENTIFICATION NUMBER: 99-9999959
5.
DESCRIPTION OF GOOOfS)
Irtllrex Water Sampler Stairless Steel Colinins w 250g XAD resin
(adswtjenriScferUfflc Teeing Only
Wound Glass ifter niter carnages with samples tor Sdentfflc Testing
Only. Not Tor resale, no com viue
6.
US TARIFF
CLASSIFICATION
NUMBER
HS Code 901 5.90
HS Code 901 5.90
7.
PREFERENCE
CRITERION
A
A
8.
PRODUCER
N0(1)
N0<1)
9.
NET COST
NO
NO
10.
COUNTRY
OF ORIGIN
CA
CA
I CERTIFY THAT:
+ THE INFORWAT
REPRESENTATIONS. I UNDERSTAND THAT I AM LIABLE FOR ANT FALSE STATEMENTS OR MATERIAL OMISSIONS MADE OW OR IN
CONNECTION WITH THIS DOCUMENT;
* I AGREE TO MAINTAIN AMD PRESENT UPON REQUEST, DOCUMENTATION NECESSARY TO SUPPORT THIS CERTIFICATE, AND TO INFORM, IN
THIS CERTIFICATE;
THE GOODS ORIGINATED IN THE TERRITORY OF ONE OR MORE OF THE PARTIES. AND COMPLY WITH THE ORIGIN REQUIREMENTS
SPECIFIED FOR TWO
411 OR ANNEX 401.1
PARTIES AND
1 THIS CERTIFICATE CONSISTS OF
PASES. INC .US M GALL ATTACHMENTS.
11.
1!3. AJTHCRLZE3 SIGNATURE
lie. NAME
11e. DATE
ra
TELEPHONE k.
NUMBER r
11D. COMPANY
11d. TITLE
(Vote)
(Facsimile)
CBPFomi 434(0*11)
Figure G-2. International Shipping Form (1 of 6)
G-6
October 2014
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CLP Sampler's Guide
FELH2:
FIELD 3:
FIELD 4:
FIELD- 5:
PAPERWORK REDUCTION ACT STATEMENT: An agency may not conduct or spencer an infwrnadcn cotection ana 3 person Is not required Us respond to
'.Ms rTDrmadwi unless It displays a current valid C*B contra number and an exptradon data. Tne contra nirnberftf lite coflecaon Is 1651-005i3.TTe
estimated average time ID eunpOle this applleatcn Is 15 mnutes. IT you Haw any comments regarding the burden estimate you can wilte to U.S. CUSSXTE and
Bonier Protection, Office of Regulations and Rulings. 799 9Di sieet, NW., Washington DC 20229.
NORTH AMERICAN FREE TRADE AGREEMENT CERTIFICATE OF ORIGIN INSTRUCTIONS
For purposes of obtaining preferential tariff treatment, this document must be completed legibly and i n full by the exporter and
be m the possession of the importer at the time the declaration is made. This document may also be completed voluntarily by
(he producer tor use bv the exporter. Please print or type:
HELD 1: Stale Die Ml legal name, address. (Including country) and legal tax identiflcarJcn number or tie exporter. Legal taxalan number is: In Canada,
employer number or irnponepejporter number assigned by Revenue Canada; In Mexico, federal taxpayer's registry number (RFC;; and In the
united States, employers Identification number or Social seourtv Number.
Complete new If me Certlcate coders mutple sh&ments of Henflcal goods as described n Flea as that are Imported Into a NAFTA country for
a specified period of up to one year (tie blanket period). TROUT fe tie date upon which Certificate Becomes appKaMe to the good covered by
the Hantet Certificate (n may Be prior to the date at signing this Cermate). TO' IE me date upon wWch the WanUe* period expires. Trie
Importation or 3 good tor whlefi preferential teafment ts claimed based on bus Certificate must occur Between these dates,
State the till legal name, address (Including country) and legal 1ax Identttlcadon number, as delned In Flew #1, of the producer. V more than one
producers good is included on me Certificate, attach a itet of aaatoral producers, inducing the legal name, address (including country) and
legal tax Identification number, cross-reterenced to the good descriSed In field ffS. If you wish lite Information to be confldentia, It Is acceptable
1o state "Available to CBP upon requesr. If the producer and me exporter are the same, eomatete fled wlti "SAME". If the producer Is unknown,
n Is acceptable to stale -UNKNOWN*.
State the fill legal name, address (Including country) and legal tax Identfltcadon number, as delned In FleM #1, of the importer. IT the Importer Is
no) hiowi. state -UNKNOWN1; If millple Importers, state •VARIOUS'.
Provide a full description of each good. TT» description should be sufficient to relate It ta Die Invoice Description and bo Die Harmonized System
(H.S.) oescnpttxi of the good. If the Certificate covers a angle shipment of a good, Include the Invoice number as shown on the cornrnerclal
invoice. If not known, inOcate another unique reference number, such as tne snipping order number.
FEL3 6: For each good oescrlbed in Reid BfSi Identify ntieH,S. tarrrr classmcalon 10 sot okjrrs. tfttKo^fc6urj|ea toaspedftenjeofortglnln Annex
4D1 that renutes eight eBglts, Identify to efgmoJgrts, using the H.S. tariff classification or trie country Into whose territory the good te Imported.
FELD T. For each good described In Field #5, state which criterion (A through F) Is applfcabte. The rules of artgln are conrahed In Chapter Four and
Annex 401. AddOonat rulee are described n Annex 703.2 ;certan agricultural goods). Annex aoo-e. Appendix 6 .;certari texdle goods) and
Annex 308.1 (certain aulomadc dab processing goods and ther parts). NOTE: In order to be entitled ID preferential tariff treatment, each
good must meet at least one of the criteria below.
