Terms and Conditions of Testing with the Veterinary Genetics Laboratory (VGL) effective January, 16 2026
Client Responsibility and Testing Policy: It is the responsibility of the client to select and order the appropriate and correct test(s) for the sample being submitted. Some tests are breed-specific and/or sample-type specific, and all tests are species specific. By placing an order and submitting payment for testing, the client acknowledges an understanding of the purpose and limitation of the requested test(s). If request for testing is unclear to the staff of the VGL, upon receipt of the sample, VGL staff will contact the client for clarification prior to release of results. All communication will be sent to the e-mail address on file for each client. Testing may be delayed or results withheld until the requested information and/or payment has been received by the laboratory. No refunds will be issued for inappropriate/incorrect test(s) ordered by the client once the sample has been received at the VGL. Information about VGL tests can be obtained by referencing the VGL website or contacting VGL Customer Service at (530) 752-2211.
Deviations from Testing Methodology: Minor deviations in testing methodology may occur when technically justified and approved by members of the VGL-Service Team. However, if it is determined that additional testing or a significant change to the proposed testing methodology (and therefore cost) is warranted, the client will be notified, and testing will not proceed without further consent from the client.
Payment for Services: Payment for services should be prearranged prior to sample submission (for example, online payment via MyVGL) or included with submitted samples. Samples will not be processed until payment has been received in full. The customer is responsible for all miscellaneous charges related to sample transport and fund transfers including, but not limited to, shipping, handling, packaging, duties, taxes, and wire transfer fees.
Results: Results are sent by email or fax. If both options are provided, email will be used as the primary method. The VGL will make every reasonable effort to deliver results to the email address or fax number provided. However, due to factors outside of the laboratory’s control, such as a client’s e-mail spam filtering, the VGL cannot guarantee that results will be received. For orders placed through the MyVGL website, results will also be available in the client’s MyVGL account.
To maintain confidentiality, results will not be provided over the telephone. The VGL will only provide results through the email, fax, or mailing address on file in the client’s account.
Any VGL results received from a third party can and should be verified through VGL’s secure verification portal at http://www.vgl.ucdavis.edu/myvgl/verify.html (MyVGL login required).
The VGL will test the sample provided and submitted by the client, and all identifying information on the report, such as the animal’s name and owner information, reflects what was provided by the client at the time of ordering. Therefore, VGL cannot guarantee that the animal identified on the result report is the same animal from which the tested sample was collected.
Turnaround Times: Most services listed on our website include an estimated turnaround time, expressed in business days (Monday–Friday), for when results are typically sent after the laboratory receives the samples. The VGL will make every reasonable effort to meet the specified turnaround times; however, turnaround times cannot be guaranteed. The VGL follows the University of California - Davis holiday schedule and most upcoming holidays are posted on the VGL website home page. Holidays may impact our turnaround times.
Refund policy: Order cancelation is only possible if the laboratory has not yet received the sample for testing. In such cases, a full refund will be issued if the request is made within 12 months of the order being placed. Once the sample is received, testing begins and cancelations or refunds are no longer possible. In other words, all sales are final once the sample has been received for testing, including for those tests that are added after the initial sample was received. If the sample provided fails to produce results that meet the VGL’s high-quality standards, we will request that a new sample be submitted from the same animal and perform one retest at no additional charge (a New Sample Request, or NSR, will be sent to the client). If the original sample is exhausted before all ordered tests are completed, we will request a replenishment sample so that any pending tests can be completed on the same animal (the client will receive a replenishment request). Orders cannot be canceled if an NSR or replenishment request has been issued, as extensive testing has already been performed on the initial sample. For more information, please see section title New Sample Request Policy or Replenishment Policy. In rare extenuating circumstances and at our discretion, we may provide a credit or a refund for pending results minus a $25 processing fee per animal.
New Sample Request Policy: If the VGL is unable to obtain conclusive results from a DNA sample after multiple attempts, this is typically due to insufficient DNA quality of the submitted sample. As a courtesy, clients may be sent a New Sample Request (NSR) or “Resample” form. Upon receiving this form, clients must submit a new sample for the same animal and must comply with all additional requirements outlined on the NSR or “Resample” form. This opportunity to submit a replacement sample is only valid if conditions on the form are met and is limited to one replacement sample per order. If a replacement sample is submitted for a different animal, additional payment will be required for testing that sample.
Replenishment Policy: If a client adds additional tests to a previously tested sample, or an additional sample is required to complete the originally requested tests, VGL will issue a Replenishment Request. This request is subject to the same conditions outlined under the New Sample Request policy above.
