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Canadian Pari-Mutuel Agency Policy Paper P-006

Canadian Pari-Mutuel Agency Policy Paper P-006 (PDF version, 146 KB)

Policy Title

Sample Residue Release

Date of Issue

Issued: 1996
Revised: May 28, 2012; June 2, 2015; July 1, 2016

Legislative References

Sections 160 and 165 of the Pari-Mutuel Betting Supervision Regulations

National Coding System File Number

3840-8-5-1

Effective Date

August 1, 2016

Policy Statement

In the interest of fairness and transparency, the Canadian Pari-Mutuel Agency (CPMA) will release sample residue, when available, for independent analysis (herein called "referee analysis") when a request is made within 21 calendar days from the date of issue of the Certificate of Positive Analysis.

Issue

When an owner or trainer has been issued a Certificate of Positive Analysis, they may wish to obtain a referee analysis of any existing sample residue. This policy paper describes the time limitation and process requirements by which the CPMA will authorize the release of existing residue of an official sample.

Decision

The CPMA provides a sample residue release program to owners or trainers of race horses that have been issued a Certificate of Positive Analysis and would like a referee analysis performed on the sample. Provided there is residue of the sample, CPMA will retain the official sample for up to 21 calendar days during which time the owner or trainer (the Originator) may make a request in writing for the release of the sample residue.

A request for the release of an official sample residue must be made by the Originator to the Provincial Regulatory Body (PRB) within 21 calendar days from the date of issue indicated on the Certificate of Positive Analysis.

All requests are to be made in writing and must include the name and address of the chosen referee laboratory and include confirmation that the referee laboratory will accept and analyze the sample for the drug indicated in the Certificate of Positive Analysis. Also, payment in full must be received within 21 calendar days by the official laboratory for the shipping and handling related to the transportation of the sample residue to the referee laboratory.

The CPMA will only accept requests that meet the above requirements. Sample residue will be destroyed if a completed request is not received and payment for shipping and handling has not been made within the 21 calendar days.

Explanation

The CPMA is under no obligation to ensure that a sample residue is available for referee analysis. Where the Official Laboratory has used the entire official sample during their analysis, the Originator and PRB are notified at the time of the request that no residue is available for a referee analysis. They may, however, request the container(s) that held the official sample.

An official sample that has been classified as positive and has existing residue may only be released to the Originator for referee analysis as it relates to the issuance of the Certificate of Positive Analysis. All costs associated for shipping and handling are to be paid to Maxxam Analytics International Corporation (Maxxam) by the Originator before the end of the 21 calendar days.

Appendix "A" outlines the roles and responsibilities of each party involved and the sequence of events to be followed should an official sample residue be released.

Appendix "B" provides a step-by-step guideline for the Originator. As mentioned, the Originator is responsible for all costs associated with this process and for identifying a laboratory that is willing and able to conduct the referee analysis. Consequently, the cost associated for the referee laboratory analysis, results and report is the responsibility of the Originator.

Additional Information

The CPMA recommends that referee laboratories be accredited by a recognized national accrediting body under ISO/IEC 17025, and is also known as a laboratory that does analysis on equine samples. It should also be noted that not all accredited laboratories offer the same scope of testing. The person seeking referee laboratory analysis is responsible for confirming the referee laboratory's ability and willingness to test for a particular drug or substance before making shipping arrangements.

There is the possibility that the results of the referee analysis may differ from the original analysis. There are many factors that may affect the stability or integrity of a drug or substance found in an official sample, such as:

Appendix A

Official sample residue release procedure

Roles and responsibilities and sequence of events
Event Role Responsibility
1 Originator
(Owner or Trainer)
  • Selects referee laboratory where the sample will be analyzed. It is recommended that the referee laboratory be;
    • capable of analyzing the residue for the drug of interest, and
    • accredited under ISO/IEC 17025,
  • Obtains contact name and address of the referee laboratory.
  • Contacts the referee laboratory to verify shipping information and ensure it will accept the sample residue.
  • Requests sample residue release from the appropriate PRB in writing and include the referee laboratory’s complete shipping address.
  • Provides the following contact information to the PRB; Originator’s First and Last name, mailing address, telephone number and E-mail address.
  • Note: Request of the sample residue and payment made directly to Maxxam for shipping and handling must be completed within 21 calendar days from the date of issue indicated on the Certificate of Positive Analysis.
2 Provincial Regulatory Body (PRB)
  • May provide a copy of Policy P-006 to Originator.
  • Provides Originator with any additional terms and/or conditions.
  • Forwards Originator’s written request with referee laboratory information to the CPMA Manager of Research & Analysis.
3 CPMA (Manager of Research & Analysis)
  • Authorizes release of sample residue.
  • Forwards Originator’s written request and referee laboratory information to the Official Laboratory.
  • Sends authorization/confirmation letter to Originator with copy to the Official Laboratory and PRB.
4 Originator
  • May witness on-site, the Official Laboratory’s sample preparation for transfer.
    • If witnessing, Originator must sign a waiver.
  • Pays all associated costs for shipping and handling to the Official Laboratory.
  • Pays all associated costs for analysis and report directly to the referee laboratory.
5 Official Laboratory
  • Receives CPMA’s written authorization and referee laboratory information from the CPMA Manager of Research & Analysis.
  • Collects the Originator’s payment for shipping and handling.
  • Contacts the referee laboratory to verify the laboratory will accept the sample and request a copy of its import permit.
  • Prepares and transfers the residue sample and associated documentation as requested by Originator.
  • Permits access for Originator to witness residue sample preparation and transfer, where and when requested.
6 Referee Laboratory
  • Conducts residue sample analysis as requested by the Originator.
  • Provides analysis results report the Originator.
7 PRB
  • If available, provides results of referee analysis to CPMA Manager of Research & Analysis.
  • Notifies CPMA Manager of Research & Analysis on the results of the hearing.

Appendix B

What does this mean for the trainer or owner?

Description of this image follows.
Description of above image
  • Step 1
    • Select referee laboratory where the residue sample will be analyzed.
    • Establish that referee laboratory is capable of analyzing the residue sample for the drug of interest, and accredited under ISO/IEC 17025.
    • Contact the referee laboratory to verify shipping information and Ensure it will accept the sample residue.
  • Step 2
    • Complete and Send written request to the appropriate Provincial Racing Body (PRB), which must be received by CPMA within 21 calendar days of the issuance of the Certificate of Positive Analysis.
    • Provide contact information and Comply with terms and conditions established by the PRB.
    • Ensure payment is made within 21 calendar days of the issuance of the Certificate of Positive Analysis directly to Maxxam to cover all associated costs for shipping and handling of the sample residue to the referee laboratory.
    • Provide the name and address of the referee laboratory to Maxxam.
  • Step 3
    • Pay all associated costs for analysis and reporting directly to referee laboratory.

Important!

The sample will be destroyed if the request is not accompanied with the required referee laboratory information, and shipping and handling payment is not made directly to Maxxam within 21 calendar days of the issuance of the Certificate of Positive Analysis.

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