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. ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 2 of 8 STANDARD OPERATING PROCEDURE (SOP) FOR ASSIGNING IDENTIFICATION NUMBERS Prepared by: Date: Reviewed by: Date: Approved by: Date: Approved by: Date: Approved by: Date: D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 3 of 8 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. D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 4 of 8 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 D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 5 of 8 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 D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 6 of 8 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 D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 7 of 8 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. D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- CTEPP 1.14 Version#: 1 Date: December 8, 1999 Page 8 of 8 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. D:\prjheds\ctepp\docssopl 14wpd April 28, 2000 ------- |