In a testing program where the results of a test may be used to bring about legal or administrative proceedings, the chain of custody is one of the first issues to undergo legal scrutiny. The chain of custody is the instrument that provides the standards for evidence collection and processing of the sample. The process identifies all of the parties that collect, move, test and store the sample. A detail chain of custody with a paper trail helps protect the exhibitor, the exhibition and the department from the liability of the mishandling the samples.

The following are the various sections of the Ohio Revised Code (ORC) and rules of the Ohio Administrative Code (OAC) that set forth the various duties of those parties involved in test sample chain of custody:

Sec. 901.73 (A) (2) of the ORC; The director may conduct random inspections and investigations regarding any matter involving livestock present at an exhibition.

Sec. 901.73 (A) (3) of the ORC; The director may designate employees of the department of agriculture, employees of the United States department of Agriculture, licensed veterinarians, or employees or students of an approved or accredited veterinary school or college to perform the inspecting, sampling, and testing. The director may contract with laboratories, universities, or other persons or institutions, both public and private, to perform the livestock testing.

901-19-02 (A) of the OAC; The sponsor of an exhibition shall designate each of the shows held at the exhibition as one of the following types: terminal show, partial terminal show, or non-terminal show.

901-19-02 (B) of the OAC; All of the following junior livestock shows or classes must be terminal shows or partial terminal shows: market beef steer, market hog, market lamb, market dairy steer and veal calf.

901-19-10 (A) of the OAC; Urine, blood, tissue and other test samples shall be collected in accordance with the Ohio department of agriculture’s protocol for the collection of livestock test samples at exhibitions. Test samples may be collected before, during or immediately after a show. Deviation from the protocol shall be noted.

901-19-10 (C) of the OAC; The director may at his discretion, collect any urine, blood, tissue or other test samples from exhibition animals at the time of slaughter.

901-19-06 (A) of the OAC; The exhibitor and the owner of an animal are jointly and severally responsible for completing and filing the drug use notification form in the manner required by this rule.

901-19-06 (B) of the OAC; The drug use notification form shall be signed by either the exhibitor or the owner. If the person signing the form is a minor child, the form may be cosigned by a parent or guardian of the minor child.

901-19-06 (C) of the OAC; A drug use notification form shall be completed for the grand champion and reserve grand champion in every terminal and partial terminal show.

901-19-05 (A) of the OAC; Every sponsor of an exhibition shall appoint a person as its records official. The records official shall receive and maintain the drug use notification forms filed under rule 901-19-10 of the Administrative Code.

901-19-05 (C) of the OAC; The sponsor of an exhibition shall, prior to the start of an exhibition, establish a method of identifying each animal in a terminal and partial terminal show and maintain a chain of custody for each animal from the show through consignment to either slaughter or a

licensed livestock facility for sale. The sponsor shall maintain a record of the identity of each animal and its chain of custody for a period of one year from the day of the last day of an exhibition.

901-19-19 (A) of the OAC; Both the exhibitor and the owner of livestock are the absolute insurers of and therefore absolutely liable to discipline under rule 901-19-21 of the Administrative Code for the presence of an unlawful substance in livestock and unacceptable practices done to livestock.

The following outline delineates the specific duties of the key parties set forth in the chain of custody.

Ÿ determine the type of exhibition to be sponsored

Ÿ designate a records official

Ÿ obtain an authorized fair veterinarian

Ÿ notify the Ohio Department of Agriculture (ODA) in writing, ten days prior to the opening date of the fair where the livestock will be slaughter or consigned to a licensed livestock facility for sale

Ÿ maintain animal identification and chain of custody of exhibition livestock

Ÿ maintain records for one year from the closing date of the exhibition including

Ÿ entry registrations

Ÿ animal identification

Ÿ drug use notifications forms

• custody records

Ÿ coordinate urine sample collection following ODA collection protocol

Ÿ must register, enter, exhibit only livestock owned by the exhibitor

Ÿ not present an animal known to be affected with a residue

Ÿ care for exhibition livestock until departure for slaughter or consigned to a licensed livestock facility

Ÿ render assistance in the sampling and testing of livestock

Ÿ complete a drug use notification form

Ÿ sign the custody forms and initial labels placed on the test samples

the exhibitor and owner shall be the absolute insurer of and responsible for the condition of the livestock entered, registered and shown in an exhibition

Ÿ collection cups Ÿ ice packs

Ÿ evidence tape Ÿ zip-lock plastic bags

Ÿ shipping labels Ÿ extra custody form, if needed

Ÿ use one box for each animal species selected

Ÿ collect sample from at least the grand and reserve champion of each show of market livestock unless requested otherwise by the Director of Agriculture

