NIH Fellows Handbook

Tenure-Track Program

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Preface

The concept of tenure in intramural research has evolved gradually over the years as a policy and process to ensure the highest attainable quality in the scientific staff engaged in intramural research and related medical care. The conferring of tenure in intramural research is a vote of confidence in the achievements and potential of the candidate, and the research support which is implied by that decision requires that it be made with maximum care.

 

John Carol Eberhart, Ph.D.
Tenure in the NIH Intramural Program
Dec. 30, 1987

 

Tenure at NIH, defined as the long-term commitment of salary, personnel, and research resources, lies at the heart of the creative freedom we value so much here. The flexibility to seize new scientific opportunities, to act immediately on a new idea, and to undertake long-term and highly innovative projects accompany the privileges of tenure. In addition to protecting scientific freedom, as it does in the academic setting, tenure at NIH also conveys resources to take advantage of that freedom. The security of support provided by our tenure system and the freedom from the time demands and uncertainty of grant application are our most important inducements in recruiting and retaining the best scientists in the world.

Tenure at NIH differs from tenure at a university. University tenure does not typically include long-term commitment of salary, resources, and personnel, as it does at NIH. Indeed, according to Bickel (Academic Med. 66:249, 1991) 42% of academic tenure comes without any salary whatsoever. Furthermore, most academic institutions have not moved aggressively to institute post-tenure evaluations. Perhaps they feel this need is met by NIH study sections and other peer-review groups. In contrast, the Intramural Research Program Boards of Scientific Counselors review the accomplishments of tenured scientists every four years.

But until now, academic tenure has had certain features that were absent from the NIH system. These include defined tenure-tracks, with written policies and regular review, stop-the-clock provisions, and special programs for women and minority scientists. The goal of NIH's new career-development initiative is to enhance the NIH tenure process by adding these features. In doing so, we will improve our support for the independence and creative freedom of young scientists and thereby invest in the future scientific excellence of the intramural program.

Advantages of the Tenure-Track

• To Investigators

   

  • Provides a period of stable support to maximize creative independence.

     

  • Facilitates recruitment of women, minority, and disabled scientists.

     

  • Creates possible fast track to tenure status through early access to independent resources.

    Engenders realistic understanding of career prospects at NIH.

     

  • Improves evaluation of progress through outside reviews and provides feedback to tenure-track scientists.

   

• To Laboratory/Branch Chiefs

   

  • Establishes a recruitment and retention mechanism for the most outstanding young scientists.

     

  • Allows better planning for future staffing of laboratory/branch.

     

  • Provides a means to launch into new scientific opportunity areas.

   

• To Scientific Directors and NIH

   

  • Assures fresh talent through recruitment of outside scientists and retention of the best fellows.

     

  • Enhances scientific quality and stimulates creativity and collaboration.

     

  • Develops future scientific leaders for NIH or elsewhere.
    
    

NIH Intramural Research Program Tenure-Track Procedures

• Introduction

  The primary purpose of an NIH fellowship or clinical associateship is to provide time-limited research training and development opportunities to postdoctoral scientists. It is anticipated that, upon completion of their fellowship, the vast majority of all fellows will leave NIH to pursue careers at extramural institutions. The tenure-track has been created to provide an opportunity for outstanding postdoctoral scientists trained inside and outside the NIH Intramural Research Program to prove themselves as independent scientists and to compete for permanent positions as tenured independent investigators.

   

• Objective

  The NIH tenure-track has been created to provide an unambiguous, uniform, and equitable mechanism for identifying and promoting outstanding scientists to the ranks of permanent intramural researchers. The goal of this system is to provide all necessary resources and encouragement to tenure-track scientists, thus giving them a fair opportunity to demonstrate their creativity and productivity as independent scientists.

  Tenure at NIH differs from tenure at an academic institution. Tenure at NIH is defined as the long-term commitment of salary, personnel, and research resources needed to conduct an independent research program within the scope of the institutes' missions, and subject to regular review by the Laboratory/Branch Chief and review and approval at least every four years by the Boards of Scientific Counselors.

