Directorate Standing Rules and...

Directorate Standing Rules and Procedures

1.       Call for new ARG members

In late August, the NCAR Director asks Lab/Observatory Directors to fill any open ARG member positions.

2.       Setting Ladder-Track Appointment Review Process Calendar

 The Ladder-Track Appointment Review Administrator sets ARG Meeting dates with the NCAR Director, NCAR Deputy Director, and ARG Chair, after consulting calendars for AGU, AMS, and UCAR Board of Trustees meetings schedules and sets the calendar for the Ladder-Track Appointment Review Process.  (To view the calendar, click here).

3.       Call for Ladder-Track Appointment Review Nominations and meeting with NCAR Director

 The NCAR Director issues the annual call to NCAR Associate Directors (ADs) for nominations for Scientist and Research Engineer Level III and Senior Level appointments and meets with each NCAR Associate Director to discuss their nominees prior to submitting the nomination materials, in order to discuss the candidate's role within the lab’s program and the AD's expectations for their future contributions.  

4.       Nomination Requirements

The following materials are to be prepared by the nominating Lab/Observatory for each Candidate. Candidates are encouraged to participate in the development of the CV and publication list, two selected publications and overview, candidate seminar, and candidate bio.

 Please refer to the following documents when preparing the nomination:

NCAR Scientific and Research Engineering Appointments Policy and Appointments Criteria for promotion to Level III and Senior level.

Initial Nomination Components (detailed guidance in Section 5):

  1. Curriculum Vitae including Publication List (Click here for sample outline. Click here to see AMS Format Guidance for NCAR ARG Nominations.)
  2. Two (2) Selected Publications and Overview
  3. Candidate Bio (Click here for sample bio)
  4. List of Required and Suggested Referees (see details for number of referees and domestic/international requirements)
  5. Name and contact information for ARG Investigative Committee Resource Person (Subject Matter Expert).

Final Nomination Components (detailed guidance in Section 5):  

  1. Narrative
  2. Statement of Expectations
  3. Candidate Seminar

5. Nomination Guidance

Five Initial Nomination Components

1. Curriculum Vitae and Publications List:

  • Section 1: Educational information

Include dates of degrees, granting institution, and title of thesis.

  • Section 2: Work History

Include post-doctoral appointments and fellowships, and other appointments.

  • Section 3: Scientific/Technical Accomplishments

Include models or instrumentation developed and a brief description.

  • Section 4: Community Service

Include educational, mentoring, editorial or advisory activities.

  • Section 5: Honors and Awards

Include fellowships, appointments to professional groups, and prizes.

  • Section 6: Proposals and Grants

List proposals and grants on which the candidate was a PI or Co-PI.   In the list, note the candidate's university PI or Co-I collaborators.

  • Section 7: Publications List

Use the American Meteorological Society format to prepare the publications list. "In press", "accepted", "submitted", and "in preparation" should be used as necessary to identify the current status of unpublished work. Publications should be numbered, beginning with the Candidate's earliest work first.

  • 7.1. Thesis

Thesis title, date, institution. Publications resulting from theses should be identified in the subsequent list by an asterisk. If the Master's thesis was also published, this should be included.

  • 7.2 Refereed Journal Articles

External refereed journal articles, including those accepted and in press.

  • 7.3 Other Refereed Publications

Other external refereed publications, e.g. book chapters, synopses, reports, either published or in press.

  • 7.4. Journal Articles In Preparation or Submitted

Publications submitted or in preparation.

  • 7.5. Internally Refereed Publications

Internally refereed publications such as NCAR Technical Reports and Notes.

  • 7.6. Non-refereed Publications

Non-refereed publications including conference presentations and papers, synopses of meetings, symposia, abstracts, popular press publications.

2. Two (2) Selected Publications and Overview Statement

Copies of two published papers, selected by the Candidate, with a brief statement on how they relate to the Candidate's accomplishments.

3. Candidate bio

One-page biography. (Click here for sample bio)

4. List of Lab/Observatory Required and Suggested Referees

The initial list of external referees for each candidate is submitted by the Lab/Observatory as part of the initial nomination packet.  At a minimum, a referee must have achieved a position equivalent to or more senior than the position for which the candidate is nominated.  Full disclosure of any relationship between a proposed referee and the candidate is required.  It is a conflict of interest for a proposed referee to be a thesis advisor of the candidate.

Refer to the ARG Standing Rules (II. B) for a complete description of referee letters.

