Why Are Program Staff Members There?
The main reason they come is to listen. Although program staff members receive the summary statement with reviewer critiques and a summary of the review discussion, they want a thorough understanding of the reviews so their institutes or centers can make informed, wise funding decisions and advise applicants about their next steps.
So program staffers listen carefully to capture information that may not be in the summary statement or easily conveyed in a written document. Do the reviewers reach consensus about the overall merit of an application or do differences of opinion persist? If differences exist, do they suggest that a project is on the cutting edge, that a reviewer did not understand the science, or something else?
The presence of program staff is thus a reminder that reviewers’ work really matters. It’s not just about the numerical score; it’s also about what you say and how you say it.
What If Program Staff Can’t Be in the Room?
Program staff often are assigned applications reviewed at multiple meetings on the same day, so the only way to listen to the discussions is to phone into the meeting. Using the microphones in the room is essential for program staff to hear what you have to say!
What Else Do Program Staff Members Do at Review Meetings?
Program staff may confer with the Scientific Review Officer during the review when more information is needed or a correction is required. But what program staff absolutely must not do is influence or comment on the panel proceedings themselves (e.g., no eye rolling or grimaces or inappropriate comments during the breaks).
Institutes do not all have the same processes and priorities so program staff on occasion can provide context at the invitation of the Scientific Review Officer.
What Are Program Staff Members Listening for Most?
As a reviewer, you may wonder what information is most helpful to program staff members as they make decisions and advise applicants. Reviewers’ assessments of an application’s strengths and weaknesses, feasibility, and any fatal flaws are important. But program staff need to know more than that. A succinct summary that addresses the impact of an application on its field and, when it is appropriate, on broader scientific questions is compelling.
If you think a project is terrific, say so. Let your excitement come through in your written review. Program staff want to know your thoughts on the possible impact of the project. And speak up if you think the proposed research is not salvageable or it is unlikely to have impact without major and substantial revisions. Applicants frequently ask to know this. Of course, if the flaws are not fatal, applicants want to know this.
Institutes and Centers depend on the integrity, transparency, and excellence of the review system. Your reviews are fundamental to our ability to make judicious decisions and give pragmatic advice.
So don’t forget that the quiet visitor in the room, on the phone, or online is listening -- very carefully.