METADATA
last updated: 2025-12-15 RT updated metadata after BA fixed inconsistencies
file_name: Site Checklist - Portola.md
file_date: 2022-09-08
title: Test Site Checklist - Portola
category: guides
subcategory: test-site
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summary_short: The Test Site Checklist – Portola provides daily, weekly, and site-readiness checklists for running FloodLAMP testing at the Portola location, including setup, cleaning, consumables/reagent verification, tube intake at drop-off points, run execution, rerun handling, and end-of-day shutdown. It standardizes operations and required Slack communications to ensure consistent testing workflow, inventory updates, and equipment readiness.


CONTENT

## Testing Checklist - Portola v1.1
Last updated: 9-8-2022 by GW
For all ***communication*** steps specified below, use the Slack channel: **\# testing-alpine\_portola**

### Before Arrival
-   Confirm Heaters turned on (text Randy & Theresa if confirmation not received by 8am)

### Upon Arrival 
Time:
-   Review freezer sensor data to ensure no thawing occurred
-   Prepare fresh 10% Bleach Solution, preferably daily, but at least every 3 days
-   Clean Inactivation Table thoroughly - first with 10% bleach, then with 70% ethanol or IPA
-   Set up Inactivation Table
-   Check sufficient 1XISS (or make) and Rxn Mix (frozen or source tubes), and *not expired*
-   Verify sufficient test consumables for usage (1 mL tips, 10 uL tips, gloves, wipes, aluminum foil)
-   Verify that you have expected tubes from staff 

### At Carillon / Ormondale
Time:
-   Travel to each class and set up at drop off point
-   Intake Collection tubes already dropped off
-   Note any anomalies (e.g., uncollected tubes)
-   Continue intaking as participants drop off tubes until cut-off time 9:05am
-   ***Communicate*** any intake anomalies (QR code and anomaly description) 

### Upon Return to Portola 
Time:
-   Turn off air purifiers before beginning the test procedure. Keep the door closed
-   Double check water bath / heater is up to temperature (at least 95°C) before starting to process samples
-   Run test
-   When on amp, ***communicate*** time expected to remove from amp
-   Check with FL Program Admin if positives are known or unknown. Rerun if unknown
-   ***Communicate*** Result image & lookup map 
Time:
-   Mark result on lookup map as a circled ‘P’ or ‘I’ at the end of the tube code
-   Wait 5 mins for confirmation of whether any positives are known positives
-   ***Communicate*** re-run plan for all inconclusives and unknown positives
     I.e.: “re-running 1 positive, 1 inconclusive in triplicate”
-   Re-run test
-   ***Communicate*** re-run results ETA
-   ***Communicate*** final results and time 
Time:
-   Return cold blocks to freezer
-   Return pipettes, tip boxes, racks
-   Check that all thawed inactivation solution bottles & vials are covered in foil
-   Discard sample tubes from refrigerator (neg. in trash, pos. in bag in bottom freezer)
-   Turn off heaters
-   Empty and clean tip buckets with bleach and ethanol

## Weekly Checklist - Portola v1.1
Last updated: 9-8-2022 by GW

-   Change water in water bath weekly (at Alpine)
-   Preferable to use distilled water
-   Update complete Inventory, ***communicate*** that Inventory tab has been updated
-   Audit freezer sensor data for anomalies
-   Check Expiration dates of reagents
-   Empty trash bins
-   OPTIONALLY: Prepare reaction tubes for the week, and freeze
-   AS NEEDED: receive deliveries
    -   Use included ship list to verify contents
    -   ***Communicate*** any discrepancies
    -   Update Inventory with new materials

## Site Readiness Checklist - Portola v1.1
Last updated: 9-8-2022 by GW

The following should be in place at all times to ensure smooth operation of the lab:
-   Glove boxes BOTH in assay prep area AND amplification area (keep separate glove supplies)
-   Wipes present (one active, plus extra on supply shelf)
-   Empty Tip box filled with strip tubes (fill tip box + half source box)
-   Falcon Tubes Filled with strip tube caps (two full falcon tubes, + half source box)
-   1.5mL tubes closed and in cleaned, labeled cryobox (1 active box, Next box fully ready)
-   At least 5 blank Amp run forms, and at least 1 spare of both table forms (1X ISS & RM)
-   Pens and markers clean and in proper place
    -   Pens tested and functional
-   Spare tube of inactivation solution in freezer
-   Freezer thermometer tested and functional
-   Lightbox battery charged and functional (if applicable)
-   Old non-significant samples clear from fridge
-   Tip buckets empty