Duties

• Conduct a fair and objective review of all applications, projects and proposals as assigned for review by the RAC.
• Based on objective assessments of relative excellence, Committees as assigned determine fundable quality and develop ranked lists of applications for funding through programs of the Michael Smith Foundation for Health Research.
• Upon request and when appropriate, propose to the RAC budgets for fundable applications.
• Undertake objective assessments of merit, consider and make recommendations on any other issues as may be referred for consideration by the RAC.
• Identify program and funding-related issues for review by the RAC (e.g. ethics, program guidelines).
• Ensure adherence to, abide by and uphold all Foundation policies and procedures (e.g. Conflict of Interest).

Membership

• Members of the Advisory Bodies are appointed by the RAC.
• Appointments are made:
  • to provide broad representation of health research sectors as defined by the Canadian Institutes of Health Research (biomedical research; clinical research; research respecting health systems and health services; research on societal, cultural, and environmental influences on health and the health of populations);
  • on Task Forces(s) to provide expertise as deemed appropriate by the RAC for the issue(s) under consideration;
  • on all Advisory Bodies, to the greatest extent possible, to provide representation across health research organizations and gender.
• Members of Peer Review Committees are normally appointed for one two-year term, with the possibility of re-appointment to a maximum of six years (total three terms). The exception shall be for appointment of those members whose appointments may be staggered as to their expiration date to ensure committee continuity.
• Peer Review Task Forces will be appointed for time-limited terms as deemed appropriate by the RAC for the issue(s) under consideration.
• All members of Advisory Bodies shall have one vote, except the Chair of each Body, who votes only in the case of a tie.
• The Chair and Vice-Chair of Advisory Bodies are appointed by the RAC.
• Chairs of the Peer Review Committees will be invited to attend RAC meetings to provide information as required on the recommendations of their Committees. In the event that a Chair is unable to attend an RAC meeting, to which they have been invited, they may appoint an Acting Chair to take their place for that meeting only.
• The Chair and Vice-Chair of each Peer Review Committee shall serve for a term of two years. No Chair or Vice-Chair shall serve for more than two consecutive terms (four years).
• The Peer Review Committees are staffed by the respective Program Managers, who are not voting members. Peer Review Task Forces are staffed by Program staff as appropriate to the issues under consideration.

Operational Protocol

• Advisory Bodies will meet as required in the context of competition, awards, or issue on which they are advising the RAC.
• In the case of regular Foundation competitions, Peer Review Committees will normally meet once per competition, with additional meetings as required at the call of the Chair.
• Decisions of the Peer Review Committees will be consistent with the Guidelines of the Program/Competition under consideration.
• Whenever possible, decisions of Advisory Bodies are determined by consensus.
• In the event consensus is not possible, and a vote is required, a simple majority (fifty percent [50%] of the voting members) plus one shall constitute a majority. In the event of a tie, the Chair will cast the deciding vote.
• Each Peer Review Body will determine the time and duration of its meetings.
• Agenda packages will be circulated on paper and/or electronically to members in advance of meetings.
• Delegates to the Advisory Bodies are not allowed.
• Administrative support for the Advisory Bodies is provided by the Programs Division of the Foundation.
• All members of the Advisory Bodies will maintain confidentiality with respect to all business of the Foundation, including but not limited to maintaining confidentiality of applications, documentation and minutes.

Evaluation Protocol

• Periodically in the course of their terms, and no less than once annually, Committee Chairs will provide to the RAC any comments their members may have on the peer review process, including recommendations, if any, for improvements.
• From time to time, and no less than once every two years, the RAC will undertake an evaluation of the Peer Review process for report to the Board.
• RAC members may attend meetings of Advisory Bodies as observers, upon request to the respective Body's Chair.