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Guidelines to Avoid Mistakes on Sample Certificates
Mistakes on sample certificates can slow the testing and tagging process considerably, especially if a sampler has to be sent out to verify the information.
Protect the samples during transport. As in previous years, the lab will not accept any sample bags that arrive leaking. Such bags may contaminate other samples in transport; therefore, it's best to send each sample inside a plastic bag. Due to their small seed size, bentgrass, bluegrass and white clover can leak out easily; therefore they always need to be in plastic bags. Please fold over or twist bag tops: do not staple, tape or rubber band them.
Handwriting! Please print legibly; do not use cursive. Illegible handwriting accounts for more errors in reporting than any other single factor.
Correcting mistakes - If an error was made, do not write over it. It needs to be crossed out and the corrected letter/number printed above it. The sampler will need to initial the change if it affects tagging.
Numbers - (Lot, field, etc.) should be written clearly. Please write zeros and sevens with slashes through them, European style. Write the letter "S" distinctly from the number "5" and the letter "L" distinctly from the number "1".
Crop/Species - Use the specific crop type, such as perennial ryegrass and tall fescue. In case the variety name is wrong or missing, the correct crop information will be helpful to seed services in processing your sample.
Sacks & Pounds - There should only be one set of container types. If 2 sets of sacks and pounds are provided, we can put only one set in the database and can't add them up.
Field Numbers - Need to be written exactly as they are required to appear on the report. Put dashes in correct spots and include any leading zeros. Please print letters they way they need to be, capitalized, etc.
Warehouse, Grower, CC names - The entire name needs to be on the sampling bag. Many places have similar names now and putting an abbreviation or one word isn't enough. When names have changed please use the newest name on the bag and if possible print the address.
Tests requested - Tests ordered need to be readable and make sense. SQ for Sod Quality, P&D for pest and disease are OK, but writing just a "p" or "d" doesn't work. OECD is not a test. If the contractor requires OECD, the ware house need to call them and find out what kind of test is needed. Instead, please have AOSA/EC written or checked on the bag.
Crop Year and Lot Number - If the crop year is listed as 2008 but the lot number says M78-7-A, it will not match. The middle number of the lot number is the same as the crop year. If no crop year is listed on the sample bag, we will use the current crop (fiscal) year as a default.
AOSA/EC Basic and Pre-Basic - If an AOSA/EC purity is ordered on Basic or Pre-Basic (foundation or registered) lots, they are required to have a crop & weed exam.
Sod Quality - Oregon Sod Quality cannot be ordered on experimental varieties. The sample needs to be eligible in the Oregon Certification program to be eligible for Sod.
Pre-variety Germplasm - Enter the species on the species line and the PVG number on the variety line.
Review the Certificate - A quick read through before sending samples is always better than trying to correct errors later.