Research Staff (Project) Procedures

Research Staff (Project)

Appointment & Promotion to Associate Research Scientist (ARS)

Appointment to Senior Research Scientist (SRS)

Promotion to Senior Research Scientist (SRS)

Procedure to appoint ARS (Project), track professional officers of research and/or promote from PDRS/PDRF to ARS (Project)

1. POSITION DESCRIPTION:

For either promotion or appointment, the project supervisor works with the LDEO Human Resources Manager to draft a position description (PD) and presents the draft to the division Associate Director for final input and approval.

DESCRIPTION REQUIREMENTS:

a) all descriptions for ARS (project) require a completed PhD in a scientific discipline relevant to the project. Post Doctoral experience will not be required but may be a preference by the project supervisor, as needed.

b) demonstrated expertise important to an existing or nascent LDEO project. (position description should specify exact expertise required)

c) a record of publications in the scientific literature (including technical reports and proceedings volumes).

d) ARS (project) descriptions may require additional qualifications including:

ability to generate software, instructional materials, articles about science for a popular audience, websites, databases or similar products pertinent to the position

demonstrated organizational, managerial, editorial or public outreach skills.

2. RECRUITMENT REQUIREMENTS – Full Search:

a) the project supervisor provides the division Associate Director with confirmed documentation of one year of salary support for the ARS (project) position.

b) when description and funding are approved, the project supervisor provides LDEO HR with a list of Search Committee Members. Search committee members should hold the following ranks: DSS, DSRS, DRS, RS, SRS or DEES equivalent. To satisfy EO/AA, representation should include minority/women members whenever possible.

c) the project supervisor provides LDEO HR with a draft advertisement to include mandated requirements and a list of publications and websites for targeted recruitment.

all searches will require candidates to provide: Curriculum vitae with publications, names of three referees, internal or external, familiar with the candidate's work, holding a position equal to or higher than ARS; and documentation of any additional professional accomplishments required by the job description and the advertisement.

d) LDEO HR prepares all search plan documents for approval by CU EO/AA.

e) upon search plan approval, LDEO HR places all advertisements; collects and records all respondents. LDEO HR distributes respondent information of all who qualify to search committee members.

f) search committee evaluates the applicants. LDEO HR provides committee with guidelines and position description. The search committee rates respondents for interview and the chair notifies LDEO HR to arrange interview times.

g) search committee chair notifies LDEO HR to collect and distribute references on finalists.

h) search committee chair prepares reasons for selection of finalist and obtains approval from division Associate Director and Director prior to further action.

i) upon approval, search committee chair provides reasons for selection/non-selection for targeted populations to LDEO HR to obtain EO/AA Clearance. A draft intent to offer letter is prepared to accompany EO/AA materials.

j) upon EO/AA Clearance an official offer for employment is extended to the selectee.

3. PROMOTION REQUIREMENTS:

a) the project supervisor satisfies position description requirements (step 1 above) and funding confirmation (step 2a) as specified above.

b) the project supervisor verifies that the internal candidate has satisfied EO/AA clearance requirements in the initial PDRS or PDRF appointment. (If not, an external search with EO/AA clearance must be conducted as described above).

c) the project supervisor compiles a dossier with: The position description, curriculum vitae with publications, three letters of reference, internal or external, from people familiar with the candidates work; and documentation of any additional professional accomplishments required by the job description of any professional skills or accomplishments other than publications that are specified in the position description.

d) the project supervisor presents the completed dossier to the division Associate Director for approval. The Associate Director presents the case to the P&C, which makes a recommendation to the Director.

Procedure to appoint RS (Project), track professional officers of research

1. POSITION DESCRIPTION:

For recruitment to RS (project), the project supervisor works with the LDEO Human Resources Manager to draft a position description (PD) and presents the draft to the division Associate Director for final input and approval.

