Sample
Registration is your first point of call for any enquiry. If
you have a technical query, please make it as clear as possible so
that you can be directed to the right department for a response.
Many commonly asked questions are answered below.
This page contains information on the following:
- How do I find out if HSE Solutions offer a
service?
- What sampling media should I
use?
- How do I order kits?
- Analysis Request Form
- Payment For Services
- How will I know when my sample(s) have
been received?
- How will I receive my
results?
- When will I receive my
results?
- Post Analysis Sample Retention and
Disposal
- Additional Services
- Sampling Media
Where do I send my Samples?
In accordance with our operating procedures, sample receipt,
registration, retention and disposal, are coordinated by Sample
Reception staff based in the dedicated Sample Reception
Office. All samples and batches are allocated unique
identification numbers. Samples received at the same time
will normally be treated as a single batch and be reported on a
single report in standard HSE Solutions format.
Our address for receipt of all samples for analysis is:
Sample Reception L.2.51, HSE Science and Research
Centre, Harpur Hill, Buxton, Derbyshire, SK17 9JN
All samples must be sent with the following forms:
- fully completed Customer Request form
- fully completed How to Pay form
- copy of your purchase order if paying via invoice
Samples received without the fully completed forms will be
analysed but results will be held pending receipt. An email will be
sent to advise that we need further information (please ensure that
a valid email address is provide on your Customer Request
form).
1. How do I find out if HSE Solutions offer a
service?
Browse our through our Analytical Services brochure to see if we
can help - contact one of the named contacts or email registration.sample@hse.gov.uk
or call 0203 028 3383.
Our Standard Biomedical Assays are listed here.
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2. What sampling media should I use?
We recommend that customers use HSE Science and Research Centre
supplied sampling media for many of our assays, alternatively we
will advise on the best sampling media. For all our Standard
Biomedical Assays, we provide kits with everything you need to take
your sample(s) and send to us for analysis, including return
postage for UK customers. Other kits supplied by us do not
normally include return postage. Customers need to ensure
that correct postage is paid for when using Royal Mail as unpaid
postage costs will be re-charged to the customer.
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3. How do I order kits?
Biomedical Assays
To order kits, please email registration.sample@hse.gov.uk
with the following information:
- The number of kits you require;
- The tests being performed;
- Delivery details - name and full address, including
postcode;
- Whether you require next day delivery service (NB, a charge
will apply - see Additional Services below);
Kits will normally be despatched within 24 hours, orders for
next day delivery must be received by 12 noon. Some tests can be
ordered online - if you would like a
test to be made available online, please contact Sample
Registration.
Other sampling media
If we agree to supply sampling media for other services, these
may be subject to a lead time, but we aim to despatch these as soon
as possible following receipt in writing of your request to go
ahead. If you require further information please contact registration.sample@hse.gov.uk.
NB: Gravimetric Requests are processed following receipt of our
Gravimetric
Request Form.
PTFE filters and wipe kits for allergen testing are available online.
All sample kits and media are dispatched by Royal Mail standard
class post. Additional charges will apply if you require next
day or delivery to a non-UK destination or a courier is required
(see Additional Services below). All sampling equipment
supplied is the property of HSE Science and Research Centre, and
equipment not returned within 3 months of supply will incur a
charge equivalent to the value of the equipment supplied.
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4. Analysis Request Form
Each time you send us samples for analysis you need to complete
one of our Analysis Request forms found here - we use this to
ensure we have received the correct samples and know where to send
the results. It is important that you complete all required
Sections of the form to ensure processing can be carried out as
smoothly as possible. If the form is received incomplete then
this could delay processing of your samples.
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5. Payment for Services
You can choose three methods of payment: credit card, BACS or
invoice.
Payment by Credit/ Debit Card or by BACS
These options can be used for any order but must be used if you
are sending samples costing less than £100.00 to analyse.
If you pay by these methods you will receive a full VAT receipt,
suitable for accounting purposes.
Please call the sample reception team on the number below to
provide the relevant credit/ debit card details prior to sending
your samples to us. A unique reference will be supplied to
enter on your 'How To Pay' form.
If you require a pro-forma invoice in order to pay by one of
these methods, please supply the following information so that we
can provide this for you:
- company name
- company address
- type of analysis (e.g. isocyanates in urine)
- number of samples (or we can just provide the price of analysis
for the current financial year)
Requesting an Invoice
Invoices can only be issued if the amount is over £100.00.
If you are sending samples with a value of less than £100.00
you must pay by credit/ debit card or by BACS.
It is mandatory for any company wishing to pay for their
analysis via invoice to submit a completed 'How to Pay' form and
provide us with a copy of the Purchase Order (not just the number).
Failure to do so will result in your results being held until
received.
It may be useful for companies to provide an annual purchase
order that can be used for the financial year (1st April and 31st
March).
Please note: our invoice procedure is quite lengthy (4-6
weeks) so if you require your reports sooner, please pay by credit/
debit card or by BACS.
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6. How will I know when my sample(s) have been
received?
We will email you to let you know, provided you include an email
address with your sample(s).
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7. How will I receive my results?
We offer customers a choice of either receiving their results by
post (hard copy) or by email. We will only send these out
once - copies of results already issued will be subject to a
standard charge (see Additional Services).
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8. When will I receive my results?
You should expect to receive your results within the specified
or agreed turnaround times, normally specified as numbers of
working days following receipt of samples at HSE Science and
Research Centre.
Analytical reports will not be dispatched until full payment has
been received.
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9. Post Analysis Sample Retention and Disposal
Samples are retained and disposed of in accordance with our
operating procedures. Usually for biological material this is
one calendar month and for other samples six months.
It may be possible for HSE Science and Research Centre to
return samples post analysis to you, but any requests must be made
in writing and a charge may apply (see Additional
Services). Please email us with your
request.
Human Tissue: In the provision of analysis services utilising
human tissue samples, HSE Science and Research Centre must
demonstrate compliance with the Human Tissue Act 2004 ("the Act").
To this effect the customer must understand that by placing an
order for such service with HSE Science and Research Centre, they
warrant that:
- Appropriate consent (as defined in the Act) has been granted to
undertake the requested analyses;
- Post-mortem analyses can only be undertaken, and samples stored
by HSE Science and Research Centre on the instruction
and under the authority of a coroner;
- In accordance with Section 44 of the Act, any surplus tissue
not consumed during the analyses may be dealt with as waste, and
where tissue samples are required to be returned the customer shall
inform HSE Science and Research Centre at the time of placing
the order for analysis.
Please note this customer information is
subject to change and can be withdrawn without notice at any
time.
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10. Additional Services
- Next Day Delivery (UK only): £40 + VAT
- UK courier (for sampling media): £40 + VAT
- EU (excluding UK) delivery (for sampling media): £60*
- Non -EU delivery (for sampling media): £80*
- Return of post analysis samples: price on arrangement
- Additional Copy of Report: £40 + VAT
NB: price on arrangement may apply for heavy parcels
or parcels of a non-standard nature.
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11. Sampling Media
A range of sampling media (filters, wipes, cassettes) are
available to purchase by arrangement. Please contact Sample
Registration and they will direct you to the appropriate
Service Manager.
Sampling media for allergen analysis is available to order
online.
Allergen Sampling (order online)