   

• Eligibility for Tenure-Track

  Outstanding scientists engaged in clinical or laboratory research become eligible to enter tenure-track positions after completing postdoctoral training. This experience should be sufficiently extensive to allow thorough evaluation of an individual's potential as a tenure-track scientist.

   

• Creating a Tenure-Track Slot

  The decision to create a tenure-track position is made by the Laboratory/Branch Chief, Scientific Director and the ICD Director in consultation with a broad group of senior scientists which may include: Promotion and Tenure Review Panels and Boards of Scientific Counselors within each ICD. This decision shall be based on scientific and programmatic needs, and the availability of resources.

   

• Application and Selection Procedures

  After deciding to create a tenure-track position, the Scientific Director with the concurrence of the ICD Director appoints a Search Committee to identify highly qualified candidates for the position and recommend specific individuals to fill the new position. The Search Committee shall be chaired by an expert in the scientific discipline in which the candidate is being recruited, and shall consist of persons representing the interests of the Institute, Laboratory/Branch, Deputy Director for Intramural Research, women, minority, and/or disabled scientists.

  The Search Committee shall review applications solicited through advertisements and other appropriate channels. After receiving and reviewing applications, and inviting promising candidates to campus for interviews and seminars, the Search Committee will prepare a short list of candidates. After consultation with the Laboratory/Branch Chief in which the tenure-track position is to be filled, the Scientific Director and ICD Director shall select a name from the short list, and forward this candidate's name to the Deputy Director for Intramural Research for final approval of the new tenure-track candidate and the procedures used to create their position.

   

• Tenure-Track Agreement

  The Tenure-Track Agreement, co-signed by the Scientific Director, the Laboratory or Branch Chief, and the tenure candidate, confirms that the specified research program of the tenure-track candidate is consistent with the long-term goals of the Institute's intramural research program. The Tenure-Track Agreement also defines the timeline and resources -- including space, personnel, and budget -- that will be allotted to the tenure-track candidate. These resources must be sufficient to permit the candidate to become established as an independent scientist. It is the responsibility of both the Laboratory or Branch Chief and the Scientific Director to ascertain that these resources are assigned equitably and without discrimination based on a candidate's gender, race, ethnic background or physical handicaps. A copy of the Tenure-Track Agreement is to be sent to the Deputy Director for Intramural Research.

   

• Informing the Tenure-Track Candidate

  Each tenure-track candidate will sign and receive a copy of the Tenure-Track Agreement bearing the signatures of the Scientific Director and Laboratory or Branch Chief. The candidate's tenure clock begins after he or she signs the Tenure-Track Agreement and an official personnel action converts or appoints the candidate to the position of Investigator (tenure-track).

   

• Timetable: Stop-the-Clock and Extend-the-Clock Provisions

  The candidate will be granted six years to establish his or her record as an independent scientist before being evaluated for tenure. Exceptions are described below.

  At the candidate's request, and with the written approval of the Laboratory or Branch Chief, the tenure clock may be stopped for up to one year to allow a candidate extended family or sick leave. The tenure clock may be stopped to accommodate leave and/or leave without pay for reasons such as childbirth, adoption, major illness, or family emergency. The tenure clock will not be stopped for normal annual or sick leave. Candidates should have documentation of stop-the-clock leave on file at the time leave is taken or shortly thereafter.

  At the candidate's request, and with the approval of the Laboratory or Branch Chief, the tenure clock may be adjusted to permit a candidate to work part-time to accommodate care for children or other family members. The adjustment in the tenure-track will be proportionate with the reduction made in working hours and salary. Thus, if a scientist arranges to hold a half-time appointment for his or her first two years as a tenure-track candidate, completing the tenure-track with a full-time appointment, he or she would be evaluated for tenure seven (7) years after entering the tenure-track but with six (6) years cumulative time on the job. Adjustments in the tenure clock may not be made after-the-fact, and cannot be made for more than 10 years.

