Standard Terms of Reference and Procedures for Expert Review Groups

1.

Delegation of authority to Expert Review Groups

1.1

The Expert Review Group shall have full power and authority to consider and shortlist for interview or reject applications within its delegated scientific areas or subjects specified in the resolution governing the Expert Review Group (the “ERG”) and such other areas or subjects as the Board of Governors (the “Board”) shall designate from time to time.

1.2

The ERG shall consider and take decisions on Investigator Award and Fellowship applications within its scientific remit and shortlist appropriate candidates for interview by the Selection Panel and relevant Interview Committees.

1.3

In addition, the ERG may be asked to comment, assess and make decisions on renewal funding, Enhancement Awards and their equivalent under other schemes.

1.4

Any decision made by the ERG shall be in accordance with the funding budgets approved by the Board, as amended by the Director of the Trust or the Director of Science Funding pursuant to their delegation of authority under the Delegated Authority to individuals for science funding grants, as amended from time to time.

2.

Appointment

2.1

The Board by written resolution appoints the Chair and the external membership of the ERG and may from time to time by written resolution change the Chair and the external membership of the ERG.

2.2

The Director of the Trust and the Director of Science Funding will appoint the staff member of the ERG and may from time to time change the staff member of the ERG.

2.3

The Head of Grants Management shall appoint an ERG Manager to provide administrative services for the ERG and may from time to time change the ERG Manager.

3.

Members of the Expert Review Group

3.1

The Chair of the ERG will be an external member.

3.2

The majority of the members will be external members. Normally at least one should come from outside the United Kingdom.

3.3

The ERG Manager shall have the right to attend each meeting but will not be a member of the ERG.

3.4

Normally there will only be one member from a given institution on a given ERG. Exceptionally, and subject to Board approval, two individuals from the same institution may be members of a given ERG, if the ERG Manager and staff member consider this is necessary to obtain the best scientific advice and the individuals are in different scientific areas within that institution.

3.5

The staff member of the ERG will be non-voting.

3.6

The Director of the Trust and the Director of Science Funding will be invited to attend each meeting but will not be members of the ERG.

3.7

Each Governor appointed by the Board as an Observer for the ERG will be invited to attend each meeting but will not be a member of the ERG.

3.8

During the period between meetings of the Board, the Chair and the ERG Manager shall, in consultation with the relevant Science Funding Heads, have full power and authority to nominate external members for appointment to the ERG.This shall be called “co-opting” members of the ERG. Such appointments shall be considered and ratified by the Board at its next meeting.

4.

External Advisers

4.1

External advisers may be invited to serve on the ERG on a ‘one off’ basis. Such individuals shall not be members of the ERG and shall not be entitled in such capacity to vote at meetings of the ERG. The Chair and ERG Manager in consultation with the relevant Science Funding Heads may, at any time, invite such external advisers to attend meetings of the ERG.

4.2

The role of the external adviser is to extend the scientific expertise of the ERG and to advise on applications within the ERG’s remit.

4.3

Persons other than the members of the ERG may be invited to attend for specific items or for the whole meeting at the discretion of the Chair.

5.

Term

5.1

Members should normally serve for three years, subject to mutual review after one year.

6.

Sub-delegation

6.1

Subject to the approval of the Chair and the ERG Manager, the ERG may sub-delegate any of its powers and discretions to any sub-committee, any member or members of the ERG or such sub-committee or any other person or persons as it may determine who are qualified by his or her expertise to provide advice to the ERG and to take shortlisting decisions. A resolution, prepared by the ERG Manager to implement any sub-committee, shall be approved by the ERG. The Chair and membership of any sub-committee shall be proposed by the Chair and the ERG Manager in consultation with the relevant Science Funding Heads and approved by the ERG. The Board may revoke in whole or in part any such delegation or vary the terms of the delegation.

6.2

A report of the decisions taken by the sub-committee or sub-delegate shall be made to the ERG normally within two months of the sub-committee meeting or action by the sub-delegate but, exceptionally, within three months.

7.

Meetings

7.1

The ERG Manager shall consult with the Chair and the Director of Science Funding to agree the dates of meetings of the ERG and shall invite the ERG members.

7.2

The quorum for the proceedings of the ERG shall be any three members (including at least two external members) or such other quorum as may be fixed by the Board from time to time.

7.3

If the Chair is not able to attend, the ERG Manager shall, in consultation with the Director of Science Funding, select an external member of the ERG to chair the meeting of the ERG.

7.4

A meeting of the ERG or any sub-committee may be held by way of a video or audio conference, telephone or similar equipment designed to allow each member to take part in the meeting (or by a combination of such media) provided that at all times the number of members participating in such a meeting is sufficient to constitute a quorum. A member shall be deemed to participate in a meeting if he or she can hear and be heard by each other member participating in the meeting. All members so participating shall be treated as being present at the meeting for the purpose of determining whether the quorum requirements are fulfilled.

7.5

A resolution in writing signed or approved by letter, facsimile transmission or electronic mail (or in such other manner as the ERG may approve) by or on behalf of all the members entitled to vote on such resolution and to be counted in the quorum at a meeting of the ERG for the purposes of such resolution shall be as valid and effective as if it had been passed at a meeting of the ERG duly convened and held, provided it is approved by a sufficient number of members to constitute a quorum.Such a resolution may consist of several documents each signed or approved by or on behalf of one or more members of the ERG.

8.

Conflicts of Interest

8.1

Where a member of the ERG believes he or she has a potential conflict of interest, the Wellcome Trust Policy on Conflicts of Interest, as amended from time to time, shall apply.

8.2

If a member of the ERG is in any doubt as to the relevance of an interest that he or she has, such interest should be disclosed to the ERG Manager before the meeting or, if not practicable, as soon as the potential conflict becomes apparent at the meeting. The ERG Manager will consult as necessary and the Chair and ERG Manager shall determine whether the member should absent himself or herself from the relevant part of the meeting in accordance with the provisions of the Conflicts of Interest Policy.

9.

Remuneration

9.1

The Board shall approve the remuneration of Chairs and ERG members from time to time.

10.

Validity of Acts

10.1

All acts done by the ERG or any sub-committee or any other sub-delegate of any delegate, or by a person acting as member shall be valid, notwithstanding that it shall afterwards be discovered that there was a defect in the appointment of any member of such an ERG or sub-committee or any such delegate or sub-delegate or that any of them was not entitled to vote.

Approved by the Board of Governors at its meeting on 13 July 2010.