Conflict Resolution

To avoid legal actions and resolve conflicts effectively, EBRAINS employs a three-level resolution framework. This graduated approach handles disputes over publications, workload distribution, task assignments, resource distribution, role assignments, and other collaborative challenges based on the severity of the conflict and the parties involved.

Level 1: Internal Peer Mediation

When to use: First response to conflicts within teams or working groups

Conflicts should first be addressed within the project through open discussion. A person or team should be nominated to act as peer mediator to facilitate a difficult conversation.

Requirements for Mediators

To ensure impartiality and fairness, the mediator must:

  • Have no personal relationships that favor one party over others
  • Maintain neutrality throughout the process
  • If a conflict of interest exists, support the parties in finding an alternative mediator

Examples of Level 1 Actions

  • Resolving authorship disputes before manuscript submission
  • Clarifying workload expectations to ensure fair task distribution
  • Addressing interpersonal misunderstandings
  • Facilitating discussions about communication styles or working practices

Procedure

Identify the Issue

Document the specific conflict clearly, including all parties involved and the nature of the disagreement.

Select a Mediator

Choose a neutral party with no stake in the outcome. This could be a team member, colleague from another group, or designated conflict resolution contact.

Facilitate Discussion

The mediator arranges a meeting where all parties can:

  • Share their perspectives
  • Clarify misunderstandings
  • Identify common ground
  • Propose solutions collaboratively

Document Resolution

Record the agreed-upon solution and any follow-up actions required. Set a timeline for implementation.

Level 2: Project-Level Resolution

When to use: Conflicts that cannot be resolved within a team, or involve people in leadership positions

If a conflict cannot be resolved through peer mediation, the internal mediator should encourage setting up a Conflict Resolution Panel. This panel includes representatives of the involved partner institutions and/or an external mediator.

Examples of Level 2 Actions

  • Redistributing authorship roles when unfair practices are detected
  • Addressing favoritism in promotional disputes within the project
  • Investigating bullying or discrimination allegations while ensuring protection for affected individuals
  • Resolving resource allocation disputes between teams or work packages

Escalation Criteria

Move to Level 2 when:

  • Level 1 mediation has been unsuccessful
  • The conflict involves power imbalances (e.g., supervisor-supervisee relationships)
  • Multiple teams or partner institutions are affected
  • Formal documentation and institutional oversight are needed

Conflict Resolution Panel Composition

The panel typically includes:

  • Representatives from involved partner institutions
  • A neutral external mediator (if needed)
  • The project coordinator or designated governance representative
  • Subject matter experts relevant to the conflict (e.g., ethics, HR, legal)

Level 3: External, Legal, or Formal Institutional Action

When to use: Severe conflicts requiring formal investigation or legal intervention

This level addresses the most serious conflicts, including:

  • Confirmed harassment, discrimination, or abuse of power
  • Legal violations (GDPR breaches, fraud, or financial misconduct)
  • Severe scientific misconduct (data falsification, plagiarism)
  • Systematic violations of ethical guidelines

Escalation Authority

The involved partner institutions and/or EBRAINS AISBL must be informed, and the case must be escalated for external intervention. Depending on the topic and severity, escalation may go to:

  • Ethics Committees at the involved partner institutions for further investigation
  • Legal teams at the coordinator’s or partner institution for institution-specific conflicts
  • EU Ethics and Legal Compliance Authorities if the matter affects the entire project
  • Relevant regulatory bodies for specific violations (data protection authorities, research integrity offices, etc.)

Examples of Level 3 Actions

  • Formal warnings, reassignment, or contract termination
  • Sanctioning researchers involved in data falsification
  • Ethical review with external experts in severe disputes
  • Engaging legal teams for GDPR violations, harassment, discrimination, or ethical violations
  • Formal investigations by institutional review boards

Conflict Scenarios & Recommended Actions

The following table provides guidance on which level to apply for common conflict types:

Reporting a Conflict

If you need to report a conflict or seek mediation support:

Provide as much detail as possible, including:

  • Names and roles of parties involved
  • Nature of the conflict
  • Steps already taken to resolve it
  • Desired outcome
  • Any relevant documentation

All reports are handled respectfully and confidentially as appropriate to the situation.

Principles Guiding Conflict Resolution

Throughout all levels of conflict resolution, EBRAINS adheres to:

  • Fairness: All parties are treated equitably with access to the same information and processes
  • Timeliness: Conflicts are addressed promptly to prevent escalation
  • Confidentiality: Information is shared only on a need-to-know basis
  • Transparency: Procedures and decisions are clearly communicated
  • Accountability: All parties, including mediators and decision-makers, are accountable for their actions
  • Support: Affected parties receive appropriate support throughout the process

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