College of American Pathologists

  CY Survey Case Submission Guidelines


Updated February 17, 2014

The CAP/ACMG Cytogenetics Resource Committee has outlined criteria against which each case is evaluated before it is used in a CY Survey. Please use the following criteria when assessing a case for submission and provide all the information outlined. Cases can be submitted electronically. If a case is chosen to be used in a CY Survey, the submitting laboratory will be reimbursed $200.00 for each case and will be acknowledged at the end of the Survey year in which the images were used.

  • Select cases that are technically good examples of abnormalities a cytogenetics laboratory might reasonably expect to encounter.
  • Complete the Clinical Information Form (available from CAP staff). Includes:
    • Case history including the
      • Patient’s age
      • Patient’s gender
      • Sample type
      • Indication for testing
    • Contact person
      • Name
      • Institution/Address
      • E-mail address
      • Phone number where contact can be reached, in case we need to contact your institution for additional information.
  • Submit 6-10 cells per case
    • For each cell, submit jpeg and .tiff images of
      • Enhanced karyotype
      • Unenhanced/raw metaphase
        jpeg or .tiff image of
      • Enhanced metaphase
      • Metaphase guidelines:
        • No red boundary lines
        • No fused box frames around chromosomes
        • No halos around a chromosome (occurs when a chromosome is enhanced by itself, in karyotype mode. You improve the karyotype, but leave effects on the metaphase.)
        • Fuse entire cell into one frame for both sets of images. The enhanced and raw/unenhanced images need to match
        • Do not remove debris or nuclei that are close to a chromosome
    • When possible, rename lab images with sequential numbers 1-10
    • Double check that all submitted cells:
      • Are complete
      • Are not in duplicate, are not flipped or rotated and in duplicate
      • Have no overlaps in the critical region(s) of the abnormal chromosome(s)
    • Every cell should be at the 400-band level or higher. They should have few overlaps and, in particular, have no overlaps in regions critical to characterizing the abnormality. (Although we do not prefer cells with triple overlaps, if this cannot be avoided, please paste a copy of the overlap in your cell and draw a box around it.)
  • Results from other staining techniques can be provided when pertinent and of educational value.
  • Cases submitted must be stripped of all identifiers except for a unique laboratory identifier, e.g., laboratory i.d. number.
  • Images can be submitted electronically (by e-mail or using the collaborative site) or .tif images can be submitted on CD at meetings or through the mail.
  • Forward all potential cases to:
Penny Eagle
College of American Pathologists
Surveys Department
325 Waukegan Road
Northfield, IL 60093

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