Conflict of Interest Policy

1. Purpose

Tinnitus Quest is committed to ensuring that all decisions related to the allocation of research funding, as well as matters relating to governance, compensation, and contracted services, 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 or organizational decision-making.

2. Scope

This policy applies to all of the following individuals:

  • Members of Tinnitus Quest’s Executive Board (EB);
  • Members of Tinnitus Quest’s Innovation Board (IB);
  • Members of Tinnitus Quest’s Scientific Advisory Board (SAB);
  • Members of Tinnitus Quest’s Patient Advisory Board (PAB);
  • Any internal or external individuals involved in the review, evaluation, or approval of grant applications;
  • Any individuals contracted or otherwise engaged to provide operational, advisory, or professional services to Tinnitus Quest.

 

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 be an applicant for a Tinnitus Quest research grant, nor may they receive salary support, consulting fees, or other direct financial benefit from Tinnitus Quest funding.

Applications submitted by trainees, students, postdoctoral researchers, or other supervised personnel affiliated with Executive Board or Innovation Board members may be considered eligible, provided:

    • the conflict is disclosed to the full Executive Board;
    • the affiliated board member fully recuses themselves from all discussions and decisions related to the conflicted application, as per Article 6;
    • the application undergoes independent evaluation consistent with Tinnitus Quest’s standard review procedures.

Members of the Scientific Advisory Board may apply for Tinnitus Quest research grants; however, as an applicant or co-applicant, they must recuse themselves from all Scientific Advisory Board discussions, deliberations, and decisions related to 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 the conflicted 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);
  4. They have had substantial scientific collaboration with the applicant or co-applicant in the past three years;
  5. They have a direct financial interest in the outcome of an application, including but not limited to equity ownership, consulting arrangements, licensing interests, or patent-related interests;
  6. They have a close personal or family relationship with the applicant or co-applicant that could reasonably impair objectivity.

6. Procedure for Declaring and Managing Conflicts

a) Declaration: Individuals subject to this policy must declare any conflict of interest at the earliest opportunity. 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). b) Recording: All declared conflicts will be documented in Tinnitus Quest’s internal records. c) Decision making: The Executive Board, excluding any conflicted individuals, shall determine whether a disclosed situation constitutes a conflict of interest under this policy. d) Recusal: Conflicted individuals subject to recusal must not access confidential evaluation materials, participate in discussions, influence reviewers, or receive non-public information related to the conflicted application. Such individuals furthermore must not attempt to influence the evaluation or funding decision through direct or indirect communication with reviewers, board members, or staff. e) Replacement: When appropriate, an alternate reviewer or panelist may be assigned to ensure balanced evaluation.

7. Confidentiality of Grant Applications

All individuals participating in grant evaluation must maintain the confidentiality of applications, deliberations, and evaluation materials.

8. Conflicts of Interest Related to Compensation and Contracted Services

Members of the Executive Board or other individuals covered under this policy may, where appropriate, provide paid operational or professional services to Tinnitus Quest. Any such financial relationship must be disclosed to the Executive Board and documented in Tinnitus Quest’s internal records.

Membership of any of Tinnitus Quest’s boards is non-remunerated; financial compensation can only be received for non-governance related services.

Individuals receiving compensation from Tinnitus Quest must recuse themselves from any discussions or decisions relating to:

  • their compensation;
  • the scope of their contracted work;
  • renewal or modification of contractual arrangements; or
  • any matter in which they may derive a direct financial benefit.

Compensation for such services must be reasonable, proportionate, and in furtherance of Tinnitus Quest’s charitable mission.

9. 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.

10. 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 27 May 2026