To submit a referee name the following information is required:

  • full name
  • full contact information (Please verify that referee email address is current)
  • brief biography/background summary (At a minimum, a referee must have achieved a position equivalent to or more senior than the position for which the candidate is nominated)
  • research
  • relationship with Candidate
  1. For Level-III candidates: this list will contain 4 required names (1 international referee and 3 domestic referees), plus an additional 4 suggested names (2 international referees and 2 domestic referees).
  2. For Senior-Level candidates: this list will contain 5 required names (2 international referees and 3 domestic referees), plus an additional 5 suggested names (3 international referees and 2  domestic referees).

5. Name and Contact Information for ARG Investigative Committee Resource Person

Name and email address for ARG Investigative Committee Resource Person (Subject Matter Expert).  The resource person is typically an NCAR Senior scientist or Research Engineer.

Three Final Nomination Components

1. Narrative (Updated 6/28/13 per Board of Trustees input)

The narrative must address each aspect of the criteria for appointment as outlined in Policy 7-1, NCAR Scientific and Research Engineering Appointments. Organize the Narrative using the sections below:

  • Research:  Describe past areas of research conducted by the Candidate and any development of complex research capabilities.
  • Accomplishments since the last promotion: Describe the candidate's accomplishments since the last promotion. Describe achievements including individual and collaborative research, model work, or development of instruments or software including exploitation of these tools for scientific research. 
  • Leadership and management duties:  Describe leadership and management duties, and time spent in each area.
  • Advising and/or Mentoring: Describe the candidate's advising and/or mentoring activities. Include the following sub-sections:
    • Students:  Describe relationships with graduate or undergraduate students (include the student's home institution affiliation) and any service on PhD committees.  
    • Student/Postdoc Publications:  List candidate/mentee publications first-authored by the candidate's student collaborator or postdoctoral fellow, identifying each publication by number as labeled in the CV publication list.
  • Community Service and Outreach: Describe the candidate's contributions to the external atmospheric sciences community, through professional service or education and outreach actvities.
  • NCAR Appointments Criteria: Describe how the candidate's qualifications satisfy the NCAR Appointments Criteria. Provide an assessment of the case that summarizes the strengths and weaknesses of the candidate, and describe the rationale for positive recommendation to promote.

2. Statement of Expectations

Provided by the Lab/Observatory Director, this statement describes the role the Candidate will play at the higher level of appointment; gives reasons for believing that the Candidate will be successful; and identifies expected future collaborations.  NOTE: This document is not required by the ARG, but is required by the NCAR Director.

3. Candidate Seminar

Describe the Candidate seminar including date, time, location, and title. As described in the ARG Standing Rules (Article VI. Section 1), "The seminar should focus on a specific scientific topic (rather than being a general summary of the Candidate’s career, although some historical context may be appropriate), and should be aimed at an audience consisting of NCAR scientists and research engineers from different disciplines."

The nominating lab/observatory will:

  • advertise the seminar as a part of the Lab/Observatory seminar program
  • coordinate with Multimedia Services to record the seminar, and provide the Ladder-Track Appointment Review Administrator with the related URL
  • coordinate with the candidate to complete and submit the related A/V release form

 

The Ladder-Track Appointment Review Administrator will:

  • advertise the seminar to ARG members and Investigative Committee members
  • post the link for the recorded seminar to the ARG web pages

 

The following table shows nomination components and who they are distributed to:

 

ARG

Referee

BOT

CV and publications listxxx
Narrativex x
Statement of Expectations  x
2 selected publications & overviewxxx
Candidate bioxxx
List of required and suggested refereesx  
Candidate seminarx x
Other materials:   
   Citation Analysisx x
   Referee Lettersx x
   ARG Investigative Committee Final Reportsx  
   Recommendation Statement by the NCAR Director  x

6. Declining to Submit a Final Nomination

Any time after initial nomination submission and prior to final nomination submission, an NCAR Associate Director may decline to submit a final nomination by contacting the NCAR Director and informing him/her of the decision.

The NCAR Director shall first inform the ARG Chair and ARG Vice-Chair and then the ARG and ask the Ladder-Track Appointment Review Administrator to delete any nomination materials, letters, or data submitted to date. 

If any referees have agreed to write a letter, the NCAR Director will write to each referee to thank them for participating and inform the referee of the decision not to complete the nomination at this time.

The ARG Chair will inform the ARG Investigative Committee if one has been appointed. 

Declining to submit a final nomination does not disqualify a future nomination within the terms of the NCAR Scientific and Research Engineering Appointment Policy 7-1. 