DESCRIPTION REQUIREMENTS:

a) all descriptions for RS (project) require a completed PhD and six years experience beyond PhD in a scientific discipline or equivalent terminal degree relevant to the project.

b) demonstrated expertise important to an existing or nascent LDEO project. (position description should specify exact expertise required)

c) a record of publications in the scientific literature (including technical reports and proceedings volumes).

d) RS (project) descriptions may require additional qualifications including:

ability to generate software, instructional materials, articles about science for a popular audience, websites, databases or similar products pertinent to the position.

demonstrated organizational, managerial, editorial or public outreach skills.

2. RECRUITMENT REQUIREMENTS – Full Search and Senior Staff Credentials Review:

a) the project supervisor provides the division Associate Director with confirmed documentation of one year of salary support for the RS (project) position.

b) when description and funding are approved, the project supervisor provides LDEO HR with a list of Search Committee Members. Search committee members should hold the following ranks: DSS, DSRS, DRS, RS, SRS or DEES equivalent. To satisfy EO/AA, representation should include minority/women members whenever possible.

c) the project supervisor provides LDEO HR with a draft advertisement to include mandated requirements and a list of publications and websites for targeted recruitment.

all searches will require candidates to provide: Curriculum vitae with publications, names of three referees, internal or external, familiar with the candidate's work, holding a position equal to or higher than RS; and documentation of any additional professional accomplishments required by the job description and the advertisement

d) LDEO HR prepares all search plan documents for approval by CU EO/AA.

e) upon search plan approval, LDEO HR places all advertisements; collects and records all respondents. LDEO HR distributes respondent information of all who qualify to search committee members.

f) search committee evaluates the applicants. LDEO HR provides committee with guidelines and position description. The search committee rates respondents for interview and the chair notifies LDEO HR to arrange interview times.

g) search committee chair notifies LDEO HR to collect and distribute references on finalists.

h) search committee chair prepares reasons for selection of finalist and obtains approval from division Associate Director and Director prior to further action.

i) upon approval, search committee chair provides reasons for selection/non-selection for targeted populations to LDEO HR to obtain EO/AA Clearance. A draft intent to offer letter is prepared to accompany EO/AA materials.

j) simultaneous with EO/AA search requirements a senior staff review is conducted to evaluate credentials of the candidate being considered. Steps similar to 4-9 of the ARS-RS (project) Promotional procedure are applied:

The project supervisor collects at least 2 seconding letters from Lamont scientists holding any of the following titles: DSS, DSRS, DRS, SRS, RS or DEES equivalent. With permission of the Promotions and Career committee Chair, one seconding letter may be provided by a scientist at another unit of Columbia University who is familiar with the candidate's work and holds a position equivalent to or higher than RS. The project supervisor presents the candidate's dossier to the Associate Director of the candidate's division for continued action.

The Associate Director obtains at least 2 additional letters from sources external to the University. Letter writers must hold a position equivalent to RS or higher in their own institutions.

At a meeting called by the Associate Director, the required dossier and letters of support are reviewed by members of the candidate's Division who hold the following ranks: DSS, DSRS, DRS, SRS, RS or DEES equivalent. Following a discussion, a confidential vote is conducted.

The outcome of this vote is forwarded to the Promotions & Career Committee. The Promotions & Careers Committee evaluates he complete dossier, including the level of support of the candidate's division as embodied in the vote of the senior members of the candidate’s division.

The P & C makes a recommendation in writing to the Director.

The Director evaluates the case and makes a final decision on behalf of the Observatory.

k) upon EO/AA Clearance and senior staff review approval, an official offer for employment is extended to the selectee.

Procedure for promotion from ARS (Project) to RS (Project), track professional officers of research

The candidate must have held the Ph.D. in science or equivalent terminal earned degree for no less than 6 years. The potential candidate and their project supervisor(s) discuss and agree upon whether or not to proceed.
To begin the promotion consideration, the candidate must be nominated by a Lamont scientist holding any of the following titles: DSS, DSRS, DRS, RS, SRS or DEES equivalent.
The candidate’s project supervisor compiles a dossier containing the following:

a. The position description
b. Curriculum vitae, with the publications list (including technical reports and proceedings volumes)
c. Evidence of 12 months salary support at the RS (p) level
d. Documentation to support any of the "credit given" accomplishments and skills listed in the By-laws that are claimed by the candidate and that are relevant to the job description:

