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Office of Superfund Remediation and Technology innovation (OSRTI)
United States Environmental Protection Agency (EPA)
Washington, DC 20460
OLEM 9240.0-51
USEPA 540-R-20-005
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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 Sampling Process 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 5
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 Analytical Services Request 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 9
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 11
2.11 Exiting the Site 12
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 14
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 16
4.3 CLP TR/COC Records 17
4.4 Chain of Custody Seals 17
4.5 Sample Labels 17
4.6 Sample Weight Logs 18
5.0 THE SCRIBE DOCUMENTATION SOFTWARE TOOL 19
5.1 Setting Up a Sampling Event in Scribe 19
5.1.1 Set Up Project 19
5.1.2 Create Analysis Types 20
5.1.3 Set Default Sample Number Information 20
5.1.4 Indicate Modified Analysis (MA) on Scribe COC Records 20
5.1.5 Using Scribe for Mixed-matrix Samples 20
5.2 Scribe CLP Analysis Codes 21
6.0 CLP SAMPLE CONTAINERS 25
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7.0 CLP SAMPLE COLLECTION 27
7.1 Requesting the Scheduling of the Laboratory 27
7.2 Preparing for the Shipping of Samples 27
7.2.1 Procure Shipping Supplies 27
7.2.2 Laboratory Assignment Notification 28
7.2.3 Verify Laboratory Shipping Information 28
7.2.4 Obtain Shipping Company Information 28
7.2.5 Prepare Sample Container Return Documentation 28
7.3 Collecting Samples 29
7.3.1 Field QC Samples 31
7.3.2 Laboratory QC Samples 31
7.4 Recording Samples 32
7.4.1 Hardcopy Recording 32
7.5 Meeting Volume, Preservation, and Holding Time Requirements 32
7.5.1 Collect Required Sample Volumes 33
7.5.2 Preserve Samples 33
7.5.3 Ship Samples within Holding Times 33
7.6 Completing the Documentation 34
7.6.1 Record and Label the Samples 35
7.6.2 Complete the COC Records in Scribe 36
7.6.3 Making Manual Edits to Printed Scribe COC Records 37
7.6.4 Complete and Attach Custody Seals 40
7.7 Providing a Sample Receipt 41
8.0 CLP SAMPLE TRANSPORTATION AND SHIPPING 43
8.1 Providing Shipment Notification 43
8.2 Packing and Shipping Samples 43
8.2.1 Inventory of Samples and Documentation 44
8.2.2 Shipping Regulations 44
8.2.3 Shipping Temperature 45
8.2.4 Pack Shipping Containers 45
8.2.5 Include Required Paperwork 46
8.2.6 Label and Seal Sample Shipping Containers 47
8.2.7 Overnight Delivery 47
8.2.8 Saturday Delivery 47
8.2.9 Shipment Notification 47
8.2.10 Uploading the Electronic COC 48
8.2.11 Return of Sample Shipping Containers 49
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 GENERAL CLP SAMPLE COLLECTION GUIDELINES FOR AQUEOUS VOA
SAMPLES B-l
APPENDIX C CLP SAMPLE COLLECTION GUIDELINES FOR SOIL VOA SAMPLES BY SW-846
METHOD 5035A, TCLP EXTRACTION BY EPA METHOD SW-846 METHOD 1311,
AND SPLP EXTRACTION BY EPA SW-846 METHOD 1312 C-l
APPENDIX D CLP SAMPLE COLLECTION REQUIREMENTS BY ANALYSIS TYPE D-l
APPENDIX E SAMPLING TECHNIQUES AND CONSIDERATIONS E-l
APPENDIX F INTERNATIONAL SHIPPING F-l
APPENDIX G SAMPLING CHECKLISTS G-l
APPENDIX H GLOSSARY H-l
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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 Documentation Tracking 15
Table 4-2. CLP Sample Number Letter Codes 16
Table 5-1. Scribe CLP Analysis Codes 21
Table 7-1. Sample Types and CLP Submission Requirements 29
Table 7-2. Completing and Attaching a Custody Seal 40
Table 8-1. Packing Samples for Shipment 45
Table 9-1. Resources for Samplers 51
Table A-1. QAPP Requirements A-l
Table D-1. Sample Collection Requirements for CLP Organics [Volatile Organic Analytes (VOAs)
Only] D-1
Table D-2. Sample Collection Requirements for CLP Organics [Semivolatile Organic Analytes (SVOAs),
Pesticides, and Aroclors] D-3
Table D-3. Sample Collection Requirements for CLP Inorganics D-6
Table D-4. Sample Collection Requirements for CLP Chlorinated Dibenzo-p-Dioxins/Chlorinated
Dibenzofurans (CDDs/CDFs) and Chlorinated Biphenyl Congeners (CBCs) D-9
Table E-1. Mixing a Sample and Filling Sample Containers E-3
Table G-1. Personnel Preparation Checklist G-l
Table G-2. General Sample Collection Checklist G-3
Table G-3. Completing Field Logbook Checklist G-4
Table G-4. Completing Handwritten Sample Labels Checklist G-5
Table G-5. Completing Handwritten Custody Seals Checklists G-6
Table G-6. Packing Sample Container Checklist G-7
Table G-7. Packing Shipping Container Checklist G-8
Table G-8. Shipping & Reporting CLP Samples Checklist G-10
LIST OF FIGURES
Figure 4-1. Scribe Sample Weight Log 18
Figure 5-1. Scribe Mixed-Matrix Samples 21
Figure 7-1. Packaged Sample with Identification and Chain of Custody Documentation (Excluding
TR/COC Record) 35
Figure 7-2. COC Details Pop-up Window 36
Figure 7-3. Scribe Chain of Custody Record (Laboratory Copy) 38
Figure 7-4. Scribe Chain of Custody Record (Region Copy) 39
Figure 7-5. Custody Seal 40
Figure 7-6. Sample Receipt Created Using the Scribe Software 41
Figure 8-1. Sample Shipping Container with Attached TR/COC Record, PE Sample Instructions (if
applicable), and Container Return Documentation 46
Figure 8-2. Shipping Container with Custody Seals 47
Figure F-1. Commercial Invoice Template F-3
Figure F-2. International Shipping Form (1 of 3) F-7
Figure F-3. International Shipping Form (2 of 3) F-8
Figure F-4. International Shipping Form (3 of 3) F-9
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ARO
ASB
BTEX
CBC
CDD
CDF
CERCLA
CLP
CLPSS
COC
CRQL
CVAA
CWA
DMC
DOT
DQO
EPA
ERT
ET
FSP
GC/MS
GPS
HAZWOPER
HASP
HCN
HTML
IATA
IC
ICP-AES
ICP-MS
MA
MS
MSD
NIOSH
NPL
OLEM
OSC
OSIIA
OSRTI
PCBs
PE
PHMSA
PPb
PPE
LIST OF ACRONYMS
Aroclor
Analytical Services Branch
Benzene, Toluene, Ethylbenzene, and Xylene
Chlorinated Biphenyl Congener
Chlorinated Dibenzo-p-dioxins
Chlorinated Dibenzofurans
Comprehensive Environmental Response, Compensation, and
Liability Act
Contract Laboratory Program
Contract Laboratory Program Support System
Chain of Custody
Contract Required Quantitation Limit
Cold Vapor Atomic Absorption
Clean Water Act
Deuterated Monitoring Compound
Department of Transportation
Data Quality Objectives
United States Environmental Protection Agency
Environmental Response Team (EPA)
Eastern Time
Field Sampling Plan
Gas Chromatograph/Mass Spectrometer or Gas
Chromatography/Mass Spectrometry
Global Positioning System
Hazardous Waste Operations and Emergency Response
Health and Safety Plan
Hydrocyanic Acid
Hypertext Markup Language
International Air Transport Association
Ion Chromatography
Inductively Coupled Plasma - Atomic Emission Spectroscopy
Inductively Coupled Plasma - Mass Spectrometry
Modified Analysis
Matrix Spike
Matrix Spike Duplicate
National Institute for Occupational Safety and Health
National Priorities List
Office of Land and Emergency Management
On-scene/On-site Coordinator
Occupational Safety and Health Administration
Office of Superfund Remediation and Technology Innovation
Polychlorinated Biphenyls
Performance Evaluation
Pipeline and Hazardous Materials Safety Administration
Parts-Per-Billion (e.g., ng/L or ng/kg)
Personal Protective Equipment
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PPm
Parts-Per-Million (e.g., mg/L or mg/kg)
ppt
Parts-Per-Trillion (e.g., ng/L orng/kg)
PRP
Potentially Responsible Party
PTFE
Polytetrafluoroethylene
PVC
Polyvinyl Chloride
QA
Quality Assurance
QAPP
Quality Assurance Project Plan
QATS
Quality Assurance Technical Support
QC
Quality Control
RPM
Remedial Project Manager
RSCC
Regional Sample Control Coordinator
SAM
Site Assessment Manager
SAP
Sampling and Analysis Plan
SARA
Superfund Amendments and Reauthorization Act
SDG
Sample Delivery Group
SIM
Selected Ion Monitoring
SMC
System Monitoring Compound
SMO
Sample Management Office
SOP
Standard Operating Procedure
SOW
Statement of Work
SPLP
Synthetic Precipitation Leaching Procedure
SPP
Site Project Plan
SVOA
Semivolatile Organic Analyte
TCLP
Toxicity Characteristic Leaching Procedure
TIFSD
Technology Innovation and Field Services Division
TOC
Total Organic Carbon
TR/COC
Traffic Report/Chain of Custody
UN
United Nations
UPS
United Parcel Service
USCG
United States Coast Guard
USD A
United States Department of Agriculture
VOA
Volatile Organic Analyte
XML
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 U.S. 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 Sample Documentation, lists the types of documentation used to track 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 appendices 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, General CLP Sample Collection Guidelines for Aqueous VOA Samples,
provides guidelines for Volatile Organic Analyte (VOA) water samples.
Appendix C, CLP Sample Collection Guidelines for Soil VOA Samples by SW-846 Method
5035A, TCLP Extraction by EPA SW-846 Method 1311, and SPLP Extraction by EPA SW-
846 Method 1312 provides guidelines for VOA soil samples.
Appendix D, CLP Sample Collection Requirements by Analysis Type, contains the sample
collection requirements by SOW.
Appendix E, Sampling Techniques and Considerations, recommends sampling techniques.
Appendix F, International Shipping, contains information regarding shipping samples to
laboratories outside the United States.
Appendix G, Sampling Checklists, contains checklists used to help the sampler ensure that all
necessary steps are completed.
Appendix H, Glossary, provides definitions for terms used in this document.
If the field sampling team is planning to use the CLP, they should use this Guide to develop the
Site Project Plan (SPP), QAPP, and Field Sampling Plan (FSP) documents.
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CLP Sampler's Guide
Overview
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) of the Technology Innovation
and Field Services Division (TIFSD) within the Office of Superfund Remediation and Technology
Innovation (OSRTI) under the Office of Land and Emergency Management (OLEM).
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, other EPA Headquarters programs, State and Tribal governments, and
other Federal agencies.
1 nts within the CLP Sampling Process
In coordinating Superfund sampling efforts, ASB is supported by the Sample Management Office
(SMO) contractor, 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
Responsibilities
Analytical Services Branch (ASB)
ASB directs the CLP within the TIFSD of the OSRTI in the OLEM.
ASB's responsibilities include:
Development of the 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 Quality Assurance Technical
Support (QATS) contracts
National administration, evaluation, and management of the
CLP
Direction of CLP Quality Assurance (QA) activities in
coordination with overall OLEM QA activities
To obtain the most current ASB contact list, refer to the following
website: https://www.epa.gov/clp/forms/contact-us-about-
superfund-analytical-services-or-contract-laboratory-program#tab-2
CLP Sample Management Office (SMO)
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
Table 1-1. (Continued) Participants in the CLP Sampling Process
Participants
Responsibilities
CLP Contract Laboratories
The contractor-operated laboratories within the CLP provide
analytical services for the separation, detection, and quantitation
of the CLP's target analytes.
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 Support
Contractors support the development of Scribe training webinars
and on-site training.
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 request analytical
services and receive laboratory assignments. 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 website:
https://www.epa.gov/clp/forms/contact-us-about-superfund-
analytical-services-or-contract-laboratory-program#tab-3
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 event at the site. It includes such personnel
as the sampling team, QA personnel, OSC, SAM, and 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 and Analysis Plans (SAPs) prepared
by sampling teams and oversee 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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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 and 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). EPA personnel shall also
follow the procedures in CIO 2105-P-02.0 (EPA OA Field Activities Procedures).
2.1.1 Follow the Required Sampling Procedures
It is imperative that samplers be aware of the minimum Contract Laboratory Program (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 resampling.
Failure to follow proper sampling and shipping procedures could result in samples that are
contaminated, in broken containers, mislabeled, lost during shipping, compromised due to
improper preservation, 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.
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
samplers must collect samples according to strict sampling procedures, plans, and guidelines. Hie
Chain of Custody (COC) Records must be generated and the sample COC maintained. EPA and
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CLP Sampler's Guide
many other Federal agencies use data resulting from analytical testing of samples for the
following activities:
Site Characterization
Source Evaluation
Identification of Potentially Responsible Parties (PRPs)
Remedial Design
Assessment of response and remedial priorities
Remedial Action
Remedial Investigation/Feasibility Studies
Assessment of risk to human health and the environment
Determination of appropriate cleanup actions
Determination of cleanup achievements
2.1.3 Field Operation Records
Samplers must 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 each activity performed in
the field
Samplers must refer to their project plans for Region-specific field operations record
requirements. These records are an important tool because they are considered a part of the
official project file when legal issues arise.
2.1.4 Comply res
Care must be taken to maintain the safety of personnel collecting and handling CLP samples. If
sampling requires digging in soil, utility lines (gas, oil, cable, etc.) must be marked to prevent
injury or utility outage. Samples must be handled, packed, and shipped in accordance with all
applicable Federal [Occupational 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 llunicipal Permits, Licenses, and Clearances
Before starting a sampling event, samplers must obtain the proper municipal permits, access to
the property, and any government clearances, if required. Samplers must also contact any
appropriate utility companies to ascertain where any underground pipes, cables, etc., may be
located.
2.2.1 Request A unty, 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
collection such as drilling or excavation. For example, drilling on a military base requires pre-
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CLP Sampler's Guide
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
Samplers 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 must 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:
https://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 Analytical Services Request
To prepare for the sampling event, the samplers should review the "Analytical Services Request Regional
Notification" for samples from the CLP. This information may be in the form of the "Analytical Services
Request Regional Notification" obtained from the Sample Management Office (SMO) Contract
Laboratory Program Support System (CLPSS) Portal, supplied by the Regional Sample Control
Coordinator (RSCC), or in other forms of communication from the Region. Information for Modified
Analyses may also be obtained from the SMO CLPSS Portal. Field team leaders should contact their
RSCC, Remedial Project Manager (RPM), or On-Site Coordinator (OSC) to review this information prior
to going into the field, and ensure that this information matches information in the Site Project Plan
(SPP), SAP, and/or QAPP. An extensible Markup Language (XML) file is provided as part of the
laboratory assignment from the SMO CLPSS Portal which can be used for uploading site information into
Scribe.
