Annex D-2.2: Instructions for completion of Shiga-toxin-producing Escherichia coli (STEC) in beef trimmings verification sampling template

Color coding of the template

Peach cells: Data needs to be entered by the lab.
Yellow cells: Drop-down menus provide the data options to be entered by the lab.
Blue cells: The data auto populates and is dependent on information entered in other cells.

Data entry

1. Laboratory information

   Enter the laboratory name and city information at the top of the template using the following format: Laboratory name, city.

2. Completion and verification of sample information

   1. Enter unique job/project number as found on record/certificate of analysis. This number is issued by the lab for internal tracking purposes.
   2. Verify the lab name, city (column C) and enter the province (column D).
   3. Select the appropriate registered establishment number, of the meat establishment for whom the samples have been analyzed, from the drop-down menu. The establishment name and province will auto populate based on the registered establishment number entered.
   4. Verify the establishment name and province. If this information is not correct, re-check the registered establishment number that was entered. If the establishment you are searching is not available please contact CFIA at BT-PDB@inspection.gc.ca.
   5. Enter the unique sample ID as assigned by the laboratory for tracking purposes.
   6. Enter the product name and a brief description of the product which was analyzed.
   7. Select the appropriate temperature range from the drop-down menu which encompasses the temperature of the product upon reception at the lab.
   8. Enter the following dates: the date sampled, date received at lab, and date analysis was completed.
   9. From the drop-down menu select the screening method used.
   10. From the drop-down menu, identify the analytical result of the screening method. If a presumptive positive is being reported as a confirmed positive, and no confirmatory method is being performed, go directly to Step 2m.
   11. If the screening method was positive, use the drop-down menu to identify the confirmatory method used.
   12. Identify the analytical result of the confirmatory method from the drop-down menu.
   13. Identify which E. coli serotype was identified, using the drop-down menu. If more than one serotype is identified separate lines of data entry are required for each positive. If a presumptive positive is being reported as a confirmed positive, select presumptive positive from the menu.

Reporting

1. All results must be reported to the operator as soon as they are available.
2. Results entered into the template along with the supporting record/certificate of analysis must be reported to the CFIA through the following dedicated e-mail account: BT-PDB@inspection.gc.ca.
3. The subject line of the e-mail should be of the format: Lab name – Job number.
4. E-mails reporting positive (present) results should be classified as high priority or urgent, and submitted within 1 business day.
5. Negative (absent) results may be combined into one template and submitted within the last week of each month.
6. Please do not report confirmation of sample receipt through this e-mail account.