NSD S&E Hiring Procedures

PROCEDURE

A. Purpose

Berkeley Laboratory recruitment and hiring procedures are described in the Requirements and Policies Manual (RPM). This document describes the procedures and practices in the Nuclear Science Division (NSD) for searches for positions that are part of the Laboratory’s Scientific Career Path defined in section 2.07 of the RPM. These are the positions of Research Scientist/Engineer (Career-Track and Career), Staff Scientist/Engineer (Career-Track and Career), Divisional Fellow, Senior Scientist/Engineer, Distinguished Scientist/Engineer, Faculty Scientist/Engineer, and Faculty Senior Scientist/Engineer. The positions of Postdoctoral Fellow, Visiting Researcher, Visiting Faculty, and Project Scientist are not part of the Scientific Career Path. A relevant visual from the RPM is linked here.

B. Exceptions

Any exceptions to any parts of this process need to be approved by the Division Director.

C. Policy Statement

For open searches to hire staff on the Scientific Career Path within NSD the following process applies:

1. Identify Need: The Hiring Manager (HM) identifies the need for the position and discusses it with their Program Head and the Division Director. The HM is typically the direct line manager for the position in question or in some cases someone else in the line management chain for the position in question.
2. Position Approval: 
   1. The Nuclear Science Division Director (DD) gives initial approval to create a position if the case is sufficiently strong, the position is aligned with the NSD Strategic Plan and Program plans, and financial resources to support the position are in place or likely to be in place.
   2. The HM makes the HR Partner and Recruiter aware of the forthcoming recruitment and drafts a Position Description (PD) in consultation with HR Partner and Recruiter.
   3. The DD consults the Divisional Staff Committee (DSC) on the position.
      • The DD discusses the position with the Division Staff Committee (DSC) chair.
      • The DSC reviews the case for the position in accord with its roles as defined in RPM section 2.07.
      • The DSC provides feedback to the DD on the position.
   4. The DD or DSC chair will call a meeting of the entire NSD Senior Staff to seek its advice on the position before starting a search.
   5. Under consideration of all feedback and the NSD strategy, the DD decides if the position will be created.
   6. If the DD approves the position the DD communicates the decision to the HM and the DSC chair. The DSC chair informs HR of the decision. 
3. Search Committee appointment: Following the DD approval, a Search Committee (SC) will be appointed and the Position Description (PD) and Job Posting (JP) will be finalized:
   1. The DD appoints a SC to conduct a search following the Laboratory’s suitable search guidelines for the position in question.
      • The HM and the DSC consult on the composition of the SC and the DSC makes a recommendation to the DD.
      • The SC will consist of a chair and at least two other members representative of the Nuclear Science Division’s programs. 
        • For Staff Scientist positions (Career Track, Career, Divisional Fellow, Senior Scientist) the SC will have at least one member from outside the Division. Members are appointed from among the Senior Scientists and career Staff Scientists or equivalent position levels in the case of members from outside of the Laboratory. It has been customary that one member is also a member of the DSC.
        • For Research Scientist positions (Career Track, Career) the SC are appointed from among Research Scientists, Staff Scientists or Senior Staff Scientists.
      • The DD appoints the SC chair and SC members and holds a kick-off meeting with the SC to clarify the process steps as well as roles and responsibilities.
      • The SC will receive an orientation on the process, roles & responsibilities, and  the required documentation along the way and final material to be prepared.
4. Finalization of Position Description (PD) and Job Posting (JP)
   1. Following the approval of the position by the DD  in parallel to the SC formation), the HM finalizes the PD in consultation with the HR Partner and Recruiter.
   2. The PD will be reviewed by the DD and DSC and requires approval by both. 
   3. The HM submits the Hire Request Form for the position to HR.
      • For all positions, the default request should be a requisition for multiple openings, while this option does not have to made visible in the job posting.
      • For all positions, the default for the job advertisement should be to allow for hiring at a level different from the primary level targeted in the search.
   4. The HM, in consultation with the SC, will create the Job Posting (JP) for the position. 
      • The JP will be reviewed by the DD, DSC, and an HR representative and needs DD approval prior to posting and broader dissemination. 
      • Pay Transparency: Job postings for S&E positions by the Nuclear Science Division will generally include only the budgeted range from 75% of the MRP to the maximum of the MRZ. Exceptions will have to be approved by the Division Director.
      • Postings for multiple openings should be considered even if there is an intent to only hire one person.
      • Postings should include language that provides some flexibility to hire at a level different from the posted position. This can be done by formal two-level posting or by including appropriate language that states that appointment at a lower/higher level will also be considered depending on the qualifications of the candidate.
   5. The Job Posting will be posted on Academic Jobs Online (https://academicjobsonline.org/ ) and will ask for 
      • Curriculum vitae (CV).
      • Publication list.
      • Statement describing research interests (3 pages maximum, not including references).
      • Arranging letters of reference to be submitted via Academic Jobs Online. 
        • For Research Scientists (Career Track/ Career): minimum of 3 letters, at least 2 external to LBNL/UC Berkeley  (require at least 3 submitted letters for consideration of application)
        • For Staff Scientist (Career/Career Track): minimum of 5 letters, at least 2 external to LBNL/UC Berkeley, ideally 1 from outside the U.S. (require at least 3 submitted letters for consideration of application)
        • For Senior Scientist: minimum 6 letters, at least 4 external to LBNL/UC Berkeley, ideally 2 from outside the U.S. (require at least 5 submitted letters for consideration of application)
5. Candidate Solicitation:
   1. The SC will develop a Search Strategy (Recruitment Plan) in consultation with the HM, DD, and Recruiter to establish a suitable and diverse pool of qualified candidates through advertisement, dear-colleague letters, and other means. 
      • Advertisements for open positions must be posted on the Laboratory’s careers webpage and should be promoted on NSD social media channels (e.g. Twitter).
      • Special efforts shall be made to ensure a wide solicitation of the posting  by use the of division funds set aside to ensure a broad candidate pool.
