General submission guidelines

To ensure the best results, please follow our submission guidelines carefully. Alternatively, we have experience in DNA and RNA isolation and QC and can provide those services upon consultation.

Please follow these general guidelines when shipping DNA samples:

• Samples should be secured in either 96 well plates, PCR strips, or 1.5mL low binding microfuge tubes (see table below for more details). Samples should be placed in a thermostable styrofoam box with dry ice.
• Samples should be shipped via overnight delivery.
• Please refer to the table below for sample requirements specific to your project type.

Considerations for RNA submissions

• Samples should be secured in either 96-well plates, PCR strips, or 1.5mL low binding microfuge tubes (see table below for more details). Samples should be placed in a thermostable styrofoam box with dry ice.
• Samples should be shipped via overnight delivery.
• Please refer to the table below for sample requirements specific to your project type.

Considerations for non-extracted samples

We do accept non-extracted samples for extraction at JCVI at an additional cost. The considerations provided below optimize the potential for successful extractions:

• Ensure that you provide enough biological material to achieve the target DNA or RNA concentrations required for your project. Insufficient material may delay your project or require additional extraction attempts.
• Extraction Protocol
  • Select Sequencing Core-provided protocol: We currently provide the following:
  • Additional QC Steps. If QC data falls below the requirements for your chosen assay, the sequencing core may need to charge for additional efforts, such as new extractions or sample concentration adjustments using methods like SpeedVac or bead-based enrichment.
• Shipping & Sample Integrity
  • The customer has a responsibility to provide appropriate shipping conditions based on the sample type. Degradation of samples due to improper packaging or delays in transit will not be the responsibility of the sequencing core.
  • Biohazardous Materials. We do not accept biohazardous samples. Materials from BSL2 or greater organisms or environments must be either deactivated (e.g. RNA later or DNA/RNA Shield) or extracted nucleotides, both of which render a material non-infectious.  Shape

Sample submission format

1-12 Samples

• Samples may be submitted in either a 96-well plate, PCR strip, or 1.5 mL low binding microfuge tubes (see table below for more details).
• Refer to the sample type in the table below for further specifications

>12 samples

• Samples should be submitted column-wise in a 96-well plate format
• A plate map (Excel file or .csv formatted table) must be included for all submitted plates
• There should be no skipped wells in the plate
• The plate should be securely sealed with an adhesive seal
• The plate should be clearly labeled with the project label and any other identifying information necessary
• Refer to the sample type in the table below for further specifications

Sample quality information

Including sample quality information with your samples may result in quicker turnaround times, allowing you to receive your data more quickly. Depending on where in the project pipeline the Sequencing Core is accepting the samples, there will be a difference in the type and quantity of sample quality data that the Sequencing Core will accept. Prior to the finalization of the project, a representative of the Sequencing Core will send a standardized template for you to include the relevant sample quality information pertaining to your project. The following are supplementary data commonly included with sequencing project submissions. Pertinent information includes, but is not limited to the following:

• Indexing information
• QC information
  • DNA/RNA concentration data
  • Purity ratios (e.g., 260/280, 260/230)
  • Electropherograms or other integrity assessments (e.g., Agilent Bioanalyzer, TapeStation or Femto Pulse results)

Providing this information helps us aconfirm that your samples meet the required quality for sequencing, but we understand all labs may not have the capacity to perform these QC steps. We offer a range of sample quality quantification services to help your submitted samples meet our sample QC requirements and we will inform you of your samples’ QC status before proceeding with your project.

Timelines for project completion

At the JCVI Sequencing Core, we aim to deliver high-quality data in a timely manner. However, the timeline for when you can expect to receive your data depends on several factors, including:

• The stage of sample preparation (e.g., extracted or non-extracted samples)
• The quality of the samples provided
• The complexity of the project, such as the type of sequencing or analysis required
• Unforeseen circumstances, including instrument failure or delays in receiving QC information

We strive to process and complete projects as efficiently as possible, and we will work to honor the timeline discussed prior to the official submission of a project. However, if your project is beholden to a strict timeline, please communicate this to the core before the project is accepted.

Minimum sample requirements

Below is a table outlining the suggested minimum volume, concentration, and quality standards required for samples to meet our submission guidelines. Samples that fall below these standards may still be processed, but please note the sequencing core cannot assume responsibility for the quality or quantity of data that falls short of what we offer as deliverables for any particular service. For further details, please refer to the Service Agreement included in your project upon acceptance.

Disclaimer

The services provided by JCVI Sequencing Core are for research use only and are not intended for clinical, diagnostic, or therapeutic purposes. While we aim to provide high-quality data and services, no guarantees or warranties are made, express or implied, at all, including, but not limited to those regarding the accuracy, completeness, or performance of any data generated. Except as expressly set forth in this paragraph the results are provided to customer on an “as is” basis, and JCVI, to the maximum extent allowed by applicable law, expressly disclaims any and all warranties, express or implied, including, without limitation, any implied warranty of merchantability, fitness for a particular purpose, accuracy utility, or non-infringement with respect thereto.

