0 rn/V United States
\7CrM Environmental Protection Agency

Office of

^2^"®mir Research and Development

The Children's Total Exposure to Persistent
Pesticides and Other Persistent Organic
Pollutants (CTEPP) Study

Assigning Identification Numbers

Battelle

Columbus, OH 43201
Contract No. 68-D-99-011

Standard Operating Procedure	CTEPP-SOP-1.14

Title: Assigning Identification Numbers
Source: Battelle

U.S. Environmental Protection Agency
Office of Research and Development
Human Exposure & Atmospheric Sciences Division
Exposure Measurements & Analysis Branch

Notice: The U.S. Environmental Protection Agency (EPA), through its Office of Research and Development (ORD), partially funded
and collaborated in the research described here. This protocol is part of the Quality Systems Implementation Plan (QSIP)
that was reviewed by the EPA and approved for use in this demonstration/scophg study. Mention of trade names or
commercial products does not constitute endorsement or recommendatbn by EPA for use.


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CTEPP 1.14
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STANDARD OPERATING PROCEDURE (SOP) FOR ASSIGNING
IDENTIFICATION NUMBERS

Prepared by:	Date:

Reviewed by:		Date:

Approved by:		Date:

Approved by:		Date:

Approved by:		Date:

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1.0 Scope and Applicability

This standard operating procedure (SOP) describes the method for assigning identification
(ID) numbers to the study subjects and collected samples.

2.0 Summary of Method

The method of the ID numbering system is described as follows: The Participant ID Number
isaunique 6-digit numeric number (e.g., 01-001-1). The first two digits are the assigned ID
number for day care centers. North Carolina (NC) day care participants are assigned
numbers fromO 1 to 39; Ohio (OH) day care participants are assigned numbers from 40 to 79.
NC non-day care participants are assigned the number 97; OH non-day care participants are
assigned the number 98.

The third, fourth, and fifth digits combined form the unique ID number for the participants.
The valid ID numbers for participants are 001 to 899; "000" is assigned for samples collected
from a day care center, not linked directly to an individual person (e.g., food, air, dust, and
soil samples). These shared samples are linked to all the children from the same day care
center). The 6th digit is for the identification of the child/adult/day care sample. For the
samples collected at the child's home, 1 is assigned for the child and 2 for the primary
caregiver, usually the parent. Three (3) is assigned for the child's samples collected at the day
care center.

In addition to the Participant ID number, unique Sample ID Numbers are assigned to all
samples collected or produced in the CTEPP study to allow identification and tracking of
samples. T o minimize human error during data entry, bar code labels are produced in the data
management system and used whenever possible to identify samples. Bar code labels are read
using a charge coupled device (CCD) decoding scanner. The hand-held CCD enables rapid,
accurate scanning of labels - even those that have been crumpled, covered with cellophane
tape (up to five layers), and/or affixed to curved surfaces.

The sample code assigned to each sample consists of an 8-character code. The first three
characters are alphabetical to identify the sample matrix type, and the next five numeric
characters uniquely identify the sample. No spaces, hyphens, or other separators are used in
the samp le co ding s cheme. All sample cod es are creat ed in the fo llowing format: AAA12345.

3.0 Definition

Not applicable.

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4.0 Cautions

All CTEPP data are clearly identifiable and traceable to the source of the data. All
participants are assigned a unique ID, which provides privacy protection to the participants
and identifies the data source. The link between the ID numbers and the identity of the
participants is maintained by Battelle, and it is protected by a Certificate of Confidentiality
from the Department of Health and Human Services (DHHS). To avoid any duplication of
ID numbers, a Tracking Database is used to track the assignment of ID numbers.

5.0	Responsibilities

5.1	The Battelle Centers for Public Health Re search and Evaluation (CP HRE) staff prepares the
subject ID labels. The Battelle Field Team Leader (FTL) oversees the assignment of subject
ID numbers.

5.2	The Battelle Atmospheric Science and Applied T echnology (AS AT) staff prepares the samp le
ID labels. The Battelle team member oversees the assignment of sample ID numbers.

6.0	Apparat us and M aterials

6.1	Materials

6.1.1	Tracking Database

6.1.2	ID labels (AVERY 5267 Laser Labels)

7.0	Procedures

7.1	Assign ID Number to Day Care Center Sample Subjects (i.e., child attends day care)

7.1.1	Assign the 2-digit day care ID number

Valid ID: NC = 01 - 39, OH = 40 - 79 [Note: Field Blank = 99]

7.1.2	Assign the unique 3-digit ID number for participants
Valid ID: 001 - 899

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7.1.3 Samples collected from a day care center, not linked directly to an individual
person (e.g., food, air, dust, and soil samples from a day care center are linked to
all the children from the same day care center), assign the ID number: 000.

