How do I request specimens from the ACSR?

The ACSR solicits Letters of Intent (LOI) and short form LOIs from investigators throughout the year with a minimum of paperwork. The application process is simple and straightforward. Go to Standard Form or Short Form to download the appropriate applications.

1. Investigators are encouraged to submit an inquiry specifying the type and quantity of biospecimen they are interested in obtaining to the ACSR Central Operations and Data Coordination Center (CODCC) via email inquiries@acsr.ucsf.edu.
2. The CODCC will work with the investigator to verify the availability of the requested biospecimens and further assist the investigator through the LOI process.
3. Once thebio specimen type and quantity have been confirmed against the ACSR inventory, the investigator will be directed to submit an LOI. The LOI documents information about the proposed research plan as well as the number and type of biospecimens requested.
   1. Short Form LOI is designed for pilot studies in which a minimal amount of biospecimens are needed for test development, quality control, and/or preliminary research. The Short Form LOI allows a researcher to request up to 5 biospecimens on a one-time basis for a particular study.
   2. Standard Form LOI is used for all other requests.
4. The LOI is submitted to the CODCC and then forwarded to and reviewed by an independent Research Evaluation and Decision Panel (REDP) composed of experts in various fields. A priority score is attached and forwarded to the ACSR CODCC to present to the ACSR Executive Committee.
   1. Factors influencing LOI priority scores are:
      1. Scientific merit of the application
      2. Experience of the investigator
      3. Statistical validity of the study
      4. Valid sample size requested to accomplish study
5. The ACSR Executive Committee (EC) makes the final decision on approving the request for biospecimens and associated data. If the ACSR is not able to supplement the investigator’s needs, every effort will be made to identify an appropriate resource.
6. Upon review by the REDP and EC, an ACSR representative is assigned to assist with the distribution of biospecimens and/or to inquire about any scientific issues raised by the REDP.
7. Once approved, an official letter with a commitment from the ACSR to provide the necessary biospecimens is sent to the investigator. The approval letter may be incorporated into NIH or other grant applications.
8. After the investigator has verified that funding has been secured and IRB approvals have been obtained, biospecimens are released for disbursement. Investigators who fail to obtain funding within six months of receiving their letter of approval will have the approval voided, making those biospecimens available to other investigators.
9. If the LOI is not approved, the investigator will be provided with a letter stating the concerns of the REDP and/or the ACSR Executive Committee. An ACSR representative will work with the investigator to resolve any remaining scientific issues in preparation for reconsideration.
10. Notification of approval or denial of biospecimens will be emailed approximately 4-6 weeks from Standard LOI submission and 1-2 weeks from Short Form submission.

Submission of LOI

Electronic submission of completed Letters of Intent (LOIs) is preferred. Original forms with signatures should be mailed to:

Debra Leiolani Garcia
Operations Director
ACSR CODCC
San Francisco General Hospital
1001 Potrero Avenue
Bldg 3, Room 207
San Francisco, CA 94110

415-206-5268 (tel)
415-206-3765 (fax)

Email: dgarcia@acsr.ucsf.edu