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Advice on choosing a referee

Peer review is a fundamental part of our assessment process, and yet nominating suitable referees seems to be one of the things that applicants struggle with most. Below we explain why references are so important and how applicants can avoid some of the most common mistakes.

Our Trust Board and assessment panels rely on references to understand how experts in the field view a proposal and so help them to determine which applications make the most compelling case for funding. This is why the referees’ comments are so important, and why applicants need to choose their nominated referees with care. A bad reference – and that usually means lacking in detail rather than hostile – can scupper an otherwise strong application. Some schemes have specific requirements on your choice of referees – so please check guidance notes before beginning an application.

What do we look for in a reference?

References need to give a detailed appraisal of the merit of the proposed research, and a reasoned judgement about the applicant’s suitability to undertake the work. What’s essential is that they provide detail and context: it’s this richness that allows our Trust Board and assessment panels to form a view about whether an application is worth supporting. Less helpful are those references that just give a general statement of support or a character reference for the applicant – they don’t tell assessors much, and don’t add weight to the case for support.

One of our most common questions from applicants is “do referees need to comment on me as well as my project?”

The answer is – ideally – yes. While we don’t need a character reference, we do need to know about the suitability of applicants to undertake the research they are proposing. So although your referees don’t necessarily need to know you personally, they should be familiar enough with your work to be able to comment on your track record, and to make a judgement on whether you have the requisite skills and experience to tackle the research outlined in your application.

Think tactically about who to name as a referee

It can be tempting to rely on the same circle of tried-and-trusted referees – but you can add weight to your application by choosing referees whose expertise and experience allows them to comment on your proposal in a way that assessors will find particularly authoritative. For example, a reference from someone with expertise in your chosen field might be more convincing than one from someone whose research interests are less closely connected to your own. Similarly, an application for interdisciplinary work can be enhanced by references from researchers working in more than one of the disciplines it covers. The key thing is to think carefully about your choice of referees, and the impression they will make in the assessment process.

Is there a conflict of interest?

In the context of peer review of research proposals, a conflict of interest might arise due to direct or indirect personal, academic, financial or working relationships. The Trust accepts that academics working in the same field may know each other, which does not necessarily constitute a conflict; the key is declaring the conflict. Some schemes have specific requirements for disclosing conflicts of interest, so please ensure you read and follow the guidance regarding referees for the scheme to which you are applying. In general, referees should not have a close personal relationship with the applicant (e.g. family or friend); they should not have a direct or indirect financial interest in the application; and they should not have a proposal under review in the same competition. 

Are your referees still familiar with your subject area?

We see lots of references where the referee begins by explaining that they no longer work in the applicant’s field, so can’t offer an informed comment on the proposed research. Even if otherwise supportive, these ‘can’t-comment’ references will almost always weaken an application. Our advice is to double-check with referees before nominating them – are they still active in your field? Are they confident that they can still comment on the detail of your proposal?

Thinking about who to nominate? Six tips for applicants:

  1. Ask your referees before nominating them – it sounds obvious, but many applicants don’t ask their referees before naming them on the application form. Also, check you have their up-to-date email address.
  2. Consider naming referees from overseas if that’s appropriate for your application. As long as they are familiar with your work and research plans, there’s no reason not to name referees from outside the UK.
  3. Can colleagues offer advice on who can be relied upon to write a prompt and considered reference – and who is more likely to rush something out at the last minute? Choose referees you know will have the time to do a good job: a rushed reference is rarely strong.
  4. Check that your referees will be available during the assessment process. Most schemes offer guidance on when we expect to take up references – will your referees be available in that time period?
  5. Ensure that referees know what is required of them. We regularly receive references that are little more than a character reference for the applicant and a general statement of support – not detailed enough to be used in the assessment process.
  6. Where specified, adhere to the conflict of interest guidelines.

Details of all the funding schemes offered by the Trust are available here. Some schemes have specific requirements on your choice of referees – so please check guidance notes before beginning an application.

Last updated: 18/05/2023

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