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Appeals Process

1. Introduction

This policy establishes procedures and responsibilities for the appeal of the declination of a proposal by SFI.

In making its decision regarding funding, SFI takes into account the peer review assessments of the scientific and technical merits of a proposal, but also the value to Ireland of the research programme, the budget availability and programmatic priorities of the Foundation. Proposals are evaluated in open competitions via a combination of international peer review and strategic fit with SFI’s mission. In addition to the principles espoused by SFI’s core values, SFI uses the following principles in reaching its funding decisions: value for money, strategic impact, efficient use of the peer review system, internationalisation, critical mass, cohesion with other funding streams, and availability of funding.

The primary aim of the SFI appeals procedure is to ensure that SFI's review process itself has been fair and reasonable and that SFI’s stated review procedures were followed. Although the appeal procedure is not a peer review process itself and will not re-open such a peer review process, it may address procedural errors in the peer review process, or other aspects of proposal review including: unaccounted-for conflicts of interest, inappropriate consideration of rumour / hearsay, or incomplete / inconsistent documentation being made available to the reviewers. SFI would like to emphasise that in all such cases a robust argument must be articulated and that the appeal will subsequently follow the specific procedures outlined in section 2.

It is appreciated that applicants may, from time to time, disagree with the detailed technical perspective of the expert referee, or their position on the overall quality or impact of the proposed research. However, SFI has full confidence in the high quality of experts that it engages in the peer review process and takes the position that this source of expert input allows SFI to make the best and most informed decisions. The judgment, interpretation, or level of understanding of these experts is, therefore, not grounds for appeal.

SFI now has in place a formal process integrated into some of its programmes, whereby applicants are invited to provide a scientific response. In programmes where this response stage does not form part of the SFI review process, an appeal may be accepted where specific factual inaccuracies can be clearly identified. Otherwise, appeals must be limited to clearly identifiable issues of procedure. The process required for invoking the formal process of appeal is outlined in detail in section 2.

Regarding appeals made prior to full technical peer review of a proposal; SFI remains confident that the procedures for submission of EoIs, pre-proposals and full proposals are clearly delineated in the call documentation and that it remains the responsibility of the applicant to ensure that these are followed correctly. For this reason, appeals based on applications that have been deemed administratively ineligible, including, but not restricted to, late applications, applications exceeding page limits or missing documentation, will not be considered unless it can be explicitly demonstrated that this resulted from an oversight by SFI.

Appeals based on funding levels, or award conditions on applications that have been approved for funding, will not be considered.

Award of SFI funding is discretionary and the appeal process is not an adversarial one. A formal hearing, therefore, is not provided. Factors such as programme budgets and priorities will have to be taken into account when making a decision on an appeal.

2. Procedures

The appeal process at SFI has three stages:

(a) Explanation by the SFI Programme Manager or Scientific Director.

An applicant whose proposal has been declined is encouraged to request more information from the cognizant SFI Programme Manager, over and above the explanatory materials received with the declination notice. The Programme Manager will afford the applicant an opportunity to present his/her point of view, will provide additional information if any exists, and will take any further action that seems appropriate in consultation with the relevant SFI Scientific Director.

(b) Review of the appeal by an SFI Director not involved in the original review.

If dissatisfied with the explanation or action provided under Section (a), the applicant may submit a written request to the Secretary to the SFI Board that SFI reconsider its decision. SFI will consider such a request only if the applicant has first sought and obtained an explanation under the procedures described in Section (a), only if the request is received by SFI within 30 days after the date of the declination notice, and provided that the applicant’s request for an appeal has been sent through the research office of the applicant’s host Research Body and is endorsed by the host Research Body (VP for research or equivalent). In the letter requesting the appeal, the applicant should state whether the appeal is based on a) factual inaccuracy (only applicable to awards that do not already include a rebuttal process) or b) procedural error. The applicant should also provide a concise written statement (no more than 300 words) clearly explaining the grounds for the appeal. The Secretary to the Board will forward the request to a Director at SFI who was not involved in the original review of the proposal. This Director will reconsider the record to determine whether SFI's review of the declined proposal was fair and reasonable. The Director may personally conduct the review or may designate a Programme Manager in his/her Programme area, who had no part in the initial review, to do so.

Within 30 days after the date of the request, the Director will provide the results of the appeal, in writing, to the research office of the host Research Body with a copy to the applicant. If the results cannot be furnished within 30 days, the allocated Director will give the host Research Body and the applicant a written explanation of the need for more time, indicating the date when results can be expected.

(c) Further Review by the Director General at the Request of the Host Research Body.

Within 30 days after the Director has notified the applicant of the results of the appeal, the host Research Body may request further review by the Director General of SFI.

The request need not be in any particular format, but it must be in writing and must be signed by the President/Provost/Chief Executive Officer of the host Research Body and by the PI. The request should explain why the host Research Body still believes that an error may have occurred in the initial evaluation and why it is not satisfied with the review of the original appeal conducted by the Director under the procedures described in Section (b), above.

The Director General is responsible for reviewing the request for a further appeal and the record of earlier SFI actions (including the original review of the proposal and the review conducted under Section (b). The Director General may personally conduct the further review or may designate another SFI official, who had no part in the original review or the review conducted under Section (b), to do so. Additionally, an external third party expert(s) may be asked to examine the case and to present a recommendation. Within 30 days after a request for further appeal is received at SFI, the Director General will furnish the results of the further appeal, in writing, to the host Research Body. If results cannot be furnished within 30 days, the Director General will provide the host Research Body with a written explanation of the need for more time, indicating the date when the results can be expected.

The decision made by the Director General is final

  • The SFI will review this policy on a regular basis and may update it from time to time. Policy updates will be effective on the date that the update is posted on the SFI website. Please check the SFI website regularly for updates.