Sr. Scientist Promotion Process - OrientationFor Division Directors and Deputies

September 15, 2015

2Human Resources Presentation

Key Roles & Responsibilities

September 15, 2015

• Sr. Scientist Promotion Case AdHoc Committee• 3 Sr. Scientists chosen by Division Director on a case-by-case basis to build a persuasive promotion case,

including writing the Promotion Evaluation Memo. One member may be from another Division at Division Director’s discretion

• Recommend all references to Division Director (candidate will recommend 3 of the references)• Develop powerpoint slides to present promotion case to the Lab Staff Committee

• Sr. Scientist Promotion Case AdHoc Committee Chair• Chosen among the 3 Sr. Scientists by the Division Director• Point of contact for Division Staff Committee Chair, Division Director, Associate Lab Director, and Lab Staff

Committee Chair to receive guidance and communicate to the Ad Hoc Committee• May follow-up with references on behalf of Division Director• Present case to the Lab Staff Committee

• Lab Staff Committee Chair • Advise Ad Hoc Committee on building a persuasive promotion case• Quality-check promotion case to ensure it meets Lab Staff Committee and Lab Management expectations

• Sr. Scientist Promotion Facilitator• Facilitate the entire promotion case from beginning to end and track progress• Quality-check promotion case to ensure it is composed of proper documents • Point of contact for all S&E cases that require review by Lab Staff Committee, Deputy Lab Director, and

Lab Director• Ensure communication protocol is followed

3Human Resources Presentation

High Level Process

September 15, 2015

Ad Hoc Committee Gathers documents (i.e., Statement of

Research), recommends names

of referees to DD

Ad Hoc Committee

Finalizes promotion case

and seek approval

Ad Hoc CommitteeReceive input and

approval on promotion case from DSCC, DD,

and ALD (may add comments to memo)

Ad Hoc Committee Chair

or memberPresents

promotion case to LSC

LSC Evaluates

promotion case

HR Facilitator and LSC Chair

Qualifies promotion case 1

month prior to submission to LSC

Meeting

LDIssues

appointment letter to new Sr.

Scientist

Division DirectorSubmit name(s) of

candidate(s) for promotion and

names of Ad Hoc Committee to LSC Chair

HR Facilitator & LSC ChairOrients Ad Hoc Committee to process steps, templates, and tools, and advises how

to build a persuasive promotion case

Division (Including Division Staff Committee)

Reviews and provides input on the promotional

case

FacilitatorCommunicates decision to all

parties (ALD, DD, DSCC Chair, Ad Hoc Committee,

and HR)

LSC Meeting

Ad Hoc Committee Collects references

(within 2 – 3 months), writes Promotional Evaluation Memo,

and draft presentation

October

DLD and LDSigns Promotional Evaluation Memo

LSC vote on supporting the

promotion?

DLD/LDCommunicates (via

memo) to LSC Chair, DD, and ALD

Division DirectorSelect 3 Sr.

Scientists to form the Ad Hoc

Committee and appoint a Chair

DLD and LDReviews

promotion case

LSC ChairCommunicates to

Ad Hoc Committee Chair & request

revision

Yes

Needs revision

Promotion case approved?

Yes

No or Needs Revision

November – April 30th (hard deadline)

March – June 30th May – July

September

After the AD Hoc Committee revises the

case, they will resubmit it for qualification

Ad Hoc CommitteePut together

presentation for LSC Meeting

4Human Resources Presentation September 15, 2015

Ad Hoc Committee – Building the Case1. In October, Collect documentation & collect names of references

• Complete Request for Description of Research template (can be sent as an email message) to collect the following from Staff Scientist candidate:

o Candidate’s Suggested References templateo Updated Curriculum Vitae (CV)o Updated List of Publicationso Description of Research template

• Collect current Staff Scientist position description from manager• Complete Statement of Referees’ Affiliations template

2. From November through January, Collect References• May contact each reference as a heads up• Provide Division Director’s administrator reference information to complete (and send) Letter of

Solicitation Reference Letter templates• Receive all reference letters

3. In January/February, Write a persuasive Promotional Evaluation Memo (template) and refer to • Description of Research, Current Curriculum Vitae (CV), List of Publications, current Position Description• Reference Letters

4. In February - April, Facilitate the review and approval of the promotion case and create presentation

• Complete Case Cover Sheet template and seek approvals from Division Staff Committee Chair, Division Director, Associate Lab Director

• Submit case documents to HR Facilitator for qualification review • Create the promotion case presentation for the Lab Staff Committee (refer to Presentation

Guidelines)Note: Follow your Division’s protocol for reviewing the above documents as the case is being built