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: 
08 January 2024Wednesday 20 December 2023, 12 noon*
22 January 202415 January 2024
5 February 202429 January 2024
19 February 202412 February 2024
4 March 202426 February 2024
18 March 202411 March 2024
2 April 2024**25 March 2024
15 April 20248 April 2024
29 April 202422 April 2024
13 May 20246 May 2024
27 May 202421 May 2024***
10 June 20243 June 2024
24 June 202417 June 2024
8 July 20241 July 2024
22 July 202415 July 2024
5 August 202429 July 2024
19 August 202412 August 2024
2 September 202426 August 2024
16 September 20249 September 2024
30 September 202423 September 2024
14 October 20247 October 2024
28 October 202421 October 2024
11 November 20244 November 2024
25 November 202418 November 2024
9 December 2024 2 December 2024
23 December 2024No meeting

* Irregular deadline due to Christmas Holiday

**  Irregular meeting due to Easter Monday on 1st of April

*** Irregular deadline due to Whit Monday on 20th of May


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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