Review the following sources of information for planning:
Sample information: Provides the number of samples requested, the sample matrix, the
analysis types, and if Preliminary Results are required. This information is 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: Establishes the time frame during which the samples are to be shipped to
the laboratory/laboratories. This helps determine when sampling should occur.
Laboratory information: Specifies where the samples will be shipped.
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CLP Sampler's Guide
2.3.1 Review Sample Request
Review the "Analytical Services Request Notification" and other Regional communication for the
following information:
The sample request determines some of the preparatory activities for the sampling event.
Review and evaluate the sample request to determine the number and types of samples to be
collected.
Review the required sample collection method(s).
Review decontamination procedures necessary for site.
Make note of sample holding times and conditions.
Determine Performance Evaluation (PE) and Quality Control (QC) sample requirements.
Determine whether shipping container 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. that may
be integrated 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
Location of and directions to the nearest Emergency Room or hospital
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 SAP or the Field Sampling Plan (FSP).
Refer to Appendix A for more information on QAPP sampling requirements.
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CLP Sampler's Guide
2.5 Assemble Sampling Materials
Samplers should prepare for a sampling project by assembling the appropriate sampling materials
(equipment, supplies, sample containers, packing materials, and shipping materials). The
equipment and supplies must be properly cleaned, calibrated, and tested as necessary to meet the
needs of the sampling project prior to sampling.
2.5.1 Equipment and Supplies
Samplers should review the project plans to determine the equipment necessary for sample
collection.
The following should be obtained prior to a sampling event:
Sample containers
Shipping containers
Packing material
Reagent water for decontamination and for preparation of field/equipment blanks
Access to the Scribe software for creating sample labels, stickers, Traffic Report/COC
(TR/COC) Records, and Region-specific Scribe templates
Custody seals
Sampling equipment such as bowls, augers, pumps, etc.
. PPE
Internet access (either at the time of sampling or soon after the samples are shipped)
The QAPP, the SAP, or the CLP Statement of Work (SOW) may also require field samplers to
provide the following:
Shipping container temperature blanks
Trip blanks for Volatile Organic Analyte (VOA) analysis
Preservation supplies (e.g., ice or acid)
Specially prepared sample vials or bottles (e.g., VOA or hexavalent chromium)
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. It is a recommended
practice as it affords 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 that everyone understands their tasks before actually going out into the field. Sampling
project managers should provide the readiness review or dry run dates and schedules to samplers
so that they can prepare accordingly.
Assess is of the Site and tl
Samplers should consider taking the following actions prior to starting a sampling event:
~ Communicate personnel roles and lines of authority.
~ Verify that HAZWOPER training is up to date for all field staff as required.
~ Ensure that permission has been granted to enter the site and collect samples.
~ Confirm that utility work has been completed (if required).
~ Review local weather forecast to be aware of possible dangerous weather conditions. Ensure
that sampling staff are prepared for weather conditions.
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CLP Sampler's Guide
~ If the sampling location is inaccessible, contact the appropriate field or Regional personnel
for instructions.
~ Verify that the correct sampling equipment is on site.
~ Ensure that personal safety measures are in place.
~ Ensure that a site HASP is in place and includes procedures for emergency medical treatment
and first aid, evacuation procedures, emergency contacts, and location of emergency medical
facilities.
~ Identify and mark the sampling location with buoys, flags, or stakes according to the
sampling plans, maps, and grids.
~ 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 containers during shipping.
2.8 Mitroi II
The sampling team is responsible for implementing the necessary site control measures during the
sampling event, which may include the following:
~ Maintaining a log of authorized personnel entering the site.
~ Preventing unauthorized persons from entering the site.
~ Ensuring that any decontamination equipment or procedures to prevent sample cross-
contamination required in the QAPP and/or FSP are in place and carried out.
2.9 I Logbook
Samplers must maintain a field logbook that documents the field activities. The information in the
field logbooks may be used as evidence in court. The field logbook should meet the following
criteria:
~ Use waterproof ink to record all entries.
~ Record the date and time of all entries, and the name of the person recording the information.
~ Correct all errors by drawing a line through the error, initialing and dating the error, and then
adding the correct information.
~ Document sampling project information such as:
Project name, Project ID, and location
Names of samplers
Geological observations, including maps and Global Positioning System (GPS)
information
Atmospheric conditions
Field measurements
Sampling dates, times, locations, and sample location coordinates
~ Record sampling activity information such as:
Sampling dates and times
Name(s) of person(s) recording the information
Sample identifications
Sample matrices
Sample descriptions (e.g., odors and/or colors)
Number of samples collected
Sampling methods/equipment
~ Record any and all deviations from the sampling plan.
~ Record any and all difficulties in sampling and/or any unusual circumstances.
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CLP Sampler's Guide
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 steps that can be taken to avoid common sampling errors.
Document samples correctly:
~ Use the CLP Sample Number and SMO CLPSS Portal-generated CLP Case Number
correctly (sample number on each sample).
~ Submit the signed TR/COC Record with the sample(s).
~ Ensure that the TR/COC Record and the sample container information match each other and
are accurate.
~ Accurately and legibly complete and attach a custody seal to each shipping container. The
project QAPP may also require 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:
~ 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 (MSD), and
laboratory Duplicate.
~ Ensure that required preservatives have been added to samples.
Ship samples correctly:
~ Pack bottles and containers to prevent breaking or spilling during shipping.
~ 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 < 6ฐC,
but not frozen, and include a sealed container of water to be used as a temperature blank.
~ Verify that the TR/COC Records have been included prior to sealing the shipping container.
~ Verify that custody seals are attached to the shipping containers.
~ Ensure that the shipping containers are labeled with the designated laboratory address.
~ Include shipping information for United States Department of Agriculture (USDA)
Quarantine samples if applicable.
~ If samples are to be shipped internationally, assemble the required additional paperwork or
customs authorizations. Refer to Appendix F, International Shipping, for additional
information.
~ Upload the electronic TR/COC Record as soon as possible after shipping.
Communicate effectively:
~ It is extremely important that all parties involved in a sampling event remain in contact
during the sampling process.
~ The key elements of communication for a sampling event include the relationship between
the RSCC, SMO, the samplers in the field, and the laboratories that will be accepting the
samples.
~ In instances where there are any changes to the sampling event due to a cancellation or an
increase or decrease in the number of samples to be shipped, the sampler should contact the
RSCC as soon as possible. The RSCC will work with SMO to resolve any potential capacity,
availability, or overbooking issues with the CLP laboratories.
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CLP Sampler's Guide
The following activities should be performed before leaving the sampling site:
~ Ensure that all equipment has been collected and removed.
~ Follow Regional guidance regarding decontamination and doffing of PPE, if used.
~ Follow Regional guidance for waste removal and disposal.
~ Ensure that all sampling personnel have cleared the site.
~ If sampling on private property, provide a sample receipt to the property owner for all
samples collected and removed from the site.
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3.0 CLP STATEMENTS OF WORK.
CLP Sampler's Guide
The overall requirements for sample collection, analysis, and handling under the Contract
Laboratory Program (CLP) are described in the CLP Statements of Work (SOWs).
The CLP SOWs are available on the U.S. Environmental Protection Agency (EPA) website at:
https://www.epa.gov/clp/superfund-clp-analytical-statements-work-sows. Table 3-1 lists the CLP SOWs.
Table 3-1. CLP Statements of Work
Statement of Work
Analysis Types
Matrix Types
High Resolution
Chlorinated Dibenzo-p-Dioxins (CDDs)
and Chlorinated Dibenzofurans (CDFs)
Chlorinated Biphenyl Congeners (CBCs)
Soil, sediment, biosolids, oil,
sludge, ash, tissue, water, and
wipe
Organic/Inorganic
Trace Volatile Organic Analytes (Trace
VOAs)
Trace VOAs Selected Ion Monitoring
(SIM)
Volatile Organic Analytes (VOAs)
Semivolatile Organic Analytes (SVOAs)
SVOAs SIM
Pesticides
Aroclors
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
Anions by Ion Chromatography (IC)*
Hexavalent Chromium by IC*
Total Organic Carbon (TOC)*
Soil, sediment, water, Toxicity
Characteristic Leaching
Procedure (TCLP)/ Synthetic
Precipitation Leaching
Procedure (SPLP) leachate ,
waste, and wipe
*Anions, Hexavalent Chromium, and TOC will be available by Modified Analysis (MA).
A CLP sample is defined as a discrete portion of material to be analyzed from one location for
each individual or set of analyses.
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
for one laboratory
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CLP Sampler's Guide
3.2.1 Mixed-matrix Samples
In some instances, a mixed-matrix sample which contains either a supernate (for a sediment/soil
sample) or a precipitate (for a water sample) may be collected. The decisions made with regard to
the different matrices in such samples can have profound impacts on data usability. In this event,
samplers should consult their sampling plans and/or discuss the required procedures with the
Remedial Project Manager (RPM), On-Site Coordinator (OSC), 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, direction should be provided
to the receiving laboratory to separate the layers under controlled conditions. 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 ABC 124 and ABC 125 for Sample ID ABC 123), along
with notes in the field sample log and in the Special Instructions section of the Chain of Custody
(COC) Record, indicating that the sample IDs are derived or related to the same sample. Refer to
Section 5.1.5, 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
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 logbooks).
3.3 CLP Analyses
CLP analysis is generally used for Superfund sites and includes the target analytes. The matrices
can be water, leachates derived from the TCLP or SPLP, soil, sediment, waste, wipe, or tissue
(non-human) for high resolution analyses. Additional matrices requested under Modified
Analysis (MA) for inorganics and organics may include oil, sludge, ash, construction waste,
biosolids, or tissue (non-human).
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4.0 CLP SAMPLE DOCUMENTATION
CLP Sampler's Guide
The U.S. Environmental Protection Agency (EPA) Contract
Laboratory Program (CLP) is required to produce accurate
and legally defensible data. Therefore, in order to produce
legally defensible data, control of the samples must be
maintained to ensure that the samples accurately represent
the site and location from which they were collected. Sample
documents are tools that allow EPA to maintain the chain of
custody of the samples from collection, through shipping, to
analysis. The documentation 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 CLP sample documentation.
Table 4-1. CLP Sample Documentation Tracking
Type
Source
Purpose
CLP Sample Number
Assigned by sampling
software (Scribe);
ranges are supplied by
the Regional Sample
Control Coordinator
(RSCC)
Identifies sample data. Associates the
sample to the sample data.
CLP Case Number
Generated by the
Sample Management
Office (SMO) Contract
Laboratory Program
Support System
(CLPSS) Portal
Identifies groups of samples collected
during a single sampling event.
Traffic Report/Chain of Custody
(TR/COC) Record
Created in Scribe
Tracks chain of custody of the sample and
sample data.
Custody seals
Supplied by the RSCC
or field sampling team
Maintains sample integrity; may indicate
sample tampering or contamination if
broken.
Sample labels
Created in Scribe
Affixed to the sample container to identify
an individual sample.
Field operations records (as
necessary)
Created and maintained
by sampling team
Maintains a record of activities at the site.
Shipping container label (to the
laboratory)
Carrier standard form
Used by the carrier to ship the samples to
the laboratory.
Shipping container return label
(return from the laboratory)
Carrier standard form
Used by the carrier to have the laboratory
return the container to the Region.
The documentation required by a Region for a sampling event is outlined in project plans such as
the QAPP, Sampling and Analysis Plan (SAP), and Field Sampling Plan (FSP).
EPA recommends that a dedicated field team member be responsible for all sample
documentation steps, including reviewing laboratory scheduling information, creating
sample labels and TR/COC Records 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.
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Under no circumstances should the site name or address 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 track samples throughout the sampling and analytical processes, and is
recorded on several types of sample and sample documentation (e.g., TR/COC Records and
sample labels).
Table 4-2. CLP Sample Number Letter Codes
Region
Letter Code
1
A
2
B
3
C
4
D
5
E
6
F
7
G
8
H
9
Y
10
J
According to the 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 and unique
CLP Sample Numbers. Samples for Toxicity Characteristic Leaching Procedure (TCLP) and
Synthetic Precipitation Leaching Procedure (SPLP) may also require separate CLP Sample
Numbers.
4.1.1 Requesting Sample Numbers
CLP Sample Numbers are created in Scribe with ranges supplied by the RSCC. The sampler
should request a range of sample IDs from the RSCC. Once the initial number is entered into
Scribe, the software will auto-generate the additional sample numbers required for the project. Do
not re-use CLP sample numbers, as this may create difficulties for Laboratory Information
Management Systems.
4.2 CLP Case Numbers
SMO CLPSS Portal-generated Case Numbers are used to track groups of samples from a
sampling event throughout the sampling and analytical processes, and are recorded on several
types of sample and sample documentation (e.g., TR/COC Records, sample labels). Samplers
should correctly assign the Case Number to the appropriate sample bottle or container. CLP Case
Numbers are obtained from the "Analytical Services Request Regional Notification" in the
Access Assignment Information task in the SMO CLPSS Portal. Samplers should correctly assign
the Case Number to the appropriate sample bottle or container.
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CLP Sampler's Guide
4.3 *ds
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, samplers must attach a
separate, signed TR/COC Record to each container shipped. The sampler should consider
TR/COC documentation needs when shipping directly from the site.
~ The TR/COC Record must document each sample within the shipping container.
~ The Carrier Name and Airbill Number should be on each COC.
~ Each TR/COC Record must be signed by the designated field sampler, documenting that
they have relinquished control of the samples.
~ TR/COC Records should be separated and shipped in the containers with the samples listed
on them. Attach the TR/COC Record to the inside of the lid of the shipping container.
Samples may not be shipped in a container without the corresponding TR/COC Record. This
practice maintains the chain of custody for all samples in case of incorrect shipment.
~ The electronic TR/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 shipping container, 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.
istody 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 container. In the event that a container 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.
~ 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).
~ The CLP does not provide custody seals. Custody seals should be obtained from the RSCC or
supplied by site personnel.
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.
~ Sample labels are affixed to each sample container as samples are collected in the field or
prior to going in the field.
~ 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.
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CLP Sampler's Guide
~ Sample labels 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.
~ Site information (e.g., address, site ID) should not be included on the sample label or
container.
~ Sample tags are NOT required by the CLP.
