Back

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: 
06 January 2025Wednesday 18 December 2024, 12 noon*
20 January 202513 January 2025
3 February 202527 January 2025
17 February 202510 February 2025
3 March 202524 February 2025
17 March 202510 March 2025
31 March 202524 March 2025
14 April 20257 April 2025
28 April 202522 April 2025 **
12 May 20256 May 2025 ***
26 May 202519 May 2025
10 June 2025 ****2 June 2025
23 June 202516 June 2025
7 July 202530 June 2025
21 July 202514 July 2025
4 August 202528 July 2025
18 August 202511 August 2025
1 September 202525 August 2025
15 September 20258 September 2025
29 September 202522 September 2025
13 October 20256 October 2025
27 October 202520 October 2025
10 November 20253 November 2025
24 November 202517 November 2025
8 December 20251 December 2025
22 December 202515 December 2025

* Irregular deadline due to Christmas Holiday 2024

** Irregular meeting due to Easter Monday on 21st of April  2025                                                         

*** Irregular deadline due to Liberation Day 5th of May 2025

 **** Irregular deadline due to Whit Monday 9th of June 2025

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

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).

Thank you for your review!

Has this information helped you?
Please tell us why, so that we can improve our website.

This website uses cookies

This website uses cookies This website displays videos from, among others, YouTube. Such parties place cookies (third-party cookies). If you do not want these cookies, you can indicate that here. We also place cookies ourselves to improve our site.

Read more about the cookie policy

Agree No, rather not