Where were changes made in the 10/21/2020 version?

1. Updated screenshots were added and the sample code field is now a required field when the Purpose 

is "Resubmission"

NCAH PORTAL CVB QUICK REFERENCE GUIDE

Biologics Sample Submissions - (APHIS 2020) “Special Request”

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Publication Date: 10/21/2020 Page 1 of 5
NCAH PORTAL CVB QUICK REFERENCE GUIDE

Biologics Sample Submissions - (APHIS 2020) “Special Request”

Only users with the Sampler Role 

can enter sample information and 

generate Packing Slips to be 

shipped with samples.

For all types of sample submissions, start by entering the 

CVB section of the Portal and then navigating to the 

Sample Submission Form.

You will be taken to the Biologics Sample Submission Form.

 Special Test Request (STR) applies to

samples pre-authorized by the CVB,

such as those for prelicense tes�ng, or

tes�ng of Master Seeds or Master Cells.

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Publication Date: 10/21/2020 Page 2 of 5
NCAH PORTAL CVB QUICK REFERENCE GUIDE

Biologics Sample Submissions - (APHIS 2020) “Special Request”

Fields with a red asterisk (*) are required. 

Auth Number - Upon entry of the authorization number provided by CVB, fields will autopopulate based on the 

information entered by CVB upon creation of the Special Test Request* 

For Serial or Subserial samples - The Establishment number, name, Product Code, Product name, Serial 

Number, and Purpose will be 'Resubmission' or 'Prelicense'.

For Master Seed samples - The Establishment number and Establishment name, Master

Seed identification, and Purpose will be 'Master Seed'.

For Master Cell samples - The Establishment number and Establishment name, Master Cell identification,

and Purpose will be 'Master Cell'.

SERIAL INFORMATION

*If it appears that any of the information autopopulated is incorrect, contact the Reviewer assigned to your firm prior to submission.

Site Address - Default is the manufacturer’s mailing address. All licensed sites will appear in the drop 

down list. 

Sample Code - Required field that appears when Purpose is Resubmission. Only valid Sample Codes assigned by CVB for

the specified Product Code and Serial Number can be entered. 

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Publication Date: 10/21/2020 Page 3 of 5
NCAH PORTAL CVB QUICK REFERENCE GUIDE

Biologics Sample Submissions - (APHIS 2020) “Special Request”

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Packaged Shipped With - Samples shall be kept under refrigeration at 35°- 45°F (2° - 7°C) unless otherwise specified

in the approved Outline of Production (9 CFR 114.11).

Size - 

Number of Containers - See VSM 800.59 for guidance (9 CFR 113.3)

Amount Per Container - The number of doses/mLs/Units per container.

If more than one sample size is submitted, use the smallest volume for entry. However, multiple dose sizes 

submitted should be entered into the Remark Section.

If the volume is less than 1 unit, round the number up to 1. If the volume is not a whole number, but is greater 

than 1 (i.e. 10.5 mL), round down to the nearest whole number.

Type - Doses, mL Units. For diagnostic test kits, use units.

Sample Type - Final samples should be submitted in most cases, unless directed by the CVB. 

Contains Thimerosal? - Utilize this check box if the product contains Thimerosal.

SAMPLE INFORMATION

Remarks - Enter any applicable information not contained in the above fields, such as reagents that are being included 

in the shipment for testing. This information will be included in the packing slip as “Comments”.

Save - Upon saving, the record must be printed and submitted to the CVB with the sample packaging to be submitted 

to the CVB (see User Guide #8 - How to Generate Packing Slips for Biologics Samples for details on this). 

MISC.

Publication Date: 10/21/2020 Page 4 of 5
NCAH PORTAL CVB QUICK REFERENCE GUIDE

Biologics Sample Submissions - (APHIS 2020) “Special Request”

Select to Delete the submitted form.

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WHAT IF I MADE A MISTAKE?

If a record needs any corrections, it must be deleted and re-entered completely. The record may be deleted until it 

has been received by the CVB. 

Publication Date: 10/21/2020 Page 5 of 5