4.6
A sample weight log (Figure 4-1) identifies the tared, sample, and final weights per bottle for soil
samples for Volatile Organic Analyte (VOA) analysis. In order to support the SOW requirements
for VOAs, samplers should enter tared and final weights per bottle in the sample weight log.
Sample weight logs are mandatory for VOA soil samples.
Page 1 of 2
Sample Weight Log
Chain of Custody Work Sheet
Shipped to. XYZ
Sampled by: ABC
Case 99991
CLP Sample #
1 A0AA1
A0AA10
A0AA11
A0AA2
A0AA3
Matra
So*'
Soil
Soil
Sal
Soil
Analyses
CLP Volo.to.lcs
i CLP Volatiles
CLP Voiatiles
CLP Volatile*
CLP Voiatiles
Preservative
i None
t None
None
None
i None !
Tag
1003
1QG4
1005
1005
1007
Tared Weight
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CLP Sampler's Guide
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. Hie EPA recommends
that a dedicated member of the sampling
team be trained in the Scribe software, and
be responsible for all uses of Scribe
including the sample labels and the Traffic
Report/Chain of Custody (TR/COC)
Records at the sampling location. For
assistance with obtaining or using the Scribe software, contact the 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 website:
https://response.epa.gov/scribe. Scribe allows users to create one or more sampling projects, 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
Setting label size and printing labels
Selecting sample numbers to add to the chain of custody record
Printing chain of custody records
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 (OSC) website at
https://www.ertsupport.org/downloads.htm
5.1 Setting Up a 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 initial step when using Scribe is to set up the project as follows:
Access the Scribe New Project Wizard to set up the sampling project.
Enter the project Site Name, Site #, and Region # (required).
Enter additional project information, if available. The extensible Markup Language (XML)
file for the Case can be imported from the Sample Management Office (SMO) Contract
Laboratory Program Support System (CLPSS) Portal and will customize the analysis and lab
lists.
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CLP Sampler's Guide
5.1.2 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.
~ Use the Analyses table to display a list of all the analysis types available.
~ Only analyses with the Program Type of "CLP," such as "CLP ICP-AES Metals," or "CLP
Semivolatiles" should be selected for CLP Cases.
~ If the required analysis type is missing, it can be added manually using the Add button.
5.1.3 Set Default Sample Number Information
Set up the default values for sample number. This allows the samplers to let the system increment
sample numbers, rather than hand entering each one.
~ Select File-^Options->CLP/Tag Settings to display the CLP/Tag Settings window.
~ Enter the new default values and click OK.
5.1.4 Indicate Modified A ;ribe COC Records
When completing a TR/COC Record in Scribe, indicate an MA as follows:
~ Identify the samples that will be analyzed using (a) CLP MA(s) by creating a new analysis
within the Scribe Analyses table or at the time of entering the Analyses for the sample.
~ 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 the SMO assigns the Modification Reference Number 3001.0, the Scribe Analyses could
be named "CLP VOA by MA 3001.0.". The associated abbreviation for this analysis could be
"VOA MA"
5.1.5 Using Scribe for Mixed-matrix Samples
The Scribe LinkSampleNo field links the original sample to the split samples and numbers. Use
this field to link to the 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).
~ 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 Record, 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
is to be used for the solid phase.
An example of a Scribe COC Record with mixed-matrix samples is shown in Figure 5-1.
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CLP Sampler's Guide
Page 1 of 1
USEPA CLP COC (LAB COPY)
DateShipped: 6/29/2020
CarrierName: FedEx
Airbill No: 24335630942
CHAIN OF CUSTODY RECORD
No: 2-062920-122934-0001
Lab: ABC Special Lab
Lab Contact: Mr. John J. Chemist
Lab Phone: 555-111-2222
Sample Identifier
CLP
Sample No.
Matrix.1 Sam pier
Coll.
Method
Analysis/T umaround
(Days)
Tag/Preservative/Bottles
Location
Collection
Date/Time
For Lab Use
Only
SS-0018
Boooe
Soil/ Doe, J.
Grab
TCLP VOA( 10 Day)
1015 (lce4C) (1)
H003-R
03.-09,'2017 08:00
SS-0D19
B0DO7
Aqueous.' Doe,
J.
Grab
TCLP VOA( 10 Day)
1017 (HCI4C) (1)
H003-R
03'09.'2Q17 08:00
SS-0020
Boooa
Solid/ Doe, J.
Grab
TCLP VOA( 10 Day)
1016 (Ice 4C) (1)
H003-R
03/09/2017 08:00
Special Instructions: Sample Identifier SS-0018 is to be split between aqueous and solid. Use Sample Identifier 33-0019 for the
aqueous phase and Sample Identifier SS-0020 for the solid phase.
Shipment for Case Complete? N
Samples Transferred From Chain of Custody #
Analysis Key: TCLP VOA=CLP TCLP Volatiles
Items/Reason
Relinquished by (Signature and Organization}
Date/Time
Received by (Signature and Organization}
Dale/Time
Sample Condition Upon Receipt
Figure 5-1. Scribe Mixed-Matrix Samples
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
12 Toxic CBCs
CLP 209 Congeners
209 CBCs
CLP Dioxins/Furans
CDD/CDF
Inorganics
CLP Aluminum
Al
CLP Anions (F, CI, Br, S04, N03, N02, P04)
Anions
CLP Anions (F, CI, Br, S04)
Anions 28Day
CLP Anions (N03, N02, P04)
Anions 48Hour
CLP Antimony
Sb
CLP Arsenic
As
CLP Barium
Ba
CLP Beryllium
Be
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CLP Sampler's Guide
Table 5-1. (Continued) Scribe CLP Analysis Codes
Analysis Name
Abbreviation
CLP Cadmium
Cd
CLP Calcium
Ca
CLP Chromium
Cr
CLP Cobalt
Co
CLP Copper
Cu
CLP Cyanide
CN
CLP Hardness
Hardness
CLP Hexavalent Chromium
Cr+6
CLP ICP-AES Metals
ICP-AES
CLP ICP-MS Metals
ICP-MS
CLP Iron
Fe
CLP Lead
Pb
CLP Magnesium
Mg
CLP Manganese
Mn
CLP Mercury
Hg
CLP Nickel
Ni
CLP Potassium
K
CLP Selenium
Se
CLP Silver
Ag
CLP Sodium
Na
CLP SPLP Aluminum
SPLP Al
CLP SPLP Antimony
SPLP Sb
CLP SPLP Arsenic
SPLP As
CLP SPLP Barium
SPLP Ba
CLP SPLP Beryllium
SPLP Be
CLP SPLP Cadmium
SPLP Cd
CLP SPLP Calcium
SPLP Ca
CLP SPLP Chromium
SPLP Cr
CLP SPLP Cobalt
SPLP Co
CLP SPLP Copper
SPLP Cu
CLP SPLP Cyanide
SPLP CN
CLP SPLP ICP-AES Metals
SPLP ICP-AES
CLP SPLP Iron
SPLP Fe
CLP SPLP Lead
SPLP Pb
CLP SPLP Magnesium
SPLP Mg
CLP SPLP Manganese
SPLP Mn
CLP SPLP Mercury
SPLP Hg
CLP SPLP Nickel
SPLP Ni
CLP SPLP Potassium
SPLP K
CLP SPLP Selenium
SPLP Se
CLP SPLP Silver
SPLP Ag
CLP SPLP Sodium
SPLP Na
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CLP Sampler's Guide
Table 5-1. (Continued) Scribe CLP Analysis Codes
Analysis Name
Abbreviation
CLP SPLP Thallium
SPLP Tl
CLP SPLP Vanadium
SPLP V
CLP SPLP Zinc
SPLP Zn
CLP TCLP Arsenic
TCLP As
CLP TCLP Barium
TCLP Ba
CLP TCLP Cadmium
TCLP Cd
CLP TCLP Chromium
TCLP Cr
CLP TCLP ICP-AES Metals
TCLP ICP-AES
CLP TCLP Lead
TCLP Pb
CLP TCLP Mercury
TCLP Hg
CLP TCLP Selenium
TCLP Se
CLP TCLP Silver
TCLP Ag
CLP Thallium
Tl
CLP Total Organic Carbon Water
TOC Water
CLP Total Organic Carbon Soil
TOC Soil
CLP Vanadium
V
CLP Zinc
Zn
Organics
CLP PAH+PCP
PAH
CLP PAH+PCP by SIM
PAH SIM
CLP Semivolatiles
SVOA
CLP SPLP Semivolatiles
SPLP SVOA
CLP SPLP Volatiles
SPLP VOA
CLP TCLP Semivolatiles
TCLP SVOA
CLP TCLP Volatiles
TCLP VOA
CLP Trace Volatiles
TVOA
CLP Trace Volatiles by SIM
TVOA SIM
CLP Volatiles
VOA
Pesticides
CLP Pesticides
PEST
CLP SPLP Pesticides
SPLP PEST
CLP TCLP Pesticides
TCLP PEST
To avoid issues with interpretation, ensure that Total Metals and Dissolved Metals are
labeled with separate sample IDs.
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CLP Sampler's Guide
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6.0 CLP SAMPLE CONTAINERS
CLP Sampler's Guide
The analytical protocol(s) for sample analysis often requires the use of a specific type of sample
container. The type of container will also depend on the sample matrix.
It is recommended that samplers use borosilicate glass containers which are inert to most
materials when sampling for pesticides and/or other organics, and for Total Organic Carbon
(TOC). Borosilicate glass is also recommended for sampling soils for metals. Conventional
polyethylene is recommended when sampling for metals and anions in water 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 based on the specifications in the Quality Assurance Project Plan (QAPP). Certificates
must be kept on record. These containers must meet the U.S. Environmental Protection Agency
(EPA) container type specifications listed in Tables D-l through D-4 in Appendix D.
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.
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CLP Sampler's Guide
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7.0 CLP SAMPLE COLLECTION
CLP Sampler's Guide
Samplers should determine the types of
samples or aliquots to be collected, the
volume required for each aliquot, and the
preservation requirements by referring to the
Site Project Plan (SPP) and Contract
Laboratory Program (CLP) sample
requirements tables in Appendix D. The
following sections describe the types of
samples that may be required to be collected.
7.1 Requesting the Scheduling of
the Laboratory
Samplers 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.
If one or more Modified Analysis (MA) will be required, scheduling requests should be
submitted at least four weeks prior to the start of the sampling event to allow the solicitation
process to be completed.
Samplers should provide information regarding the number of samples, analyses, etc. and if
Saturday delivery is likely. If known, additional information regarding weekly shipping
frequency is helpful to include.
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.
Communication between the sampler, the RSCC (or designee), and the Sample Management
Office (SMO) is important as it ensures better availability of laboratory capacity.
If the 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 scheduled laboratory.
The Region should contact the Analytical Services Branch (ASB) in advance if it is suspected
that the samples may contain asbestos.
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 collected 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 obtain the appropriate shipping paperwork (e.g., shipping forms required by
the delivery service).
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CLP Sampler's Guide
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.
7.2.2 Laboratory Assignment Notification
Prior to beginning fieldwork, the samplers may either download an "Analytical Services Request
Regional Notification" file via the Access Assignment Information task in the SMO Contract
Laboratory Program Support Services (CLPSS) Portal, or obtain it from the RSCC.
The "Analytical Services Request Regional Notification" applies only to activities being
performed under the CLP Statements of Work (SOWs).
7.2.3 Verify Laboratory Shipping Information
Samplers should verify the laboratory contact information, including the following:
Laboratory name
Laboratory address
Contact name
Laboratory phone number
This information, which is provided on the "Analytical Services Request Regional Notification",
is used to complete both the Traffic Report/Chain of Custody (TR/COC) Records and shipping
paperwork such as address labels and airbills. This file may be accessed through the SMO CLPSS
Portal, or can be obtained from the RSCC prior to sampling.
7.2.4 Obtain Shipping Company Information
Samplers should also verify the 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. Also, see Appendix F, International Shipping.
7.2.5 Prepare Sample Container Return Documentation
CLP laboratories must routinely return sample shipping containers to the appropriate sampling
office within 14 calendar days following receipt of shipment from the sampler. To ensure that
empty sample shipping containers are returned to the appropriate sampling office, samplers must
complete the applicable container documentation and work with Regional personnel and
government agencies to provide a cost-effective mechanism for this process. The sampling
container return documentation should be prepared in advance and provided to samplers before
field activities begin.
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CLP Sampler's Guide
The sampler (not the CLP laboratory) is responsible for the cost of the return or disposal of
the container and should also include shipping airbills bearing the sampler's account
number, as well as a return address, to allow for container return.
To maintain consistency across shipping container transportation programs, samplers should
proceed as follows:
Minimize the use of multiple transportation carriers.
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 container.
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 has been notified of the transportation carrier being used.
Include the SMO CLPSS Portal-generated CLP Case Number on the return information.
7.3 Collecting Samples
The CLP requirements for sample volumes, preservation, and contractual holding times are
defined by the applicable CLP SOWs, and outlined in the tables in Appendix D.
Samplers should follow the sample collection requirements for analyses as provided in the
following tables in Appendix D:
Organic methods (Tables D-l and D-2)
Inorganic methods (Table D-3)
High Resolution methods for Dioxins/Furans and Chlorinated Biphenyl Congeners
(CBCs) (Table D-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
Purpose
Collection1
CLP Sample Number
Field Sample
To analyze for target
analytes of interest
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 and Analysis Plan (SAP).
Assign CLP Sample
Numbers to the sample.
Field Duplicate
To check
reproducibility of
laboratory and field
procedures
To indicate non-
homogeneity
Collect from areas that are known or
suspected to be contaminated.
Collect at the frequency specified in the
QAPP and SAP.
Assign two separate
(unique) CLP Sample
Numbers (i.e., one
number to the field
sample and one to the
duplicate). Submit single
blind to the laboratory.
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CLP Sampler's Guide
Table 7-1. (Continued) Sample Types and CLP Submission Requirements
Sample Type
Purpose
Collection1
CLP Sample Number
Field Blank
To check cross-
contamination during
sample collection,
preservation, and
shipment, as well as in
the laboratory
Also to check sample
containers and
preservatives
Collect for each group of samples of
similar matrix at the frequency specified in
the QAPP and SAP.
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.
Assign separate CLP
Sample Numbers to the
field blanks. Submit
single blind to the
laboratory.
Filter Blank
To check
contamination of
samples from filtering
procedure
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
demonstrated to be organic-free,
deionized or distilled for inorganics) and
collect into sample containers.
Assign separate CLP
Sample Numbers to the
filter blanks. Submit
single blind to the
laboratory.
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
SAP.
Ship together with
samples from the field to
the laboratory. A CLP
Sample Number is not
required.
Trip Blank
[Volatile
Organic
Analyte (VOA)
analysis Only]
To check
contamination of VOA
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 preservatives and
reagent water used for the corresponding
samples. 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 container used to ship VOA
samples.