7. Withdrawing a Case

In rare instances, after a final nomination is submitted and before the ARG has voted on the case, the nominating NCAR Associate Director may request that a case be withdrawn from promotion consideration.  To request a withdrawal, the NCAR Associate Director must submit a written request to the NCAR Director for his/her approval.  The request should outline the circumstances that warrant the withdrawal.

If the NCAR Director approves the withdrawal, the NCAR Director will first inform the ARG Chair and ARG Vice-Chair and then the ARG and also ask the Ladder-Track Appointment Review Administrator to delete any nomination materials, reports, letters or data submitted to date. 

The ARG Chair will inform the ARG Investigative Committee. 

If the NCAR Director does not approve the withdrawal, the typical appointment review process will continue.

Withdrawing a case does not disqualify a future nomination within the terms of the NCAR Scientific and Research Engineering Appointment Policy 7-1.

8.       Referee Letters

a.       Solicitation

For the first round of referee letters, the NCAR Director will solicit letters from the laboratory/observatory-required referee list for each candidate.

If a required referee by a nominating laboratory/observatory declines, the nominating NCAR Associate Director, in consultation with the NCAR Director, will select an alternate referee from the suggested list of names. 

For the second round of referee letters, as defined in the ARG Standing rules (II.B), if a referee required by the ARG declines, the ARG chair and the AIC, in consultation with the NCAR Director, will select an alternate referee from the suggested list of names.

The Directorate is charged with managing the entire referee letter request and receipt process.

The Ladder-Track Appointments Review Administrator will monitor the status of letters received to date, remind referees of deadlines, and provide timely status reports to the NCAR Director and ARG Chair.   The Ladder-Track Appointments Review Administrator will support the NCAR Director in following up on late letters.

b.       Communication with Referees

All requests for letters and communication with external referees are conducted by the NCAR Director.  Any documentation of a referee declining to write a letter will be posted to the ladder-track appointments review process web tool.

c.       Minimum number of referee letters required by the NCAR Director

The typical minimum number of letters required by the NCAR Director for promotion consideration is 6 letters for a Level III candidate and 8 letters for a Senior-Level candidate. The NCAR Director and Ladder-Track Appointment Review Administrator will ensure that the minimum number of letters required by the NCAR Director is received.  

9.       Citation Analysis

 The Ladder-Track Appointments Review Administrator coordinates the citation analyses in conjunction with the NCAR Library.  Citation analyses are distributed via the ARG web site to nominating NCAR Associate Directors, ARG Members, AIC Members, and BOT Members.

 

10.       Attendance at Meetings

The NCAR Director, NCAR Deputy Director, and NCAR Operations Director attend ARG Meetings as Observers.  The Ladder-Track Appointment Review Administrator coordinates and supports all ARG meetings.

11.       Board of Trustees Appointment Review process

After the third ARG meeting, the NCAR Director presents approved Level III and Senior Level nominations at the annual May Board of Trustees (BOT) Meeting.   

12. NCAR Director recommendation statement  to Board of Trustees

The NCAR Director will write a recommendation statement for Board of Trustees' review at their May meeting.

13.       Setting salaries of new appointees

NCAR Scientific and Research Engineering Appointments Policy  7-1 (Procedures Section 6) outlines the process for setting salaries for Level III and Senior Level appointments.   A summary of steps the nominator should follow is outlined below:

  1. Provide a written justification for the salary for each new Level III and Senior Level appointment (this can all be in one memo if  there are multiple promotions), including relevant backup documentation and the position descriptions. 
  2. The NCAR Deputy Director and Human Resources (HR) analyze the salary recommendation to confirm that the recommendation is consistent with internal equity goals. 
  3. Once the salaries have been finalized by the NCAR Deputy Director and HR, the NCAR Directorate will produce the appointment letters for joint signature by the NCAR Director and the relevant Lab/Observatory Director
  4. Appointment letters will be sent to Lab and Observatory Directors, who will in turn distribute the letters to their candidates.
  5. The labs and observatories will submit reclassification paperwork and position descriptions for the promotions (Note: personnel profile forms are no longer used for this purpose).

14.   Communication of new appointments

The nominating NCAR Associate Director may communicate a positive ARG recommendation to the candidate after the ARG's vote at the third meeting. (Details of the ARG vote results are confidential). Only the NCAR Director may communicate the final decision of the Boards of Trustees after their May meeting.

15.   Support of ARG Retreats and Senior Scientist and Research Engineer Meetings

The Ladder-Track Appointment Review Administrator will schedule ARG Retreats and Senior Scientist and Research Engineer meetings.    The administrator will also coordinate all meeting logistics, finalize agendas, and provide meeting notes.