Academic Review Process

The following outlines the 2025 timeline for the Academic Review process:

May 1, 2025- June 16

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

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

• All Project Scientist Review materials are due by 11:59 PM on June 16, 2025. Failure to meet the deadline may result in the Project Scientist review being deferred to the following review period. Please see the deferral guidelines for further information.

• For extenuating circumstances, Project Scientists may request an exception to submit their materials late (guidelines here). 

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

June 17- June 23

The Career Pathways Office will review Project Scientist materials to ensure completeness. 

June 23- July 21

• Supervisors will receive a copy of the Project Scientist's materials by June 23 (unless the Project Scientist has deferred their review or has an exception for late submittal). 

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

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

July 22- July 29

• The Career Pathways Office will review both the Project Scientist and Supervisor Materials to verify completion.  

July 29- August 29

• The final merit or promotion package will be routed for approval to the Division Director (all cases). Approvals will be gathered via email and recorded with the package.  

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)

Project Scientists hired January 1, 2023 to April 1, 2024 will be eligible for review in this year's (2025) review cycle. Any merit or promotion increases as a result of their review will take effect October 1, 2025 unless otherwise noted.

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: The initial email from the Career Pathways Office will inform supervisors 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).