Meeting schedule & fees

Meeting schedule & fees

TCBio meetings take place once every 2 weeks on Mondays. The deadline for new requests and for responding to ‘major changes’ is on the Monday 1 week before the meeting, at 8:00 a.m.

Your response to questions from the Committee which will be processed outside of meetings (‘minor changes’) can be submitted every day via e-mail; these will be dealt with in between meetings. 

Meeting schedule & submission dates uitklapper, klik om te openen

Meeting date  Submission deadline by 8 a.m. on Monday: 
10 January 20223 January 2022
24 January 202217 January 2022
7 February 202231 January 2022
21 February 202214 February 2022
7 March 202228 February 2022
21 March 202214 March 2022
4 April 202229 March 2021
Tuesday 19 April 2022*11 April 2022
2 May 202225 April 2022 
16 May 20229 May 2022
30 May 202223 May 2022
13 June 2022Tuesday 7 June 2022*
27 June 2022Friday 17 June 2022, 10 a.m.*
11 July 20224 July 2022
25 July 2022No meeting
8 August 20221 August 2022
22 August 202215 August 2022
5 September 202229 August 2022
19 September 202212 September 2022
3 October 202226 September 2022
17 October 202210 October 2022
31 October 202224 October 2022
14 November 20227 November 2022
28 November 202221 November 2022
12 December 2022 5 December 2022
26 December 2022No meeting

* Irregular meeting day or deadline

Agenda setting uitklapper, klik om te openen

Complete files will be put on the agenda for a Committee meeting in the order in which they are received. Incomplete files will not be put on the agenda. The applicant will be informed via e-mail if a file is incomplete.

Fast track procedure possible in exceptional circumstances only uitklapper, klik om te openen

Submission of an urgent file is notified in advance (minimal 3 days before submission by e-mail to marked “request for fast track procedure"). Include a short summary with type of research and exact time of the day at which the file will be submitted. Include arguments why a fast track procedure should be granted based on scientific and societal impact. The committee will decide whether a fast-track procedure is necessary and possible. A fast-track procedure is only applicable to new research protocols.

As always, the committee's focus during the review is to safeguard the privacy of the donor and the quality of the proposed research.

It is up to the division to carry out a quality check.  In this case, this is not required before submission to TCBio but remains a requirement before the final decision letter can be released. Permission by division's management remains required.

How will the results be corresponded about? uitklapper, klik om te openen

The applicant will receive confirmation of receipt only after the first submission of a new request, including more information on:

  • the date of first review
  • any fees associated with the review

Within 7-14 days after the meeting, you will receive the TCBio’s decision or a request for changes/additions to the file.

All correspondence will occur via e-mail. Decision letters (letters of approval for release, positive recommendations for the Executive Board and approval from the Executive Board for sub-biobanks) will also be sent only via e-mail. The letters will be sent to the responsible persons listed in the protocol. The Central Biobank, the MT Division (via the Research Quality Coordinator) and the Sub-Biobank Coordinator (for release) will receive a copy of the decision e-mail.

Fees for review uitklapper, klik om te openen

If there is a commercial collaborative partner, a fee of EUR 3000 will apply. For this you will need to include an invoice sheet in the file submitted, which can be obtained from the TCBio secretariat. The amount will be charged to the applicant at UMC Utrecht. You must state the cost centre for payment of the review fees on the invoice sheet. You will not receive an internal invoice, but the Accounting Department of the Information Provision & Finance Division (DIF) will deduct the amount and transfer it to the cost centre of the Department of Research Review.

In case of a non-commercial application for release from an external biobank with no affiliations to UMC Utrecht, a fee of EUR 2000 will apply. For this you will need to include an invoice sheet in the file submitted, which can be obtained from the TCBio secretariat. The invoice will be sent by the DIF to the billing address as stated on the invoice sheet. Please also state a PO number or other reference number on the invoice sheet. You can request this number from the institution’s finance department.

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