Preference Cn&ria
A Thegood is "wholly obtained or produced entirely" m the territory of one or more of the NAFTA countrtes as referenced Hi Article 41S. Male: The
purchase of a good In the temiory does not necessarily render 11 'wholly obtained or produced'. If the good Is an agricultural good, see
also criterion F and Annex 7032. iReterenx: Arable *.• • j and 415)
B The good te produced entirely In the territory of one or more of tie NAFTA counties and satisfies tie spectfc rule of orlgjn, set out In Annex 401,
mat apples t> ns tariff dassfflcauon. The rule may Include a larrr classification orange, regional mue-corrtent requirement or a comtunasan
Thereof. The good must also satisfy al other applicable requirements or Chapter Four. IT the good s an agricultural good, see aso cmerion F and
Annex 7H.2. fReference: Atfcte 401(6))
C The good is produced entirely In the territory of one or more of tie NAFTA counties e«clusr«y trom ortrjlnatlng matertate. Unoter ttls. criterion,
one or more of the matertate may rot tall within the dell rtrBon of 1*>o«y produced or obtained, as set aul in artKfe 415. All materials used In the
production cff the good inequality as'ortglnallrig" byrrffietlnglheruesoTAr1k!le4Q1(a'ilrirough|d). If the good te an agnculturat good, see also
enteiton F and Annex 7D3_2. Reference: Araeie 401 fcl.
0 Goods are produced n the territory of one or more oTthe NAFTA courthes but do ml meet the appleable rule of origin, set out In Annex 4D1,
because certain non-ortglnasng mauriate do not undergo the required change in tariff classification. The goods do nonetheless meet the regional
valuE-contenl reoju»ement spectted m Article 401 (d> TWs crtterlm te Imrted to the ftllowtig two drcumstances:
1 - The good was Imported Into the territory of a NAFTA country m an unassembled or disassembleo form but was das&rned as an assembled
good, pursuant to H.S. General Rule of interpretation 2(31, or
2. The good Incorporated one or more non-originating materials, provided for as pans under the H.S., which coud not undergo a cfiange in
tariff dasstncattcn because the heating provided 'or both Ire good and ns pans and was not farther subdivided mm subheadings, or He
subheaclng provided AT both the good a^d IE pare and was not further subdivided.
NOTE: This criterion does not apply to Chapters 61 through 61 of H.S. (Reference: Article 401 (d Jl
E Certain automatic date processing goods and their parts, speeded in Annex 30B. f, that no not oitglnate In the territory are considered originating
upon Importation MD the territory of a NAFTA county from the territory of another NAFTA county when the most-favored-naBon flriff rate of the
good conforms to the rate eeabilsnea In Annex 306.1 and Is common to all NAFTA counties. (Reteence: Annex 3O8.1)
f Tne gcoaii an ooglnadrqagrcuijral good unofer preference crtterton A, B, or C above and Is not subject to a ojuantflaltve restriction n me
Importing NAFTA country Because It Is a 'duairyrig good" as defined m Annex 7032. Section A or B Qptease specify). A good Isted in Appendx
7D3.2B.7 Is also exempt Irom quantitative restrictions and Is eligible for NAFTA preferential tarff treatment If It meets the deflnltion of "quairfyrig
good" n Section A of Annex 703.2. NOTE 1: This criterion does nol apply to goods that wholly originate In Canada or the United Slates
and are Imported Into either country. NOTE 2: A tariff rate quota Is not a quantitative restriction.
FIELDS: For each good described In Field 35, state -YES' If you are the producer of the good. If you are not the producer of the good, state-NO-followed
By (1;., (2}. or 13), depending on whether this cerrtcate was based upon: i 1; your knowledge of whether the good quanes as an originating
good; (2) your relance on the producer's wittten representation (other than a CeitiTlcate of Cflginj'jia: me o^odo^rnes as an originating gpod:
or 13) a completed and signed Cerirncate for the good, voluntarly provided 10 tie exporter by the producer.
FIELD 9: For each good described In field *S, where the good Is subject to a regional value extent (RVCJrsqUrement, Indicate-NC-riheRVCIs
calculated accorang to the net cost method; otherwise. Indicate •NO'. If tie RVC Is caKxlated over a period of time, farther Identify the
Beginning and enrmg dates (MMdD.'YYTYjDTrnat period. (Befe/wice: Airoe 402.1,402.5).
FIELD 10: Identify the name of the country (TMX" or 1/S" JOr agrtoultura! and textile goooi exported ID Canada:'US'or-r^'for all goods exported to
Mexxxi: or ~CA' or -MX- for all goods exported to the United Stales) to which the preferential rate of Cf3P duty applies, as set out In Annex 30i2,
In accaroame with the Marking Roles or In each party's schedule of tariff elmlnatlDn.
For all other ortgmafcg goods exponed to Canada, Indicate appropriately TUC or US" If tre gpods orlopiate In that NAFTA country, within the
meaning of tie NAFTA RUes of ongn ReguatJons. and any subsequent processing In the other NAFTA country does not Increase tie
transaction value of the goods by mere than seven percent otherwise inOcate MNT for Joint prodjctxm. fftetreree. Annex 301-21
FELD 11: Tins field must be completed, skjneo, and dated By the exporter. When tie Certrflcate Is completed by the producer for use by me exporter. It
must be completed, signed, and dated By the producer. The date must be the date the Cetflcare was completed and signed.