Assign separate CLP
Sample Numbers to the
trip blanks. Submit single
blind to the laboratory.
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
pour rinse water into the sample
containers.
Assign separate CLP
Sample Numbers to the
equipment
blanks/rinsate. Submit
single blind to the
laboratory.
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CLP Sampler's Guide
Table 7-1. (Continued) Sample Types and CLP Submission Requirements
Sample Type
Purpose
Collection1
CLP Sample Number
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. MS/MSD
are optional per Regional direction.
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.
Matrix Spike
(MS) and
Laboratory
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. It is
recommended that MS and Duplicates be
collected in the first round of sampling and
included in the first shipment of samples
to the laboratory.
Assign the same CLP
Sample Number to the
field sample and extra
volume (if collected).
Identify the sample(s)
designated for MS 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.
Assign separate CLP
Sample Numbers to the
PE samples. Include PE
ampule numbers on the
TR/COC Record.
1 Consult Regional or Project Manager Guidance for field QC sample frequencies; laboratory QC sample frequencies are generally fixed in the
laboratory contracts or specified in analytical methods.
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 such samples:
MS (for organic and inorganic samples)
MSD (for organic samples only)
Duplicates (for inorganic samples only)
Samplers should observe the following guidelines when collecting laboratory QC samples:
~ Follow Regional guidance regarding the collection of laboratory QC samples.
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CLP Sampler's Guide
Regarding Gas Chromatography/Mass Spectrometry (GC/MS) organic analyses, a
Region may decide to reference Deuterated Monitoring Compounds (DMCs) rather than
MS/MSD for accuracy and precision.
Wipe samples do not require laboratory QC samples.
When laboratory QC is scheduled for CLP analyses, samplers should select one sample per
matrix per Sample Delivery Group (SDG). An SDG closes when 20 samples are received for
a Case or one week (3 days for 7-day turnaround samples) has elapsed, whichever comes
first. Designate MS/MSD for Pesticides, Aroclors, and GC/MS analyses as directed. For
GC/MS, MS/MSD are optional per Regional direction. Designate MS and laboratory
Duplicate for metals, mercury, cyanide, anions, hexavalent chromium, and Total Organic
Carbon (TOC). Samplers should not select a field blank or a PE Sample for laboratory QC.
Designated samples should be identified on the TR/COC Record; the sample(s) designated
for laboratory QC should be noted in "Sample Type" column.
QC samples should be shipped in the same container as the field samples when possible.
*
Field QC samples should not be designated as laboratory QC samples.
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:
Access the Scribe Sampling tab to select the type of sampling (Water Sampling,
Soil/Sediment Sampling, Wipe Sampling).
Enter the detailed information for the sample. Include laboratory analysis for each sample;
see tabs for sample details and for analysis.
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 for the CLP analysis codes.
For assistance while using the Scribe software, contact the Environmental Response Team (ERT)
Software Support Help Desk at 800-999-6990 from 9:00 AM - 5:00 PM ET. Refer to the
following website for information on the use and training of Scribe:
https://response.epa. gov/site/site_profile.aspx?site_id=ScribeGIS
7.4.1 Hardcopy Recording
In the event that Scribe is unavailable, samplers must have backup hardcopy Scribe TR/COC
Records. 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 Tables D-l through D-4 in Appendix D 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.
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CLP Sampler's Guide
7.5.1 Collect Required Sample Volumes
Samplers should 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. Questions regarding collecting lesser volumes than those listed in
Tables D-l through D-4 in Appendix D should be directed to ASB.
Refer to Appendix B for information regarding the collection of aqueous VOA samples. When
collecting samples for VOA in soils, samplers must use the SW-846 Method 5035A guidelines
included in Appendix C.
If tissue samples are homogenized or processed, 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 accurate results for the site. The sampler must chemically preserve some water samples
for certain analytes prior to shipping them to the laboratory.
Samplers should observe the following procedures:
Note any visible reaction between the sample and added chemical preservative in the field
record.
Preserve and immediately cool all organic, cyanide, hexavalent chromium, and anions
(nitrate, nitrite, orthophosphate, and sulfate) water samples to < 6ฐC, but not frozen, upon
collection.
Keep samples cooled until shipping (do not freeze water samples).
Preservation techniques vary among Regions, so samplers should obtain Region-specific
instructions and review the appropriate project plans and Standard Operating Procedures
(SOPs).
Refer to Appendix B 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.
The technical holding time is the maximum amount of time allowed between sample
collection and the completion of sample extraction and/or analysis.
The contractual holding time is the maximum amount of time that the CLP laboratory can
hold a 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 specified in the applicable CLP SOW.
Contractual holding times are generally set to be two days less than the technical holding
times to allow for sample packing and shipping.
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CLP Sampler's Guide
Samplers should ship samples to scheduled CLP laboratories as soon as possible after
collection.
Ship samples daily to CLP laboratories whenever possible.
Samples for certain anions (nitrate, nitrite, and orthophosphate) must ship the same day to
meet holding times.
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.
Uploading the electronic TR/COC Record is mandatory and should be performed as soon as
possible after shipping.
If samplers are shipping samples after 5:00 PM ET, they should notify the RSCC (or
designee) and SMO by 8:00 AM ET on the following business day. When making a Saturday
delivery, samplers should notify the RSCC (or designee) and SMO as soon as possible so
that SMO will receive the delivery information (including shipping airbill information) by 3:00
PM ET on the Friday prior to delivery. Uploading the electronic TR/COC Record to the SMO
CLPSS Portal sends a notification to SMO and to the laboratory that the samples have been
shipped.
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 or address appear on any documentation
being sent to the laboratory, unless the laboratory is a Regional EPA laboratory.
An example of a packaged sample is shown in Figure 7-1.
O
o
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November 2020
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CLP Sampler's Guide
Clear
Plastic Bag
Sample
Container
!<>
C TJ> r- po
* < m " b
ฃ* * P. -g
go (K wig.
Custody
Seal
Sample
Label
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 CLPSS Portal-generated CLP Case Number
Preservative used
Analysis
Additional information such as the location or the date/time of collection
Samplers should record and label the samples collected as follows:
Using Scribe, select the Sampling tab to select the type of matrix (e.g., Soil/Sediment, Water
Sampling).
Access the Scribe Sample Details page to enter the analysis method, CLP Sample Number,
and SMO CLPSS Portal-generated CLP Case Number for each sample.
Enter samples associated with an MA by using the MA analysis previously created in Scribe.
If the MA does not exist, refer to Section 5.1.2, Create Analysis Types, to create the analysis
type for the MA.
Print the sample label and place it on the sample container or bottle.
If handwriting a sample label, complete the 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 it and maintain legibility.
Avoid wrinkles in the tape and labels.
Sample tags are NOT required by the CLP.
Refer to Figure 7-1 for an example of sample label placement.
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CLP Sampler's Guide
Use the following guidelines for these special conditions:
Water samples collected for total metals and filtered metals analyses from the same
sampling location - must assign separate (unique) CLP Sample Numbers.
Tared VOA sample vials - must not attach labels to tared VOA sample vials.
7.6.2 Complete the COC Records in Scribe
Samplers should use the Scribe format for CLP projects. Complete the Scribe COC Record as
follows:
Access the Scribe COC Page
Select the Chain of Custody link under the Sample Management header. The Chain of
Custody page displays.
Create the COC Record
Click the Add a Chain of Custody button at the bottom of the page. The COC Details pop-
up window displays.
Enter the information for the COC, including selecting the CLP format (Inorganic, Organic,
or High Resolution).
Note: It is important that the correct COC Format is selected when the COC Record is
created. The user should choose the CLP format for the type of samples being submitted, as
shown in Figure 7-2.
COC #: 1-082014-100848-0003
COC Details
\
COC# |1 -082014-100848-0003 / COC Format
1 CLP Inorganics
Cooler 8 [ Contact Name
Project Code ^Contact Phone
CLP Inorganics
Case tt r Case Col^tete.
DAR # 1
CLP Organics
CLP Hiqh Resolutior^^
Figure 7-2. COC Details Pop-up Window
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
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 an MA.
Scribe generates a laboratory and a Regional copy of the COC Record (see Figures 7-3 and 7-
4).
Print the COC Record
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.
Print as many copies of the COC Record as is necessary.
Sign and submit original copies of the COC Record.
Sampler information, etc., is not added when creating the COC Record; it is added when
editing the sample itself.
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CLP Sampler's Guide
I Making Manual Edits to Printed Scribe COC Records
If a Scribe COC Record has been printed and deletions or edits need to be made, samplers must
use the following procedures:
~ If making a deletion, delete the incorrect information in Scribe, reprint the COC Record, and
discard the original.
~ If making an addition, enter the new information in Scribe, reprint the COC Record, and
discard the original.
~ If corrections occur after shipment, adhere to the Regional procedures and guidelines for
handling hardcopy COC Records.
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November 2020
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CLP Sampler's Guide
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Figure 7-3. Scribe Chain of Custody Record (Laboratory Copy)
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CLP Sampler's Guide
Page 1 of 1
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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
samplers after sample collection and placed on sample bottles or containers and/or shipping
containers (see Figure 7-5).
UNITED STATES
ฃป _ ENVIRONMENTAL PROTECTION AGENCY
OFFICIAL SAMPLE SEAL
SAMPLE NO.
SIGNATURE
PRINT NAME AND TITLE
Figure 7-5. Custody Seal
The custody seal documents the individual 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 their use from the RSCC. Note
that some Regions require the sampling team to provide their own custody seals.
Custody seals shall be placed in such a manner 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 the samplers.
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
Action
Important Notes
1
Record the CLP Sample Number.
The space for the CLP Sample Number does not
need to be completed on custody seals being
placed on the opening of a shipping container, only
on those being placed on the opening of sample
bottles or containers.
2
Record the month, day, and year of sample
collection.
3
Sign the seal in the signature field.
4
Print your name and title in the "Print Name and
Title" field.
5
Place the custody seal over the edge of the
sample bottle or container such that it will break if
tampered with.
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.
6
If possible, cover the custody seal with clear
plastic tape to protect it.
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.
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CLP Sampler's Guide
7.7 Providing a Sample Receipt
After samples have been collected on private property, the sampler should prepare a receipt for
these samples and provide it to the property owner. This step is especially important when
sampling on private property since the analytical results from these samples could be used during
future litigation, and the receipt will serve as proof 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 7-6.
Detailed instructions for generating a Sample Receipt Report are included in Exercise 9 - Section
K of the "V 3.10.1 Scribe Training Guide.PDF" which can be obtained from this download:
https://response.epa.gov/sites/ScribeGIS/files/Scribe%20V310%20Student%20Files.zip
1 of 1
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8.0 CLP SAMPLE TRANSPORTATION AND SHIPPING
The sampling organization is not only
responsible for the transportation and
shipping of the Contract Laboratory (CLP)
samples to the scheduled recipient laboratory
that will be performing the analysis, but it is
also responsible for complying with all
applicable packaging, labeling, and shipping
requirements. Samplers should 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 may require that samplers notify their Regional Sample Control Coordinator
(RSCC) (or designee) when samples are shipped, while other Regions may allow samplers to
contact the Sample Management Office (SMO) directly to provide shipping notification. It is
recommended that the electronic Chain of Custody (COC) Record be submitted through the
Contract Laboratory Program Support System (CLPSS) (aka "the SMO CLPSS Portal") as soon
as possible after shipping. Submitting the COC Record 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 should 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 received approval to directly notify SMO so that the Region is aware of any changes in the
final number and timing of samples delivered.
8.2 Packing and Shipping Samples
After collecting the samples, it is important that the samplers properly package them for shipment
and ensure that the samples are sent to the appropriate laboratory without delay. 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.
A single CLP sample may be contained in several different 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 Analyte (SVOA) 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 should be collected for that particular sample analysis.
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CLP Sampler's Guide
8.2.1 Inventory of Samples and Documentation
Samplers should inventory the contents of shipping containers against the corresponding Traffic
Report/Chain of Custody (TR/COC) Records when packing samples for shipment to laboratories.
Check for the following:
Ensure that the correct number of containers has been collected for each analysis of the
samples.
Confirm that the required Performance Evaluation (PE) and Quality Control (QC) samples
and temperature blanks are included in the shipment.
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 sample shipments comply
with all applicable shipping regulations. Verify that the following shipping regulations are
adhered to if any of the following conditions apply to the samples:
Note: Field Samplers are legally required to know sample characteristics before shipping.
Foreign soil movement - Follow U.S. Department of Agriculture (USDA) soil quarantine
and shipping requirements, providing soil permits or required soil import agreements to the
laboratory for completion.
Chlorinated Dibenzo-p-Dioxin (CDD) and Chlorinated Dibenzofuran (CDF) - Refer to
the High Resolution Superfund Method Statement of Work (SOW) for specific information
on the safety and handling requirements for samples potentially containing CDD/CDF.
Radiological - Samples suspected to be radioactive must be screened; follow the instructions
from the Analytical Services Branch (ASB) Program Manager. Radioactive/Radiological
samples are NOT accepted by the CLP.
Dry ice - If dry ice is used to ship tissue samples, follow DOT and IATA regulations. Refer
to the Code of Federal Regulations (49 CFR 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 C for
detailed shipping guidelines when using SW-846 Method 5035A to preserve and ship frozen
samples.
When shipping from remote locations, dry ice may be used with water ice for the purpose of
keeping the water ice from melting. Wrap the dry ice in newspaper and place above any
water ice. Never place dry ice in an air-tight container.
Access more transportation and shipping information using the following websites:
Dangerous goods regulations
f IATA website
htt p s: //www. iata.org/en/pro grams/cargo
DOT/Pipeline and Hazardous Materials Safety Administration (PHMSA)
https://www.phmsa.dot.gov/phmsa-regulations
The nature of the samples collected determines the type of shipping materials to be used.
Refer to the project plan to determine which type of shipping container should be used for each
type of sample collected during the sampling event.
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CLP Sampler's Guide
8.2.3 Ship iperature
Samples must be stored under conditions that maintain sample integrity.
Samples requiring cold preservation 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 requiring cold preservation cannot be shipped on the day of collection, the sample
temperature should be maintained at < 6ฐC, 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.
Table 8-1. Packing Samples for Shipment
Step
Action
Important Notes
1
Seal all drain holes in the shipping container,
both inside and out, to prevent leakage in the
event of sample breakage.
2
Check all lids/caps to make sure the samples are
tightly sealed and will not leak.
3
Wipe loose soil residue from containers.
4
Seal samples in a clear plastic bag.
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
Analyte (VOA) bottles. If packing coring tools used as
a transport device or tared VOA bottles, place them in
a clear plastic bag and affix the custody seal to the
outside of the bag.
