Backup Freezers: Request/Report Form

For planned defrost/repair (non-urgent requests):

To schedule an upcoming usage of backup freezers, please submit your request by selecting "Request for Planned Defrost/Repair" below and completing the form.

For emergency/un-planned freezer failure (urgent requests):

Please report your event and emergency use of freezers by selecting "Report of Failure/Emergency Use" below and completing the form. If necessary, this can be done after materials/samples have been moved into a backup freezer.

After submitting the form, a representative from either the Eppley Freezer Team (for freezers in BCC) or the VCR Freezer Team (for all other freezer locations) will reach out to coordinate your freezer usage.

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Date Submitted

M-D-Y

Please select the type of Backup Freezer Request/Report:

Overview of Request Process:

Planned usage of Backup Freezers must be requested in advance.
The appropriate Freezer Team will respond to your request with freezer availability and assist in scheduling dates for transferring your samples/material between freezers.
Planned usage can only be started on Mondays to ensure that backup freezers are available for potential weekend emergencies.

Continue completing this form to place a freezer request.

After submitting the form, a confirmation email will be emailed to the primary contact listed below, which will include additional information about the process and details on next steps.

Overview of Reporting Process:

Emergency during normal business hours:

First, if time allows, contact the appropriate team listed below with backup freezer you intend to use, to confirm that it is currently available (e.g., not currently being used for planned defrost).

- Email the Eppley Freezer Team for backup freezers located in BCC
- Email the VCR Freezer Team for all other backup freezers

Once a backup freezer has been assigned by the Freezer Team, you may start moving materials/samples. The Freezer Team will coordinate with you regarding your action plan for when you will vacate the backup freezer.

Emergency during nights or weekends:

When an emergency occurs outside normal business hours, you are permitted to start moving materials/samples into any available freezers without confirmation from the appropriate Freezer Team.

- Complete this form as soon as possible to report which backup freezers are being used to store your materials.
- The Freezer Team will reach out to confirm which freezers are being used and to coordinate with you regarding your action plan for when you will vacate the backup freezer.

Continue completing this form to report your emergency usage.

After submitting the form, a confirmation email will be emailed to the primary contact listed below, which will include additional information about the process and details on next steps.

Provide information about your freezer:

Location & Alarm Code If the freezer is not alarmed or has no letter designation, please select "not alarmed."	Building	Room Number	Letter Designation

Brand & Model Series If the brand or model is not in the dropdown, please select "other" and provide brand/model name.	Freezer Brand	Freezer Model Series

Model/Serial Numbers These numbers are found on the serial tag (see examples below).	Freezer Model Number	Freezer Serial Number

Serial tags are typically located inside the door, on the side wall, near the bottom front, or on the back of the unit. Examples below show the model number (blue box) and serial number (green box) on serial tags from various freezer models.

QUICK TIP: Take a picture of the serial tag with your phone to capture these numbers prior to completing the form.

Examples of Ultra Low Freezer Serial Tags

Provide information about your request:

Please provide the following details about your request for planned usage, including the date requested, the amount of materials that will need to be moved, and other details.

NOTE: The requested start date must be on a Monday to allow for materials to be moved out of the backup freezer before the end of the week, making it available for any emergencies that occur over the weekend.

Provide information about this event:

Please provide the following details about the unplanned usage, including the date the back-up freezer was first used, the freezer that was used to store your materials, the amount of materials that was moved, and details about your plan to move materials back out of the the back-up freezer.

Start Date Requested:

* must provide value

M-D-Y

Date of Emergency/Failure:

* must provide value

M-D-Y

HIDDEN - Check Defrost Date Is A Monday

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HIDDEN - Check Defrost Date Is In The Future

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HIDDEN - Check Emerg Date Is In The Past

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Planned Defrosts Must Occur On Mondays

Please change the date above and select a date that falls on a Monday. Thanks!

You Must Pick A Date In The Future

Please change the date above and select a date for an upcoming Monday. Thanks!

You Have Picked A Date In The Future

Your emergency/unplanned usage should have occured today or in the past. Thanks!

Back-up Freezer Used:

* must provide value

Other Freezer

* must provide value

Amount of Materials:

* must provide value

Action Plan/Additional Notes:

* must provide value

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Please provide details on the plan to repair/replace your freezer and moving your
materials out of the back-up freezer in a timely fashion (preferably 1 week or less).

Please provide details on the plan to move your materials out of the
back-up freezer in a timely fashion(preferably 1 week or less), specific
date requirements if you have a scheduled repair/maintenance, etc.

Proceed to the next page to provide contact information before submitting.

VCR/Eppley Oversight - Calculator

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