i.Patents, software instructional materials, articles about science for a popular audience, websites, databases or similar products.
ii. Organizational, managerial, editorial or public outreach skills.
iii. Success in mentoring and supervising students and technical staff.
The project supervisor collects at least 2 seconding letters from Lamont scientists holding any of the following titles: DSS, DSRS, DRS, SRS, RS or DEES equivalent. With permission of the Promotions and Career committee Chair, one seconding letter may be provided by a scientist at another unit of Columbia University who is familiar with the candidate's work and holds a position equivalent to or higher than RS. The project supervisor presents the candidate's dossier to the Associate Director of the candidate's division for continued action.
The Associate Director obtains at least 2 additional letters from sources external to the University. Letter writers must hold a position equivalent to RS or higher in their own institutions.
* At a meeting called by the Associate Director, the required dossier and letters of support are reviewed by members of the candidate's Division who hold the following ranks: DSS, DSRS, DRS, SRS, RS or DEES equivalent. Following a discussion, a confidential vote is conducted.
* The outcome of this vote is forwarded to the Promotions & Career Committee. The Promotions & Careers Committee evaluates the complete dossier, including the level of support of the candidate's division as embodied in the vote of the senior members of the candidate's division.
The P & C makes a recommendation in writing to the Director.
The Director evaluates the case and makes a final decision on behalf of the Observatory.
If the Director's decision is positive, this approval is forwarded to the LDEO Human Resources Office, which presents all documentation for approval of the Provost. Final written approval of the Provost, authorizes the Human Resources Manager to initiate appointment action. The candidate is appointed as a RS (project).
If the promotion is unsuccessful, the candidate may remain at the ARS (project) level. He or she may be reconsidered for promotion to RS (project) after a minimum of 3 years if there is evidence of substantial new accomplishments. To initiate a reconsideration, the candidate and project supervisor prepare a statement of new accomplishments, which is reviewed by the Associate Director. If new accomplishments are seen to be substantial, the Associate Director initiates the process of nomination.

* to comply with Columbia Faculty Handbook requirements for promotion, which mandates two separate bodies review and approve these promotional levels.

Procedure to appoint SRS (Project), track professional officers of research

1. POSITION DESCRIPTION:

For recruitment to SRS (project), the project supervisor works with the LDEO Human Resources Manager to draft a position description (PD) and presents the draft to the division Associate Director for final input and approval.

DESCRIPTION REQUIREMENTS:

a) all descriptions for SRS (project) require a completed PhD and ten years experience beyond PhD in a scientific discipline or equivalent terminal degree relevant to the project.

b) demonstrated expertise important to an existing or nascent LDEO project. (position description should specify exact expertise required)

c) a record of publications in the scientific literature (including technical reports and proceedings volumes).

d) SRS (project) descriptions may require additional qualifications including:

ability to generate software, instructional materials, articles about science for a popular audience, websites, databases or similar products pertinent to the position.

demonstrated organizational, managerial, editorial or public outreach skills.

success in mentoring and supervising students and technical staff.

2. RECRUITMENT REQUIREMENTS – Full Search and Senior Staff Credentials Review:

a) the project supervisor provides the division Associate Director with confirmed documentation of one year of salary support for the SRS (project) position.

b) when description and funding are approved, the project supervisor provides LDEO HR with a list of Search Committee Members. Search committee members should hold the following ranks: DSS, DSRS, SRS or DEES equivalent. To satisfy EO/AA, representation should include minority/women members whenever possible.

c) the project supervisor provides LDEO HR with a draft advertisement to include mandated requirements and a list of publications and websites for targeted recruitment.

all searches will require candidates to provide: Curriculum vitae with publications, names of three referees, internal or external, familiar with the candidate's work, holding a position equal to or higher than SRS; and documentation of any additional professional accomplishments required by the job description and the advertisement.

d) LDEO HR prepares all search plan documents for approval by CU EO/AA.

e) upon search plan approval, LDEO HR places all advertisements; collects and records all respondents. LDEO HR distributes respondent information of all who qualify to search committee members.