Ÿ collect 10 ounces of liver-5 ounces in each sample cup

Ÿ collect 10 ounces of diaphragm muscle-5 ounces in each sample cup

Ÿ collect 2 eyes-1 in each sample cup

Ÿ label each sample cup with the correct sample preprinted label (on the custody form) after nitialing the label and circling the appropriate show placing code

Ÿ if there is no identification indicated on the custody form, indicate any missing identification near your signature

Ÿ if custody form is not with the animal, use extra custody form and transfer the identification information

Ÿ seal each cup with the locking device

Ÿ PLACE EVIDENCE TAPE OVER THE TOP AND AROUND THE SEALED CUP

Ÿ sign the custody form

Ÿ call the courier when collection of tissue samples is completed

Ÿ place sealed cups in the styrofoam sample box

Ÿ place custody form in plastic bag and place in styrofoam sample box

secure lid of styrofoam sample box with two preprinted tissue labels-initial and date the labels

Ÿ place the styrofoam sample box into the cardboard box

close the cardboard box with tape

Ÿ place the pre-addressed shipping label on the cardboard shipping box and ship as directed

Ÿ if supplemental samples are needed, use extra collection cups and extra labels to identify the extra samples

Ÿ on custody form, identify the supplemental sample/samples that were taken

Ÿ if the original custody form is not with the animal, identify the animal on extra custody form (i.e. animal identification, retain tag number, fair code)

seal the samples in the same manner as before

Ÿ collection cups Ÿ shipping labels

Ÿ labels Ÿ ice packs

Ÿ custody forms Ÿ zip lock plastic bag

Ÿ evidence tape Ÿ Drug Use Notification Forms

Ÿ use 1 box for each species: cattle, swine, sheep

Ÿ collect samples from at least the grand and reserve champion of each show of market livestock unless requested otherwise by the Director of Agriculture.

Ÿ assign collectors to help with test sample collection

Ÿ collect 2 ounces of urine directly in a sample cup

Ÿ collect 1 ounce of hair and place in sample cup (cut hair as close to the skin as possible from either the ear, switch, poll, fetlock, or body)

Ÿ seal each cup with the locking device (exhibitor/owner to witness)

Ÿ the collector shall label each cup with the correct sample preprinted label after initialing the label by both the exhibitor and the collector and circling or marking the appropriate show placing code(exhibitor/owner to witness)

Ÿ place evidence tape over the top and around the sealed cup (exhibitor/owner to witness)

Ÿ have the exhibitor or the owner complete a Drug Use Notification Form

Ÿ have the exhibitor or the owner sign the custody form

Ÿ collection coordinator signs, dates, and verifies the animal ID and all show placing codes on thecustody form (approved fair veterinarian)

Ÿ return pink, goldenrod and remaining labels which shall accompany the animal to slaughter to the records official

Ÿ call the courier the day of the show to assure next day pickup (except Saturday)

Ÿ place sealed cups in sample box (Styrofoam box)

Ÿ place ice pack in sample box

Ÿ place custody form and completed Drug Use Notification Form in plastic bag and place in sample box - check all forms for completeness and accuracy

Ÿ secure lid of sample box with two preprinted labels - initial the label and date

Ÿ place the sample box into the cardboard box

Ÿ place the pre-addressed shipping label on the cardboard shipping box and ship as directed

Ÿ ship each day's show samples after collection

Ÿ open cardboard box mailer

Ÿ remove styrofoam box, making sure preprinted tissue box label from custody form is securely holding lid of box in place

Ÿ open styrofoam box

Ÿ inspect sample cups for preprinted label, evidence tape and any other evidence that would indicate a sample is not secure

Ÿ on the custody form, record whether or not the samples are secure

Ÿ sign and date the custody form

Ÿ transfer samples to zip-lock plastic bag

Ÿ place extra preprinted label from custody form on bag to identify animal; initial and date the label

Ÿ seal bag with evidence tape, initial and date across tape

Ÿ on custody form, record where samples are being transferred...i.e. outside freezer

Ÿ transfer samples to freezer using the log in book and key box

Ÿ record the transfer—date, time, custody form number, tissue placed, tissue removed

unlock key box by breaking the plastic orange lock

Ÿ record old lock number in record book, making sure it matches the previous new lock number

unlock freezer

Ÿ place tissue samples in freezer

Ÿ lock freezer and place key in box

Ÿ take new orange lock, record new number in log in book and lock box

Ÿ place custody forms in the fair file in the secretary’s office

Ÿ if a hog has been randomly selected to have eye tissue tested, place both eye samples in a styrofoam box

