{"id":2574,"date":"2025-10-07T08:50:53","date_gmt":"2025-10-06T23:50:53","guid":{"rendered":"http:\/\/172.207.84.36\/?page_id=2574"},"modified":"2025-12-04T11:31:25","modified_gmt":"2025-12-04T02:31:25","slug":"faq-repository","status":"publish","type":"page","link":"https:\/\/icrown.jihs.go.jp\/en\/inquiry\/faq-repository\/","title":{"rendered":"Q&A [Utilization\/Submission of Specimens and Data]"},"content":{"rendered":"\n

Procedures for Utilization<\/h2>\n\n\n\n

\u30fbUsage Guidelines<\/h3>\n\n\n\n
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Q1. Are there any necessary procedures for using the showcase?<\/h3>\n<\/span><\/div>\n\n\n\n
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You are required to have a Repository Portal<\/a> account to view the showcase. Please click here<\/a> for preliminary registration of your account, and use the link sent to your registered e-mail address to enter personal details such as your name. An official account will be issued within seven days after completing this step. Once you are issued an official account, log in and take the e-learning courses in \u201cApplication Information.\u201d<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q2. Regarding those who wish to utilize specimens and data in the iCROWN Repository, which persons should take the e-learning courses?<\/h3>\n<\/span><\/div>\n\n\n\n
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We ask that the principal investigators, along with persons responsible for handling specimens, pathogens, and information related to the specimens and data to be utilized, all take the e-learning courses. Please note that it is necessary to take an e-learning course to create an account in the Repository Portal<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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\u30fbConditions for Utilization<\/h3>\n\n\n\n
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Q1. Can anyone utilize the specimens and data in the iCROWN Repository?<\/h3>\n<\/span><\/div>\n\n\n\n
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Researchers who plan to conduct studies, whether based in hospitals, research institutions, government organizations, or companies, may apply for access to the specimens and data in the iCROWN Repository. After application, access is granted once approved by the utilization subcommittee.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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\u30fbSchedule<\/h3>\n\n\n\n
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Q1. I would like to apply for access to the specimens and data in the iCROWN Repository. What is the application deadline?<\/h3>\n<\/span><\/div>\n\n\n\n
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There is no application deadline. The utilization subcommittee is held approximately once every month, and applications are reviewed at the meetings closest to the application date. For further details, please refer to 5) Research consultation and 6) Utilization application on this page<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q2. After submitting a utilization application, how long does it take before the data are utilized?<\/h3>\n<\/span><\/div>\n\n\n\n
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The utilization subcommittee is held approximately once every month, and applications are reviewed at the meetings closest to the application date. Once approved, the data will be prepared in approximately one month. For this reason, it will take approximately two months from the submission of the application to the commencement of data utilization. Please note that a few more weeks may be necessary for human genome data, according to the data type and number of cases applied for. For further details, please refer to \u201cTimeline and review flow for specimen and data utilization\u201d on this page<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q3. After submitting a utilization application, how long does it take before specimens are utilized?<\/h3>\n<\/span><\/div>\n\n\n\n
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The utilization subcommittee is held approximately once every month, and applications are reviewed at the meetings closest to the application date. Once approved, specimens will be prepared in approximately one month. For this reason, it will take approximately two months from the submission of the application to the commencement of specimen utilization. For further details, please refer to \u201cTimeline and review flow for specimen and data utilization\u201d on this page<\/a>.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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\u30fbApplication Guidelines<\/h3>\n\n\n\n
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Q1. I found an interesting specimen in the showcase. How do I submit an application?<\/h3>\n<\/span><\/div>\n\n\n\n
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Please provide the iCROWN Utilization Desk<\/a> with the ID for the specimen found in the showcase. After consultation, we will provide guidance on the application process if you wish to utilize the specimen.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q2. If I request virus distribution, is there a need to submit a new application each time a virus variant emerges?<\/h3>\n<\/span><\/div>\n\n\n\n
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Although there is a necessity to state in the utilization application form that the variant will be used for research and approval is required by the utilization subcommittee, once approved, additional variants may be provided without creating new applications as long as they are within the scope of the approved application.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q3. If the iCROWN Repository\u2019s specimens and data are needed for use in research outside of the ethics review, how should a utilization application be submitted?<\/h3>\n<\/span><\/div>\n\n\n\n
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A \u201cDeclaration of Exemption from Ethics Review\u201d of the user\u2019s affiliated institution or \u201cReport of Exemption from Research Ethics Review\u201d as prepared by the iCROWN Repository should be submitted in place of the research plan and the ethics review committee approval notice that are submitted when applying for utilization of specimens and data.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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\u30fbContract Procedures<\/h3>\n\n\n\n
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Q1. Is it possible to enter into a Material Transfer Agreement (MTA) for Specimens and Related Materials that spans multiple years?<\/h3>\n<\/span><\/div>\n\n\n\n
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In principle, the contract period between the applicant and the MTA conforms to the period of research stated in the utilization application and research plan. This period can be no longer than five years. Please note that a report must be submitted each fiscal year.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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The Method and Conditions Under Which Specimens and Data Are Provided<\/h2>\n\n\n\n

\u30fbProvision of Specimens<\/h3>\n\n\n\n
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Q1. How are costs allocated when using specimens and data from the iCROWN Repository?<\/h3>\n<\/span><\/div>\n\n\n\n
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There are no fees incurred if the intended use aligns with the purposes specified by the iCROWN Repository. However, actual costs necessary for the provision of specimens and data, such as shipping fees, will be the responsibility of the applicant. Furthermore, from the perspective of personal information protection, primary data may only be analyzed in the analysis room of the Japan Institute for Health Security in Tokyo. Travel and other related expenses for this will be the responsibility of the applicant.<\/p>\n<\/div>\n<\/div>\n\n\n\n

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Q2. Are there any limits to the number of cases or specimens available?<\/h3>\n<\/span><\/div>\n\n\n\n
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The Access Regulations state that use is permitted within the approximate scope of the numbers and quantities shown below. However, use may exceed the published guidelines if approved by the utilization subcommittee. For further details, please refer to the Access Regulations within the public documents<\/a>.<\/p>\n\n\n\n