      • Advertisements must appear at least one month before the position is closed. 
6. Selection Criteria: 
   1. The SC defines, in consultation with the HM and Recruiter, selection/evaluation criteria for the review of applications and a standard set of questions for the interviews (screening and short list). The evaluation criteria and interview questions are to be included in the report to the DD as an appendix.
7. Applicant Screening and Long List consideration
   1. Applications are received until the closing date of the advertisement.
   2. The SC reviews the pool of candidates after an initial screening by the recruiter
      • All candidates, internal and external, will be evaluated in the same manner.
      • The Recruiter will provide all applications to the SC even if not used for further consideration
   3. Based on the material provided by the applicants, the SC will select a long list of applicants for further consideration.
   4. The SC will carry out video screening interviews for those applicants on the long list where additional information is deemed necessary to fully and fairly consider the applicants.
8. Approval of Short List of Candidates 
   1. The SC will review the applicants’ submitted material, reference letters, and screening interviews (if applicable) against the selection/evaluation criteria and identify a short list of candidates.
   2. The SC will provide the DD and the DSC with an intermediate report on the search process and the recommendation of shortlisted candidates for approval.
   3. The SC report is to document the search process including 
      • its efforts to ensure that the pool of candidates, which may consist both of internal and external candidates, is broad and diverse,
      • the evaluation criteria and interview questions (if applicable) used in the selection process,
      • the list of all candidates considered at various stages and the rationale for advancing them or not to the next level of the selection process.
   4. The DD will review the report and consult the DSC. If the search and short list candidate selection is found to be suitable, the DD approves the short list of candidates for interviews. The DD might request additional efforts to improve the candidate pool, e.g. wrt to quality or diversity. In this case the SC will continue its efforts and present an updated short list for approval at a later date. 
   5. The Recruiter will disposition candidates not further considered.
9. Interview of shortlisted candidates
   1. Upon DD approval of the short list candidates the SC will carry out in-person interviews for all shortlisted candidates.
      • Conflict of interest rules apply for all members of the search committee after a short-list has been established. Search Committee members shall disclose any conflict of interest. Conflicts of interest include family ties with a candidate under consideration, financial ties, and present or recent supervisory roles. A Search Committee member with a conflict of interest may not be the chair of the Search Committee, may only provide written commentary, and may not vote on the merit of the short-listed candidates. The conflicted member may be replaced or other means to manage the conflict of interest may be employed.
      • Short-listed candidates will be invited for a seminar in the Nuclear Science Division and for interviews by the Search Committee, the Division Director, and Division Staff. All Senior Staff will be given the opportunity to interview invited candidates. CVs and letters for short-listed candidates will be made available to the Senior Staff. It is implied that Search Committee members will seek broad input from their colleagues for their further deliberations.
   2. If additional letters, such as “arms-lengths” letters, are required for the position, the SC will provide the DD and DSC with a recommendation of additional letter writers for the shortlisted candidates. Upon approval of the letter writers, these additional letters will be solicited using the appropriate solicitation template. This shall happen in parallel to the interview process. 
      • Exceptions to this process may only be made with the approval of the DD in cases where there are special considerations regarding the timing of the letter solicitations.
      • Of note regarding reference letters:
        • For all positions aside for Divisional Fellows and Senior Scientists, letters will be requested by the SC chair using the Laboratory’s templates for the appropriate hire category. For Divisional Fellows and Senior Scientists, letters will be requested by the DD.
        • References solicited or suggested by candidates are by definition not “arms-length”.
        • All requests for letters must be accounted for in the documentation of the search. 
        • All received letters, requested or not, must be accounted for in the documentation of the search.
10. Recommendation to hire
    1. The Search Committee concludes its deliberations, and generates a final report summarizing the search process and its recommendation(s) and presents the report to the DSC. There are no restrictions on the number of candidates that may be put forward as part of the Search Committee recommendation(s).
    2. The Search Committee prepares the hire case (hiring memo) using the Laboratory’s templates and submits it to the DSC for review. The DSC may request additional letters as part of this review.
    3. The DSC releases the final hire case to the DD who will review the case and consult with the hiring manager on the outcome.
11. Decision on Offer
    1. The DD or DSC chair will call a meeting of the entire Senior Staff to seek its advice on the hire case. 
       • The complete case-file will be made available to the Senior Staff at least 5 days prior to this meeting. 
       • The SC chair or HM will present the case to the Senior Staff.
       • Senior Staff will vote on the recommendation by the SC
    2. Based on the advice received, the DD will make a final decision on the hiring case.
12. Offer preparation
    1. If the DD decided to proceed with an offer, the case-file / hiring memo will be completed by the DSC chair in consultation with the HR Partner and with support from the NSD administrative staff. 
    2. In parallel, the HM prepares the offer letter request in consultation with the DD and Program Head as well as the Recruiter and HR Partner.
    3. The DSC will submit the final hiring memo to the HR Partner, who will route the case for all required approvals.
    4. Once all approvals have been obtained, the HR Partner will inform the HM of the approval and the HM will submit the request for the offer letter to HR.
    5. The Recruiter will prepare the Offer Letter and route it for approval by the DD.
    6. The approved offer letter will be sent to the candidate. 
    7. Once the offer has been accepted the other shortlisted candidates will be dispositioned by the Recruiter.

D. Roles and Responsibilities

See above.

E. Definitions/Acronyms

F. Implementing/Supporting Documents

None.

G. Contact Information

NSD Policy Administrators

H. Revision History