CBP Form 434 (0*11)
Figure G-3. International Shipping Form (2 of 6)
G-7
October 2014
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CLP Sampler's Guide
UPS EH DATA
i* u ft. f*wC4PAL pjiftrv IN iKTEREBT (ijiffTi HLV««*. „
US EPA
980 COLLEGE STATION HD
ATHENE 3A. LMtod SMEJ
-CCUt
306DS
auppef NJ ruder
i BUTE « Ejtft»WltW
H.'JUISOU
3 TKAJiaPOflTAliaii REFERENCE HO.
A99F99VKHSL
b USWft EW OftSJ Oft D HO
11-1111111
*. ULTIMATE t Lwsvjti
XTCLsboranwy
530SLCWAWW
c MUtTIESTOTIUNMCTieN
[ZlNon-related
U.T1I1ATE cariSKHEt TTPt 0
99 UPS- Pntwwf NE
founts, Grt. BB2S, Unted Slate
NO. 33-3333333
GA
I. CQuHfm Of LLTIMATE 0£ST|N«TK«
Air
It li«fllE(t LJEKIrKIAri
sx
14 9HMBNT (ttf EftEHCE HD
10. EXPORT NQ LAftHltH
UPS
l.POWTOf OK5ST
IB IMKJ«[JhU»*£ft
IB IK BOND M-«*tt TVK
TO
[T| »
V: -' i.-.t TITLE,
IN Ufc. DCLLAJW
Ir/Hrms WMar •[•HIIH
e«*jnr» w 2SOg KAC- <
fi. ±zus,c, a^ 4di, i
Figure G-4. International Shipping Form (3 of 6)
G-8
October 2014
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CLP Sampler's Guide
Invoice
Pag6l
FROM
Tan m.EIN'VAT No.: 1 1 -1 1 1 1 1 1 1
Contact Name: Bob Smith
US EPA
980 COLLEGE STATION RD
ATHENS, GA 30605
United States
Ptone: 7065551212
SHIP TO
IK ID.'VAT >o : 99-9999999
Contact NameiSample Receiving
XYZ Laboraloiy
53QSlClaiAveW
TORONTO, ON M6COA2
Carada
Ptone: 4165551212
Wiybfll Number A99F99VKR9L
ShflHnent ED: A99F&SVKR9L
III II 1 Illllll 1 Illlllllllll 1 111 1 1 ll
Date: 3Q/JULJ2014
Invoice No:
PONo:
Terms of Sale (IncoleriE):
Reason for Eipoit:
Point of Oriejii: GA
UPS to File AES: Y
Other Government Agency License or Permit: C33
SOLD TO INFORMATION
Tax ED-VAT No.: 99-9999999
Conlict NaniESample Receiving
XYZ Laboratory
530St.ClairA»eW
TOHOMTO, ON M6CQA2
Canada
Phone:4165551212
Haiti U[M BfticriptiDiiof Goodi-PartNo. Harm. Coda CO Uail Vaima
10 NMB tnfitaex Water Sampler Stainless HS Code 9015.90 CA 870.00
Steel Columns w 250g XAD
resin (adsortentiScienlmc
T="_ - : Only
Hfl
5 NMB Wo-ind Glass fiber fitter HS Code 9015.90 CA 825
Cctn'dges *p-.n samples 'or
Sciemific Testing Only. Not for
resale, no com value
NLR
Tola] Vibu
8.700.00
41.25
I Additixmal C
Dedaiiticii StatEment:
Canadfan Goods returned. Nor for Resale, No Commercial Value.
Scientific Testing Only. These commodities are licensed for the
ultimate destination shewn. Diversion contrary to United Siaes Law
is Prohibited. 1 Declare all the information contained in this invoice
to be true and correct
I:-/::*! Date
iDvaice Line Total
Diiioua' Re-Jits:
Invoke Snb-TotaL
FrEiEtt:
Inrniince:
0±er:
Total Invoice Amount:
T«al Number of Pacliges:
Total Weight:
8,741.25
0.00
8,741.25
0.00
0.00
0.00
8,741.25
3 Coirency: USD
101.5L8S
These commodities, technology or software were exported from fce United Stales in icconknce with the Export Adnunis-tration RegulaftoDS Diversion
codtnn' to U.S. law protiTxted
Figure G-5. International Shipping Form (4 of 6)
G-9
October 2014
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CLP Sampler's Guide
Invoice
Pagel
FROM
Tan m.EIN'VAT No.: 1 1 -1 1 1 1 1 1 1
Contact Name: Bob Smith
US EPA
980 COLLEGE STATION RD
ATHENS, GA 30605
United States
Ptone: 7065551212
SHIP TO
IK ID.'VAT >o : 99-9999999
Contact NameiSample Receiving
XYZ Laboraloiy
53QSlClaiAveW
TORONTO, ON M6COA2
Carada
Ptone: 4165551212
Wiybfll Number A99F99VKR9L
Sh^Hnent ED: A99F&SVKR9L
III II 1 Illllll 1 Illlllllllll 1 111 1 1 ll
Date: 3Q/JULJ2014
Invoice No:
PONo:
Terms of Sale (IncoleriE):
Reason for Eipoit:
Point of Origm: GA
UPS to File AES: Y
Other Government Agency License or Permit: C33
SOLD TO INFORMATION
Tax ED-VAT No.: 99-9999999
Conlict yameSample Receiving
XYZ Laboratory
530St.ClairA»eW
TORONTO. ON M6COA2
Canada
Phone:4165551212
Haiti U[M BfticriptiDiiof Goodi-PartNo. Harm. Coda CO Uail Vaima
10 NMB tnfitaex Water Sampler Stainless HS Code 9015.90 CA 870.00
Steel Columns w 250g XAD
resin (adsortentiScienlmc
T="_ - : Only
Hfl
5 NMB Wo-ind Glass fiber fitter HS Code 9015.90 CA 825
Cctn'dges *p-.n samples 'or
Sciemific Testing Only. Not for
resale, no com value
NLR
Tola] Vibu
8.700.00
41.25
I Additixmal C
Dedaiiticii StatEment:
Canadfan Goods returned. Nor for Resale, No Commercial Value.
