CIHR Policy Statement on the Use of Artificial Intelligence-based technology in peer review meetings

In line with the Tri-agency guidance on the use of artificial intelligence in the development and review of research grant proposals, the purpose of this policy statement is to clarify CIHR’s position on the use of AI-based assistants and transcription technology in peer review meetings.

Artificial Intelligence (AI) based assistants and transcription tools are powerful software applications that transcribe conversations into written text, automating tasks like minute taking as well as facilitating translation and summarizing discussions. Given the benefits to efficiency and productivity, their use in meetings is becoming increasingly common. However, peer review discussions include Protected B information and materials derived from the meeting must be handled appropriately, consistent with the Guide on Handling Documents Used in Peer Review. AI application vendors may retain copies of transcripts on their premises and possibly use them to train their applications, which does not meet these guidelines.

To mitigate this risk and protect the privacy and confidentiality of discussions during peer review deliberations, all meeting participants - whether attending in person or virtually - are prohibited from using AI-based software or applications that automatically transcribe and/or summarize spoken dialogue. This restriction extends to pre- and post- meeting discussions related to funding applications.

Exceptions for disability accommodation will require CIHR approval in advance of the meeting.

Recognizing the rapid pace of technological development in this field, CIHR will review and update this statement, as necessary. Going forward, the agency is also committed to developing more comprehensive guidance on the appropriate use of AI-based technology for participants attending other agency hosted events.

Date modified:

2024-11-15