5
Fully chill those samples that require chilling to
< 6ฐC (but not frozen) prior to placing in the
container with suitable packing materials.
6
It is recommended that samplers line shipping
containers with non-combustible, absorbent
packing material prior to placing samples in the
shipping container.
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.
7
Place samples in CLEAN, sealed, watertight
shipping containers (e.g., metal or hard plastic
coolers).
8
Conduct an inventory of the contents of the
shipping cooler/container against the
corresponding TR/COC Record(s).
9
Cover samples in double-bagged ice to prevent
water damage to packing materials.
Do NOT pour loose ice directly into the sample
container. The ice is used to maintain the
temperature of the samples in the shipping cooler.
10
It is recommended that a temperature blank be
included each shipping container in a location
which will allow for easy access by the laboratory
upon opening the shipping container.
The temperature blank is generally a 40 mL vial filled
with water and labeled "temperature blank" but does
not have a CLP Sample Number.
11
Ensure that the site name or other site-identifying
information does not appear on any
documentation being sent to the laboratory.
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CLP Sampler's Guide
Table 8-1. (Continued) Packing Samples for Shipment
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
the presence of methanol, the United Nations
(UN) identification number for methanol (UN
1230), and Limited Quantity.
VOA soil samples must be placed on their side prior to being placed on ice. Vials are placed
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 the samples freeze, the water will expand into the
flexible septum rather than breaking the vial.
8.2.5 Include Required Paperwork
Attach the necessary paperwork to the shipping cooler or 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).
Figure 8-1. Sample Shipping Container with Attached TR/COC Record, PE Sample Instructions (if
applicable), and Container 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 container
Shipping container return instructions and/or airbills
Contact the RSCC (or designee) for specific paperwork requirements.
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CLP Sampler's Guide
8.2.6 Label a iple Shipping Containers
After packing the samples in the shipping containers, samplers must carefully secure the top and
bottom of the containers with tape, place return address labels clearly on the outside of the
container, and attach the required chain of custody seals (Figure 8-2).
Use the following guidelines to label shipping containers:
~ When shipping more than one container to a laboratory, samplers should mark each container
as "1 of 2," "2 of 2,"etc.
~ An airbill, addressed to the Sample Custodian of the receiving laboratory, must be completed
for each container shipped. Samplers should receive the correct name, address, and telephone
number of the laboratory to which they must ship samples from the RSCC or the SMO
CLPSS Portal.
~ To avoid delays in analytical testing, it is critical that for samples associated with multiple
types of analyses the correct containers with the correct types of samples are sent to the
correct laboratory. For example, inorganic samples may be shipped to one laboratory for
analysis, while organic samples may need to be shipped to another laboratory.
~ Confirm 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 result in missed technical holding times or temperatures rising above the preservation limit,
which may destroy sample integrity or require the re-collection of samples for analysis.
8.2.8 Saturday Delivery
Samplers should notify the RSCC (or designee) and SMO as soon as possible when shipping
samples for Saturday delivery, so that the delivery information is received by 3:00 PM ET on the
Friday prior to delivery.
8.2.9 Shipment Notification
Samplers should upload shipment information to the SMO CLPSS Portal and report all sample
shipments to the RSCC (or designee) on the day shipping is completed. Under no circumstances
CUSTODY SEALS
v
Figure 8-2. Shipping Container with Custody Seals
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CLP Sampler's Guide
should the sampler contact the laboratory directly. If samplers are shipping samples after 5:00
PM ET, they should notify the RSCC (or designee) or SMO by 8:00 AM ET on the following
business day. Samplers should receive the name, phone number, and email address of the
appropriate SMO coordinator to notify from the Region/RSCC. Samplers should be aware if the
Region requires them to notify the RSCC (or designee) and SMO of sample shipment.
Samplers should provide the following information to the RSCC (or designee):
Name, phone number, and email address at which they can be reached (preferably closest on-
site phone number if still in the field)
SMO CLPSS Portal-generated Case Number
Number, matrix and analysis types of samples 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
Information for the next anticipated shipment
For Saturday delivery, samplers should notify the RSCC (or designee) and SMO as soon as
possible so that SMO will receive the delivery information (including shipping airbill
information) by 3:00 PM ET on the Friday prior to delivery. Uploading the electronic COC to
the SMO CLPSS Portal sends a notification to SMO and to the laboratory that the samples
have been shipped.
8.2.10 Uploading the Electronic COC
The electronic COC Record must be uploaded to the SMO CLPSS Portal as soon as possible after
sample shipment. The following is an overview of the steps used to upload the electronic COC
Record:
Using Scribe:
Under Sample Management, click on the 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 the date.
Click the Save button.
Using the SMO CLPSS Portal:
Select the Submit Chain of Custody task.
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 Record files using
Scribe and the SMO CLPSS Portal, refer to each system's user documentation.
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CLP Sampler's Guide
CLP laboratories must routinely return sample shipping containers within 14 calendar days
following shipment receipt. Therefore, the sampler should also include container return
instructions with each shipment. Note that the samplers (not the CLP laboratory) are responsible
for the costs of return or disposal of these containers and should include shipping airbills bearing
the sampler's account number, as well as a return address. Samplers should use the least
expensive return shipping option possible.
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9.0 SAMPLER RESOURCES
CLP Sampler's Guide
This Guidance document provides a
summary of the many resources used to
define and manage the sampling process.
Samplers may need to refer to the original
source documents or websites for further
information or clarification. The resources
cited herein are listed in this section.
9.1 List of Resources
Table 9-1 provides a list of the resources
available to samplers and referenced
throughout this Guidance document.
Table 9-1. Resources for Samplers
Resource
Location
U, S. Environmental Protection
Agency (EPA) Contract Laboratory
Program (CLP) Statements of Work
(SOWs)
https://www.epa.gov/clp/superfund-clp-analytical-statements-
work-sows
Scribe Software Support
https://ertsupport.org/scribe
Contract Laboratory Program
Support System (CLPSS)
https://smoclpss.com/uaa/login
EPA Environmental Response
Team (ERT) User Manual for Scribe
Contract Laboratory Program (CLP)
Sampling
http://www.epaosc.org/sites/ScribeGIS/fiies/Scribe%20CLP%20
User%20Guide.pdf
CLP Guidance Documents
https://www.epa.gov/clp/superfund-clp-analytical-services-
guidance-documents-documents
Department of Transportation (DOT)
Pipeline and Hazardous Materials
Safety Administration (PHMSA)
regulations
https://wvw.phmsa.dot.gov/phmsa-reguiations
Use of Dry Ice - Federal Regulations
(49CFR 173.217) classified dry ice
as Hazard Class 9 UN 1845
(Hazardous Material).
https://www.gpo.gov/fdsys/pkg/CFR-2004-titie49-vol2/xml/CFR-
2004-titie49-voi2~sec173-217.xm!
International Air Transport
Association (IATA) transportation
regulations
https://wvw.iata.org
United States Department of
Agriculture (USDA) Regulated
Organisms and Soil Permits
https://www.aphis.usda.gov/piant_health/permits/organism/soii/
Common Ground Alliance - marking
for underground utilities
https://cail811.com
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CLP Sampler's Guide
Table 9-1. (Continued) Resources for Samplers
Resource
Location
EPA Method SW-846 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.
https://www.epa.gov/sites/production/files/2015-
12/documents/3005a. pdf
Water Sampling Requirements of
Dissolved Metals determinations
Clean Water Act (CWA), ง136.3 Identification of test
procedures. Table II - Required Containers, Preservation
Techniques, and Holding Times
Footnote 7:
For dissolved metals, filter grab samples within 15 minutes of
collection and before adding preservatives. For a 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.
https://www.federalregister.gov/documents/2017/08/28/2017-
17271/clean-water-act-methods-update-rule-for-the-analysis-of-
effluent
EPA Method SW-846 5035A -
Closed-System Purge-and-Trap
Extraction for Volatile Organics in
Soil and Waste Samples
https://www.epa.gov/sites/production/files/2015-
12/documents/5035a_r1. pdf.
NIOSH/OSHA/USCG/EPA
Occupational Safety and Health
Guidance Manual for Hazardous
Waste Site Activities
https://www.osha.gov/Publications/complinks/OSHG-
HazWaste/4agency. html
The Roles of Project Managers and
Laboratories in Maintaining the
Representativeness of Incremental
and Composite Soil Samples,
EPA/OSWER 9200.1-117FS
https://www.clu-
in.org/download/char/RolesofPMsandLabsinSubsampling.pdf
9.2 Ifli alio ii
For additional information regarding the CLP or this Guidance document, refer to the Superfund
Analytical Services/Contract Laboratory Program website at: https://www.epa.gov/clp
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CLP Sampler's Guide
APPENDIX A FUNCTIONS WITHIN A SAMPLING PROJECT
The following table describes Quality Assurance Project Plan (QAPP) sampling requirements based on
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
Identifies the individuals or organizations participating in the project and
defines their specific roles and responsibilities.
Problem
Definition/Background
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.
Project/Task Description
Describes the activities 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.
Quality Objectives and Criteria
Describes the project quality objectives and measurement performance
criteria.
Special Training/Certification
Ensures that any specialized training required for modified field sampling
techniques, field analyses, laboratory analyses, or data validation should be
specified.
Documents and Records
Itemizes the information and records that must be included in the data
report package and specifies the desired reporting format for hardcopy
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)
Describes the experimental design or data collection design for the
project.
Classifies all measurements as critical or non-critical.
Sampling Methods
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 the actions to be taken when a failure in sampling occurs,
which party is responsible for corrective action, and how the effectiveness
of the corrective action shall be determined and documented.
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Table A-1. (Continued) QAPP Requirements
Functions Within a
Sampling Project
Elements of that Function
Sample Handling and Custody
Describes the requirements and provisions for sample handling and
custody in the field, transport, and laboratory, 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.
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 the actions to be taken 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
analyte sources and levels.
States or references the required control limits for each QC check and the
corrective action(s) 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 the calibration procedures to 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.
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Table A-1. (Continued) QAPP Requirements
Functions Within a
Sampling Project
Elements of that Function
Non-direct Measurements
Identifies all the 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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APPENDIX B GENERAL CLP SAMPLE COLLECTION
GUIDELINES FOR AQUEOUS VOA SAMPLES
Regional guidance and/or specific Project Plan requirements will supersede the guidelines
listed below.
Collect the following:
At least four 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 < 6ฐC, but not frozen, immediately after collection. DO NOT FREEZE THE SAMPLES.
Regular Samples 4 vials (40 mL filled to capacity with no headspace or air bubbles)
Regular Samples 4 vials for Sample (40 mL filled to capacity with no headspace or air bubbles)
Requiring Quality 2 vials for Matrix Spike (MS) (40 mL filled to capacity with no headspace or
Control (QC) Analysis air bubbles)
2 vials for Matrix Spike Duplicate (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 < 6ฐC, but not frozen, immediately after collection.
Regular Samples 4 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)
Test for Carbonates, Residual Chlorine, Oxidants, and Sulfides:
It is 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.
Volatile Organic Analyte (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-Preservecl 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).
3. Place the septum on the vial so that the PTFE side is in contact with the sample, and then firmly
tighten the cap.
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4. Gently flip the vial a few times to ensure that the sample is mixed with the acid preservative.
5. While holding the vial inverted, gently tap the sample to check for air bubbles (either in the body or
especially at the top of the inverted vial).
6. If air bubbles are present, discard the sample and select a new vial in which to collect a new
sample. Repeat Steps 1-5 above.
7. Do NOT mix or composite samples for VOAs.
8. Cool sample to a temperature of < 6ฐC, 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 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 inverted, gently tap the vial to check for air bubbles (either in the body or
especially at the top of the vial).
8. If an air bubble is present that is larger than ~6 mm (pea size), discard the sample and collect a new
sample using the same sample vial. Repeat Steps 1-7 above.
9. Check the re-collected sample for 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 without preservative. Note the absence of
preservative due to the impact on holding time.
10. Do NOT mix or composite samples for VOAs.
11. Cool sample to a temperature of < 6ฐC, 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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Things to Remember:
Samples should 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 < 6ฐC, but not frozen, until they are shipped to the laboratory.
If samples are not preserved (a requirement for certain analyses), the technical holding time is
shortened to 7 days.
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APPENDIX C CLP SAMPLE COLLECTION GUIDELINES FOR
SOIL VOA SAMPLES BY SW-846 METHOD
5035A, TCLP EXTRACTION BY EPA METHOD
SW-846 METHOD 1311, AND SPLP
EXTRACTION BY EPA SW-846 METHOD 1312
A. Preferred Options for the Contract Laboratory Program (CLP) are Options 1, 2, 3, and 4:
This analytical method employs sample vials that are filled and weighed in the field and never
opened during the analytical process. For this reason, sampling personnel should be equipped with a
portable balance capable of weighing to 0.0 lg.
Soil samples must be placed on their side prior to being frozen or placed on ice. Vials are
placed 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 the samples freeze, the water will 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 Analyte (VOA) Analysis 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)
Volatile Organic Analyte (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 11 Vials - Dry (5 g soil per vial)
Requiring Quality Control 1 Vial - Dry (filled with soil, no headspace)
(QC) Analysis
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 11 Vials with water added (5 g soil and 5 mL water per vial)
Requiring QC Analysis 1 Vial - Dry (filled with soil no headspace)
12 Total Vials (11 with water and 1 dry)
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Option 3.
Container - 5 g Samplers or equivalent and coring tool used as a transport device.
ซr
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 11 Samplers (5 g soil per Sampler)
Requiring QC Analysis 1 Vial - Dry (filled with soil no headspace)
12 Total (11 Samplers and 1 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 6 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 (NaHSO-O preservative (5 mL water + 1
g NaHSO-O - iced in the field.
Caution: This option is NOT a Preferred Option for the CLP because:
NaHS04 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. NaHS04 also cannot be used on carbonaceous soils.
Check the soil before using this method of collection! Soils can be checked by
placing a test sample in a clean vial, then adding several drops of NaHS04
solution. If the soil bubbles, use Option 5b and note this issue on the Traffic
Report/Chain of Custody (TR/COC) Record.
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Option 5a. Samples preserved in the field
Regular Samples 3 Vials with NaHS04 preservative added (5 g soil per vial)
1 Vial - Dry (filled with soil, no headspace)
4 Total Vials (3 with NaHS04 preservative and 1 without)
Regular Samples 6 Vials with NaHS04 preservative added (5 g soil per vial)
Requiring QC Analyses 2 Vials - Dry (filled with soil, no headspace)
8 Total Vials (6 with NaHSC>4 and 2 without)
Option 5b. Samples to be preserved by the laboratory (No NaHS04 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 Vials - 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 Limits (CRQLs) cannot be
achieved when samples are preserved in this manner. 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 (2 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)
If shipping samples that contain methanol as a preservative, a shipping label must be used
to indicate the presence of methanol. This label must also contain the United Nations (UN)
identification number for methanol (UN 1230), and indicate Limited Quantity. Refer to
http://vwvw.phmsa.dot.gov for additional information about the safe shipping of methanol.
