Field veterinarians should supply all pertinent details of the history, clinical signs and necropsy findings. This information will allow the laboratory veterinarian to interpret the laboratory results and suggest additional testing as appropriate. All information supplied will be included in the Laboratory Report.

NSW Department of Primary Industries' Specimen Submission Form facilitates the orderly collection of this information.

An official Specimen Submission Form must accompany specimens submitted to the laboratory. Forms are available in three formats:

• Books of 100 forms will be mailed to veterinarians on request. See the contact information.
• A PDF version can be downloaded (see inset box).
• An MS Word version, which is suitable for regular submitters, can be completed on-screen and emailed to the laboratory, but note that a printed and signed copy of this form must also accompany the specimens when they are sent to the laboratory. (See inset box for downloading the MS Word version, and the instructions for using the MS Word template.)

Special forms may also be available for special investigations (eg footrot, ovine or bovine Johnes disease,). These forms provide a check list for information required by the laboratory in these investigations.

Specimen Submission forms should be completed using black or blue ballpoint pens, as this ensures good photocopies. Be as concise as possible. Long narratives waste your time and ours. The space available on the form indicates the level of detail required. For more complex investigations, a second sheet may be attached. Such detailed advice is best emailed to the laboratory for inclusion in the laboratory report.

The following provides guidance on completing each section of the form:

Owner

Provide the normal trading name and full address, including the property name of the owners, e.g. A. Brown, A. Brown & Sons, Mia Mia Pastoral Co.

Please print clearly. The same name must be used in all specimen submissions from a property to allow previous submissions from the property to be traced.

Livestock Health and Pest Authority, and Property ID

The affected property's Livestock Health and Pest Authority district and its property ID is required for statistical and reporting purposes. The Property ID is the Property Identification Code (PIC), tail tag number, or Assessment Number.

Submitter

The full name and address (including postcode) should be printed. The submitter's telephone and facsimile numbers should also be given to allow contact between the laboratory and the veterinarian. Provide your email address if you would prefer to receive your results by email.

Disease suspected

For Diagnostic cases, give the first two disease possibilities you suspect.

Specimens submitted

Give a full list of the specimens submitted together with the examinations requested on each. The number of containers, swabs and blood samples, should be clearly listed so that the laboratory staff can check to be sure that all the specimens submitted have been received. Use the Specimen Submission Key List (top right-hand panel) in addition to the Sample Submission Form if there are insufficient lines on the latter.

Tests requested

Be as specific as possible, e.g. Brucella CFT and ELISA. This is especially important for regulatory/ movement/ export testing. It should be clear which test should be applied to each sample. Your request is equivalent to an order for services and you will be charged for all tests you have requested. If you wish the laboratory to hold a specimen for possible testing later, write 'HOLD' beside this specimen.

NSW Department of Primary Industries veterinary laboratories may outsource some of the testing that is requested, where we cannot provide that service in-house. Outsourced work will be placed with a competent laboratory, wherever possible one which is NATA accredited.

Reason for test

Tick the most appropriate checkbox.

Species

Include the species, breed, age and sex of affected animals.

For species, select from the following: cattle, sheep, pigs, poultry, goats, horses, fish, bees, deer. If others, state clearly.

For breed, give breed or predominant breed in crosses.

For sex, select from the following: male, female, castrate, spayed, mixed group, unknown.

Number of animals

We use the numbers provided to calculate the epidemiological statistics, 'period prevalence' and 'cumulative mortality'. For the statistics to have meaning, the following conventions should be followed.

At risk: The total number of animals or units (eg litters, pens) at the start of the nominated period. Please specify the unit.

Affected: The total number of animals or units that have been affected (sick or dead) during the nominated period eg year, month, lifetime. Please specify the period.

Dead: The total number of animals or units dead during the same nominated period.

Further information eg daily mortality or prevalence can be provided in the 'History' section.

History and clinical findings

Include details of husbandry, nutrition, clinical signs, treatments, and necropsy findings.

Previous references

The laboratory reference number (eg. W04/01762), or date of any previous submissions relating to the condition from this owner should b given, This allows the duty pathologist to check previous reports, offer more informed comment, and maintain continuity between individual submissions from the same owner.

Postmortem findings

An accurate summary of significant postmortem findings will help us provide interpretation of laboratory test results.