Scientific Testing Only. These commodities are licensed for the
ultimate destination shewn. Diversion contrary to United Siaes Law
is Prohibited. 1 Declare all the information contained in this invoice
to be true and correct
I:-/::*! Date
iDvaice Line Total
Diiioua' Re-Jits:
Invoke Snb-TotaL
FrEijht:
Inrniincs:
0±a:
Total Invoice Amount:
T«al Number of Pacliges:
Total Weight:
8,741.25
0.00
8,741.25
0.00
0.00
0.00
8,741.25
3 Coirency: USD
101.5L8S
These commodities, technology or software were exported from fce United Stales in icconknce with the Export Adnunis-tration RfigulaftoDS Diversion
contrary to U.S. law protiTxted
Figure G-6. International Shipping Form (5 of 6)
G-10
October 2014
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CLP Sampler's Guide
Invoice
Pagel
FROM
Tan m.EIN'VAT No.: 1 1 -1 1 1 1 1 1
Contact Name: Bob Smith
US EPA
980 COLLEGE STATION RD
ATHENS, GA 30605
United States
Plume: 7065551212
SHIP TO
Tarn ID.'VAT ><) : 99-9999999
Contact Name:Sample Receiving
XYZ Laboraloiy
53QSlOakAveW
TORONTO, ON M6COA2
Carada
Phone: 4165551212
Waybill Number A99F99VKR9L
Smpment ED: A99F&SVKR9L
III II 1 Illllll 1 Illlllllllll 1 111 1 1 ll
Date: 3Q/JULJ2014
Invoice No:
PONo:
Terms of Sale (Incotam):
Reason for Eipoi t:
Point of Origin: GA
UPS to File AES: Y
Other Government Agency License or Permit: C33
SOLD TO INFORMATION
Tax ID-VAT No.: 99-9999999
Conlict NamESample Receiving
XYZ Laboratory
530St.ClairA»eW
TOHOMTO, ON M6CQA2
Canada
Phone:4165551212
Haiti U[M BfticriptiDiiof Goodi-PartNo. Harm. Coda CO Uail Vaima
10 NMB tnfitaex Water Sampler Stainless HS Code 9015.90 CA 870.00
Steel Columns w 250g XAD
resin (adsortentiScienlmc
Testiig Only
Hfl
5 NMB Wo-ind Glass fiber fitter HS Code 9015.90 CA 825
catridges with samples for
Scientific Testing Only. Not for
resale, no com value
NLR
Tola] Vibu
8.700.00
41.25
I Additixmal C
Dedaiiticii StatEment:
Canadfan Goods returned. Nor for Resale, No Commercial Value.
Scientific Testing Only. These commodities are licensed for the
ultimate destination shewn. Diversion contrary to United Siaes Law
is Prohibited. 1 Declare all the information contained in this invoice
to be true and correct
I:-/::*! Date
iDvaice Line Total
DisonnfRebate:
Invoke Snb-TotaL
FrEi|ht:
Innuance:
Other:
Total Invoice Amount:
T«al Number of Pacliges:
Total Weight:
8,741.25
0.00
8,741.25
0.00
0.00
0.00
8,741.25
3 Coirency: USD
101.5L8S
These commodities, technology or software were exported from fce United Stales in icconknce with the Export Adminis-tnbon RfigulatsoDS Diversion
contrary to U.S. law prohibcred
Figure G-7. International Shipping Form (6 of 6)
G-11
October 2014
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APPENDIX H SAMPLING CHECKLISTS
Table H-1: Personnel Preparation Checklist
(Pagel of 1)
Personnel Briefing
1. Did you review sampling team responsibilities and identify individual(s)
responsible for corrective actions?
2. Did you ensure that you have met the appropriate personal safety and
protection requirements?
3. Did you identify sampling locations and receive permission to access them,
as appropriate?
4. Did you contact the appropriate utility companies PRIOR to the start of
sampling?
j* By law, utility companies must be contacted prior to the start of
digging/sampling so that any underground utilities (gas lines,
water lines, electrical lines, etc.) can be marked. A list of one-call
centers for each state may be found at: http://www.call811.com.
5. If sampling on private property, do you have sample receipts to provide to
the property owner for all samples taken and removed from the property?
6. Have you determined the number and type of samples to be collected?
7. Did you review sample collection methods?
8. Have you reviewed sample container requirements?
9. Did you review decontamination requirements, procedures, and locations?
10. Did you determine holding times and conditions?
11. Did you determine Performance Evaluation (PE) and Quality Control (QC)
sample requirements?
12. Have you obtained shipping cooler temperature blanks, if required?
13. Did you review sample label and tag requirements?
14. Did you review Traffic Report/Chain of Custody (TR/COC) record and
custody seal requirements?
15. Have you obtained the laboratory name, shipping addresses, and telephone
number?
16. Did you review cooler return instructions?
17. Have you obtained shipping company information (name, telephone number,
account number, pickup schedule)?
18. Have you obtained shipping schedules?
19. Did you review shipment reporting requirements and the appropriate contact
names and telephone numbers for reporting?
Yes
No
Comments
H-1
October 2014
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CLP Sampler's Guide
Personnel Briefing
20. Have you included any sampler comments regarding sampling issues (e.g.,
low volumes, matrix, suspected concentrations based on field
measurements)?
Yes
No
Comments
H-2
October 2014
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Table H-2: General Sample Collection Checklist
(Pagel of 1)
General Sample Collection
1. Did you identify and mark the sampling location with buoys, flags, or stakes
according to the sampling plans, maps, and grids?