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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:
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 when required by the Region.
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
Requiring QC Analyses
2 Glass Jars (4 oz.) filled with sample, no headspace
1 Vial - Dry (filled with soil, no headspace)
3 Total Containers
C. Caution:
1. Extreme care should 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:
Collect in a dry 40 mL VOA vial (or a 4 oz. wide mouth jar) with no headspace. No water,
NaHS04, or methanol is added to this sample. This sample is collected 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 < 6ฐC, but not frozen, immediately after collection.
2. Frozen means cooled to < -7ฐC immediately after collection.
3. Dry ice is not a long-term freezing agent and may contaminate samples.
F. Sample Delivery:
The CLP strongly recommends that all samples arrive at the laboratory by close of business the
next day following 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 may have 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 NaHS04 either:
In the field; or
The samplers must evaluate whether NaHS04 would be compatible with the sample prior
to requesting the laboratory to add it to the sample.
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3. Regional Quality Assurance Project Plans (QAPPs) may require the use of Option 6. Note that
this option is for medium-level analysis ONLY.
4. If water, methanol, or NaHS04 preservative is added to the vials in the field, a field blank
containing the appropriate preservative used in the vials should be sent to the laboratory for
analysis.
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APPENDIX D CLP SAMPLE COLLECTION REQUIREMENTS BY ANALYSIS TYPE
The following tables (D-l through D-4) specify the number of containers of each type necessary for each analysis based on the sampling methodology and QC
requirements.
Table D-1. Sample Collection Requirements for CLP Organics [Volatile Organic Analytes (VOAs) Only]
Sample
Type
Container
Type1
Minimum Number of Containers Needed
Minimum
Volume/Mass3
Technical
Holding Time5
Analysis
Matrix
Closure2
with
Water
Dry
%
Moisture
TOTAL
Important Notes
Preservative4
Samples
Only
Polypropylene
or phenolic,
open-top
screw-cap, 1.5
cm opening,
24-400 size.
-
-
-
4
Containers/vials
must be filled to
capacity with no
headspace or air
bubbles.
Refer to Appendix B
Preserve to a
pH of 2 with
HCI and cool to
< 6ฐC, but not
frozen,
Water
Samples
with SIM
40 mL amber
or clear glass
6
Fill to capacity
14 days
Samples
with Matrix
Spike
(MS)/MS
Duplicate
(MSD)6
vial, 24 mm
neck finish.
8
for samples requiring
QC analyses. If
amber containers
are not available, the
samples should be
protected from light.
immediately
after collection.
DO NOT
FREEZE water
samples.
Samples
Only
OPTION 1
Closed-
system 40 mL
amber or clear
glass vial
containing
magnetic
stirrer, 24 mm
neck finish.
Polypropylene
or phenolic,
open-top
screw-cap, 1.5
cm opening,
24-400 size.
-
3
1
4
Place samples on
Frozen to
< -7ฐC OR
Iced to < 6ฐC,
but not frozen.
14 days
OR
48 hours
(unpreserved)7
VOAs
Samples
with
MS/MSD6
-
11
1
12
5g
side prior to being
iced.7
Refer to Appendix C
for samples requiring
QC analyses.
Soil/
Sediment
Samples
Only
OPTION 2
Closed-
system 40 mL
amber or clear
glass vial
containing
magnetic
stirrer, 24 mm
neck finish
and 5 mL
water.
Polypropylene
or phenolic,
open-top
screw-cap, 1.5
cm opening,
24-400 size.
3
-
1
4
Place samples on
side prior to being
Frozen to
14 days
Samples
with
MS/MSD6
11
-
1
12
5g
iced.7
Refer to Appendix C
for samples requiring
QC analyses.
< -7ฐC OR
Iced to < 6ฐC,
but not frozen.
OR
48 hours
(unpreserved)7
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Table D-1. (Continued) Sample Collection Requirements for CLP Organics [Volatile Organic Analytes (VOAs) Only]
Analysis
Matrix
Sample
Type
Container
Type1
Closure''
Minimum Number of Containers Needed
Minimum
Volume/Mass'
Important Notes
Preservative1
Technical
Holding Time'1
with
Water
Dry
%
Moisture
TOTAL
Samples
Only
OPTION 3
Coring tool
used as a
transport
device.
-
3
1
4
5g
Refer to Appendix C
for samples requiring
QC analysis.
Place samples on
side prior to being
iced.7
Frozen to
< -7ฐC OR
Iced to < 6ฐC,
but not frozen.
14 days
(frozen)
OR
48 hours (iced)7
Samples
with
MS/MSD6
-
11
1
12
Samples for
TCLP/SPLP
Only
OPTION 4
Closed-
system 40 mL
amber or clear
glass vial 24
mm neck
finish.
Polypropylene
or phenolic,
open-top
screw-cap, 1.5
cm opening,
24-400 size.
-
6
-
6
150 g8
Place samples on
side prior to being
iced.7
Iced to < 6ฐC
but not frozen.
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 Septums for VOA vials 24 mm disc of Polytetrafluoroethylene (PTFE) bonded to silicone for a total thickness of 0.100 - 0.125 in.
3 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 sample containers breaking, leaking, or laboratory accidents.
4 Check Regional guidance regarding use of acid as a preservative of samples that may contain carbonates, residual chlorine, and other oxidants.
5 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.
6 For Gas Chromatograph/Mass Spectrometer (GC/MS) organic analyses, a Region may decide to reference Deuterated Monitoring Compounds (DMCs) rather than MS/MSD for accuracy and
precision.
7 Vials are placed 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 samples freeze, the water will expand into the
flexible septum rather than breaking the vial.
8 Samples with low solids content that are scheduled for Toxicity Characteristic Leaching Procedure (TCLP) or Synthetic Precipitation Leaching Procedure (SPLP) may require up to 1000 mL total
volume.
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Table D-2. Sample Collection Requirements for CLP Organics [Semivolatile Organic Analytes (SVOAs), Pesticides, and Aroclors]
Analysis
Matrix
Sample Type
Container Type
Closure
Minimum
Volume/Mass1
Important
Notes
Preservative/
Collection
Technical
Holding Time''
SVOAs
Water3
Samples Only
1 L amber round glass bottle, 33 mm pour-
out neck finish.
Polypropylene or phenolic
cap, 33-430 size; 0.015 in.
PTFE liner.
2 L (per Test)
If amber
containers
are not
available,
the
samples
should be
protected
from light.
Cool all samples to
< 6ฐC, but not
frozen, immediately
after collection. DO
NOT FREEZE water
samples.
7 days
Samples with
SIM
2 L
Samples with
MS/MSD
5 L
Samples with
SIM with
MS/MSD
5 L
Soil/
Sediment/
Waste4
Samples Only
Samples with
SIM
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.
Polypropylene or phenolic
cap, 70-400 size; 0.015 in.
PTFE liner. Or Polypropylene
or phenolic cap, 48-400 size;
0.015 in. PTFE liner.
150 g
Cool all samples to
< 6ฐC, but not
frozen, immediately
after collection.
14 days
Samples with
MS/MSD
Samples with
SIM with
MS/MSD
Two 8 oz. short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or three 4 oz.
tall, wide mouth, straight-sided, glass jar, 48
mm neck finish.
300 g
Samples for
Only
TCLP/SPLP
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.
450 g
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Table D-2. (Continued) Sample Collection Requirements for CLP Organics [Semivolatile Organic Analytes (SVOAs), Pesticides, and Aroclors]
Analysis
Matrix
Sample Type
Container Type
Closure
Minimum
Volume/Mass1
Important
Notes
Preservative/
Collection
Technical
Holding
Time'
Samples Only
1 L amber round glass bottle, 33 mm pour-
out neck finish.
Polypropylene or phenolic
cap, 33-430 size; 0.015 in.
PTFE liner.
2 L
If amber
containers
are not
Cool all samples to
< 6ฐC, but not
frozen, immediately
after collection. DO
NOT FREEZE water
samples.
Water3,5
Samples with
MS/MSD
5 L
available,
the
samples
should be
protected
from light.
7 days
Pesticides
Samples Only
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.
Polypropylene or phenolic
cap, 70-400 size; 0.015 in.
PTFE liner. Or Polypropylene
or phenolic cap, 48-400 size;
0.015 in. PTFE liner.
150 g
Soil/
Sediment/
Waste4
Samples with
MS/MSD
Two 8 oz. short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or three 4 oz.
tall, wide mouth, straight-sided, glass jar, 48
mm neck finish.
300 g
Cool all samples to
< 6ฐC, but not
frozen, immediately
after collection.
14 days
Samples for
Only
TCLP/SPLP
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.
450 g
Wipes
Samples Only
20 mL glass vial.
Polypropylene or phenolic
cap, PTFE liner.
1 wipe
14 days
Samples Only
Polypropylene or phenolic
2 L
If amber
Water3,5
Samples with
MS/MSD
1 L amber round glass bottle, 33 mm pour-
out neck finish.
cap, 33-430 size; 0.015 in.
PTFE liner.
5 L
containers
are not
available,
the
samples
should be
protected
from light.
Cool all samples to
< 6ฐC, but not
frozen, immediately
after collection. DO
NOT FREEZE water
samples.
7 days
Aroclors
Soil/
Sediment/
Waste4
Samples Only
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.
Polypropylene or phenolic
cap, 70-400 size; 0.015 in.
PTFE liner. Or Polypropylene
or phenolic cap, 48-400 size;
150 g
Cool all samples to
< 6ฐC, but not
14 days
Samples with
MS/MSD
Two 8 oz. short, wide mouth, straight-sided,
glass jars, 70 mm neck finish or three 4 oz.
tall, wide mouth, straight-sided, glass jar, 48
mm neck finish.
0.015 in. PTFE liner.
300 g
frozen, immediately
after collection.
Wipes
Samples Only
20 mL glass vial.
Polypropylene or phenolic
cap, PTFE liner.
1 wipe
14 days
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CLP Sampler's Guide
Table D-2. (Continued) Sample Collection Requirements for CLP Organics [Semivolatile Organic Analytes (SVOAs), Pesticides, and Aroclors]
Notes
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.
An aqueous sample for SVOA analysis would require the field sampler to collect at least 2 L for field samples and at least 3 L for the MS and MSD samples for a total volume of 5 L. If Pesticide
or Aroclor MS/MSD analyses are required for the same sample, only two extra 1 L bottles of each sample would be needed, for a total of seven bottles (which includes samples and MS/MSD for
both methods). 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 sample containers breaking,
leaking, or laboratory accidents.
If one or two extractable analyses are required for soil/sediment, only a single 8 oz. or two 4 oz. jars are required. If three extractable analyses are required, two 8 oz. or four 4 oz. jars are required.
The number of jars should be doubled if MS/MSD is required.
5 Samplers must test for chlorine in aqueous samples in the field upon collection. Refer to the Sampling and Analysis Plan (SAP) and Appendix E of this document for guidance.
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CLP Sampler's Guide
Table D-3. Sample Collection Requirements for CLP Inorganics
Analysis
Matrix
Sample Type
Container Type
Closure
Minimum
Volume/
Mass1
Important
Notes
Preservative/ Collection
Technical
Holding Time
Metals/ICP-AES,
Metals/ICP-MS, and/or
Mercury/CVAA
Water
Samples Only
0.5 L high density polyethylene, cylinder-
round bottle, 28 mm neck finish.
Polyethylene
cap, ribbed, 28-
410 size; F217
polyethylene
liner.
0.5 L
DO NOT
FREEZE
water
samples.
Acidify to pH < 2 with
HN03 immediately after
collection.4
6 months for all
metals except
Mercury (28
days)
Samples with
MS/Duplicate
1 L
Soil/
Sediment/
Waste5
Samples Only
One 8 oz. short, wide mouth, straight-
sided, glass jar, 70 mm neck finish.
Polypropylene or
phenolic cap, 70-
400 size; 0.015
in. PTFE liner.
Fill to
capacity
Cool to < 6ฐC, but not
frozen, immediately after
collection.
6 months
Samples with
MS/Duplicate
Samples for
Only
TCLP/SPLP
Two 8 oz. short, wide mouth, straight-
sided, glass jars, 70 mm neck finish.
Metals/ICP-AES6
Wipe
Samples Only
1 qt. polymer zip-top bag.
Has self-closing
mechanism.
N/A
Store at room temperature.
6 months
Cyanide/
Spectrophotometric
Determination
Water
Samples Only
0.5 L high density polyethylene, cylinder-
round bottle, 28 mm neck finish.
Polyethylene
cap, ribbed, 28-
410 size; F217
polyethylene
liner.
0.5 L
DO NOT
FREEZE
water
samples.
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 < 6ฐC, but not
frozen, immediately after
collection.
14 days
Sample with
MS/Duplicate
1 L
Soil/
Sediment/
Waste5
Samples Only
One 8 oz. short, wide mouth, straight-
sided, glass jar, 70 mm neck finish.
Polypropylene or
phenolic cap, 70-
400 size; 0.015
in. PTFE liner.
Fill to
capacity
Cool to < 6ฐC, but not
frozen, immediately after
collection.
14 days
Samples with
MS/Duplicate
Samples for
SPLP
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CLP Sampler's Guide
Table D-3. (Continued) Sample Collection Requirements for CLP Inorganics
Analysis
Matrix
Sample Type
Container Type
Closure
Minimum
Volume/
Mass1
Important
Notes
Preservative/ Collection
Technical
Holding Time
Anions/lon
Chromatography (IC)8
Water
Samples Only
125 mL high density polyethylene,
cylinder-round bottle, 28 mm neck finish.
Polyethylene or
polypropylene
cap, ribbed.
125 mL
DO NOT
FREEZE
water
samples.
For the analysis of nitrate,
nitrite, orthophosphate, and
sulfate cool to < 6ฐC, but
not frozen, immediately
after collection. Do not
allow samples for
orthophosphate to be held
at room temperature more
than 12 hours.
48 hours for
nitrate, nitrite,
and
orthophosphate.
28 days for
bromide,
chloride, fluoride,
and sulfate.
Samples with
MS/Duplicate
250 mL
Soil
Samples Only
One 8 oz. short, wide mouth, straight-
sided, glass jar, 70 mm neck finish.
Polypropylene or
phenolic cap, 70-
400 size; 0.015
in. PTFE liner.
Fill to
capacity
Cool to < 6ฐC, but not
frozen, immediately after
collection.
48 hours for
nitrate, nitrite,
and
orthophosphate.
28 days for
bromide,
chloride, fluoride,
and sulfate.