f) search committee evaluates the applicants. LDEO HR provides committee with guidelines and position description. The search committee rates respondents for interview and the chair notifies LDEO HR to arrange interview times.

g) search committee chair notifies LDEO HR to collect and distribute references on finalists.

h) search committee chair prepares reasons for selection of finalist and obtains approval from division Associate Director and Director prior to further action.

i) upon approval, search committee chair provides reasons for selection/non-selection for targeted populations to LDEO HR to obtain EO/AA Clearance. A draft intent to offer letter is prepared to accompany EO/AA materials.

j) simultaneous with EO/AA search requirements a senior staff review is conducted to evaluate credentials of the candidate being considered. Steps similar to 4-8 of the SRS (project) Promotional procedure are applied:

The project supervisor presents the candidate's dossier to the Associate Director of the candidate's division for continued action.

The Associate Director obtains at least 2 additional letters from sources external to the University. Letter writers must hold a position equivalent to SRS or higher in their own institutions.

At a meeting called by the Associate Director, the required dossier and letters of support are reviewed by members of the candidate's Division who hold the following ranks: DSS, DSRS, SRS or DEES equivalent. Following a discussion, a confidential vote is conducted.

The outcome of this vote is forwarded to the Promotions & Career Committee. The Promotions & Careers Committee evaluates the complete dossier, including the level of support of the candidate's division as embodied in the vote of the senior members of the candidate's division.

The P & C makes a recommendation in writing to the Director.

The Director evaluates the case and makes a final decision on behalf of the Observatory.

k) upon EO/AA Clearance and senior staff review approval, an official offer for employment is extended to the selectee.

Procedure for promotion from RS (Project) to SRS (Project) track professional officers of research

The candidate must have held the Ph.D. in science or equivalent terminal earned degree for no less than 10 years and must be nominated by a Lamont scientist holding any of the following titles: DSS, DSRS, DRS, RS, SRS or DEES equivalent.
The potential candidate and their project supervisor(s) discuss and agree upon whether or not to proceed.
The candidate’s project supervisor compiles a dossier containing the following:
a. The position description
b. Curriculum vitae, with the publications list (including technical reports and proceedings volumes)
c. Evidence of 12 months salary support at the RS (p) level
d. Documentation that the candidate carries major responsibility for the success of the project.
e. Documentation to support any of the "credit given" accomplishments and skills listed in the By-laws which are claimed by the candidate and which are relevant to the job description:

i.Patents, software instructional materials, articles about science for a popular audience, websites, databases or similar products.
ii. Organizational, managerial, editorial or public outreach skills.
iii. Success in mentoring and supervising students and technical staff.

The project supervisor collects at least 2 seconding letters from Lamont scientists holding any of the following titles: DSS, DSRS, DRS, SRS, RS or DEES equivalent. With permission of the Promotions and Career committee Chair, one seconding letter may be provided by a scientist at another unit of Columbia University who is familiar with the candidate's work and holds an equivalent or higher position. The project supervisor presents the candidate's dossier to the Associate Director of the candidate's division for continued action.
The Associate Director obtains at least 2 additional letters from sources external to the University. Letter writers must hold a position equivalent to SRS or higher in their own institutions.
The Promotions & Careers Committee evaluates the complete dossier, including the level of support of the candidate's division as embodied in the vote of the senior members of the candidate's division.
The P & C makes a recommendation in writing to the Director.
The Director evaluates the case and makes a final decision on behalf of the Observatory.
If the Director's decision is positive, this approval is forwarded to the LDEO Human Resources Office, which presents all documentation for approval of the Provost. Final written approval of the Provost, authorizes the Human Resources Manager to initiate appointment action. The candidate is appointed as an SRS (project).
If the promotion is unsuccessful, the candidate may remain at the RS (project) level. He or she may be reconsidered for promotion to SRS (project) after a minimum of 3 years if there is evidence of substantial new accomplishments. To initiate a reconsideration, the candidate and project supervisor prepare a statement of new accomplishments, which is reviewed by the Associate Director. If new accomplishments are seen to be substantial, the Associate Director initiates the process of nomination.