Results may be affected by factors beyond our control, including but not limited to sample quality, contamination, degradation, library preparation efficiency, and sequencing platform limitations. Customers are responsible for ensuring that all submitted materials meet our stated sample requirements. JCVI Sequencing Core is not responsible for failed or suboptimal results arising from substandard samples and the customer MUST pay for the services rendered irrespective of the quality of results.

Sequencing data will be retained on our servers for 30 days following data delivery. After this period, data may be permanently deleted unless alternative arrangements are made in writing/email prior to data expiration. It is the customer’s responsibility to download and securely archive their data in a timely manner.

No interpretation or analysis provided by JCVI Sequencing Core, if any, should be considered medical or diagnostic in nature. Customers are solely responsible for the interpretation, downstream analysis, publication, and use of any data or results generated.

Provision of Samples by Customers

It is critical that customers provide all relevant information to JCVI in a timely manner. Customer agrees to provide the samples and all other information and materials as specified in the quote and purchase order in accordance with any guidelines provided therein. Customer acknowledges that any failure to provide the samples, information and any other materials in accordance with the quote and purchase order may result in delays in the project.

Indemnification

By submitting samples and accepting a quote, customer agrees to indemnify, defend, and hold harmless JCVI, its Sequencing Core, its employees, and affiliates from and against any and all claims, liabilities, damages, losses, or expenses (including reasonable attorneys’ fees) arising out of or in connection with:

• The use or misuse of any data or services provided;
• Any third-party claims related to intellectual property, ethical violations, or regulatory noncompliance associated with the submitted samples;
• Any downstream use of the sequencing data, including but not limited to publication, commercialization, or further analysis.

The customer further affirms that all necessary approvals (e.g., IRB, IACUC, export control, or consent forms) have been obtained for the submitted materials, and that all samples comply with applicable laws and institutional guidelines.

Invoicing & Payment Terms – Sequencing Core Facility

Quotes

A Quote will be provided. A returned, signed quote accompanied by a purchase order (PO) will be required for sequencing work to begin. Invoicing will be based on the PO. Any additional services will be documented as an amendment to the quote and purchase order and charged for at the time of invoicing. Reruns due to faulty samples will be charged as extra services over and above the quoted rate.

Invoicing

Invoices will be issued upon completion of sequencing services and delivery of data. For projects requiring extended timelines or large-scale sequencing, interim invoicing may be issued based on milestones or batch completion, as defined in the Quote.

Internal Customers (JCVI Principal Investigators)

Invoices will be processed through the internal billing system, and charges will be posted to the designated account (e.g., project code) provided at the time-of-service request upon acceptance of the service by the PI. There must be sufficient funds in the project budget at the time of acceptance of the quote for service. Timelines for delivery of service must be agreed upon at the time of the quote submission.

External Customers

External users will receive a formal invoice via email. Payment is due within 30 days (Net 30) of the invoice date unless otherwise agreed upon in writing.

Payment Methods Accepted

• Credit card
• ACH/wire transfer
• Institutional check

Late Payment

Invoices not paid within the specified timeframe may incur a late fee of 1.5% per month on the outstanding balance. Continued delinquency may result in suspension of services or data delivery delays.

Disputes

Any invoice discrepancies must be reported in writing within 10 business days of receipt of the invoice. Please contact DLAccounting@jcvi.org for resolution.

Sequencing Core Cancellation Policy

To ensure efficient scheduling and optimal use of resources, the Sequencing Core Facility has established the following cancellation policy:

Notice Requirement

Cancellations must be submitted at least 48 business hours prior to the scheduled submission or appointment time. All cancellations requests must be sent in writing to services@jcvi.org with the project ID.

• Cancellations received less than 48 hours before the appointment may incur a late cancellation fee.
• For high-throughput or special projects (e.g., long-read sequencing, custom library prep), a minimum of 5 business days' notice may be required.

Cancellation Fees

• Standard Services (e.g., Sanger sequencing, small-scale NGS prep):
  • < 48 hours notice: 25% of estimated service cost
• Complex or High-Cost Projects (e.g., PacBio, 10x Genomics):
  • < 5 days notice: Up to 50% of estimated service cost, depending on preparatory work completed.

No-Show Policy

Failure to communicate a cancellation will be considered a no-show and may result in:

• A 100% charge for the scheduled service.
• Loss of priority for future scheduling.
• Notification to the PI for repeat offenses.

Rescheduling

We understand that delays happen. Customers may reschedule once without penalty if done within the appropriate notice period. Repeated rescheduling may incur administrative fees.

Exceptions

Exceptions may be granted under extenuating circumstances (e.g., equipment failure, emergency) at the discretion of core management.