Samples with
MS/Duplicate
Hexavalent
Chromium/Ion
Chromatography (IC)8
Water
Samples Only
125 mL high density polyethylene or
polypropylene, cylinder-round bottle, 28
mm neck finish.
Polyethylene or
polypropylene
cap, ribbed.
125 mL
DO NOT
FREEZE
water
samples.
Cool to < 6ฐC, but not
frozen, immediately after
collection. Field filter.
Preserve to pH > 8 using
either liquid preservative
[NH40H/(NH4)2S041 mL
per 100 mL sample] or
solid mix [13.3 mg
Na2CO3/10.5 mg
NaHCOs/33 mg (NH4)2S04
per sample].
28 days
Samples with
MS/Duplicate
250 mL
Total Organic Carbon
(TOC)8
Water
Samples Only
125 m L round glass bottle, 22 mm pour-
out neck finish.
Polypropylene or
phenolic cap,
PTFE liner.
125 mL
DO NOT
FREEZE
water
samples.
Acidify to pH < 2 with
H2S04or H3P04
immediately after collection
and cool to < 6ฐC, but not
frozen.
28 days
Samples with
MS/Duplicate
250 mL
Soil
Samples Only
4 oz. (120 mL) tall, wide mouth, straight-
sided, amber glass jar, 48 mm neck
finish.
Polypropylene or
phenolic cap, 48-
400 size; 0.015
in. PTFE liner.
Fill to
capacity
Cool to < 6ฐC, but not
frozen, immediately after
collection.
28 days
Samples with
MS/Duplicate
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CLP Sampler's Guide
Table D-3. (Continued) Sample Collection Requirements for CLP Inorganics
Notes
1 Minimum volume/mass to be collected in order to ensure sample analysis can be performed.
2 Check Regional guidance regarding use of acid as a preservative of samples that may contain carbonates, residual chlorine, and other oxidants.
3 This technical holding time is calculated from the time of sample collection to sample analysis.
4 Water samples collected for total metal and filtered metal analyses from the same sampling location must be assigned separate (unique) CLP Sample Numbers.
5 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.
6 Wipe materials have varied from laboratory tissues (e.g., Kimwipesฎ) to pre-moistened "baby wipes" from the nearest store.
7 Samplers must test for sulfide and oxidizing agents (e.g., chlorine) in aqueous samples in the field upon collection. Refer to the SAP 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.
8 Analyses available through Modified Analysis only.
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CLP Sampler's Guide
Table D-4. Sample Collection Requirements for CLP Chlorinated Dibenzo-p-Dioxins/Chlorinated Dibenzofurans (CDDs/CDFs) and
Chlorinated Biphenyl Congeners (CBCs)
Analysis
Matrix
Container Types
Closure
Minimum Volume/Mass1
Important Notes
Preservative
Technical
Holding
Time''
Water3
1 L amber round glass
bottle, 33 mm pour-out
neck finish.
Polypropylene
or phenolic cap,
33-430 size;
0.015 in. PTFE
liner.
2L
If amber containers are not
available, the samples
should be protected from
light.
Cool all samples to < 6ฐC, but not
frozen, immediately after
collection. DO NOT FREEZE water
samples. If residual chlorine is
present, add 80 mg sodium
thiosulfate/L of water. If pH is
greater than 9, adjust to 7-9 with
sulfuric acid.
CDD/CDF and
CBC
Soil/Sediment/Oil/
Sludge
Ash/Biosolids
8 oz. short, wide mouth,
straight-sided, glass jar, 70
mm neck finish or 4 oz.
(120 mL) tall, wide mouth,
straight-sided, amber glass
jar, 48 mm neck finish.
Polypropylene
or phenolic cap,
70-400 size;
0.015 in. PTFE
liner. Or
Polypropylene
or phenolic cap,
48-400 size;
0.015 in. PTFE
liner.
Fill to capacity
If amber containers are not
available, the samples
should be protected from
light.
Cool all samples to < 6ฐC, but not
frozen, immediately after
collection.
1 year
Tissue
Heavy duty aluminum foil
as transport device.
8 oz. short, wide mouth,
straight-sided, glass jar, 70
mm neck finish or 4 oz.
(120 mL) tall, wide mouth,
straight-sided, amber glass
jar, 48 mm neck finish.
Polypropylene
or phenolic cap,
70-400 size;
0.015 in. PTFE
liner. Or
Polypropylene
or phenolic cap,
48-400 size;
0.015 in. PTFE
liner.
20 g for each analytical
method
If amber containers are not
available, the samples
should be protected from
light.
Cool all samples to < 6ฐC, or
freeze immediately after collection.
Notes
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 1 year of extraction when sample extracts are stored
under the appropriate conditions. 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 for guidance.
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CLP Sampler's Guide
APPENDIX E SAMPLING TECHNIQUES AND
CONSIDERATIONS
During a sampling event, samplers are expected to follow prescribed sampling techniques. Samplers
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.
1. General Sampling Techniques
Information regarding surface water, groundwater, sediment, soil, and surface wipe sampling can
be found in many documents including, but not limited to, the following sources:
Compendium of ERT Surface Water and Sediment Sampling Procedures, EPA/540/P-91/005
Compendium of ERT Soil Sampling and Surface Geophysics Procedures, EPA/540/P-91/006
Compendium of ERT 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
When working with potentially hazardous materials, samplers should follow U.S. Environmental
Protection Agency (EPA) and Occupational Health and Safety Administration (OSHA)
requirements, specific health and safety procedures, and Department of Transportation (DOT)
requirements.
2. Special Sampling Considerations
Samplers should refer to the Regional Standard Operating Procedures (SOPs) to obtain specific
procedures for proper collection and preservation of samples in the field. For additional guidance
regarding sampling for Volatile Organic Analytes (VOAs) Analysis in soil and water, see
Appendices B and C. Samplers should obtain Regional guidance when testing and ameliorating for:
Carbonates in VOA soil and water samples
Residual chlorine in VOA soil and water samples, or in aqueous cyanide samples
Oxidants in VOA soil and water samples
Sulfides and oxidizing agents in aqueous cyanide samples
3. Contaminant Sampling
Certain analytes 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 for each different location sampled.
When collecting both surface water and sediments, surface water samples should be collected
first to reduce the chance of sediment dispersal into the surface water, and the resulting loss of
surface water sample integrity.
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November 2020
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CLP Sampler's Guide
Sampling should occur progressively, 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 analyte analyses.
Equipment constructed of stainless steel should NOT be used to collect samples for trace metals
analyses.
4. Sample Compositing
Sample compositing is a site-specific activity that must be conducted according to the Sampling
and Analysis Plan (SAP). Compositing is typically used for large sites 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 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. Nevertheless, 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. It is also 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 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 analytes
present in trace quantities, use a stainless steel or PTFE bowl and spatula as applicable.
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 representative of the sample location. Refer to the project-specific SAP for
instructions on removal of any extraneous materials (e.g., leaves, sticks, rocks, etc.). The mixing
technique will depend on the physical characteristics (e.g., particle size, moisture content, etc.) of
the solid material. For example, grinding and homogenization of tissue is easier when it is partially
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
E-2
November 2020
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CLP Sampler's Guide
according to procedures listed in the project-specific SAP. Table E-l provides a brief procedure for
mixing a soil sample with a small particle size (less than 1/4 in.) and filling sample containers in the
field.
Table E-1. Mixing a Sample and Filling Sample Containers
Step
Action
1
Roll the contents of the compositing container to the middle of the container and mix.
2
Quarter the sample and move to the sides of the container.
3
Mix each quarter individually, then combine and mix OPPOSITE quarters, then roll to the
middle of the container.
4
Mix the sample once more, and then quarter the sample again.
5
Mix each quarter individually, then combine and mix ADJACENT corners, then roll to the middle
of the container. The goal is to achieve a consistent physical appearance before sample
containers are filled.
6
Flatten piled material into an oblong shape.
7
Using a flat-bottomed scoop, collect a strip of soil across the entire width of the short axis and
place it into a sample container.
8
Repeat Step 7 at evenly-spaced intervals until the sample containers are filled.
9
Record the approximate quantity of each subsample in the field logbook.
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E-4
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CLP Sampler's Guide
APPENDIX F INTERNATIONAL SHIPPING
The following section provides information on shipping Contract Laboratory Program (CLP) samples to
laboratories outside the United States.
F.1 United Parcel Service (UPS) Procedure for Shipping to Canada
1. Introduction
Samplers should refer to the Standard Operating Procedure (SOP) for the responsibilities and
procedures for shipping to Canadian laboratories. The following sections detail the export
shipping process.
2. Overview
UPS will provide pick-up and delivery service for small package (weighing less than 150 lbs.
each) shipments to laboratories in Canada.
3. Contact Information
UPS Strategic Support for Government Accounts
https://www.ups.com/us/en/services
/government, page
UPS International Customer Service
www.ups.com/international
Preferred Customer Associate Team
htt ps: //www. u ps. co m/us/e n/h e I p-
support-center. page?
4. Customs Broker
The laboratory should be notified of each shipment so they know to contact their customs broker
to have the shipment released. Otherwise, shipments may be held in customs. Laboratories may
also act as their own broker.
5. Product Profile
Service Level - 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 lbs. (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.
6. Commercial Invoice
A commercial invoice form (see Figure F-l) is used for all shipments containing non-documents.
It is the primary document used for importation control, valuation, and duty determination. This
document identifies the items in the shipments.
The form should include:
Complete name and address information for both shipper and consignee
Phone numbers for shipper and consignee
Terms of Sale (Incoterm)
Reason for export
A complete description of the item
Type of item
Item use
Harmonized Tariff Codes, if known
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CLP Sampler's Guide
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
A nominal or fair market value must be stated for items of no commercial value
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November 2020
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CLP Sampler's Guide
Invoice
Page 1
Ship To
Sold To
Additional Comments;
Declaraltort Statement
Invoice line to&J:
Discount/Rซfost*.
Invoice Sub-Total'
Freight:
insurance
Other;
Total invoice amount:
Currency
Shipper's Signature I Title
Total Number of Packages
Total Weight.
These commodities, technology or software were exported from the United States in accordance with the Export Administrator
Regulation.Diversion contrary to U S law is prohibited.
Figure F-1. Commercial Invoice Template
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November 2020
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CLP Sampler's Guide
7. Packing with Coolants and Refrigerants (Dry Ice)
Coolants and refrigerants are used to keep temperature-sensitive items cold or frozen while in
transit. Dry ice (frozen carbon dioxide) and ice 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 additional 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.
https://www.ups.com/us/en/help-center/packaging-and-supplies/special-care-shipments/international-
dangerous-goods/shippers-responsibilities, page
International Dry Ice Packages Shipped via Air Service Require the Following Under
International Air Transport Association (IATA):
Process through WorldShip 2019, CampusShip, or compliant software
An acceptance audit is performed
Mark the outer carton with:
ฆ The words "Dry Ice" of "Carbon Dioxide, Solid" and "UN 1845"
ฆ The amount of dry ice contained in the package in kg
ฆ Class 9 Diamond label
Requirements for Preparing Dry Ice Shipments:
Fill any empty space in the shipping container with appropriate packing material to prevent
product movement during 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 sublimation 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.
8. Additional Information
Common items that may be hazardous require the shipper to have a UPS International Special
Commodities contract. For additional information, contact the UPS Hazardous Materials Support
Center at 1-800-554-9964, or visit the 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
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CLP Sampler's Guide
Poison
Radioactive
Refrigerated
Toxic
Volatile
Note: The above is only a sampling of terms which should prompt further questions about a
shipment.
9. Tools and Resources
UPS Global
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, and import/export
country regulations and international forms.
Processing International Package using UPS CampusShip
https://www.ups.com/media/en/CampusShip_shipping_QuickStart_Guide.pdf
Step-by-Step Instructions for International Shipping
Step 1. Weiriif Commodity Can Be Shipped
Determine if service restrictions apply to either the United States or Canada.
Check for Embargoed/Suspended Service
Verify that your commodity can be shipped to or from the United States and Canada.
Check List of UPS Export Prohibited Articles
Step 2. Select an International Service If 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
Canada.
Step 3. Select an International Billing Option
UPS offers flexible international billing options. Select the applicable option.
Learn More About International Billing Options
Step 4. Create Required Documentation
Determine the export documentation required for the shipment and complete each form.
Learn How to Create Documentation
Step 5. Prep; ipiment
Use UPS International Shipping Basics to learn more about preparing your 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. If the value of the goods exceeds $100.00
(USD), declare a higher value, up to $50,000.00 (USD) 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
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Step 6. Ship The Package
Use UPS CampusShip or Internet Shipping on ups.com to prepare the international shipping label
and the international forms required for certain shipments.
Step 7. G Shipment to UPS
In instances where automatic pickup has not been scheduled, UPS On-Call Pickupฎ may be
requested to pick up all ground, air, and international shipments from any location. UPS On-Call
Pickup can be scheduled at ups.com or by calling 1-800-PICK-UPSฎ for same day or future day
pickup. Packages can also be shipped from UPS locations including The UPS Storeฎ.
Find Locations
Step 8. Check Shipment Status
Since each UPS package is assigned a unique tracking number, shipment information is easily
accessible. Tracking information is always available at ups.com, by e-mail, and through optional
services.
Track Your Shipment
Learn About More Ways to Track
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F.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.