  By written agreement between the Laboratory or Branch Chief and the Scientific Director, and with the candidate's consent, an exceptional candidate may be evaluated for tenure before six years have elapsed. Standards for granting early tenure will be identical to those applied to other candidates. Clinical researchers may have up to eight (8) years on tenure track.

   

• Evaluation of Tenure-Track Candidates

  Tenure-track scientists will be evaluated continually by their Section and Laboratory or Branch Chief and the Scientific Director. One of these individuals will meet annually with the tenure-track scientist to provide oral and written evaluation on performance. Copies of this evaluation, signed by the Laboratory or Branch Chief and the Scientific Director, shall be provided to the candidate and to the review team evaluating the candidate for tenure.

  Formal reviews will be conducted within approximately three years by the Board of Scientific Counselors or other formally constituted review team established by the Scientific Director and approved by the ICD Director. The review team will recommend that the candidate be: 1) continued in the tenure-track, 2) dropped from the track, or 3) considered for early evaluation for tenure. The Board of Scientific Counselors shall identify particular areas of strength and weakness and suggest steps necessary to improve a candidate's chances of securing tenure. To be continued in the tenure-track, a candidate must demonstrate continued research progress consistent with the programmatic and research goals defined in the Tenure-Track Agreement. The pace of this progress should be sufficient such that, if continued, the candidate would achieve considerable standing as an independent scientist in the research community after six years.

  If a candidate is not continued in the tenure-track, or is denied tenure, he or she will be permitted one terminal year.

   

• Tenure Decision

  Candidates for Tenure shall be reviewed by the ICD's Promotion and Tenure Review Panel which shall notify the candidate in writing whether he or she will or will not be advanced for tenure consideration. The Committee shall solicit outside letters on behalf of the candidate, and, in concurrence with the Scientific Director and ICD Director, shall make a recommendation to the Central NIH Tenure Committee that is chaired by the DDIR. Criteria used in the evaluation of candidates for tenure by the Central NIH Tenure Committee shall include:

   

  • Scientific merit of their research;

     

  • Contribution of their work to their laboratory or section;

     

  • Scientific independence, productivity, leadership;

     

  • Potential for sustained intellectual growth; and

     

  • Other contributions to the NIH Intramural Research Program.
    

  This evaluation may consider

   

  • Candidate's publications and the impact of those publications on other scientists;

     

  • Letters of recommendation from NIH and non-NIH scientists;

     

  • Participation in and direction of scientific conferences and symposia

     

  • Development of innovative techniques or patentable products, overall contribution to intramural research at NIH;

     

  • Mentoring and other leadership within the laboratory, branch, or section; and

     

  • Adherence to the highest ethical standards in the conduct of science.

  After reviewing the candidate, the Central NIH Tenure Committee makes its recommendation on tenure. The DDIR shall issue the final approval or disapproval for each conversion to tenure. The Scientific Director will notify candidates in writing of the DDIR's decision.

  If a candidate is advanced for tenure consideration before six years have elapsed, and is denied tenure, his or her Scientific Director with approval of the ICD Director may re-submit the tenure application at a later date, but before the six year maximum.

---

*PHS Commissioned Officer Billets will be changed to use these titles.
**ICD, Institute, Center and Division
***IRTA-Intramural Research Training Award fellows; NRSA-National Research Service Award fellows; PRAT-Pharmacology Research Training Program fellows.

Sample Tenure-Track Agreement

Dear ____________________:

The Intramural Research Program of the __________________ (Institute), NIH, is pleased to offer you a position as a tenure-track investigator. This offer signifies that your research program in the Laboratory of __________________ is consistent with the research goals and objectives of the __________________ (Institute) and the NIH. Appointment or conversion to a tenure-track position also signifies our expectation that within the next six years you will develop an independent research program of considerable standing in your field. With the resources described below, you will be expected to manage a research program, develop important presentations and publications on this research, train personnel who work with you, and contribute to the overall research program of NIH. Criteria for evaluation of tenure candidates are listed in the brochure, "The Tenure-Track Program of the National Institutes of Health."

