Sample Terms of Reference: Expert Review Panel

Terms of Reference (sample)

1. Background

1.1 In accordance with the provisions of the Medical Research Foundation’s Articles of Association, the Board of Trustees (the Board) hereby resolves to establish a Panel to be known as the Expert Review Panel (the Panel).

2. Purpose

2.1 The Board has delegated authority to the Panel to assess applications received in response to the Foundation’s research funding call and agree the allocation of funding awards.

3. Responsibilities

3.1 The Panel will:

• Review and score all applications taking into consideration all external peer review comments and scores (where applicable).
• Agree a shortlist of applications based on the ranked list of scores.
• Assess shortlisted applications and score against the agreed criteria.
• Agree the applications in the fundable range in priority order and the allocation of funding.
• Agree any invited resubmissions.

4. Membership

4.1 The Panel shall have a minimum of six members and a recommended Panel size of ten members in addition to the Chair.

4.2 The Chair shall be a member of the Board of Trustees with a background in medical research or an expert in a relevant field appointed by the Board of Trustees.

4.3 The Chair does not have voting rights as part of the Panel, meaning they do not score or contribute to the discussion of applications.

4.4 The Chair shall preside over the Panel meeting. However, if the Chair is unable or unwilling to do so, then the members shall elect, from their number, a Chair to preside over that meeting.

5. Conflicts of interest

5.1 All panel members must have read and agreed to comply with the Foundation’s Conflict of Interest policy prior to participating in any assessment activities.

5.2 A conflicted panel member must declare that fact and not take part in the assessment, interview and scoring of the relevant application.

5.3 The conflicted panel member shall leave the room for the interview and scoring of the relevant application.

5.4 All Panel members must complete a Declarations of Interest Form upon appointment and then annually during their Panel term.

6. Confidentiality

6.1 All papers and discussions relating to the Panel must be treated as strictly confidential.

6.2 Panel members are expected to keep all documents received in their official capacity secure.

6.3 Following the Panel meeting all Panel members will ensure all meeting documents are appropriately destroyed.

6.4 Panel members must not engage in individual discussions with applicants regarding outcomes prior to formal communication. All Panel deliberations must remain confidential.

7. Advisors (in attendance)

7.1 The Chair may invite external advisors to attend all or part of any meeting, as and when appropriate.

7.2 Trustees may observe any meetings of the Panel.

8. Tenure

8.1 Members of the Panel are appointed for the duration of the funding call. The Panel will be dissolved once the allocation of funding has been agreed.

8.2 Where the Panel is reoccurring, panel members will serve an initial term of three years and may be reappointed for a further term of up to three years.

9. Quorum

9.1 After conflicts have been taken into account, each discussion and decision of the Panel will be quorate if at least five or 50% of unconflicted voting panel members, whichever is higher, are present for the discussion and decision.

10. Secretariat

10.1 The Research Team shall provide administrative support to the Panel ensuring the agenda and papers are circulated at least ten working days in advance of the meeting and managing any conflicts of interest.

10.2 The Research Team shall minute the proceedings, including the names of those present and in attendance, and any conflicts of interest within ten working days of the meeting.

11. Accountability

11.1 The Panel is accountable to the Board.

12. Reporting responsibilities

12.1 The Research Team shall report on the Panel’s proceedings at the next meeting of the Board.

12.2 The minutes of the Panel’s meeting shall be submitted to the Board for its information.