Shipping & Sample Return Policy

Effective Date: 20 January 2026
Last Updated: 29 January 2026

This Shipping & Sample Return Policy applies specifically to the shipment of Oberon Bio sampling kits and the return of collected samples. It is intended to supplement, not replace, Oberon Bio's general Terms and Conditions and focuses solely on logistics, timing, and sample return requirements.

1. Outbound Shipment of Sampling Kits

  • Oberon Bio ships all sampling kits exclusively via FedEx Ground.
  • Primary outbound shipping day: Tuesday
  • Optional secondary shipping day (as volume increases): Thursday
  • Orders received by Monday 12:00 PM (noon) are shipped the following Tuesday.
  • Orders received after the cutoff are shipped in the next scheduled batch.
  • Tracking information is provided once the kit is released to FedEx.
  • Oberon Bio is not responsible for delays caused by the carrier, weather events, or delivery access issues.

2. Approved Customer Return Shipping Days

BEST DAYS TO SHIP SAMPLES:

  • Monday
  • Tuesday

DO NOT SHIP:

  • Wednesday
  • Thursday
  • Friday
  • Weekends & Holidays

Why these restrictions? Shipping restrictions are in place to prevent weekend transit or delivery delays that may compromise DNA/RNA integrity and sample quality.

3. Collection-to-Shipment Timing Requirement

  • Samples must be collected and shipped on the same day.
  • Samples must be collected and extracted no more than six (6) hours prior to shipment.
  • Samples collected or held beyond this window are at increased risk of DNA/RNA degradation and may not be accepted for testing.

4. Return Shipping Method

Using the provided prepaid FedEx return label, samples must be returned with FedEx Priority Overnight shipping.

Customers must either:

  • Schedule a FedEx pickup, or
  • Drop the return package off at a staffed FedEx location (not drop boxes) on an approved shipping day.

Important: Do not use FedEx drop boxes. Ship only through staffed FedEx locations or scheduled pickup to ensure proper handling.

5. Packaging Requirements

Samples must be packaged exactly according to the Oberon Bio Instruction Manual provided with the kit.

All containers must be:

  • Securely sealed
  • Properly cushioned within the shipping box

Required absorbent materials and secondary containment must be used as instructed.

Improperly packaged samples may be rejected and are not guaranteed to be processed.

6. Temperature Control During Transit

  • Appropriate temperature control must be maintained from collection until handoff to FedEx.
  • Refrigerated storage (4 °C) is strongly recommended prior to shipment.
  • Room temperature storage increases the risk of nucleic acid degradation and may compromise results.
  • Samples subjected to freeze–thaw cycles may not be suitable for analysis.

7. Labeling and Documentation

Fill out Sample Intake form once your samples have been collected.

This form must be completed accurately and submitted as instructed.

Incomplete or incorrect labeling or documentation may delay processing or result in sample rejection.

8. Sample Acceptance Criteria

Upon receipt at Oberon Bio, samples will be evaluated and classified as follows:

✓ Accepted Sample

Your sample met all shipping and holding-time requirements and was accepted for analysis.

Samples are accepted when shipped on an approved day, delivered within validated transit time limits, with no evidence of leakage or damage, and all temperature and holding time requirements are met.

⚠ Conditionally Accepted Sample

Your sample was received outside of preferred shipping conditions. While analysis was completed, results should be interpreted with caution due to extended transit time or non-standard shipping.

Samples may be conditionally accepted when shipped outside approved days but delivered within holding time limits, or when minor transit delays occurred without evidence of degradation. These samples are processed at the laboratory's discretion and reported with a qualification note.

✗ Rejected Sample

Your sample could not be accepted for analysis due to extended transit time, weekend shipment, or compromised sample integrity. A replacement kit may be requested.

Samples are rejected when delivered after validated holding time limits, held in transit over a weekend, evidence of leakage or damage is observed, or shipping instructions were not followed and integrity cannot be assured.

9. Lost, Delayed, or Damaged Shipments

Customers must report damaged or missing outbound kits within seven (7) days of delivery.

Oberon Bio cannot guarantee testing of samples that are:

  • Lost in transit
  • Delivered late
  • Exposed to temperature excursions or physical damage during shipment

Replacement kits or resampling eligibility are reviewed on a case-by-case basis.

For assistance, contact info@oberonbio.com as soon as an issue is identified.

10. International Shipments (If Applicable)

  • International shipments may require customs documentation, import fees, or taxes.
  • All such fees and compliance obligations are the responsibility of the customer.
  • Return shipping requirements and timelines may vary by country and must still meet Oberon Bio's collection-to-shipment window whenever possible.

11. Policy Compliance

Failure to follow this Shipping & Sample Return Policy may result in:

  • Sample rejection
  • Invalid or inconclusive results
  • Delays in reporting

This policy is designed to protect sample integrity and ensure the highest possible data quality.