Not every scientist who seeks tenure will be granted tenure. But we wish to optimize the likelihood of your success as an independent intramural scientist by making the following resources available to you.

• _____ square feet of laboratory space, plus access to all common facilities in the Laboratory of __________________.

   

• Permission to recruit and responsibility to train ___ postdoctoral personnel supported under the Visiting Fellow, IRTA or other authorities approved by the Laboratory/Branch Chief and Scientific Director.

   

• Technical support provided by _______staff.

   

• An approximate planned budget for services, small equipment, animals, and supplies of $_______ per year to be used by members of your research team. In addition, due consideration will be given to your requests for additional equipment items on a start-up and yearly basis.

While every effort will be made to provide the stated resources on a continuing basis, circumstances beyond the control of the Scientific Director may necessitate some adjustments. You will be notified in writing, as early as possible, of such changes.

The position offered to you is a (full-time/part-time fraction__) (excepted Civil Service/PHS Commissioned Corps) appointment carrying a salary of $________ per year, with a full range of health and retirement benefits and subject to periodic increases and cost-of-living adjustments based on the personnel system governing your appointment.

We anticipate that with continued outstanding progress in your position, you will be renewed every year after an initial appointment of two years, up to a maximum of six years. (Modify as appropriate for Commissioned Corps and stop-the-clock provisions). This maximum time will begin on the date of the official personnel action pertaining to your appointment/conversion to the tenure-track.

You will be given an annual evaluation by your (Laboratory/Branch) Chief, and at least every three years, you will be evaluated by the Board of Scientific Counselors (BSC). The BSC will recommend that you be continued on the tenure-track, dropped from the tenure-track, or considered for tenure. The tenure review process is initiated by the (Laboratory/Branch) Chief and Scientific Director, who will request that the ICD Promotion and Tenure Committee solicit outside letters on your behalf from distinguished scientists and make a recommendation to the Scientific Director. If the Scientific Director agrees to support your conversion to tenure, your tenure nomination will be presented to the Central NIH Tenure Review Committee chaired by the Deputy Director for Intramural Research, who shall make the final decision on tenure. The tenure decision process will take six months to one year following initiation by your (Laboratory/Branch) chief.

If you are not considered for tenure, or do not receive tenure, your (Laboratory/Branch) Chief may resubmit your credentials if your allotted (six/__) years has not elapsed, or you may be informed that you will not be tenured at the NIH. Under the latter circumstances, you will be permitted to continue your research program for one year while you search for a position outside of the NIH.

We are very pleased to be able to make this commitment of resources to you. Your research is of tremendous interest to our program and we hope to welcome you to the ranks of career-status, independent NIH scientists as you successfully pursue the tasks of your tenure-track service. We look forward to your acceptance of this offer and request that you sign and return copies of this form to us within the next two weeks.

Sincerely,

__________________________________________________
(Lab/Branch Chief)

__________________________________________________
(Optional -- Section Head)

__________________________________________________
(Director, Division of Intramural Research)

ACCEPTED:__________________________________________________
                    (candidate)                                          (date)

cc: Deputy Director for Intramural Research

Tenure-Track and Tenure Appointments Process

• For Appointment to Tenure-Track

   

  • In considering the advisability of creating a tenure-track position, the Scientific Director solicits input from any of several sources, including senior ICD scientists, ICD Promotion and Tenure Review Panel, and Laboratory/Branch Chiefs. Advice from Boards of Scientific Counselors may be solicited. (See Guidelines for Assuring Broad Scientific Input Concerning New Tenure-Track Positions.)

     

  • The Scientific Director, with concurrence of the ICD Director, appoints a Search Committee to review and recommend the appointment of highly qualified individuals to fill a tenure-track position.

