NCAR Scientific and Research Engineering Staff Appointments Process

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Bill Randel 2014 Appointments Review Group (ARG) Chair November 12, 2013

Appointments Review Process

• What is the Ladder-track? • What is “ the clock”? What is “stopping the clock”? • How many years do you need to spend between Scientist I and Scientist II? What about Scientist III and Senior Scientist? • What is the ARG?

• Who should you talk to if you have any questions?

NCAR Position Types

• Two types of positions – – “Job-based” classification is based on the duties relating to that job; ex. Administrators, Project & Associate Scientists, Software Engineers. (~690 FTE in NCAR) – “Person-based” classification applies only to “ladder track” appointments NCAR) and is determined by the qualifications of the individual holding the position, based on the university tenure model ; (~120 FTE in • •

Scientists I, II, III and Senior Scientists and Research Engineers I, II, III and Senior Research Engineers

NCAR Ladder-Track Scientific and Research Engineering Appointments

• Governed by the NCAR Scientific and Research Engineering Appointments Policy 7-1 https://www2.fin.ucar.edu/policies/7-1-ncar-scientific-and-research engineering-appointments See also ARG Charter and Bylaws: https://www.ncar.ucar.edu/ladder-track-appointment-review tool/candidates/

Ladder-Track Appointment Process

Level I Ladder-Tract (L-T) position

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Level II L-T position

(5 year term, up or out, decision at the Lab Level)

Level II L-T position

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Level III L-T position

(5 year term, up or out, nomination at the Lab level, review by NCAR Appointments Review Group (ARG), decision by NCAR Director, approval by Board of Trustees)

Level III L-T position

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Senior Level L-T position

(No term, nomination by the Lab, review by ARG, decision by NCAR Director, approval by Board of Trustees) We have procedures for “Stopping the Clock” in special circumstances (family leave, medical leave, instrument development, model development, etc.)

Ladder-Track Appointments

• Levels I & II are term appointments with an “up or out” decision. However, if out, can compete for other NCAR positions not on the ladder-track. • The NCAR Director with the approval of the Board of Trustees makes Level III and Senior Level appointments.

• If a Level III incumbent is not promoted after a full review by the ARG, the incumbent remains in his/her Level III position and is eligible for future nominations and review for promotion to the Senior Level.

• In addition to annual performance reviews, level III and senior level staff have a Post-Appointment Review (PAR) every 5 years.

Ladder-Track Appointments

L-T Hiring, Performance Appraisal, Promotions/Reclassifications and Post Appointment Reviews are all based on the NCAR Scientist and Research Engineer Appointment Criteria:

https://ncar.ucar.edu/sites/default/files/images/Appointment%2 0Criteria%204may10%20 %20with%20tables%20updated%20June%202013.pdf

– Lists the three major criterion areas •

Science/technical contributions

(journal papers, books, patents, etc.) •

Contributions to NCAR Programs

program support, etc.) (CCSM, Field •

Community Service

(editorship, thesis committees, committee membership, etc.) – Provides examples of typical measures for each area

Ladder-Track Appointments Criteria

• •

Scientific research contributions/technical excellence

• Quality, breadth and impact of work • Productivity • Leadership • National and International Reputation • Awards

Contributions to NCAR Programs

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Community Service

Level III vs. IV (examples)

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Scientific/Technical Contributions

– Level III - The candidate is nationally recognized in the relevant community for high scientific and research engineering competence and productivity, as well as for skills in managing scientific or engineering research programs and service activities when required by the position. – Senior Level - The candidate is internationally recognized in the relevant community for the quality of an individual's theoretical, technical, and numerical work; the extent that the work is set apart from, or above that of others in similar fields; and the impact or significance of the work in the field. – Leadership (Level III—National, Senior Level—International) •

Refer to the Criteria for

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Examples for Contributions to NCAR Programs

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Examples for Community Service

Lab Reviews and Nominations

• • • • Involves supervisors, lab senior scientists and research engineers, and lab senior management.

Level I to II promotion decision is made solely at the lab level If nominated by lab for level III or senior level promotion, the lab may call on the candidate to contribute to the nomination materials. Nomination materials include reference letters from outside reviewers.

NCAR Appointments Review Group (ARG)

• A group of Senior Level Ladder-Track Staff • Charged by the NCAR Director to: – Conduct a review of level III and senior level scientific and research engineering candidates for promotion. – Perform a uniform and rigorous review of their accomplishments within NCAR policy and procedures.

– Make recommendations for/against promotion to the NCAR Director.

Appointments Review Group (ARG) Deliberations

• • • • First meeting (Nov) - set up Investigative Committees (3 Senior Scientist members, ARG member is chair) Second meeting (Jan) letters - preliminary review of nomination materials and ARG list of (additional) external referees to provide Investigative committee interviews candidates, other internal people (collaborators) as needed, produces a summary Report Final Review Meeting (April) – Review of Nomination Materials, Investigative Subcommittee Report and Referee Letters – – Deliberation by ARG and vote Recommendation to NCAR Director

NCAR Director and the UCAR Board of Trustees

• A Level III or Senior-Level appointment is conferred by the NCAR Director following: 1) an evaluation and report to the NCAR Director by the Appointments Review Group (ARG); 2) a recommendation for appointment by the NCAR Director to the UCAR Board of Trustees; and 3) approval of the appointment by the UCAR Board of Trustees.

More information on the Process

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NCAR Scientific and Research Engineering Appointments Policy 7-1 https://www2.fin.ucar.edu/policies/7-1-ncar-scientific-and-research engineering-appointments

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The 2014 Ladder-Track Appointment Review Process https://www.ncar.ucar.edu/ladder-track-appointment-review tool/candidates/

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Lab Review Process Information – Contact your Lab Director or Administrator

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Presentations on the ARG Process– Made annually by the ARG Chair to the NSA and ECSA

Now that the L-T Moratorium has been lifted:

Procedures in Policy 7-1 “NCAR Scientific and Research Engineering Appointments” “E . All ladder-track positions will be competed (

as recommended by LT

Workforce Planning subcommittee). Recruitment includes efforts to attract a diverse applicant pool. Prior to engaging in all the standard UCAR hiring procedures, the hiring manager prepares a memo to the NCAR Director and the cognizant Associate Director for review and approval. The memo includes: 1. The rationale for the proposed ladder-track hire, 2. A statement regarding the position’s alignment with the NCAR or Lab/Obs Strategic Plan, 3. A proposed five-year budget plan for funding the position, including a breakdown of anticipated NSF Base and Non-Base support, 4. The position description as an attachment.

The cognizant Associate Director briefs the NCAR Executive Committee about the hiring plans.” For rare exceptions, an AD may request of waiver of search and selection (Policy 6-3)

Some Suggestions for early career L-T staff (unofficial)

• • • • Become familiar with your lab/division’s review process as well as NCAR’s process. Focus on progress towards promotion at annual review time Seek out advice and council from Senior Ladder-Track staff/Lab Directors early and often Utilize on-line tools for self-evaluation of your career (impact of publications) If you wrote a letter of recommendation for yourself, what would it include? Would such a letter be likely to come from leading scientists/engineers in your field?

Consider the impact of items you would put in a promotion package

• • • • Conference proceedings vs. peer reviewed article, quality of journals, etc.

Importance of NCAR programs that you are contributing to (e.g. specific examples of how the community has benefited from your work) International and local impact Productivity – Number, rate of pubs, service – Impact/Quality of each

Questions?

Thank You!