Canadian Institutes of Health Research International Oversight Committee on the Canadian Longitudinal Study on Aging

Contents

• Terms of reference
• Membership
• October 2010 Report to CIHR

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Terms of reference

Mandate

The mandate of the International Oversight Committee on the Canadian Longitudinal Study on Aging (CLSA) is to provide the Canadian Institutes of Health Research (CIHR) with expert advice as well as independent ongoing oversight and evaluation of the CLSA according to internationally recognized standards of excellence for science and leadership.

Roles and Responsibilities

The International Oversight Committee on the CLSA provides expert advice to CIHR, and through CIHR to the CLSA Scientific Management Team, on the progress and forward planning related to the implementation of the CLSA Protocol, and where relevant, on related aspects, including, publically-funded population-based, longitudinal studies, databases and biobanks.

The International Oversight Committee approves in advance of implementation any significant changes to the CLSA Protocol, its research program, management and governance structure, and other changes deemed significant by the committee. This role is exercised by either approving proposed changes or returning them for re-consideration with specific comments.

The International Oversight Committee prepares and submits to CIHR an independent assessment of the CLSA, at least annually or as needed. The assessment is based on CIHR's terms and conditions of funding, including the Annual Progress reporting requirements, and any ad hoc required information or amendments to the CLSA Protocol¹.

The assessment takes into consideration any emerging ethical issues, the state of evolution of the study, changing research policy landscape, the international context, and other matters deemed relevant, and includes the following activities:

• Milestones achieved: reviewing the progress of the CLSA achieved in reference to the planned scientific and operational milestones detailed in the 2009 CLSA Protocol and other more recent reporting documents.
• Ongoing excellence: assessing the scientific excellence, leadership quality and business sense of ongoing activities and any proposed changes to the original 2009 CLSA Protocol (including CLSA Research Team).
• Use of funds: reviewing statements of expenditures in relation to the 2009 CLSA Protocol budget and the assessing the justification of any current or planned future changes to the budget.
• Investment value: assessing the continued value for CIHR's investment in the research platform, including the potential for success and impact of the CLSA activities to date and those planned, in the context of the state of evolution of the platform and the research utilization of the data.
• Adaptation and innovation: assessing the ongoing relevance of the governance structure and the policies and procedures established by the CLSA with respect to Protocol objectives and benefits to the broader research community as the research program unfolds, the infrastructure (sites) becomes fully operational, and data become available.
• Data and biological sample access and use: assessing the quality, transparency and fairness of the policies and procedures of the CLSA Primary and Secondary Data Access and Utilization committee.

Authority

CIHR has the final funding decision authority and considers the recommendations of the International Oversight Committee on the CLSA in its corporate decisions on the funding level, duration and termination of the grant in support of the CLSA and any future funding allocations.

The International Oversight Committee has the authority to:

• Make formal recommendations to CIHR on:
  • any issues pertaining to the science, leadership and implementation of the CLSA and possible approaches to those issues;
  • the nature and scope of annual reporting requirements in light of the evolution of the study, changing research policy landscape, the international context, or other information that will facilitate meeting its mandate;
  • the funding allocated to the CLSA; and,
  • the creation or interpretation of CIHR policies relevant and applicable to the CLSA.

The CLSA Scientific Management Team would be expected to provide a response to these recommendations through CIHR for consideration by the IOC.

• In consultation with the CIHR, create working groups to support the work of the oversight committee.
• Provide advice on the science, implementation and research-related activities of the CLSA. This advice is not in the form of recommendations, rather it is formative comment on the evolution of the project. Such advice would not require formal reporting back to the IOC on the part of the CLSA Scientific Management Team.

Chair, Membership

The members of the International Oversight Committee on the CLSA are appointed by CIHR. Membership renewal or expansion is coordinated by CIHR in consultation with the existing committee members, Senior CIHR staff and other relevant stakeholders.

The committee consists of a Chair and a minimum of three, and no more than five, additional full members, with internationally recognized scientific and leadership expertise relevant to the Study.

The committee is chaired by a person who is very familiar with the Canadian health and research landscape. The Chair has a primary administrative role to effectively guide the committee in fulfilling its mandate, roles and responsibilities.

Ex-officio members consist of senior staff from, and, as deemed pertinent by CIHR, any other major funding partner representative. Ex officio members have the right to participate in discussions, but do not have the right to make formal motions or vote.

On the basis of agenda items, the committee may invite guests such as representatives from the CIHR, funding Partners and/or other agencies. It is expected that the IOC meet with the CLSA leadership team once a year or as required.

Modus operandi

Recommendations from the committee are normally reached by consensus, or by a majority vote (50% plus 1) when required. Ex-officio members and guests do not count for quorum.

Terms of Appointments

Members are appointed for a term of up to five years. Terms are renewable.

Meetings

Meetings are normally conducted when called, at least twice per year, with at least one of these being a face-to-face meeting, at which the committee will meet with CLSA representatives. Additional shorter teleconferences may be scheduled as required for the purpose of time-sensitive, critical advice requirements. Much of the committee work is done through teleconferences and e-mail correspondence.

Reports & Recommendations

The International Oversight Committee is a committee of CIHR and submits an Assessment Report annually (or as needed) to CIHR on the committee's recommendations regarding the CLSA progress, scientific excellence, quality of the leadership, as well as satisfactory response to CIHR's conditions of funding.

A plain language executive summary of the Assessment Report is made available to the public in both official languages.

Evaluation

The terms of reference of the International Oversight Committee for the CLSA are reviewed every year by CIHR and by the committee to determine their ongoing relevance to the CLSA and evolving research landscape.

Conflict of Interest, Confidentiality and Privacy

Members of CLSA International Oversight Committee disclose any potential conflict of interest, and respect the confidentiality of any matters and the privacy of Study Investigators, in compliance with the CIHR Policy on Conflict of Interest and Confidentiality in the context of Merit, Relevance and Peer Review (CCIP) and in particular the principles related to Peer Review (2009, and as amended).

Terms of Reference drafted on: September 22, 2009

Terms of Reference last updated on: July 23, 2010

Membership:

Chairperson:

Halliwell, Janet
JE Halliwell Associates Inc

Members:

Branch, Laurence
University of South Florida (USA)

Burton, Paul
University of Leicester (UK)

Fratiglioni, Laura
Karolinska institutet (Sweden)

McManus, Bruce
University of British Columbia (Canada)

Former Members:

Cooper, Cyrus
University of Southampton (UK)

Ryff, Carol
University of Wisconsin (USA)

October 2010 Report to CIHR