Request Status Definitions

Pending Requestor-Signed MTA

After a request is submitted, a requestor is immediately asked to provide the email addresses for the PI (if not the same person as the requestor) and the institution’s signing official for the MTA. Emails with links for e-signing the MTA are then sent to those two individuals, with the links being valid for 96 hours. After the e-signatures are obtained, the request is sent to "NeuroBioBank Review."

NeuroBioBank Review

At this stage, a NeuroBioBank staff member will review the request. If more information is needed from the requestor, the staff member will set the request status to "Pending Requestor Input," "Pending Request Form Update," or some other status that requires information from the requestor. Otherwise, the Brain and Tissue Repositories (BTRs) will be notified, and the status will be set to "BTR Review."

Pending Requestor Input

The requestor is notified via email that his or her input is required for the request. After the requestor responds, the status is automatically changed to "NeuroBioBank Review."

Pending Request Form Update

The NeuroBioBank needs more information from the requestor on the request form. This status allows the requestor access to an editable version of the request form. Once the requestor has made the appropriate changes, the request is sent back to "NeuroBioBank Review."

Pending Funding Decision

Before the request can proceed to "BTR Review," the requestor must confirm his or her funding. Once this happens, the requests status will automatically be updated to "NeuroBioBank Review."

BTR Review

Specified BTRs will receive emailed requests to review the request. Once the specified BTRs approve, tentatively approve, or deny their specimens, the specimen list is returned to the requestor via a status change of "Pending Requestor Specimen Edits" or "Pending Requestor Specimen Edits or Approval."

Pending Requestor Specimen Edits

After all involved BTRs approve, tentatively approve, or deny their specimens, the specimen list is returned to the requestor for their edits. The requestor may add, remove, or change any specimens, and the requestor should address the issues brought forth by the BTRs for the tentatively approved and denied specimens, before the specimen list again returns to "BTR Review."

Pending Requestor Specimen Edits or Approval

Once all the specimens in a request are approved by the BTRs, the specimen list is returned to the requestor. If the requestor has no edits, he/she submits the request, sending it to "NeuroBioBank Final Approval." Otherwise, if the requestor edits the specimen list, it must be returned to "BTR Review."

NeuroBioBank Final Approval

The specimen list has been finalized between the requestor and the BTRs. The request is now ready to be approved by the NeuroBioBank staff via e-signing the MTA, before fulfillment by the assigned BTRs.

Approved/Request Fulfillment In Progress

Once the specimen list has been finalized between the requestor and the BTRs and the MTA is signed by the NeuroBioBank staff, the request is approved. The status is then automatically changed to "Approved/Request Fulfillment in Progress." At this point, the assigned BTRs will add the request to their queue of requests to be fulfilled. Once the tissue has been processed and is ready to be shipped, each BTR will reach out to the requestor individually via the "Comments to Requestor" tab to verify shipping details. After all of the BTRs have shipped their assigned tissue, the status will automatically change to "Request Fulfilled."

Request Fulfilled

The request has successfully been fulfilled, and all parties are notified.

Request Denied

At any point in the review process, NeuroBioBank staff may determine that the request should not continue and set the request status to "Request Denied."

Request Deferred

At any point in the review process, NeuroBioBank staff may determine that the request should not continue and set the request status to "Request Deferred."

Closed

If a requestor does not provide necessary information within the time allotted, the request is closed.

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