Shipping samples to NHM Oslo under IATA SP A180

Because it is illegal to send samples containing ethanol with regular mail, such samples have to be sent by courier. And, because ethanol is regarded as Dangerous Goods by IATA (International Air Transport Association), there are strict restrictions also on such a shipment.Shipments containing natural history samples may, however, be sent under what is called Special Provision A180 in the IATA Dangerous Goods Regulations, relieving at least some of the restrictions.Below are some brief instructions on how to accomplish this; these have to be followed strictly for the shipment to be legal!The text of Special Provision A180 is included at the end of the document.

What can be shipped under IATA Special Provision A180?Non-infectious natural history samples stored in small quantities of ethanol or formalin

Max. 30 mL of ethanol per sample/tube Max. 1 L of ethanol per shipment (i.e. max. 33 samples/tubes) Samples/tubes HAVE TO contain some natural history sample - tubes containing ONLY ethanol

CANNOT be shipped under SP A180! The samples have to be packed in heat-sealed plastic bags

Packing of material1. Place the sample tubes (preferably plastic tubes with rubber rings) in a plastic bag and heat-seal

the bag2. Place the first plastic bag inside another plastic bag together with absorbent material sufficient to

contain the complete volume of liquid in the sample tubes combined, and heat-seal also this bag3. Place this second bag in a strong outer packaging (cardboard box or similar) with suitable

cushioning material

Shipping documents1. Prepare a proforma invoice with a detailed description of the content of the shipment (see example

below). Place one copy within the package and three copies together with the shipping document and Air Waybill in a pouch outside the package.

2. Prepare a shipping document (see example below). Place one copy within the package and three copies together with the proforma invoice and Air Waybill. This MUST include the statement “Scientific research specimens, not restricted, Special provision A180 applies”.

3. Fill in the Air Waybill; see example below for help and crucial information to include.

Sending of shipment with FedExNHM will pay for sending of the shipment with FedEx, but you will have to arrange pickup with your local FedEx office. Please use the FedEx International Economy service unless otherwise has been specifically instructed and approved. Some instructions for filling in the Air Waybill:

Field 2, To: Fill in the same info as given in the proforma invoice example below; the name in the first line and accompanying contact details may be changed to a more relevant person (must be NHM staff), but be sure to keep the rest of the address unchanged

Field 7, “Payment”: Tick off for Recipient and add our FedEx account number: 2914-1558-0 Field 8, “Your Internal Billing Reference”: Add the E-number you shall have received from your

NHM contactPlease send the FedEx tracking number of the shipment to your NHM contact so that we can monitor the shipment on it’s way.

Lars Erik Johannessen, DNA Bank, NHM Oslo 16 September 2014

Example: Proforma invoiceUpdate or delete text in yellow as appropriate.

PROFORMA INVOICE

RECEIVERLars Erik JohannessenNatural History MuseumUniversity of OsloSars gate 1NO-0562 OsloNORWAY

Phone: +4722851801Email: l.e.johannessen@nhm.uio.no

SENDERYour name

Your full addressYour phone numberYour e-mail address

Date: DATE

Description of goods

Avian blood/sperm samples for scientific research, stored in 96% ethanol/5 % formalin. No restricted species, no commercial value.

Species No. samples Value (EUR)

Parus major 4 4,-

Pica pica 2 2,-

Larus fuscus 2 2,-

Total 8 8,-

Example: Shipping documentUpdate or delete text in yellow as appropriate.

Shipping documentation / Customs declaration

Scientific research specimens, not restrictedSpecial provision A180 applies

This package contains blood/tissue/sperm for scientific research, originally preserved and stored in 96 % ethanol (UN1170)/5 % formalin solution (UN1198). These specimens are not infectious due to the original preservation and storage technique.

The specimens are packed in accordance with IATA SP A180, and those stored in formaldehyde falls under IATA SP A189.

The package contains no CITES or threatened species (for Latin species names and CITES status refer to included specimen list).

The specimens packed are to be included in the scientific collections of, and thus legally belong to, the Natural History Museum, Oslo. No commercial value; not for resale.

Country of origin: The country the shipment is sent from

Total volume of ethanol per inner packing: 1 mLTotal volume of ethanol per outer packing: 81 mLTotal volume of ethanol per inner packing: 0.3 mLTotal volume of ethanol per outer packing: 24.3 mLUN Code(s): UN1170, UN1198IATA Special Provisions: A180, A189HS Code: 9705.00Declared value: 5.00 EUR

.............................................................YOUR NAMEPlace & Date

Example: FedEx Air WaybillInformation filled in below framed in red frames/circles) must be included unless otherwise has been specifically agreed with your NHM contact.

Special Provision A180From the IATA Dangerous Goods Regulations 2013 (54th edition)

Description of content, included the wordings «not restricted, no

commercial value» and, if relevant “A180” and “A189”