Academic Review Process

The following outlines the 2024 timeline for the Academic Review process:

May 1, 2024- June 14 

• May 1, Project Scientists will receive an email from SmartSheets, prompting them to submit their required materials for their merit or promotion review. 

• Project Scientists will have six weeks to gather and submit review materials via the SmartSheet form. (Required Materials are outlined below.)

• For questions about eligibility or the SmartSheet form, please contact your HR Division Partner or the Career Pathways office (pathways@lbl.gov). 

June 17- July 15

• Supervisors will receive a copy of the Project Scientist's materials by their due date (July 15). Upon the Project Scientist's completion, the review materials will be automatically sent via SmartSheet email.

• Supervisors will have four weeks to review the materials and prepare the evaluation memo. Supervisors will upload materials via the SmartSheet Form (sent in the original email). 

• For questions about the process or the SmartSheet form, please contact your HR Division Partner or the Career Pathways office (pathways@lbl.gov). 

July 16- July 23

• The HR Division Partner will receive both the Project Scientist and Supervisor Materials upon completion via SmartSheet email. 

• The HR Division Partner will review the package to confirm all materials are completed. They will upload the Project Scientist Cover Sheet (pre-generated by the Career Pathways Office) via the SmartSheet form. 

July 24- August 31

• The final merit or promotion package will be routed for approval to the Division Director (all cases), and ALD (promotions only). Approvals will be gathered via SmartSheet Form.  

Mid- Late October 

• Merit / Promotion/ Salary Change Notifications will be sent to the Project Scientist and Supervisor by mid-late October. 

The following terms are used and referenced throughout the Academic Review process:

Normative Period: The term “normative” refers to the normal amount of time that the project scientist must work before they’re eligible for a merit review.

Rank: There are three ranks in the project scientist series: Assistant, Associate and Full rank.

Steps: In each rank, the project scientist can move to different steps after undergoing a merit review. The Assistant rank has 6 steps, Associate rank has 5 steps, and Full Project rank has 9 steps.

Normative time at each step: The normative time for Assistant rank 1-6 and Associate rank 1-3 is two years. Associate rank 4 through Full rank 4 has a three-year normative period. Associate rank 5 and up need to be reviewed at least once every five years.

Merit Reviews: Review for the normative period, project scientist is being evaluated to go from one step to the next (2 ,3 , or 5 yr review)

Promotion Review: Review for the full life-cycle as a project scientist and move in rank (e.g., Assistant to Associate or Associate to Full)

A candidate for merit increase or promotion in this series shall be evaluated on the basis of the following criteria: 

1. Demonstrated significant, original and creative contributions to a research or creative program or project: and 

2. Professional competence and activity

Project Scientists will gather the following materials in preparation for the Merit and Promotion process:

• Project Scientist's updated CV 

• Supplemental report 

• Self-Statement (Required for Promotion Review, optional for merit review)

Supervisors will be responsible for evaluating the Project Scientist's materials and assembling the evaluation memo.

• Supervisor Promotional Evaluation Memo Template

• Supervisor Merit Evaluation Memo Template 

Note: Supervisors will be advised in the SmartSheet form if the review is for merit or promotion. Please consult your HR Division Partner for questions.

 The evaluation memo will include how the Project Scientist meets the below criteria. 

1. Evaluation of research activity and creative contributions; contributions to LBNL research; contributions to publications

2. Evaluation of professional competence and activity

3. Evaluation of Lab and public service, if any

4. Evaluation of special honors and awards, if any

5. Explanation if reviewing the Project Scientist off-cycle

The LBNL Project Scientist Salary Rank and Steps are on the Compensation website (page 4).