2. If the sampling location is inaccessible, did you contact the appropriate field
or Regional personnel for instructions?
3. Did you use the correct sampling equipment?
4. Did you follow the correct decontamination procedures?
5. Did you follow the correct collection procedures?
6. Did you use the correct sample containers for each sample collected?
7. Did you use certified clean containers for all samples? Are certificates kept
on record?
8. Did you use certified clean water for all field, trip, equipment and rinsate
blanks? Are certificates kept on record?
9. Did you collect the correct volume for each sample?
10. Did you collect the correct type of sample, including primary samples and
Quality Control (QC) samples?
11. Did you properly preserve each sample collected?
12. Did you correctly document and label each sample with all necessary
information?
Under no circumstances should the site name appear on any
r^pT^I documentation being sent to the laboratory, unless the laboratory
is a Regional U.S. Environmental Protection Agency (EPA)
^L-d^ laboratory. Then the Region copy of the TR/COC record shall be
sent to the EPA laboratory.
13. If sampling on private property, did you provide a sample receipt to the
owner of the property for all samples taken and removed from the property?
Yes
No
Comments
H-3
October 2014
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CLP Sampler's Guide
Table H-3: Completing Field Logbook Checklist
(Pagel of 1)
Completing Field Logbook
1 . Did you use waterproof ink when writing in the field logbook?
2. Did you document sampling project information such as:
• Project name, ID, and location
• Names of samplers
• Geological observations, including maps
• Atmospheric conditions
• Field measurements
• Sampling dates, times, and locations?
@ Under no circumstances should the site name appear on any
documentation being sent to the laboratory, unless the laboratory
is a Regional EPA laboratory. Then the Region copy of the
TR/COC record shall be sent to the EPA laboratory.
3. Did you record sampling activity information such as:
• Sampling dates and times
• Sample identifications
• Sample matrices
• Sample descriptions (e.g., odors and/or colors)
• Number of samples taken
• Sampling methods/equipment
• Description of QC samples?
4. Did you document any and all deviations from the sampling plan?
5. Did you document any and all difficulties in sampling and/or any unusual
circumstances?
6. Were all errors corrected by crossing a line through the error, initialing the
error, dating the error, and then adding the correct information?
Yes
No
Comments
H-4
October 2014
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Table H-4: Completing Handwritten Sample Labels Checklist
(Pagel of 1)
Completing Handwritten Sample Labels
1. Did the Regional Sample Control Coordinator (RSCC) provide Contract
Laboratory Program (CLP) Sample Numbers and Sample Management
Office (SMO)-assigned CLP Case Numbers?
2. If additional CLP Sample Numbers were needed, did you contact the
appropriate Regional personnel?
3. Were the CLP Sample Numbers and SMO-assigned CLP Case Numbers
on the labels correct? Organic CLP Sample Numbers begin with the
Regional letter code, followed by letters and numbers. Inorganic CLP
Sample Numbers begin with "M," followed by the Regional letter code, and
then letters and numbers.
4. Were samples uniquely numbered and designated to only one sample?
Samples collected for total metal and filtered metal analyses must
receive separate, unique, CLP Sample Numbers.
5. Were QC samples numbered accordingly?
6. Were the specific requirements followed for total and filtered metals
analysis, QC and Performance Evaluation (PE) samples, and SW-846
Method 5035A?
7. Were all temperature blanks labeled with "TEMPERATURE BLANK"?
8. Was a sample label containing the CLP Sample Number, SMO-assigned
CLP Case Number, location, concentration, preservative, and the analysis,
attached to each sample bottle or container as the sample was collected?
©Under no circumstances should the site name appear on any
documentation being sent to the laboratory, unless the laboratory
is a Regional EPA laboratory. Then, the Region copy of the
TR/COC record shall be sent to the EPA laboratory.
9. Was clear tape placed over the sample labels to protect the labels from
moisture and to help the labels adhere to the sample bottle?
Use only CLEAR tape over the sample labels and avoid wrinkles in
the tape and the sample labels.
10. Were all errors corrected by crossing a line through the error, initialing the
error, dating the error, and then adding the correct information?
Yes
No
Comments
H-5
October 2014
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CLP Sampler's Guide
Table H-5: Completing Handwritten Sample Tags & Custody Seals Checklists
(Pagel of 1)
Completing Handwritten Sample Tags
1 . Was waterproof ink used on the sample tags?
2. If Regionally required for individual sample containers, was the project code
on the sample tag completed?
3. Was the location number on the sample tag completed?
4 Was the date filled in using the format MM/DD/YYYY?
5. Was the time of sample collection indicated in military time format HH:MM?
6. Was the box checked indicating composite or grab sample?
7. Was the location on the sample tag completed?
8. Did you indicate whether or not the sample was preserved by checking "yes"
or "no"?
9. Was the appropriate analysis indicated on the sample tag?
10. Were the appropriate CLP Sample Number and SMO-assigned CLP Case
Number indicated and cross-referenced with the numbers on the sample
label?
11. Did you sign the sample tags?
12 Did you attach the sample tag to the neck of the sample bottle with string,
stretch string, or wire?
Do NOT use wire to attach a sample tag to a metal sample.
13. Were all errors corrected by crossing a line through the error, initialing the
error, dating the error, and then adding the correct information?
Completing Custody Seals
1 . Did you sign and date the custody seal?
2. Did you attach a completed custody seal to the sample bottle, container, or
plastic bag, placing the seal over the cap or lid of each sample bottle or
container or on the bag opening such that it will be broken if the sample
bottle, container, or bag is opened or tampered with?
3. As appropriate, did you attach the completed custody seal to the sample
shipping container or cooler, placing the seal such that it will be broken if the
container or cooler is opened or tampered with?
