Ghent University is committed to evaluating research in a responsible manner. In doing so, Ghent University aims to recognize and value a broad range of research activities, diverse forms of impact, different career profiles, etc. Responsible evaluation helps Ghent University to do justice to the diversity in research, across scientific disciplines and among researchers.

The following guidelines provide research evaluators with a framework for translating the principles of responsible evaluation into practice. These guidelines apply to evaluations within Ghent University, particularly in the context of the Special Research Fund (BOF), regardless of whether the evaluator is affiliated with Ghent University or not. Ghent University researchers who conduct evaluations for other universities or research funders must take into account the guidelines of those universities or funders. Researchers who do not receive guidelines from the organization for which they act as an evaluator are advised to inquire about this with that organisation.

Evaluators who are looking for more general information about (writing) an evaluation can find inspiration in the tip “tips and tricks for new evaluators”.

1. Responsible evaluation

1. Evaluators observe Ghent University’s principles regarding responsible evaluation, as well as the specific procedures and guidelines applicable to the evaluation they are involved in.
2. Evaluators respect the codes of conduct and agreements signed by Ghent University, particularly the San Francisco Declaration on Research Assessment, the European Agreement on Reforming Research Assessment, and the European Code of Conduct for Research Integrity.

2. Professional and careful evaluation

1. Evaluators are invited based on their expertise. Those who feel they lack the necessary expertise must inform Ghent University, by contacting the university’s member(s) who asked them to act as an evaluator.
2. Evaluators bear full responsibility for the evaluations they conduct.
3. Evaluators must report potential conflicts of interest to Ghent University in a timely manner (see 5.1).
4. Evaluators treat all applications equally and strive for consistency in their assessments.
5. Evaluators do not omit or add evaluation criteria. They consider all information requested from applicants. An exception is made for technical experts who are specifically invited to assess certain aspects of an application. Evaluators do not introduce any new information (that was not requested from or provided by the applicants) themselves. An exception is made for technical experts who are specifically invited to assess certain aspects of an application. Evaluators do not add any new information (that was not requested from the candidates or provided by them) themselves.
6. Evaluators use the (online) evaluation forms and systems provided by Ghent University.
7. Evaluators respect the deadlines set for the evaluation process.
8. Evaluators formulate feedback correctly and respectfully, so it can be used (in blind reviews, respecting reviewer anonymity) as a basis for providing feedback to those being evaluated.
9. Evaluators are willing to assess the evaluation process afterward to improve future evaluations where necessary.

3. Confidentiality

1. Evaluators do not share information related to any phase or aspect of the evaluation with applicants or third parties. This includes electronic, verbal, visual, or any other form of information (technical or otherwise), such as (but not limited to) documents, knowledge, data, drawings, photos, videos, models, and prototypes.
   Evaluators handle personal data related to applications and deliberations correctly and in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation or GDPR). Any data breach must be reported to Ghent University immediately.
2. Evaluators retain information only as long as necessary for the evaluation process.
3. Evaluators do not discuss an evaluation (verbally or in writing) with applicants or third parties. Even after the evaluation, they do not contact applicants or third parties to discuss an application.
4. In blind peer review, evaluators do not reveal their identity to applicants and do not include references to their own research or research group in their feedback.
5. Evaluators use information received during an evaluation solely for that evaluation. They do not use it for personal or third-party purposes.
6. Evaluators do not outsource the evaluation, in whole or in part. Generative AI is also considered a third or external party. Evaluators may not use (Gen)AI systems to assist in reviewing applications or writing evaluation reports.
7. Before participating in an evaluation, evaluators sign a Confidentiality Statement, which includes specific provisions regarding the handling of confidential information.

4. Independence

1. Evaluators act in their own name, not as representatives of an organization, employer, or country.
2. Evaluators are not influenced by applicants or third parties. If contacted by an applicant or third party with the intent to influence the evaluation, they must report this to Ghent University.

5. Impartiality

1. Evaluators must adhere to the guidelines on conflicts of interest, as outlined in the annex of the confidentiality statement. They report potential conflicts to Ghent University and refrain from participating in (parts of) the evaluation process if they cannot guarantee impartiality.
2. Evaluators strive to be as objective as possible in their assessments. They are aware of possible (unconscious) biases and make these biases a topic of discussion in evaluation panels to minimize their impact.