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Meeting schedule & fees

Meeting schedule & fees

As of April 2021, the TCBio is meeting 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: 
25 January 202118 January 2021
22 February 202115 February 2021
22 March 202115 March 2021
Tuesday 6 April 2021*29 March 2021
19 April 202112 April 2021
3 May 202126 April 2021 
17 May 202110 May 2021
31 May 202125 May 2021 (note: Monday 24 May is Whit Monday)*
14 June 20217 June 2021
28 June 202121 June 2021
12 July 20215 July 2021
26 July 202119 July 2021
9 August 2021Cancelled
23 August 202116 August 2021
6 September 202130 August 2021
20 September 202113 September 2021
4 October 202127 September 2021
18 October 202111 October 2021
1 November 202125 October 2021
15 November 20218 November 2021
29 November 202122 November 2021
13 December 2021 6 December 2021
27 December 2021No 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 TCBio@umcutrecht.nl 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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