Processing of applications for research funding

When an application is submitted via the eSøknad system, the project leader automatically receives a confirmation email from the application portal. If someone other than the project leader submitted the application, that person also receives the confirmation.

After the submission deadline, the research administration at Helse Sør-Øst RHF reviews all applications. Applications that do not meet the formal requirements described in the call are rejected. In such cases, the project leader (applicant) will be notified in writing.

The project manager (applicant) classifies the application into the appropriate scientific group using a selection list in the application form. This classification is a key element of the process and determines which expert committee will assess the application.

The expert committees consist of members recruited from international research environments with high scientific output. Their composition reflects the thematic profile of each scientific group and the subject areas covered by the applications.

Helse Sør-Øst RHF recruits only international members for its expert committees. Committee members are regularly replaced to ensure continuous renewal.

Each application is first assessed individually by at least two independent members of the expert committees. The assessment is based on criteria for both scientific quality and expected utility for patient treatment.

Expected benefit refers to:

• The anticipated importance/value of the project for patient care in the short or long term, and/or disease prevention, and/or the organization and quality of health services.

At this stage, the process is confidential, and individual rankings and evaluations are not shared among committee members.

After individual assessments are completed, all applications within each scientific group are ranked based on their scores. The lowest-ranked applications (30–40%) are considered non-competitive and are not discussed further in plenary sessions. However, applications with significant discrepancies between individual assessments are brought forward for plenary discussion.

Approximately 60% of applications are discussed individually in plenary meetings. The committees assign a final score to each of these applications and prepare a final, agreed recommendation list.

At the beginning of each meeting, the average individual scores and the use of the rating scale are reviewed for all members, along with the quality of each member’s application portfolio.

 

Consolidated recommendation list

The results from each expert committee are compiled into a common recommendation list, which is approved by the committee chairs. A ranked waiting list is also established and may be used later in the year if additional funds become available.

The total funding pool is distributed among the four scientific groups based on the number of applications. Provided sufficient quality, funding is thus ensured within each group.

The research administration at Helse Sør-Øst RHF never makes changes to the recommendation lists. Internal audit monitors the process to ensure guidelines are followed.

Applications within prioritized areas compete for funding on equal terms with all other applications in the open call. If they receive high scores, they are recommended for funding through this process.

Highly ranked applications within prioritized areas that were discussed in committee meetings but not funded in the open call are forwarded to a separate strategic committee. This committee prepares a recommendation list for applications within prioritized areas.

The committee includes representatives from various units within the regional health authority, a patient representative, an employee representative, and an observer from internal audit.

The consolidated recommendation list, including the waiting list, must be presented to the Samarbeidsorganet for forskning, innovasjon og utdanning i Helse Sør-Øst​.  in accordance with the Board’s governance instructions.

The Board of Helse Sør-Øst RHF makes the final funding decisions based on both the expert committees’ recommendation list and the recommendations from the strategic committee.

The recommendation list is not altered during the process—not by the research administration, the Cooperation Body, or the Board.

The list of awarded applications will be published on the Helse Sør-Øst RHF website immediately after the Board meeting on 17 December 2026. All project leaders will receive notification by email the same day.

Helse Sør-Øst RHF imposes strict conflict of interest requirements at all stages of the evaluation process:

• Members of expert committees must declare conflicts of interest for each application they assess
• The Regional Research Committee reviews the evaluation process but does not receive the recommendation list
• Members of the Regional Cooperation Body must assess their eligibility in relation to all applications recommended for funding or placed on the waiting list. Specific criteria have been established for this purpose