     

  • The Scientific Director and ICD Director, in consultation with the Laboratory/Branch Chief, select the candidate from those recommended by the Search Committee. (See The Composition of a Tenure-Track Search Committee.)

     

  • The process for soliciting input and developing recommendations, as outlined above, shall be reviewed by the DDIR, who then issues final approval of all appointments to tenure-track.

     

• Conversion to Tenure

   

  • Each tenure-track candidate is reviewed by a Board of Scientific Counselors at approximately three-year intervals.

     

  • The ICD Promotion and Tenure Review Panel reviews each candidate and forwards a recommendation with concurrence by the SD and ICD Director.

     

  • The Central NIH Tenure Committee reviews each candidate for tenure and makes a recommendation to the DDIR.

     

  • The DDIR issues final approval for all conversions to tenure.

     

• Direct Hire of Mid-Level to Senior Faculty to Tenure

   

  • The Scientific Director, with concurrence of the ICD Director, constitutes a Search Committee to review candidates and make recommendations to fill such positions. The Search Committee is constituted as for tenure-track candidates.

     

  • The Scientific Director and ICD Director shall select a nominee for further review.

     

  • The Central NIH Tenure Committee reviews the candidate and makes a recommendation to the DDIR.

     

  • Final approval is granted by the DDIR.

   

• Guidelines for Assuring Broad Scientific Input Concerning New Tenure-Track Positions

  The intent of these guidelines is to guarantee that the decision to dedicate resources to a tenure-track position is based on broad input from knowledgeable scientists within the Institute in which the appointment will be made. Because circumstances vary considerably among Institutes, Laboratories and Branches, the following guidelines are intended to provide several different possible mechanisms to be used singly or in combination to garner scientific input:

   

  • Discussion and endorsement by the senior (tenured and tenure-track) members of a Laboratory/Branch for the establishment of a new tenure-track position.

     

  • Discussion and endorsement by the Laboratory/Branch Chiefs of an Intramural Research Program (IRP).

     

  • Discussion and endorsement by a standing committee broadly representative of senior scientists within an IRP, or newly constituted to consider the establishment of a specific tenure-track position. One possibility would be to use the Search Committee, which would subsequently be charged to recommend a candidate after deciding that the position should be tenure-track.

     

  • Discussion and endorsement by the Promotion and Tenure Committee of an IRP.

     

  • The advice of the Board of Scientific Counselors may also be solicited on the creation of tenure-track positions. The criteria to be used by these groups include whether or not there is

     

    • Programmatic or scientific need within the Institute, Laboratory or Branch for the tenure-track position, and

       

    • Availability of resources to support the tenure-track scientist.

   

• Composition of a Tenure-Track Search Committee

  The Search Committee for a tenure-track candidate should consist of at least six members, including the following:

   

  • A chairperson, from within or outside of the Institute, who is expert in the scientific area in which the tenure-track candidate is being recruited;

    The Special Interest Groups in Immunology, Structural Biology, Cell Biology, Molecular Biology, Neurobiology, and Genetics would be excellent sources for such people.

     

  • The Chief for whose Laboratory/Branch the tenure-track candidate is being recruited or his or her designee.

     

  • A representative nominated by the DDIR.

     

  • The Woman Scientist Advisor from the Institute, or her designee who is expert in the scientific area under consideration.

     

  • A scientist who identifies herself or himself as being an under-represented minority, or a disabled scientist.

     

  • An OEO representative from the ICD, serving ex officio.

    Other than the chairperson, these or additional members may come from the Laboratory/ Branch in which the tenure-track has been established.

    The Search Committee shall review applications received as a result of advertising the position, and, as appropriate, solicit further nominations for the position from a variety of sources. Likely candidates should be invited for interviews and to give seminars. A short list (no more than two 2 or 3) of highly-qualified candidates should be reviewed by the Laboratory/Branch Chief who will recommend a candidate to the Scientific Director and ICD Director who in turn will forward a name to the DDIR for review and approval.

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