Applicants as reviewers: a mixed methods evaluation of the risks, benefits, and potential of distributed peer review for grant funding allocations.

Abstract

Background: Peer review-based funding evaluation systems are under increasing pressure. To help alleviate this, innovative approaches like Distributed Peer Review (DPR) - where applicants review proposals for the same funding call - are being explored. The Volkswagen Foundation trialled DPR alongside a conventional panel review process for an interdisciplinary call. Evaluation of this trial provides insights into the dynamics of (distributed) peer review.

Methods: All proposals (N = 140) underwent both DPR and the panel review process. In DPR, applicants (N = 323) reviewed four or five proposals, providing an overall score, scores for each funding criteria, and a comment. Proposals were ranked using a trimmed mean score. Expectation and feedback surveys were administered. The panel process involved shortlisting by VWS staff, review by panellists (N = 8), and a final panel discussion. Semi-structured interviews with applicants, panellists, and VWS staff (N = 20) explored perceptions and experiences of DPR, using thematic analysis. Quantitative analysis of review data and surveys utilised bootstrapping to assess decision stability and mixed effects models for consistency between reviewers. Qualitative and quantitative results were integrated in a convergent parallel design.

Results: DPR recommended ten proposals for funding, while the panel recommended eleven; three overlapped. Funding criteria strongly predicted overall score; 'Originality' was given most weight by both sets of reviewers. Stability of DPR funding decisions was modest; across 500 bootstrapped samples a mean of 5.49 out of ten previously funded proposals would still be funded. This may be explained by high inter-reviewer variability: more variance was attributable to between-reviewer differences (20.0%) than between-proposal differences (8.9%). Advantages of DPR included increased efficiency, faster decision times, detailed feedback to applicants, and democratisation of funding evaluation. Noted disadvantages were burden on applicants, absence of discussion, and perceived lack of reviewer expertise. Funders implementing DPR must consider the high initial effort, potential for 'gaming', and reduced direct influence.

Conclusions: This trial demonstrates the feasibility of DPR for an interdisciplinary funding programme. Implementing DPR requires funders to accept trade-offs and that DPR may not produce the same outcomes as existing systems. Building on established peer review principles, it may offer benefits, including shortening time to funding decision, and has the potential to contribute to the democratisation of funding evaluation.