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How to Request

To request samples and/or data, investigators should submit an application to the CCTS Biobank using the sample location and enhanced distribution (SLED) online system. Applications are processed according to a standard operating procedure at the Biobank and approval for sharing of samples and/or data is based on scientific merit, research impact, and sample availability. Contributing investigators (sample/data owners) review the application packets to determine approval status.

SLED

Who is Eligible to Apply?

The Application Process

Next Steps

Reporting Citations and Acknowledgments

Basic Policies

Who is Eligible to Apply?

  • Investigators who have an IRB-approved protocol and funding in place.
  • If samples are requested, requesting investigators must also have an IBC-approved study protocol in place.
  • Students must have a mentor in place at the time an application is submitted.

The Application Process

  1. To determine sample and data availability and to submit an application, visit the CCTS Biobank online system, SLED, at: https://biobank.uth.tmc.edu/BBCIS/.  For instructions, please view the SLED user manual or the following instructional videos:
  2. While in SLED, provide/upload a:
      • brief abstract (1-2 pages) of your study, including your analysis plan, aims, intended use of samples, projected research/health impact
      • copy of your CV or NIH biosketch
      • copy of verification of your training in Human Subjects Protection
      • copy of verification of IRB approval (e.g., approval letter)
  3. Once the application is submitted via SLED, it will be reviewed by the CCTS Biobank. Please email the Biobank Program Coordinator with any questions.

    Applicants (requesting investigators) will receive approval status notification from the Biobank Program Coordinator within 4 to 6 weeks following submission. The Biobank Program Coordinator works with requesting investigators and contributors to facilitate sharing of samples and data at the CCTS Biobank.

    Next Steps

      • Confirm shipping/pick-up details of approved samples and datasets with the Biobank Program Coordinator.
      • Receive an invoice for cost recovery and any applicable shipping charges; payment is expected prior to pick-up or shipping.
      • Execute a Material Transfer Agreement (MTA) between yourself (requesting investigator) and the appropriate laboratory (if needed). See Sponsored Projects Administration (SPA, previously OSP) at preaward@uth.tmc.edu or paf@uth.tmc.edu or call 713-500-3999 for forms and further information.
      • Execute a “Receiving Investigator Agreement Form” which will be provided by the Biobank.

    Reporting Citations and Acknowledgments

      • Approved requesting investigators are expected to provide annual updates as well as final outcomes to the Biobank with regard to samples and data shared (an update form will be provided by the Biobank).
      • Approved requesting investigators agree to use literature citations and acknowledgments as provided by the CCTS Biobank. See the “Research Citations and Acknowledgements” section for details.
      • Publications that are supported by NIH grants must be submitted to PubMed Central, which issues them a PMCID number in addition to a PubMed ID.
      • Newly discovered data (genotypes, biomarkers, laboratory results) are to be sent to the CCTS Biobank Coordinator for inclusion in the CCTS Biobank report upon completion of the research project and publication of the main results.

    Basic Policies Regarding Use and Return of Samples and Data

      • Approved requesting investigators who use Biobank samples and/or data agree not to transfer samples and data to other persons not under the direct supervision of the requesting investigator.
      • Approved requesting investigators agree not to make any effort to identify individuals, families, communities, tribes, or populations who/which are or may be the source of the samples and data.
      • Approved requesting investigators agree not to combine or link the data sets provided with any other collection or source of information that may contain information specific to individuals.
      • New uses of the shared samples and data other than those described in the currently approved research project require submission of a new request (application) for samples and/or data via SLED to the Biobank.
      • When the approved requesting investigator’s research project is complete, unused samples or remaining sample material will either be returned to the contributing investigator (sample owner who provided the samples) at the requesting investigator’s expense, or discarded in compliance with all applicable statutes and regulations as directed by the contributing investigator (sample owner).