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 material

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

2.  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 bag

3.  Place this second bag in a strong outer packaging (cardboard box or similar) with suitable cushioning material

Shipping documents

1.  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 FedEx

NHM 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 contact

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

Example: Proforma invoice

Update or delete text in yellow as appropriate.

PROFORMA INVOICE

RECEIVER
Lars Erik Johannessen
Natural History Museum
University of Oslo
Sars gate 1
NO-0562 Oslo
NORWAY
Phone: +4722851801
Email: / SENDER
Your name
Your full address
Your phone number
Your 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 document

Update or delete text in yellow as appropriate.

Shipping documentation / Customs declaration

Scientific research specimens, not restricted

Special 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 mL
Total volume of ethanol per outer packing: / 81 mL
Total volume of ethanol per inner packing: / 0.3 mL
Total volume of ethanol per outer packing: / 24.3 mL
UN Code(s): / UN1170, UN1198
IATA Special Provisions: / A180, A189
HS Code: / 9705.00
Declared value: / 5.00 EUR

......

YOUR NAME

Place & Date

Example: FedEx Air Waybill

Information filled in below framed in red frames/circles) must be included unless otherwise has been specifically agreed with your NHM contact.

Special Provision A180

From the IATA Dangerous Goods Regulations 2013 (54th edition)