Code of Conduct (including Conflicts of Interest Policy) for Reviewers

Introduction

Medical Research Scotland aims to ensure that applications for funding are assessed objectively and impartially. Review by an appropriately constituted group of expert reviewers is seen as an essential element of the award decision-making process. Medical Research Scotland’s Board of Trustees relies heavily on the willingness of members of the medical research community to give time to participate in reviewing applications and taking part in review panels and greatly appreciates their willingness to do so. All parties should be aware that the role of reviewers and review panels and committees is advisory and that the names of review panel members will be made publicly available.

As part of its commitment to impartiality and the integrity of the review process, Medical Research Scotland has set down the following Code of Conduct (including Conflicts of Interest Policy), which reviewers must agree to abide by. For the purpose of this Code of Conduct, ‘reviewers’ includes external reviewers, PhD Studentship Panel members, Committee members, Medical Research Scotland staff and Trustees involved in the review process of applications submitted to Medical Research Scotland.

Code of Conduct for Reviewers

Reviewers are required to adhere to the following:

Act with Integrity and Objectivity

  • Assess all applications fairly, impartially, and solely on their scientific merit, relevance, and alignment with Medical Research Scotland’s mission.
  • Avoid bias, whether conscious or unconscious, including bias based on personal, institutional or professional relationships.

Maintain Professional Standards

  • Conduct reviews diligently, respectfully and within agreed timelines.
  • Provide constructive, evidence-based feedback to support transparent and robust decision-making.

Avoid Conflicts of Interest

  • Declare any actual, potential, or perceived conflicts of interest as soon as they arise.
  • Not be involved in reviewing or discussing, and leave the room or online meeting during discussion of, any application where a conflict exists. Conflicts include (but are not limited to):
    • Previous or current personal or professional relationships with applicants, co-applicants or collaborators
    • Being an applicant, co-applicant or collaborator on an application that has been submitted for the call being reviewed
    • Co-authorships with an applicant, co-applicant or collaborator within the last 3 years
    • Intention to conduct similar research
    • Consultancies and other external appointments (paid or unpaid)
    • Commercial conflicts
    • Financial interests, including equity holdings

Working at the same University as an applicant, co-applicant or collaborator would not usually be considered a conflict in and of itself.  In order to constitute a conflict of interest some greater self-interest with the application would be expected, such as those listed above. If in doubt regarding a potential conflict, please contact applications@medicalresearchscotland.org, or the Chair or Vice Chair of the review Panel to seek advice.

  • Comply with any instructions from Medical Research Scotland regarding management of conflicts.

Use of Generative Artificial Intelligence (AI)

  • Not input any content of applications into generative AI tools.
  • Not use generative AI tools, other than surface-level proofreading and mechanical error correction tools (eg spelling and grammar edits) that do not analyse or generate substantive content, to assist with the evaluation of applications or the preparation of review content.
  • Not use generative AI tools that breach the Duty of Confidentiality or Secure Handling of Information requirements.
  • Not take into account, or speculate within the review/assessment process of applications, whether generative AI has been used to create the application or allow this to influence judgement of the quality of the application.

Respect Others

  • Engage respectfully with other reviewers, staff and stakeholders.
  • Avoid discriminatory, harassing or inappropriate behaviour in all communications and discussions.

Confidential Information

Reviewers will have access to confidential and sensitive information, including but not limited to:

  • Research proposals and unpublished data
  • Personal information about applicants
  • Commercially sensitive information
  • Reviewer discussions and deliberations
  • Funding decisions and internal processes

In connection with that, reviewers are required to:

Duty of Confidentiality

  • Treat all application materials and related information as strictly confidential.
  • Not disclose, share, or discuss any information with third parties outside of the authorised review process.
  • Not use confidential information for personal, academic or commercial advantage.

Secure Handling of Information

  • Store and access materials relating to the review process securely.
  • Not download, copy, or distribute documents beyond what is necessary for the review.
  • Confidentially dispose of or delete materials securely after completion of the review process.

Discussions and Deliberations

  • Maintain confidentiality of all panel discussions and reviewer comments.
  • Not disclose opinions expressed by other reviewers or details of decision-making processes.
  • Note that Medical Research Scotland will provide anonymised reviewer feedback to grant applicants.

Use of Information

  • Only use information obtained through the review process for the purpose of evaluating applications.
  • Not use ideas, data or intellectual property from applications for your own research or benefit.

If Medical Research Scotland has reason to believe that a reviewer or review panel member has breached this Code of Conduct, then they may be asked to step down as a reviewer.

July 2026