4. Were all errors corrected by crossing a line through the error, initialing the
error, dating the error, and then adding the correct information?
Yes
Yes
No
No
Comments
Comments:
H-6
October 2014
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Table H-6: Packing Sample Container Checklist
(Pagel of 1)
Packing Sample Container
1. Did you follow all State, Federal, Department of Transportation (DOT), and
International Air Transportation Association (IATA) regulations governing the
packaging of environmental and hazardous samples?
W If samples contain methanol preservation (e.g., samples to be
analyzed by SW-846 Method 5035A), refer to the packaging
instructions in Appendix D.
2. Were all CLP Sample Numbers, SMO-assigned CLP Case Numbers,
analyses, labels, tags, and custody seals attached to the correct sample
containers?
3. Is modified analysis indicated if requested?
4. Was an inventory conducted of CLP Sample Numbers, SMO-assigned CLP
Case Numbers, analyses, and containers, and verified against the TR/COC
records?
5. Were the correct number and type of Performance Evaluation (PE) and
Quality Control (QC) samples collected?
6. Were all sample containers sealed in clear plastic bags with the sample label
and tag visible through the packaging?
7. Were all soil/sediment samples known or suspected to contain dioxin
securely enclosed in metal cans (e.g., paint cans) with the lids sealed?
8. Was suitable absorbent packing material placed around the sample bottles
or containers?
9. Were the outsides of metal containers labeled properly with the CLP Sample
Number, SMO-assigned CLP Case number, and the analysis of the sample
inside?
Yes
No
Comments
H-7
October 2014
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CLP Sampler's Guide
Table H-7: Packing Shipping Container Checklist
(Pagel of 1)
Packing Shipping Container
1. Were you shipping samples in a clean waterproof metal or hard plastic ice
chest or cooler in good condition?
2. Were all non-applicable labels from previous shipments removed from the
container?
3. Were all inside and outside drain plugs closed and covered with suitable tape
(e.g., duct tape)?
4. Was the inside of the cooler lined with plastic (e.g., large heavy-duty garbage
bag)?
5. Was the lined shipping cooler packed with noncombustible absorbent
packing material?
6. Were sample containers placed in the cooler in an upright position not
touching one another?
7. Was a sample shipping cooler temperature blank included in the cooler?
8. Did the documentation in the cooler only address the samples in that cooler?
9. Was the site name absent from all documentation?
©Under no circumstances should the site name appear on any
documentation being sent to the laboratory, unless the laboratory
is a Regional EPA laboratory. Then the Region copy of the
TR/COC record shall be sent to the EPA laboratory.
10. Was there sufficient packing material around and in between the sample
bottles and cans to avoid breakage during transport?
11. If required, was double-bagged ice placed on top and around sample bottles
to keep the samples cold at < 6°C?
Do not pack loose ice into the cooler.
12. Was the top of the plastic liner fastened and secured with tape?
13. Was a completed custody seal placed around the top of the fastened plastic
liner (if required by the Region)?
14. Were all sample documents enclosed within the cooler (e.g., TR/COC record,
PE instructions, and cooler return instructions) in a waterproof plastic bag?
15. Was the plastic bag, containing the documentation, taped to the underside of
the cooler lid?
16. Were cooler return instructions and airbills taped to the underside of the
cooler lid?
17. Was the return address of the cooler written with permanent ink on the
underside of the cooler lid?
18. Was tape placed around the outside of the entire cooler and over the hinges?
1 9. Were the completed custody seals placed over the top edge of the cooler so
the cooler cannot be opened without breaking the seals?
20. Was the return address label attached to the top left corner of the cooler lid?
21. Were instructional labels attached to the top of the cooler, as necessary (e.g.,
"This End Up," "Do Not Tamper With," or "Environmental Laboratory
Samples")?
Yes
No
Comments
H-8
October 2014
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Packing Shipping Container
22. Have all US DOT regulations been met for the shipment when shipping
hazardous samples?
23. If shipping samples containing methanol as a preservative (e.g., samples to
be analyzed by SW-846 Method 5035A), was a label used to indicate
methanol, the United Nations (UN) identification number for methanol (UN
1230), and Limited Quantity?
Yes
No
Comments
H-9
October 2014
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CLP Sampler's Guide
Table H-8: Shipping & Reporting CLP Samples Checklist
(Pagel of 1)
Shipping CLP Samples
1. Did you follow all State, Federal, Department of Transportation (DOT), and
International Air Transportation Association (IATA) regulations governing the
shipment of environmental and hazardous samples?
2. Was a separate airbill filled out for each cooler being shipped?
3. Was the airbill filled out completely, including correct laboratory name,
address, and telephone number, identification of recipient as "Sample
Custodian," and appropriate delivery option (e.g., overnight or Saturday)?
4. Was the completed airbill attached to the top of the cooler with the correct
laboratory address?
5. If more than one cooler was being shipped to the same laboratory, were they
marked as "1 of 2," "2 of 2," etc.?
6. Were the samples being shipped "overnight" through a qualified commercial
carrier?
7. Did you export the electronic COC XML file from Scribe?
8. Did you upload the electronic COC XML file using the Submit Chain of
Custody task in CLPSS?
Reporting CLP Samples
1. Did you contact the RSCC (or designee) or the Contract Laboratory Program
Sample Management Office (SMO) on the same day samples were shipped?
2. If the samples were shipped after 5:00 PM Eastern Time (ET), were they
reported to the RSCC (or designee) or to SMO by 8:00 AM ET the following
business day?
3. Did you notify the RSCC (or designee) or SMO so that SMO will receive the
delivery information by 3:00 PM ET on Friday for sample shipments that will
be delivered to the laboratory on Saturday?
