Chapter 13G.3

Departments or principal investigators should place an advertisement in an appropriate professional journal and ARIeS, indicating the availability of positions in their areas. Other suggested recruitment methods include posting open positions on the department’s webpage and making direct inquiries. Advertising copy must indicate that Harvard is “committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.” Care should be taken to avoid language that could be construed as discriminatory with regard to age. Please note that print advertisements are not required for research appointments; online ads are sufficient.

• For Research Scientist searches:
  • The advertisement should state that candidates should either: 1) submit contact information for three recommendation letters with their application, or 2) have their referees upload three letters of recommendation through ARIeS.
  • Two more external letters for the finalist must later be solicited, before any offer can be made.
  • All recommendation letters and external letters should be from experts at the ladder faculty ranks; it may be appropriate to include highly accomplished senior researchers from corporations or research institutes, or well-established museum professionals or practicing artists.
• For Senior Research Scientist searches:
  • The advertisement should state that candidates should either: 1) submit contact information for two recommendation letters with their application, or 2) have their referees upload two letters of recommendation through ARIeS.
  • Five more external letters for the finalist must later be solicited, before any offer can be made.
  • All recommendation letters and external letters should be from experts at the ladder faculty ranks; it may be appropriate to include highly accomplished senior researchers from corporations or research institutes, or well-established museum professionals or practicing artists.

In addition, the advertisement should request a curriculum vitae (including a list of publications) and a research statement. The summary research statement should be no more than 3-4 pages. 

The P.I. should suggest, for approval by the divisional/SEAS associate dean, a search committee composed of individuals at the tenure-track, tenured, or senior non-ladder faculty ranks, or at the rank of Senior Research Fellow. 

• For Research Scientist searches, a two-person committee is required.
• For Senior Research Scientist searches, a three-person committee is required. 

The committee reviews the candidates’ materials (including the recommendation letters for all short-list candidates). In considering a possible finalist, the committee solicits additional letters from experts external to Harvard: 

• For Research Scientist candidates, two additional letters are required for a total of five letters in the final dossier.
• For Senior Research Scientist candidates, five additional letters are required for a total of seven letters in the final dossier. At least three letter writers should be "arm's length" from the individual. "Arm's length" means that the evaluator is not a past or present advisor, mentor, collaborator, co-teacher, or other role in close relationship to the candidate, as assessed by the divisional/SEAS dean’s office. 

The letter soliciting external evaluations, which should first be approved by the divisional/SEAS associate dean, should include: 

• The criteria for appointment to the position;
• An indication that the University will make every effort possible to keep the response confidential and will make it available only to individuals involved in the formal review process; and
• The deadline for receipt of responses and contact information. 

With the letter, the committee should include the candidate’s curriculum vitae (including a list of publications) and research statement.

After reviewing all materials, including external letters for the finalist, the committee votes on the case. If the vote is favorable, the committee drafts a short case statement and sends a complete dossier to the divisional/SEAS associate dean for review and approval. (For Research Scientist searches only: Following approval, the committee may inform the P.I. or the department of the successful review.) The dossier includes:

• A description of how the leading candidate was identified; comparison of the candidate with other leading candidates, and reasons why the other leading candidates were not chosen.
• The case for appointing the candidate, including a summary of the search process, a summary of the candidate’s qualifications and contributions, an explanation of how the candidate meets the criteria for research scientist, a discussion of the strengths and weaknesses of the candidate’s case as noted in the recommendation letters, external evaluations, and the internal deliberations of the search committee, and the committee’s signatures, with an indication of the primary author of the statement.
• A curriculum vitae (including list of publications)
• The candidate’s research statement
• The candidate’s recommendation letters, copies of the letter soliciting external evaluations, and the external letters received.
• Copies of all advertisements.

If the appointment is granted: 

• For Research Scientist candidates, the offer letter is issued by the department or the P.I., cc’ing the divisional/SEAS associate dean.
• For Senior Research Scientist candidates, once the dossier has been reviewed and approved by the associate dean, the final dossier will be submitted to a subcommittee of the Committee on Appointments and Promotions (CAP). The CAP subcommittee reviews the dossier, and the divisional dean decides whether to approve the appointment. If approval is granted, the offer letter is issued by the department or the P.I., cc’ing the divisional/SEAS associate dean.

If the offer is accepted, the final dossier is sent to the Appointments Office via Aurora with the offer letter, and the appointment is processed in the Aurora system by the department.