Ÿ record transfer: date, time, signature, and where it is being transferred to on the chain of custody form

Ÿ peel off pink copy of the custody form and place it in the box along with the eye tissue close the box

Ÿ secure the styrofoam box with evidence tape and initial across the tape

Ÿ place styrofoam box in cardboard mailer

Ÿ send the box with the courier to Ohio State

 

Ÿ place the goldenrod copy of the custody form in the fair file

Ÿ when a sample needs to be tested or transferred out of the freezer, transfer sample from freezer to destination

Ÿ record transfer on custody form, sign and date the form

Ÿ record transfer in outside freezer login book

Ÿ when sample is transferred to the ADDL lab, fill out an ADDL Official Transfer of Sample form and have the appropriate signatures

Ÿ make a copy of the Official Transfer of Sample form to keep in the fair file

Ÿ make a copy of the custody form to keep with the lab

Ÿ have an ODA accession number assigned to the sample

Ÿ initial the transfer history on the Official Transfer of Sample form when necessary condition of the livestock entered, registered and shown in an exhibition.

 

 

Street, P.O.Box Number

____________________________EXHIBITOR PHONE_________________________

I CERTIFY THE ABOVE NAMED ANIMAL HAS NOT BEEN TREATED WITH PRESCRIPTION OR OVER THE COUNTER DRUGS FOR WHICH THE WITHDRAWAL PERIOD HAS NOT ELAPSED UNLESS AS INDICATED BELOW.

I CERTIFY THE ABOVE NAMED ANIMAL HAS BEEN APPROPRIATELY TREATED BY A LICENSED VETERINARY PRACTITIONER WITH A MEDICATION AS INDICATED BELOW FOR WHICH THE WITHDRAWAL PERIOD HAS NOT ELAPSED:

PARENT/GUARDIAN SIGNATURE (IF ABOVE IS UNDER AGE 18)________________________________ DATE:______

CIRCLE ONE MS1 MS2 MH1 MH2 ML1 ML2 OTHER ______ (SEE BELOW )

2 DIGIT FAIR CODE # ______ OTHER ID CODE

OTHER MV1 = MARKET VEAL/FIRST MS1 = GRAND MARKET STEER

GRAND CHAMPION MV2 = MARKET VEAL/SECOND MS2 = RESERVE MARKET STEER

RESERVE CHAMPION MDS1 MARKET DAIRY STEER/FIRST MH1 = GRAND MARKET HOG

MDS2 = MARKET DAIRY STEER/SECOND MH2 = RESERVE MARKET HOG

CPS=CHAMPION PROJECT/STEER ML1 = GRAND MARKET LAMB

CPH=CHAMPION PROJECT/HOG ML2 =RESERVE MARKET LAMB

CPL=CHAMPION PROJECT/LAMB

H = HORSE/PONY

OFFICIAL ANIMAL IDENTIFICATION

______________________________ ____________________________________

Print clearly - name of exhibitor wSIGNATURE OF EXHIBITOR

______________________________ ____________________________________

DATE / TIME _________________________

______________________________

Print clearly - name of collection coordinator SIGNATURE OF COLLECTION COORDINATOR

(APPROVED FAIR VETERINARIAN - if applicable)

DATE / TIME__________________________

*********************************************************************************

___________________________ ________________________________________________

Print clearly - name of tissue collector SIGNATURE OF TISSUE COLLECTOR, Meat Inspection Employee

********************************************************************************* FOR LAB USE ONLY

URINE/BLOOD/HAIR SAMPLE SECURE: YES _____ NO _____ TISSUE SAMPLE SECURE: YES ____ NO _____

__________________________________________ __________________________________________ TRANSFER TO DATE / TIME SIGNATURE TRANSFER TO DATE / TIME SIGNATURE

__________________________________________ ___________________________________________

TRANSFER TO DATE / TIME SIGNATURE TRANSFER TO DATE / TIME SIGNATURE

__________________________________________ __________________________________________ TRANSFER TO DATE / TIME SIGNATURE TRANSFER TO DATE / TIME SIGNATURE

__________________________________________ ___________________________________________

TRANSFER TO DATE / TIME SIGNATURE TRANSFER TO DATE / TIME SIGNATURE

WHITE AND YELLOW: ACCOMPANY URINE SAMPLE TO CONTRACT LABORATORY (YELLOW/ODA)

PINK AND GOLDENROD: ACCOMPANY ANIMAL TO FINAL DESTINATION (GOLDENROD/ODA)

AGR CF (Rev.3/96)