Conflict of Interest Policy

1. Purpose

Tinnitus Quest is committed to ensuring that all decisions related to the allocation of research funding are made with integrity, impartiality, and transparency. This policy aims to identify, manage, and mitigate any real, potential, or perceived conflicts of interest that could influence, or appear to influence, the objectivity of Tinnitus Quest’s grantmaking activities.

2. Scope

This policy applies to all members of Tinnitus Quest’s:

  • Executive Board (EB)
  • Innovation Board (IB)
  • Scientific Advisory Board (SAB)
  • Patient Advisory Board (PAB)
  • Any other individuals involved in the review, evaluation, and approval of grant applications

3. General Principles

  • All members must conduct themselves with the highest standards of objectivity and integrity.
  • Members are expected to disclose any actual, potential, or perceived conflict of interest as soon as it arises.
  • Conflicted individuals must recuse themselves from discussions, deliberations, and decisions related to the relevant matter.

4. Eligibility to Apply for Grants

  • Members of the Executive Board and Innovation Board are not eligible to apply for Tinnitus Quest research grants.
  • Members of the Scientific Advisory Board may apply for Tinnitus Quest research grants; however, they must temporarily recuse themselves from their position on the Scientific Advisory Board for the duration of the review and decision-making process concerning their application.

5. Conflicts of Interest in the Evaluation of Grant Applications

When evaluating or discussing grant applications, any individual as described under article 2 must declare a conflict of interest and recuse themselves from all discussions and decision-making regarding that specific application if any of the following conditions apply:

    1. They are affiliated with the same institution as the applicant or co-applicant
    2. They have trained the applicant or co-applicant (e.g., as a student or postdoctoral fellow)
    3. They have an active collaboration with the applicant or co-applicant (e.g., co-funded projects, shared grants, joint supervision)

If a member is uncertain whether a situation constitutes a conflict, they should err on the side of transparency and declare it to the Executive Board (EB).

6. Procedure for Declaring and Managing Conflicts

a) Declaration: Members must declare any conflict of interest at the earliest opportunity, typically before or during the grant review process.

b) Recording: All declared conflicts will be documented in Tinnitus Quest’s internal records.

c) Recusal: Conflicted members will not participate in any discussions, scoring, or recommendations related to the conflicted application.

d) Replacement: When appropriate, an alternate reviewer or panelist may be assigned to ensure balanced evaluation.

7. Enforcement

Failure to disclose a conflict of interest or to adhere to this policy may result in corrective measures, including temporary suspension from the relevant Board or, in serious cases, termination of membership.

8. Review of Policy

This policy shall be reviewed periodically by the Executive Board to ensure it remains aligned with best practices in research governance and ethics.

Approved by the Executive Board of Tinnitus Quest on 29 October 2025