4. Did you provide the RSCC (or designee) or SMO with:
• Your name, phone number, and Region number;
• Case Number of the project;
• Modified Analysis Number, if requested;
• Exact number of samples, matrix(ces), and type of analysis;
• Laboratory(ies) to which the samples were shipped;
• Carrier name and airbill number;
• Date of shipment;
• Date of next shipment; and
• Any other information pertinent to the shipment?
Yes
Yes
No
No
Comments:
Comments:
H-10
October 2014
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CLP Sampler's Guide
APPENDIX I GLOSSARY
Analyte ~ The element, compound, or ion that is determined in an analytical procedure; the substance or
chemical constituent of interest.
Analytical Services Branch (ASB) ~ Directs the Contract Laboratory Program (CLP) from within the
United States Environmental Protection Agency's (EPA's) Office of Superfund Remediation and
Technology Innovation (OSRTI) in the Office of Solid Waste and Emergency Response (OSWER).
Aroclor ~ Polychlorinated biphenyls (PCBs) or a class of organic compounds with 1 to 10 chlorine
atoms attached to biphenyl and a general chemical formula of Ci2Hi0.xClx. PCBs, commercially produced
as complex mixtures containing multiple isomers at different degrees of chlorination, were marketed in
North America under the trade name Aroclor.
Case ~ A finite, usually predetermined, number of samples collected over a given time period from a
particular site. Case numbers are assigned by the Sample Management Office (SMO). A Case consists of
one or more Sample Delivery Groups (SDGs).
Chlorinated Dibenzo-p-Dioxin/Chlorinated Dibezofuran (CDD/CDF) ~ A group of organic
compounds of tetra- through octa-chlorinated dibenzo-p-dioxins (CDDs) and dibenzofurans (CDFs).
Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) ~ First
authorized by Congress in December 1980, and amended in 1986, CERCLA provided broad Federal
authority to respond directly to the release or possible release or hazardous substances that may endanger
human health or the environment. CERCLA also established a Trust Fund to provide for cleanup when
no responsible party could be identified; hence, CERCLA is commonly referred to as "Superfund."
Congener ~ The chlorinated congeners of biphenyl.
Contract Laboratory Program (CLP) ~ A national program of commercial laboratories under contract
to support the EPA's nationwide efforts to clean up designated hazardous waste sites by providing a range
of chemical analytical services to produce environmental data of known and documented quality. This
program is directed by EPA's Analytical Services Branch (ASB).
Contract Laboratory Program Contracting Officer's Representative (CLP COR) ~ Monitors
technical performance of the contract laboratories in each Region.
Contract Laboratory Program Sample Management Office (CLP SMO) ~ A contractor-operated
facility operated under the CLP, awarded and administered by the EPA, which provides necessary
management, operations, and administrative support to the CLP. SMO coordinates and schedules sample
analyses, tracks sample shipments and analyses, receives and tracks data for completeness and
compliance, and processes laboratory invoices.
Custody Seal ~ An adhesive label or tape that is used to seal a sample bottle or container that maintains
chain of custody and that will break if the sample bottle or container is opened or tampered with.
Cyanide (Total) ~ Cyanide ion and complex cyanides converted to hydrocyanic acid (HCN) by reaction
in a reflux system of a mineral acid in the presence of magnesium ion.
Data Quality Objective (DQO) ~ The requirements established to maintain the quality of the data being
collected.
Data Validation ~ Data validation is based on Region-defined criteria and limits, professional judgment
of the data validator, and (if available) the Quality Assurance Project Plan (QAPP) and Sampling and
Analysis Plan (SAP).
Duplicate ~ Sample required by the laboratory's contract to check the accuracy and precision of
inorganic analyses. It is a second aliquot of the same sample to determine the precision of the method.
Equipment Blank ~ A sample used to check field decontamination procedures. See Field Blank.
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CLP Sampler's Guide
Field Blank ~ Any blank sample that is submitted from the field. Each field blank is assigned its own
unique EPA sample number. A field blank checks for cross-contamination during sample collection,
sample shipment, and in the laboratory. A field blank includes trip blanks, rinse blanks, equipment
blanks, etc.
Field Duplicate ~ Checks reproducibility of laboratory and field procedures and indicates non-
homogeneity.
Field QC Sample ~ Used to detect for contamination or error in the field.
Field Sample ~ Primary sample material taken out in the field from which other samples, such as
duplicates or split samples are derived. A field sample can be prepared in the field and sent for analysis
in one or multiple containers, and is identified by a unique EPA sample number.
Field Sampling Plan (FSP) ~ Developed to outline the actual steps and requirements pertaining to a
particular sampling event, and explains, in detail, each component of the event to all involved samplers.
Holding Time ~ The elapsed time expressed in hours, days, or months from the date of collection of the
sample until the date of its analysis.
Contractual ~ The maximum length of time that the CLP laboratory can hold samples prior to
extraction and/or analysis, and are described in the CLP analytical services Statements of Work
(SOWs).
Technical ~ The maximum length of time that samples may be held from time of collection to time
of preparation and/or analysis and still be considered valid.
Laboratory Blank ~ See Method Blank.
Laboratory Duplicate ~ A sample required by the laboratory's contract to check the precision of
inorganic analyses.
Laboratory QC Sample ~ An additional volume of an existing sample, as required by the laboratory's
contract, used to detect contamination or error in the laboratory's practices.
Matrix ~ The predominant material of which a sample to be analyzed is composed.
Matrix Spike (MS) ~ Sample required by the laboratory's contract to check the accuracy of organic and
inorganic analyses. It is an aliquot of a sample (water or soil) that is fortified (spiked) with known
quantities of a specific compound and subjected to the entire analytical procedure. See Matrix Spike
Duplicate.
