Meeting schedule & fees

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.

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.

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.

In some situations, fees apply for review of sub-biobank or release files. In the download below please find the present the fees as of January 1, 2025. When a fee is applicable, please add an invoice sheet to your submission (download below).