Research proposal

Submitting a proposal

Requests for using SHM cohort data must be submitted using the request for data application form: Request for data form (research proposal)
All proposals must be submitted electronically to: Additional material to support your application, such as articles and publications, may also be attached in Word or PDF format.

Each proposal must include the following information:

  • Title
  • Summary
  • Details of the project leader and participants
  • Description (including research questions, background, literature, and added value and implications of research)
  • Design and plan.

Raw data will only be supplied to those groups that contribute to the supply of data from the 26 HIV treatment centres in the Netherlands and other established academic research groups. Others may only use the data in collaboration with SHM.


Review and decision

Following submission, the proposal will be reviewed by the HIV Monitoring Working Group. The Working Group may suggest modifications to the project prior to approval. Final approval will be given by SHM's director. If the research proposal is approved, the project leader will be notified and the project will be included under Research in Progress. If the research ends or is discontinued, SHM should be informed.

Prior to receiving the data from SHM, the project leader must complete and return the Statement Regarding Use of Data from SHM.


Progress report

SHM expects the project leader to file a progress report at the beginning of each year, for inclusion in SHM’s annual report. Progress reports should include:

  • Progress summary including background, methods, results and conclusions
  • An overview of publications in peer reviewed journals or other printed publications resulting from the research project
  • Abstracts of presentations, including authors, date and place of presentation.


Destruction of data

Once the analyses have been completed, all data provided by SHM for the purpose of these analyses should be destroyed. Destruction of data must be confirmed by completing the Destruction of Data form and returning this form to Stichting HIV Monitoring.



SHM should be notified of any publications resulting from the research project once a publication has been accepted by a journal. Rules for acknowledging SHM and the Ministry of Health, Welfare and Sport can be found here. These publications will be added to SHM’s website under the Research section of the website.


Stichting HIV Monitoring

Stichting HIV Monitoring (SHM) makes an essential contribution to healthcare for HIV-positive people in the Netherlands.  Working with all recognised HIV treatment centres in the Netherlands, SHM systematically collects coded medical data from all registered HIV patients. SHM uses these data to produce centre-specific reports that allow HIV treatment centres to optimise their patient care and obtain formal certification. SHM’s data also form the basis for the yearly HIV monitoring report and are used in HIV-related research in the Netherlands and internationally. The outcome of SHM’s research provides tangible input into HIV care and prevention polices in the Netherlands.

Visiting address

Nicolaes Tulphuis
Tafelbergweg 51
1105 BD Amsterdam
The Netherlands

Postal address

Academisch Medisch Centrum
Universiteit van Amsterdam
Meibergdreef 9 1105 AZ Amsterdam
The Netherlands

© SHM Monitoring Foundation |Disclaimer|Colofon