Search Process for Senior Investigators, Tenure-Track Investigators, Senior Scientists and Senior Clinicians
Principles and Procedures for Identifying
Candidates for Laboratory/Clinical Investigator
Positions
Overview: It has long been recognized that despite some of the difficulties arising from the decentralized structure of the NIH with its multiple semi-independent ICs, this organizational diversity is also one of its greatest strengths. It naturally leads to a variety of approaches in developing effective intramural and extramural research programs since there is no single way that can be shown to be optimal. Nevertheless, it is appropriate for the central NIH managers (Office of Director (OD)) to monitor and if necessary intervene in order to assure that overall standards of high productivity, equal opportunity, integrity, matters of safety and many other general aspects of the research establishment are met throughout the NIH organization. It is with the purpose of achieving an appropriate balance between permitting and even encouraging a diversity of approach while at the same time promoting uniformity of excellence in the outcome, that we have considered one of the most important functions of the intramural program: the selection of new investigators.
Principles: Based on this philosophy we consider the following principles paramount:
- The ICs must be held fully accountable for their hiring actions and be periodically reviewed for both the appropriateness and, ultimately, the effectiveness of their procedures.
- The ability of all qualified investigators to be seriously considered for professional openings is the best way to maximize the ability of an IC to meet its programmatic needs.
- The OD should closely monitor the actions of the ICs and must be able to intervene at critical points before serious procedural lapses occur.
Implementation: Based on these principles we suggest the following:
- Each IC will send to the DDIR for approval a brief memorandum (with appropriate attachments) describing the general procedures that will be used for searches to fill vacancies.
It is recognized that these general procedures may differ, even in principle, depending on the seniority and the nature of the desired or necessary expertise of the individual being sought. Some general guidelines are attached. It is expected that the ICs will adopt these guidelines but that in individual cases modifications can be made as long as they fall within the spirit of the guidelines.
- Prior to a new search, specific information will be sent to the DDIR regarding such matters as the names and credentials of the proposed Chairperson and members of the Search Committee, specific instructions contemplated for the Committee, a draft of the vacancy announcement and where it will be placed, a draft of the proposed agreement to be negotiated with the successful candidate and any other pertinent information. It is anticipated that the DDIR will designate an additional member of the Search Committee and work with the IC to modify the Search plan when that seems advisable.
- A report about the Search, including the number of applicants, as well as the name of the selected individual will be sent to the DDIR for approval. The DDIR will regularly report to the Board of Scientific Directors the total NIH experience with these searches and chair a discussion designed to identify problems and solutions.
Step 1: The Scientific Director (SD) (or IC Director),
after consultation with Lab/Branch Chief and senior investigators in
the IC and/or the BSC or other advisory group, determine the need for
a new position in keeping with the long-term scientific goals of the
IC.
Step 2: The SD, who will be the Selecting Official unless
he/she serves on the search committee and the IC Director becomes the
Selecting Official, nominates a search committee with concurrence of
the IC Director. The Search Committee should consist of at least six
members, including the following:
1. A chairperson, from within or outside the IC (an expert in the scientific area and not the lab/branch chief).
2. The Chief* for whose Lab/Branch the candidate is being recruited or his/her designee (optional).
3. A representative nominated by the DDIR.
4. The Woman Scientist Advisor (WSA) from the IC or her designee. (see list)
5. Although the ideal search committee would include scientists who self-identify as being an under-represented minority (African-American, American Indian/Alaska Native or Hispanic/Latino) or a disabled scientist, this will no longer be a requirement, provided that the overall composition of the search committee is satisfactory to the DDIR/OIR and the committee has an appropriate search plan.
6. An Office of Equal Opportunity and Diversity Management (OEODM) representative, serving ex officio.
Other than the chairperson, some members may come from the
Lab/Branch* to which the candidate is being recruited, but a broader
representation on the committee is encouraged. It is expected that
all members of the Search Committee, except the OEODM representative,
will be expert in the scientific area and/or able to evaluate the
scientific credentials of candidates for the position. All members,
except the OEODM representative, are voting members.
Step 3: The SD sends a description of the position, the
proposed Search Committee membership (except #3) identifying the
required members, and the proposed advertisement copy for the
position to the DDIR. The ad copy, containing application
information, person to contact and proposed closing date, should be
broadly written to attract the widest possible range of qualified
candidates. The DDIR will designate his representative and approve
the position and ad copy. If the ad requires changes, it will be
returned to the IC. Once the changes have been made and the closing
date has been confirmed, the ad should be returned to the DDIR for
final approval. Every search committee member will receive a
letter from the DDIR outlining their role on the committee.
Step 4: The Search Committee shall meet to review the ad, as
soon as the ad is approved by the DDIR, to develop a search strategy.
Additional changes to the ad are possible but must be cleared by the
DDIR. The SD or his/her designee should attend this meeting and brief
the committee on the programmatic goals and expectations for the
position. The designated OIR representative shall be invited to this
meeting to advise the committee and answer questions.
Step 5: The SD will advertise nationally. The ad should be
posted for a minimum of 30 days (OIR recommends 60 days). The OIR
will post the ad to the DDIR Bulletin Board and to the OITE website.
In addition, through OIR (Dierdre Andrews, dandrews@od.nih.gov, ph:
301-496-3891) the IC can place the ad on special NIH pages in
Science, Nature and New England Journal of Medicine. OIR will also
disseminate the ad to NIH constituencies such as the WSAs, NIH Black
Scientists Association (NIHBSA), NIH-Hispanic Employee Organization
(HEO), NIH Asian American and Pacific Islanders Employment Committee
(AAPIEC), NIH-FDA Chinese American Association, OEODM, and the Chairs
of Scientific Interest Groups. In addition, a designated OIR
representative will work with the committee to ensure broad
distribution of the advertisement and all members of the Search
Committee shall solicit nominations for the position from a variety
of sources and feel free to contact potential applicants.
Step 6: The search committee members shall review all
applications received that are judged at least minimally qualified.
Likely candidates are invited for presentation of a seminar and
interviews as appropriate. These are scheduled so that a majority of
the scientists on the search committee can participate. A short list
(no more than 2 or 3) of highly qualified candidates, prepared by the
Committee Chair, should be reviewed by the Lab/Branch Chief*, who
will recommend a candidate to the SD (who is the Selecting Official)
and IC Director. The Search Committee chair will send a letter to the
SD outlining the process followed and summarizing the candidates
reviewed and recommended.
Step 7: The SD will in turn forward to the DDIR for review and
approval, as part of the package the checksheet <http://www1.od.nih.gov/oir/sourcebook/prof-desig/tenure-track-check.htm>:
the name of the selected candidate and a draft copy of the tenure
track agreement; the Committee Chair's description of the search
process, including where ads were placed, how many applications were
received and reviewed, how many candidates were interviewed, and how
the short list (including names and affiliation) was chosen. To the
extent possible, the SD will also include the number of women, the
number and distribution of minority candidates (African-American,
American Indian/Alaskan Native, Asian/Pacific Islander, and
Hispanic/Latino), and the SD's description of how the decision was
reached.