Matrix Spike Duplicate (MSD) ~ Sample required by the laboratory's contract to check the accuracy
and precision of organic analyses. It is a second aliquot of the same matrix as the Matrix Spike (MS) that
is spiked to determine the precision of the method. See Matrix Spike.
Method Blank ~ An analytical control consisting of all reagents, internal standards and surrogate
standards [or System Monitoring Compounds (SMCs) for volatile organic analysis], that is carried
throughout the entire analytical procedure. The method blank is used to define the level of laboratory,
background, and reagent contamination, also referred to as laboratory blank when defining the level of
laboratory contamination.
Modified Analysis (MA) ~ A change in the technical requirements that fall outside the scope of the
Statement of Work (SOW).
Performance Evaluation (PE) Sample ~ A sample of known composition provided by the EPA Region
for contractor analysis. Used by EPA to evaluate contractor performance.
Pesticides ~ Substances intended to repel, kill, or control any species designated a "pest," including
weeds, insects, rodents, fungi, bacteria, and other organisms. Under the CLP, only organochlorine
pesticides are analyzed (e.g., DDT, Dieldrin, Endrin, etc.).
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CLP Sampler's Guide
Polychlorinated Biphenyls (PCBs) ~ A group of toxic, persistent chemicals used in electrical
transformers and capacitors for insulating purposes, and in gas pipeline systems as a lubricant. The sale
and new use of PCBs were banned by law in 1979.
Quality Assurance (QA) ~ An integrated system of management activities involving planning,
implementation, assessment, reporting, and quality improvement to ensure that a process, item, or service
is of the type and quality needed and expected by the customer.
Quality Assurance Project Plan (QAPP) ~ Document written to meet requirements outlined in the
document EPA Guidance for Quality Assurance Project Plans (EPA QA/R-5). Prepared in advance of
field activities and used by samplers to develop any subsequent plans such as the Sampling Analysis Plan
(SAP) or the Field Sampling Plan (FSP).
Quality Control (QC) ~ The overall system of technical activities that measures the attributes and
performance of a process, item, or service against defined standards to verify that they meet the stated
requirements established by the customer; operational techniques and activities that are used to fulfill
requirements for quality.
Regional Sample Control (RSCC) Coordinator ~ In most Regions, coordinates sampling efforts and
serves as the central point of contact for sampling questions and problems. Also assists in coordinating
the level of Regional sampling activities to correspond with the monthly projected demand for analytical
services.
Regional Site Manager ~ Coordinates the development of data quality objectives and oversees project-
specific remedial or removal contractors, State officials, or private parties conducting site sampling
efforts.
Rinsate Blank ~ A sample used to check decontamination procedures. Also see Field Blank.
Routine Analytical Service (RAS) ~ The standard inorganic and organic analyses available through the
CLP.
Sample ~ A discrete portion of material to be analyzed that is contained in single or multiple containers,
and identified by a unique sample number.
Sample Delivery Group (SDG) ~ A unit within a sample Case that is used to identify a group of samples
for delivery. An SDG is defined by the following, whichever is most frequent:
• Each Case of field samples received; or
• Each 20 field samples (excluding PE samples) within a Case; or
• Each 7 calendar day period (3 calendar day period for 7-day turnaround) during which field samples
in a Case are received (said period beginning with the receipt of the first sample in the SDG).
In addition, all samples and/or sample analyses assigned to an SDG must have been scheduled under the
same contractual turnaround time. Preliminary Results have no impact on defining the SDG. Sample may
be assigned to SDGs by matrix (e.g., all soil samples in one SDG, all water samples in another) at the
discretion of the laboratory.
Sample Label ~ An identification label attached to a sample bottle or container to identify the sample.
Sample Number ~ A unique number used to identify and track a sample. This number can be recorded
on a sample label or written on the sample bottle or container using indelible ink.
Sample Tag ~ A tag attached to a sample that identifies the sample and maintains chain of custody.
Sampling Analysis Plan (SAP) ~ A document that explains how samples are to be collected and
analyzed for a particular sampling event.
Scribe ~ A stand-alone Windows-based desktop application that samplers can use to automatically create
and generate sample documentation prior to and during sampling events.
Semivolatile Organic Analyte (SVGA) ~ A compound amenable to analysis by extraction of the sample
using an organic solvent.
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CLP Sampler's Guide
Standard Operating Procedure (SOP) ~ A written document that details the method for an operation,
analysis, or action with thoroughly prescribed techniques and steps, and that is officially approved as the
methods for performing certain routine or repetitive tasks.
Statement of Work (SOW) ~ A document that specifies how laboratories analyze samples under a
particular Contract Laboratory Program (CLP) analytical program.
Superfund ~ The program operated under the legislative authority of the Comprehensive Environmental
Response, Compensation, and Liability Act (CERCLA) and Superfund Amendments and Reauthorization
Act (SARA), that funds and carries out EPA removal and remedial activities at hazardous waste sites.
These activities include establishing the National Priorities List (NPL), investigating sites for inclusion on
the list, determining their priority, and conducting and/or supervising cleanup and other remedial actions.
Superfund Amendments and Reauthorization Act (SARA) ~ The 1986 amendment to the
Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA).
Traffic Report/Chain of Custody (TR/COC) Record ~ A record that is functionally similar to a
packing slip that accompanies a shipment of goods. Used as physical evidence of sample custody and
functions as a permanent record for each sample collected.
Trip Blank ~ A sample used to check for contamination during sample handling and shipment from field
to laboratory. Also see Field Blank.
Volatile Organic Analyte (VOA) ~ A compound amenable to analysis by the purge-and-trap technique.
Used synonymously with the term purgeable compound.
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