7.1.4 Assign the last digit ID number

The 6th digit is for the identification of the sample collected from the child (1) or
primary adult caregiver (2) at home or from the child (3) at day care center.

1	= Child Sample/Data

2	= Adult Sample/Data

3	= Child's Day Care Sample/Data

7.1.5 Examples for assigning ID numbers

010011	= NC day care 01, participant 001. child sample/data at home 1.

010013 = NC day care 01, participant 001. child sample/data at day care 3.

010012	= NC day care 01, participant 001, parent sample/data at home 2.

400051 = OH day care 40, participants, child sample/data at home 1.

400013 = OH day care 40, participant L, child sample/data at daycare_3.

400042 = OH day care 4£L participant 4, parent sample/data at home 2.

090003 = NC day care 09, participant (chid) shared sample 000. sample at day
care 3.

510003 = OH day care 51, participant (child) shared sample 000. sample at day
care 3.

[*Note: a separate sample ID label identifies the type and number of samples.]

7.2 Assign ID number to telephone sample subjects (i.e., child does not attend day care)

7.2.1 Assign the first 2-digit ID number

NC = 97, OH = 98, and Field Blank = 99

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7.2.2	Assign the unique 3-digit ID number for participants
001 - 899

7.2.3	Assign the last digit ID number

The 6th digit is for the identification of the child (1) or primary adult caregiver (2)
at home or from the child (3) at day care center.

1	= Child Sample/Data at Home

2	= Primary Adult Caregiver (e.g., Parent) Sample/Data at Home

3	= Child Sample/Data at Day Care Center

7.2.4	Examples for assigning ID numbers

970211	= NC non-day care 97, participant 021. child sample/data at home 1.

970212	= NC non-day care 97, participant 021. 'parent' sample/data at home 2.

981411	= OH non-day care 98, participant 141. child sample/data at home 1.

981412	= OH non-day care 98, participant 141, 'parent' sample/data at home 2.

7.3 Assign unique ID numbers for samples

7.3.1 The sample code assigned to each sample consists of an 8-character code. The first three
characters identify the sample matrix type, and the next five numeric characters uniquely
identify the sample. No spaces, hyphens, or other characters are used in the sample coding
scheme.

7.3.2 All sample codes are created in the following format:
AAA12345 with the following specifications:

AAA	= Sample Matrix ID:

IAN	= In do or Air N eutrals

IAA	= Indoor Air Acids

OAN	= Outdoor Air Neutrals

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OAA	= Outdoor Air Acids

SFC	= Solid Food Child

LFC	= Liquid F oo d Child

SFA	= Solid Food Adult

LFA	= Liquid Food AduIt

DRW	= Drinking Water

URC	= Urine Child

URA	= Urine Adult

DCN	= Dermal Wipe at Home Child Wipe # 1 and #2, Neutrals

DCA	= Dermal Wipe at Home Child Wipe #3 and #4, Acids

DAN	= Dermal Wipe at Home Adult Wipe #1 and #2, Neutrals

DAA	= Dermal Wipe at Home Adult Wipe #3 and #4, Acids

DCH	= Dermal Wipe Day Care Child at Home Wipe #1 and #2, Neutrals or Acids

DCD	= Dermal Wipe Day Care Child at Day Care Wipe #1 and #2, Neutrals or Acids

DAH	= Dermal Wipe Day Care Adult at Home Wipe #1 and #2, Neutrals or Acids

IFD	= Indoor Floor Dust

SOL	= Soil

FSW	= Hard Floor Surface Wipe

FPW	= Food Preparation Surface Wipe

PUF	= Transferable Residues (Polyurethane Foam Roller)

BAG	= Vacuum Bag

12345	= Sample Number

* Neutrals and Acids denotes the sample will be analyzed for neutral target analytes and
acidic target analytes, respectively.

7.3.3 To minimize human transcription error, no sample numbers with contiguous same digits are
generated. A Field Sample ID Log is used to document the ID labels assigned to each study
subject.

8.0 Records

The subject identification files are stored in a secured file cabinet until the conclusion of the
study. All electronic files are protected by passwords. Only authorized project personnel
have access to the files. The files are archived to a CD ROM after the study is completed.
All records will be archived for three years after the completion of the study.

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9.0 Quality Control and Quality Assurance

The tracking database and supporting dataand documentshouldbereviewed and verified by
the Battelle Field QA Officer, Field Team leader, and Task Order leader.

10.0 Reference

Not applicable.

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