APPLICATION DIRECTIONS

The Principal Investigator (PI) responsible for overseeing the project and controlling the laboratory and personnel who will receive, use and process the requested specimens should complete this application. Any transfer of samples, aliquots, derivatives or associated clinical data to collaborating personnel or laboratories that are not under the direct supervision of the indicated PI requires the following:

  • A written justification of the need to transfer the materials and benefit to the applicant’s research. 
  • Copies of the AGREEMENT FOR USE OF TISSUE and DATA USE AGREEMENT signed by the collaborator. 
  • Documentation of the collaborator’s IRB approval or exemption unless the collaborator is covered under the IRB approval granted for the project proposed in this application.

The CHTN does not supply samples to specimen banks whose purpose is distribution to third-party researchers; those researchers should be encouraged to apply to the CHTN directly.

The information in these forms is necessary in order to document correctly your request for tissue and other services and to ensure that the CHTN operates within the guidelines of the National Cancer Institute.  When submitting a written request for services:

  1. Please print neatly or type. If requesting specimens from more than one specific anatomic site or disease, please complete separate copies of the Request Information Form (biospecimen, donor and preparation details) as necessary. 
  2. Please be specific about your requirements, including those for storing and handling tissue samples from the time the specimens are collected until they are delivered to your lab (i.e. transport media, refrigeration status, etc.). 
  3. Patient identity is confidential. Samples and accompanying clinical data will be identified by a code, which will not be released under any circumstances. 
  4. The PI is responsible for remission of processing fees to the originating CHTN division for each specimen provided, including fees for any additional services performed and any shipping costs not directly billed to the applicant’s courier account. Please refer to our website, www.chtn.org, for the current fee table. 
  5. PIs must obtain human subjects review from their institution in order to receive specimens from the CHTN. Full or expedited approval or an exemption for your project can be obtained from your Institutional Review Board (IRB) (Human Use Committee). A copy of the human subjects approval or review documentation should be returned with this form. Documentation of annual review of non-exempt protocols by the PI’s institution must be forwarded to the CHTN in order to maintain eligibility to receive tissue.  This is not necessary for exempt protocols.  If your institution does not have internal review, contact your divisional coordinator. NOTE: Tissue Microarrays are fully anonymized and do not require documentation of IRB approval or exemption.
  6. Please provide a signed copy of the Agreement for Use of Tissue and Data Use Agreement (Agreements included below). The language in both agreements is NOT to be altered.
  7. The CHTN is divided into five geographic regions as identified on the map below. PIs should submit their application to the appropriate division based on his/her geographic location. PIs from any geographic area REQUESTING PEDIATRIC SPECIMENS ONLY should forward their completed application directly to the Pediatric Division at Nationwide Children’s Hospital.
  8. For additional information, please direct any questions to the division serving your state/geographic region.

Please download the attachments below, sign and submit the signed documents in the "Investigator Application" tab. There is a designated field for the attachments at the end of the application.

Attachment 1: Human Subjects Agreement

Attachment 2: Data Use Agreement

 

Required materials to complete the CHTN application

  • CHTN Application
  • IRB approval/Exemption
  • Project Description
  • Funding information (Grant Title, Funding source and #)
  • CORES account
  • Signed Use Agreement (page 6 of the CHTN application)
  1. Complete the CHTN application with the required documents. The PI/IRB holder will act as the PI/Recipient of the tissue and must sign the Use Agreement (page 6) of the CHTN application.
  2. Once the application documents are complete, please submit the materials to the MTA office for official signatures.  The website to submit your application materials is as follows:  https://cttc.co/inventors/mtashare
  3. You will be asked a few questions and then must upload the CHTN application

 

Once the MTA office reviews the application materials and signs the forms, they will email the signed documents. This process typically takes between 1-2 weeks.

If you do not anticipate requesting to be networked to the other CHTN divisions, VUMC does not require the Data Use Agreement to be signed. However, if you plan to request to be networked to other CHTN divisions, you will need to complete the Data Use Agreement, by signing and sending through PEER.

Required materials to complete the CHTN application

  • CHTN Application
  • IRB approval/Exemption/Human Subjects Agreement
  • Project Description
  • Funding information (Grant Title, Funding source and #)
  • FEDEX or UPS account
  • Signed Use Agreement (page 6 of the CHTN application)
  • Signed Data Use Agreement (*)
  • Billing Address/Contact and Payment information
  1. Complete the CHTN application with the required documents. The PI/IRB holder will act as the PI/Recipient of the tissue and must sign the Use Agreements (page 6 &7) of the CHTN application.
  2. The institution must designate an authorized person to sign for the institution on the appropriate line of the Use Agreement (page 6). This authorized person should be someone that is taking legal responsibility for the PI and their research
  3. Forward the entire application documents as a PDF to Kerry.wiles@vumc.org

Below is the CHTN application in a Word document or online form.

Print, fill out and send to your designated CHTN division for approval, or fill out and submit the online form.

 

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Questions:

Email kerry.wiles@vumc.org