HUB conditions for sample use

Status: 15.10.2025 Version 6.0

 

1. documents

Each sample delivery is documented on the Hannover Unified Biobank (HUB) sample handover protocol, which contains the unique order number from the HUB order system (SP order ID).

A report is created for each sample delivery from the HUB, consisting of the following documents, which are identified by the unique SP order ID:

  1. Sample handover protocol
  2. Attachment: Sample certificate
  3. Attachment: Sample data export
  4. Enclosure: HUB conditions for sample use (online, this document)

By signing the sample handover protocol, the user confirms receipt of the delivery (boxes, samples) and accepts the HUB conditions for sample use.

2 Data Protection/Confidentiality

The HUB points out that personal data will only be stored and processed to the extent necessary within the scope of the contract.

3 Clinical data

The HUB ensures that unique patient/subject IDs exist for the samples, which are linked to clinical data. The HUB does not hold this clinical data, but will refer requests to the relevant project lead/gatekeeper.

4. note on infection status

The biosamples are potentially infectious material.

5. information on the quality of the samples

The HUB assures that the samples provided have been processed in your area of responsibility in accordance with the conditions agreed in the context of the order.

The following quality controls are carried out on the samples:

  • Sample receipt/outgoing sample: Sample(s) is/are identifiable and complete, assignable. Vessels intact.
  • Sample input Sample quality: Hemolysis / lipemia present, filling level of primary tubes correctly maintained
  • Automated pipetting accuracy: for volume 10 µl +/- 5% and for volume 1000 µl +/- 2%
  • The samples were stored under continuously monitored conditions at an average core temperature of -189°C +/- 5% for the tanks and -80°C +/- 10% for the chests.

If there are deviations from the above-mentioned conditions, these are marked accordingly in the sample data export (PD).

The documents and reports on samples provided by the HUB refer to the biosamples in the condition in which they were received by the HUB.

6 Storage and handling of biosamples

The acceptance of biosamples from the HUB collection obliges the recipient/applicant to store and handle the biosamples received in an appropriate manner.

7. use of the biosamples / independent transfer to third parties

The recipient/applicant is advised that the samples provided and the associated data may only be used

  • will only be made available for the stated research and intended use.
  • may not be passed on to third parties without the approval of the biobank.
  • Measures to identify the donor on the part of the biosample recipient / applicant are also prohibited

8. procedure for publications

The HUB must be taken into account in publications based on the samples and associated data provided.

9. citation / publications

Please cite the following publication in the material and methods section:

  • The Hannover Unified Biobank (HUB) - Centralized Standardized Biobanking at Hannover Medical School. Open Journal of Bioresources, 8, p.2. DOI: http://doi.org/10.5334/ojb.70
  • The following wording, to be adapted if necessary, is recommended in Material and Methods: "The ... samples and associated data used were provided by the Hannover Unified Biobank (HUB), the centralized biobank of Hannover Medical School (MHH) and were used in accordance with the regulations of the HUB and the vote of the Ethics Committee."
  • "The ... samples and associated data were provided by the Hannover Unified Biobank (HUB), the central biobank of Hannover Medical School (MHH) in accordance with the regulations of HUB and the approval of the ethics committee."
  • Services provided by the HUB (storage, sample preparation, data, project and quality management) and the clinical cooperation partners (sample generation, sample processing) must be appropriately considered in the question of possible authorship in accordance with the applicable rules. All results generated in a service facility must be clearly identified in scientific publications.
  • Cooperation partners must be named as co-authors with their institutional affiliation.
  • For HUB employees, the following affiliations must be listed as follows:
    • "Hannover Unified Biobank (HUB), central biobank of Hannover Medical School (MHH).
    • "Hannover Unified Biobank, central biobank of the Hannover Medical School (MHH).
  • The scientific contribution of the biobank must be evaluated individually in each project. If results from projects in which the biobank was involved are to be published, the service facility must be informed.
  • The clinical cooperation partners must be named with their respective institutional affiliation.
  • Before submitting a publication, the manuscript must be submitted to the co-authors involved, stating the project title.
  • In the event of publication, a copy of the publication must be sent to the HUB in electronic form without being requested to do so.

10 Notes/Validity

  • The HUB is responsible for all information contained in the report.
  • The document "HUB Terms and Conditions for Sample Use" is an annex to the sample delivery report. This report may only be copied in its entirety.
  • The sample recipient confirms the information given here (under General) by signing the sample delivery report.

 

The "HUB conditions for sample use" are available here as a print version.