Appeals Process for the OMAFRA - UofG Research Program

 To ensure the transparency and rigour of the processes involved in the review and selection of Letters of Intent (LOIs), and Full Proposals, the OMAFRA - UofG Research Program has established a policy to guide the appeals procedure.

The primary purpose of the appeal is to correct errors, omissions or mistakes made by the assessment committees during the review of the LOI or full proposal. These errors are rare, however, in order to maintain fairness and equity to all applicants, the Program does permit appeals under the specific circumstances outlined below.

Appeals are heard only where the researcher demonstrates that an error of fact or process, or inadvertent omission of information has been made by the review committees. A researcher who has had a Letter of Intent (LOI) or full proposal rejected, or an active project terminated prior to its normal end date, may request a review or appeal of the specific process used in the evaluation or assessment of the proposal or project. All researchers are entitled to receive a written communication indicating the decision regarding the approval or decline of the funding for their LOI, Full Proposal or active project, which will include the rationale behind that decision.

A written request for a review/appeal must be submitted within 30 calendar days from the date of the documented notification of decision, and must include written evidence of error in the evaluation or assessment process. The request for appeal should be addressed to the Associate Vice-President (Research) Strategic Partnerships (AVPR).

The AVPR will determine if sufficient evidence exists for a formal appeal. Once a determination has been made to proceed with an appeal hearing, the AVPR will, in collaboration with the other co-chair of the Research Program Management Committee, convene a meeting of an appropriate Appeal Committee as per the following:

  1.  The AVPR will Chair the Appeal Committee.
  2. The Appeal Committee may consist of one or more of the Research Program Directors (RPDs) and up to two (2) OMAFRA representatives as appropriate. This committee will not include the Research Director(s) of the Program of the theme area(s) where the project fits.
  3. All relevant written materials generated concerning the project in question, prior to the date of the request for review, will be supplied to the Appeal Committee at least 5 days in advance of the meeting.
  4. The RPD of the relevant theme area will present an oral report to the Appeal Committee summarizing the process followed and actions taken pertaining to the decision in question. The RPD will then be excused from the balance of the appeal proceedings.
  5. The Appeal Committee will then receive evidence from the researcher concerning the project in question, specifically addressing the errors or omissions which have been alleged to have occurred.
  6. Appeal Committee will then determine, by consensus, a recommendation on the Appeal which will be presented to the Executive Committee for a final, binding decision on the matter. A written decision communicating the Executive Committee's decision will be presented to both the researcher and the Research Program Director. No further appeals will be permitted within either the University or OMAFRA systems.