how to file a request

Visit our Webportal

Visit https://portal.popgen.de

Create a user

If you are new, click "Sign up" and create a new account. You will receive an email with an activation link. After activation of your account, you can log in and create, edit or follow your transfer requests.

Create a Transfer Request

Log in and click "Transfer requests", then "New Transfer Request". Enter the title of your research project and click "Create transfer request". Your request is now in draft mode. Please fill the request form. You can save the form at any point and continue later.

If you have closed the form and log in again, you find your transfer request as "draft" in your list of "open requests". There, you simply click "Show", "Details" and "Edit" to resume filing. Once done, click "Save and close" and then "Finalize". (Be aware: once finalized, you can't change your request anymore!) The finalize action will check your request and mark fields that still need to be filled. If so, fill them and repeat the process of "Save and close" and "Finalize". When all checks have passed, you get directed to a signing page. Download the PDF, print, sign and upload it in the Popgen Portal. The request will then go to status "signed" and will be processed by us.

Keep track of the transfer request

At all time you are able to see the status of your request. In the activities section, you can see all actions that have been passed in processing your request. If there are questions arising from management, you will be notified by email and can view and answer the questions in the questions tab of your request.

The transfer request can have the following stati:

• signed
• management_released
• biobank released
• ethics released
• finally_approved
• waiting_for_data
• completed
• rejected

At all times, you can view the next steps of your request in the portal.

Contacts

The portal allows you to create a list of contacts (institution, person, address, ...) for the use in your transfer requests. If you edit an existing contact that has been used in a submitted transfer request, the submitted request will not change!

Email Notifications

You will receive an email notification in these cases:

• If your request needs review.
• If there is a new question from management.
• If your request has been rejected.
• If data or biomaterial has been shipped.

For general status updates, please log in and check the status of your transfer request.

Edit registration

The "Edit registration" page allows you to change your account details.

Workflow

A standard workflow requesting data and biomaterial from the biobank popgen looks like follows:

sequenceDiagram
  participant Applicant
  participant Management
  participant Biobank
  participant Ethics
  participant Head of UAC

  activate Applicant
  Applicant->>Applicant: 1. File new request
  Applicant->>Applicant: 2. Finalize & Validity Check
  Applicant->>Management: 3. Sign and Upload PDF
  deactivate Applicant
  activate Management

  opt Return to Applicant
    Management->>Applicant: 4. Return
    deactivate Management
    activate Applicant
    Applicant->>Management: 5. Resubmit
    deactivate Applicant
    activate Management
  End

  Management->>Biobank: 6. Complete? Then management-release
  activate Biobank

  Biobank->>Management: 7. biobank-release
  deactivate Biobank

  Management->>Ethics: 8. Mail to ethics
  activate Ethics
  Ethics->>Management: 9. Approval
  deactivate Ethics

  Management->>Head of UAC: 10. Request
  deactivate Management
  activate Head of UAC
  Head of UAC->>Biobank: 11. Finally approve
  deactivate Head of UAC

  activate Biobank
  Biobank->>Applicant: 12. Ship biomaterial
  deactivate Biobank
  Applicant->>Biobank: 13. Analysis results
  activate Biobank
  Biobank->>Applicant: 14. Results + Data
  deactivate Biobank

1. The applicant files a new request. It starts off in draft state, in which it is only visible to the applicant and can be edited and saved freely.
2. When the request is ready for submission, the applicant clicks "Finalize". At this point, several validations are performed and the applicant is alerted, if any fields are not filled sufficiently. Until all validations pass, the applicant can edit his request and then click "Finalize" again.
3. After successfully finalizing the request, the request goes to state "signable". The applicant is required to print out a condensed application form, sign it and upload the signed form in the portal. The upload is accepted only when the barcode of the application form can be read successfully. On success the request goes to state "signed" and will be processed by management. When experiencing any trouble on uploading the signed form, please contact us by mail.
4. [Optional] The management is able to return the request to the applicant, when it requires a thorough revision to be accepted.
5. [Optional] When the request is send back to the applicant, he has to revise it and the resubmit the request.
6. Management will check the request and when satisfied, release it for further checks by the biobank
7. The biobank might approve the request. Alternatively, they contact management.
8. Management will mail the request towards the ethics commission.
9. The ethics commission might approve or reject the request.
10. When all approvals from the previous steps are given, the request is automatically passed to the UAC.
11. The head of UAC needs to release the request for sending out data and biomaterial.
12. The biobank will send the biomaterial to the applicant.
13. After analyzing the biomaterial, the applicant sends the results back for merging with supplement data.
14. The biobank will merge the data and send it back to the applicant.