Exceptions to the New Sample Request and Replenishment Policies: Due to the specialized nature of Forensics, Embryo, Postmortem, and Meat ID testing, new sample requests (NSR) or replenishments are not offered for these services. If the submitted sample fails to produce results, the client will be notified, and no refunds will be given. For these services if testing fails based on the samples submitted, and the client wants to submit a new sample for testing the client will need to place a new order to accompany the new sample submission.
Updates to Animal Information after Results are Reported: To maintain the integrity of genetic records, once genetic testing is completed and results are issued, any request to update an animal’s identifying information will only be honored under the following terms: Customers are allowed one courtesy change to the record for one of the following fields (name, color, breed, or registration number). The update request should be submitted through the client’s MyVGL account and is subject to approval; updated reports will be provided if change is approved. Additional changes will incur a non-refundable fee of $5 per request for any subsequent changes, each reviewed individually to ensure integrity of genetic records. We reserve the right to deny requests that could compromise data reliability, and some changes may require supporting documentation. Processing time for approved updates is typically 3–5 business days from submission and/or payment, as applicable. Due to client confidentiality, we cannot update the name of the owner or transfer the record to another client’s account.
Sample Ownership (does not apply to Forensic Laboratory): Once a sample is received, it becomes property of the VGL for the purposes of storage and/or disposal. The VGL will endeavor to store samples such that DNA is available for additional tests for a period of at least 5 years, but the VGL cannot guarantee the suitability of a sample for any purpose. As such, requests for additional tests may result in a request for a new or replenishment sample as described above. Samples cannot be returned.
Data Usage Statement: Animal genotyping data and associated information collected at the VGL is used to advance the knowledge of animal biology and health and genetic testing. The data can be used, for example, to understand the frequency of mutations within populations so that recommendations for testing can be made, or to assist in the development or validation of new tests. By testing with the Veterinary Genetics Laboratory, you consent to this and are helping to advance knowledge. Animal names, ID numbers, and client/owner information will be kept in strict confidence and not disseminated publicly.
Sample Usage Statement: Samples accrued as part of our testing services may be anonymously used to help validate existing or new tests. This is a necessary component of the genetic testing validation process and ensures that the Veterinary Genetics Laboratory is offering the most accurate tests and services possible. By testing with the VGL you consent to samples being used for the purpose of test validation. We will make every effort to not deplete the sample, so that it remains available to the client for future testing. Animal names and ID numbers will be kept in strict confidence and will never be disseminated publicly.
Optional Sample Usage for Research Statement: During sample submission, you may consent (opt-in) to your samples being anonymously included in novel research studies. With consent and consistent with the mission of the University, the Veterinary Genetics Laboratory uses samples for research purposes without releasing information identifying the animal or owner. Research can identify novel mutations and/or advance animal biology and health. Furthermore, your consent allows the VGL to contact you if more information about the animal is needed for the research study. If you consent and later choose to remove your sample from our research studies, you must do so in writing. Upon receiving this request, the VGL will withdraw the sample from our research collection within 60 days from the date of receipt and that sample/data will not be used in further studies. Data collected for any study prior to the date of receiving this written request cannot be withdrawn.
Confidentiality Statement: The Veterinary Genetics Laboratory releases test results to the client or organization that ordered the tests. With the VGL’s prior approval, the client may elect to allow (opt-in) the laboratory to share results with outside organizations as specified/selected when placing the order or adding a test. In addition to results, our reports include the animal and owner information (as provided by the client) and Official VGL Case Number.
Specific to parentage verification, when the VGL receives a request for parentage verification and Official VGL Case Numbers of possible parents are provided by the requester, the Laboratory will perform parentage testing for this purpose and provide the report to the client who has requested it. The data collected and results produced at the VGL are considered veterinary medical records. Except as required by law, the VGL will not otherwise disclose, publish, or disseminate any additional information.
Quality Statement Summary: Providing the highest quality and most accurate DNA testing services is of utmost importance to the VGL. The VGL applies stringent quality control measures with many internal checks in place to ensure accurate and timely presentation of results. Improvements to existing programs are seamless as new instrumentation and other tools become available. As part of its mission, the VGL research and development sections actively work to improve existing assays as well as develop new, accurate DNA diagnostics for veterinary and animal genetic testing. The VGL’s full quality statement is available here.
Complaint Process: Superior customer service is also of upmost importance to the mission of the VGL, and every effort is made to resolve any complaint to the satisfaction of both parties. Clients have the option of filing a formal complaint by completing and submitting the Formal Complaint Form. Upon the VGL's receipt of a formal complaint form, you will be notified that the complaint was received. The complaint will be assessed and investigated, by members of our team, and a decision on how to address the issue will be made by the leadership team. The client submitting the complaint will be notified via formal notice of the outcome of the complaint investigation by the Director or appropriate Associate Director.
Changes to this Policy: The VGL may make changes to this policy from time to time to reflect current practices and will update these terms when changes are made.