(ups)
United States-Mexico-Canada Agreement
Certification of Origin Form (USMCA/CUSMA/T-MEC)
1. Importer, Exporter or Producer Certification of Origin
_J Importer
[7] Exporter
| Producer
2. Blanket Period
From: 12/Dec/2020
(DD/MM/YYYfl
To 13/Dec/2020
(DD/MM/mY)
3. Certifier
(Name. Title. Address. Country. Phone, Email)
US EPA
980 College Station Rd.
Athens, GA 30605
United States
4. Exporter - If different from the certifier
(Name. Address (Place of Export). Country. Phone. Email)
5. Producer - If different from the certifier or exporter
(Name, Address (Place of Production), Country, Phone, Email)
XY/. Laboratory
530 St. Clair Ave W
Toronto, ON M6C0A2
Canada
6. Importer
(Name, Address (wethin a USlVlCA Partys territory), Country, Phone, Email)
XY/ Laboratory
530 St. Clair Ave W
Toronto, ON M6C0A2
Canada
7. Description of Good(s) and HS Tariff Classification Number(s)
8. Origin Criterion
Description
HS # (6-dlgit level)
Infiltrex Water Sampler Stainless Steel Columns w
250g XAD resin (adsorbent) Scientific Testing Only
Wound Glass fiber filter cartridges with samples for
Scientific Testing Only. Not for resale, no com value
US Code
9015.90
HS Code
9015.90
CA
CA
9. Certification
1 certify thai Ihe goods described in Ihls document quality as originating and the information contained in this document is true and
accurate. 1 assume responsibility tor provingsuch representations and agree to maintain and present upon request orto make available
during a verification visit, documentation necessary to support this certification
Authorized Signature
Date (DD/MM/YYYY)
Name and Title
ฉ2820 tinted Parcel Service of America, Inc. UPS, the UPS landmark and the cof or brwn are t wdemsritt of United Parcel Serwce of Amenta, Inc. AP ntfrts reserved
Figure F-2. International Shipping Form (1 of 3)
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H Certification of Origin (USMCA/CUSMA/T-MEC)
Continuation Sheet (Sections 7 &8)
7. (cont'd) Description of Good(s) and HS Tariff Classification Number(s)
8. (cont'd) Origin Criterion
Description
HS # (6-digit level)
0 2020 Uri ted Parcel Service of Anerica, Inc. UPS, the UPS bran dmark and the cCor brcwn are trademarits of United Parcel Seปvce ot America, Inc. An nghts reserved
Figure F-3. International Shipping Form (2 of 3)
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H Certification of Origin Form (USMCA/CUSMA/T-MEC)
Instructions
A certification of origin that is the basis for a claim for preferential tariff treatment under the USMCA shall include the below data elements
in accordance with the below instructions. UPS provides customers with this information in an effort to help them better understand the
USMCA This information, however, including this USMCA certification of origin form and any other UPS provided IJSMCA information, is for
informational purposes only. Neither the certification of origin form nor the USMCA information constitutes legal advice In addition, you.
the customer ("you"), agree that it is your responsibility to confirm and that you have confirmed that any and all goods for which you
claim USMCA preferential treatment and/or that you identify on this USMCA certification of origin form meetallof the applicable USMCA
rules of origin for that good(s) (e g, tariff shift, regional value content, steel and aluminum content labor value content etc) and any other
applicable USMCA requirement
1. Importer, Exporter or Producer Certification of Origin
Indicate whether the certifier is the exporter, producer or importer
2. Blanket Period
Include the period if the certification covers multiple shipments of identical goods for a specified period of up to 12 months.
3. Certifier
Provide the certifier's name, title, address (including country), telephone number, and email address.
4. Exporter
Provide the exporter's name, address (including country), e-mail address, and telephone number if different from the certifier. This
information is not required if the producer is completing the certification of origin and does not know the identity of the exporter The
address of the exporter shall be the place of export, of the good in a Party's territory.
5. Producer
Provide the producer's name, address (including country), e-mail address, and telephone number, if different from the certifier or exporter
or, if there are multiple producers, state "Various" or provide a list of producers. A person that wishes for this information to remain
confidential may state "Available upon request by the importing authorities". 1 he address of a producer shall be the place of production of
the good in a Party's territory.
6. Importer
Provide, if known, the importer's name, address, e-mail address, and telephone number.
I he address of the importer shall be in a Party's territory.
7. Description and HS Tariff Classification of the Good
(a) Provide a description of the good and the I IS tariff classification of the good to the 6-digit level (except in the case that the relevant
rule of origin for the good requires eight digits, identify to the 8 digit level using the HS tariff classification of the IJSMC.A Party into
whose territory the good is imported). I he description should be sufficient to relate it to the good covered by the certification, and
(b) If the certification of origin covers a single shipment of a good, indicate, if known, the invoice number related to the exportation
8. Origin Criterion
General Rules of Origin (RoO) Section 202 of the USMCA Implementation Act specifies the rules of origin used to determ ine whether
a good qualifies as an originating good under the Agreement The HTSIJS GN 11 includes both the general and specific rules of origin,
definitions, and other related provisions In general, under the IJSMCA, a good is originating based on the following four RoO criterion A D
and the good satisfies all other applicable requirements:
Criterion A: The good is wholly obtained or produced entirely in the territory of one or more of the USMCA countries, as defined in
Article 4.3 of the Agreement
Criterion B: I he good is produced entirely in the territory of one or more of the IJSMCA countries using non-originating materials,
provided the good satisfies all applicable requirements of product-specific rules of origin,
Criterion C: 1 he good is produced entirely in the territory of one or more of the USMCA countries exclusively from originating
materials; or
Criterion D: The good is produced entirely in the territory of one or more of the USMCA 6 countries It is classified wit h its materials,
or satisfies the "unassembled goods" requirement and meets a regional value content threshold of not less than 60% if the
transaction value method is used, or not less than ?>G% if the net cost method is used (not including RVC for autos); except for goods
in Chapter 61-63 of the HTSUS.
hups//wwwf.bpgov/sit<->s/dcfviuli/filcs/assotVdocumcnts/?o?fi-.lun/'Updatod%^H5Mc.A%^lnt^rim%Z()lmplcrncnUne%20
I nstruction s%20-%202Q2Q%2QSep%2016. odf
9. Certification. Authorized Signature and Date
The certification must be signed and dated by the certifier and accompanied by the following statement.
I certify that the goods described in this document qualify as originating and the infor mation contained in this document is true and
accurate. I assume responsibility for proving such representations and agree to maintain and present upon request or to make available
during a verification visit, documentation necessary to support this certification.
8 2020 United Parcel Service o1 Amenta Inc. UPS. the UPS brandmark and the color brewn are trademaiks ol Urcied Parcel Service of America. Inc. All nghts reserved
Figure F-4. International Shipping Form (3 of 3)
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APPENDIX G SAMPLING CHECKLISTS
Table G-1. Personnel Preparation Checklist
(Page 1 of 2)
Personnel Briefing
Yes
No
Comments
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?
f 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: https://call811.com
5. If sampling on private property, do you have sample receipts to provide to the
property owner for all samples collected 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 container temperature blanks, if required?
13. Did you review sample label 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 shipping container return instructions?
17. Have you obtained shipping company information (name, telephone number,
account number, and 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?
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Table G-1. (Continued) Personnel Preparation Checklist
(Page 2 of 2)
Personnel Briefing
Yes
No
Comments
20. Have you included any sampler comments regarding sampling issues (e.g.,
low volumes, matrix, suspected concentrations based on field
measurements)?
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Table G-2. General Sample Collection Checklist
(Page 1 of 1)
General Sample Collection
Yes
No
Comments
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 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 or address appear
[ on any documentation being sent to the laboratory, unless the
[1^ M\ laboratory is a Regional U.S. Environmental Protection Agency
^=5^ (EPA) laboratory.
13. If sampling on private property, did you provide a sample receipt to the owner
of the property for all samples collected and removed from the property?
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Table G-3. Completing Field Logbook Checklist
(Page 1 of 1)
Completing Field Logbook
Yes
No
Comments
1. Did you use waterproof ink when writing in the field logbook?
2. Did you document sampling project information such as:
Project name, Project 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 or address appear
on any documentation being sent to the laboratory, unless the
laboratory is a Regional 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 collected
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?
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Table G-4. Completing Handwritten Sample Labels Checklist
(Page 1 of 1)
Completing Handwritten Sample Labels
Yes
No
Comments
1. Did the Regional Sample Control Coordinator (RSCC) provide Contract
Laboratory Program (CLP) Sample Numbers and Sample Management
Office (SMO) Contract Laboratory Program Support System (CLPSS) Portal-
generated 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 CLPSS Portal-generated CLP
Case Numbers on the labels correct?
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 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 CLPSS
Portal-generated 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 or address appear
on any documentation being sent to the laboratory, unless the
laboratory is a Regional 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 drawing a line through the error, initialing and
dating the error, and then adding the correct information?
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Table G-5. Completing Handwritten Custody Seals Checklists
(Page 1 of 1)
Completing Custody Seals
Yes
No
Comments:
1. If required for the project, 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 and
dating the error, and then adding the correct information?
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Table G-6. Packing Sample Container Checklist
(Page 1 of 1)
Packing Sample Container
Yes
No
Comments
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?
If samples contain methanol preservation (e.g., samples to be
analyzed by SW-846 Method 5035A), refer to the packaging
instructions in Appendix C.
2. Were all CLP Sample Numbers, SMO CLPSS Portal-generated CLP Case
Numbers, analyses, labels, 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 CLPSS Portal-
generated CLP Case Numbers, analyses, and containers, and verified against
the TR/COC Records?
5. Were the correct number and type of PE and QC samples collected?
6. Were all sample containers sealed in clear plastic bags with the sample label
and tag (if applicable) visible through the packaging?
7. Was suitable absorbent packing material placed around the sample bottles or
containers?
8. Were the outsides of metal containers labeled properly with the CLP Sample
Number, SMO CLPSS Portal-generated CLP Case Number, and the analysis
of the sample inside?
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Table G-7. Packing Shipping Container Checklist
(Page 1 of 2)
Packing Shipping Container
Yes
No
Comments
1.
Were shipping samples in a clean waterproof metal or hard plastic ice chest,
cooler, or container 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 shipping container lined with plastic (e.g., large heavy-
duty garbage bag)?
5.
Was the lined shipping container packed with non-combustible absorbent
packing material?
6.
Were sample containers placed in the shipping container in an upright position
not touching one another?
7.
Was a shipping container temperature blank included in the cooler?
8. Did the documentation in the cooler only address the samples in that
container?
9.
(
Was the site name absent from all documentation?
Under no circumstances should the site name or address appear
on any documentation being sent to the laboratory, unless the
laboratory is a Regional EPA laboratory.
10.
Was there sufficient packing material around and in between the sample
bottles 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 < 6ฐC?
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 shipping container (e.g.,
TR/COC Record, PE instructions, and container return instructions) in a
waterproof plastic bag?
15.
Was the plastic bag, containing the documentation, taped to the underside of
the lid?
16.
Were shipping container return instructions and airbills taped to the underside
of the cooler lid?
17.
Was the return address of the shipping container written with permanent ink
on the underside of the lid?
18.
Was tape placed around the outside of the entire container and over the
hinges?
19.
Were the completed custody seals placed over the top edge of the container
so the container cannot be opened without breaking the seals?
20.
Was the return address label attached to the top left corner of the container
lid?
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Table G-7. Packing Shipping Container Checklist
(Page 2 of 2)
Packing Shipping Container
Yes
No
Comments
21. Were instructional labels attached to the top of the container, as necessary
(e.g., "This End Up," "Do Not Tamper With," or "Environmental Laboratory
Samples")?
22. Have all U.S. 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 the
presence of methanol, the United Nations (UN) identification number for
methanol (UN 1230), and Limited Quantity?
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Table G-8. Shipping & Reporting CLP Samples Checklist
(Page 1 of 1)
Shipping CLP Samples
Yes
No
Comments:
1. Did you follow all State, Federal, DOT, and IATA regulations governing the
shipment of environmental and hazardous samples?
2. Was a separate airbill filled out for each container 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 container with the correct
laboratory address?
5. If more than one container 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 the SMO CLPSS Portal?
Reporting CLP Samples
Yes
No
Comments:
1. Did you contact the RSCC (or designee) and 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) and to SMO by 8:00 AM ET the following
business day?
3. Did you notify the RSCC (or designee) and SMO so that SMO will receive the
delivery information (including shipping airbill 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 the SMO CLPSS Portal with:
Your name, phone number, email address, 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?
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APPENDIX H GLOSSARY
Analyte ~ The specific compound, mixture, element, or ion an analysis seeks to determine.
Analytical Services Branch (ASB) ~ The branch of the Technology Innovation and Field Services
Division (TIFSD) of the United States Environmental Protection Agency's (EPA's) Office of Superfund
Remediation and Technology Innovation (OSRTI) responsible for the overall management of the Contract
Laboratory Program (CLP) under the Office of Land and Emergency Management (OLEM).
Aroclor ~ Poly chlorinated biphenyls (PCBs) or a class of organic compounds with 1 to 10 chlorine atoms
attached to biphenyl and a general chemical formula of Ci2Hio-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 Dibenzofuran (CDD/CDF) ~ A group of organic
compounds of tetra-through octa-chlorinated dibcnzo-/>dioxins (CDDs) and dibenzofiirans (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 of 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 ~ Individual compound belonging to a group or class of compounds with a similar general
structure.
Contract Laboratory Program (CLP) ~ Supports the EPA's Superfund effort by providing a range of
state-of-the-art chemical analytical services of known and documented quality. This program is directed by
the Analytical Services Branch (ASB) of the Technology Innovation and Field Services Division (TIFSD)
Office of the Superfund Remediation and Technology Innovation (OSRTI) of the EPA.
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 Objectives (DQO) ~ Qualitative and quantitative statements that clarify technical
and quality objectives, define the appropriate type of data, and specify tolerable levels of potential decision
errors that will be used as the basis for establishing the quality and quantity of data needed to support
decisions.
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).
Deuterated Monitoring Compound (DMC) ~ Compounds added to every Gas Chromatograph/Mass
Spectrometer (GC/MS) calibration standard, blank, and sample to evaluate the efficiency of the
extraction/purge-and-trap procedures, and the performance of the GC/MS systems. DMCs are isotopically
labeled (deuterated) analogs of native target compounds. DMCs are not expected to be naturally detected
in the environmental media.
Duplicate ~ Quality Control (QC) 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.
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Equipment Blank ~ A sample used to check field decontamination procedures. See Field Blank.
Field Blank ~ Any sample that is submitted from the field and identified as a blank. A field blank is used
to check for cross-contamination during sample collection, sample shipment, and in the laboratory. A
field blank includes trip blanks, rinsate blanks, bottle blanks, equipment blanks, preservative blanks,
decontamination blanks, etc.
Field Duplicate ~ A duplicate sample generated in the field, not in the laboratory. Checks reproducibility
of laboratory and field procedures and indicates non-homogeneity.
Field QC Sample ~ Any QC samples submitted from the field to the laboratory. Examples include, but are
not limited to, field blanks, field duplicates, and field spikes.
Field Sample ~ Primary sample material collected from 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, as specified 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 is not
synonymous with phase (liquid or solid).
Matrix Spike (MS) ~ QC 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 analyte and subjected to the entire analytical procedure to indicate the
appropriateness of the method for the matrix by measuring recovery. See Matrix Spike Duplicate.
Matrix Spike Duplicate (MSD) ~ QC 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 DMCs for GC/MS 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 contractual document with modified Statement of Work (SOW)
requirements that append to the SOW. All contract and analytical SOW requirements remain in effect unless
explicitly modified.
Performance Evaluation (PE) Sample ~ A sample of known composition to the EPA; however, it is
unknown to the Contractor and is provided to evaluate Contractor performance.
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CLP Sampler's Guide
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.).
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 HP A 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 and 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 Coordinator (RSCC) ~ 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.
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 Management Office (SMO) ~ A Contractor-operated facility operated under the SMO contract,
awarded and administered by the EPA.
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.
Sampling and 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.
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CLP Sampler's Guide
Semivolatile Organic Analyte (SVOA) ~ A compound amenable to analysis by extraction of the sample
using an organic solvent.
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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