Standard Operating Procedure - Workforce Diversity



Identifying diverse talent in academic science is very doable. The National Institutes of Health (NIH) Scientific Workforce Diversity (SWD) office has developed a search protocol that can be used at academic institutions to diversify faculty in biomedicine. We have used this protocol numerous times to help scientific leadership in the NIH intramural research program identify highly qualified scientists from diverse backgrounds, and we encourage institutions to use this effective tool. Of course, finding talent is only the first step – increasing diversity of short-lists, interviewees, and ultimately hires – is the next necessary action toward enhancing faculty diversity, a step that resides with institutional leadership. We also encourage you to make public your institution’s diversity/inclusion profile and plans such that current and potential new faculty have access to this information.This search protocol provides step-by-step directions for fulfilling a search-committee request tailored to a particular discipline. It can be expanded for broader use as defined by the specific user. By following these steps, users will be able to identify and input personal and demographic information, grant-history information, bibliometric characteristics including publications and citation network, along with other metrics that can be used to assist in future searches. Please note any information that is retrieved online such as Last Name, First Name, Degree, Race/Ethnicity, Focus/Interests, Email, and Phone Number are key examples of personally identifiable information (PII). Misuse of PII is an ongoing data-theft issue in many industries, so it is important to maintain awareness of its sensitive nature when storing, sending, and uploading protocol-related information.1. IDENTIFY SOURCES OF DIVERSE TALENTa. Early-Career ScientistsThere are several sources that can be used to initiate a search for early-career scientific candidates. Many institutions and recruiters already employ various resources including the following: Professional societies’ training and career development programsNational Hispanic Medical AssociationSociety for Neuroscience Neuroscience Scholars ProgramSociety for?Advancement of?Chicanos/Hispanics and?Native?Americans in?ScienceAnnual Biomedical Research Conference for Minority StudentsNational Medical AssociationAsian & Pacific Islander Caucus?for Public HealthInstitutional employee resource groups (sometimes called affinity groups)b. Senior Scientists/Leadership Creating a diverse candidate pool for a senior scientific leadership position requires that search committees identify individuals with the pre-defined outstanding qualities for the position, especially an established track record of excellent scholarly achievements. The process of identifying candidates must be conducted in a systematic and unbiased manner that generates top authors in a given field according to a range of bibliometric indicators – including quality and impact of the publication record, not just numbers of papers. We have enlisted the help of the NIH Library to accomplish this task, and institutional library informationists have the ability to develop similar algorithms. Primary data sources include the Web of Science Core Collection (WOS) and InCites, an analytical tool built with WOS data that automatically calculates a range of bibliometric indicators for various publication sets including: number of publications, citations, percentage of author’s publications in the top 1% (and top 10% for citations in their subject categories), article types, and years of publication. Alternatively, you may try Scopus or SciVal to generate profiles using the same basic approach. These percentile values are the most stable and reliable bibliometric indicators currently available. Determining gender, probable race/ethnicity and leadership track record, is accomplished by review of their full name as listed in InCites, coupled with searching via social-media tools. Note: The automated nature of this approach mean that the bibliometric indicators provided in this report should be regarded as estimates. Because of inconsistencies in the ways author names appear in WOS, and because the names of different authors can appear to be the same in WOS (e.g. Richard Rhodes and Robert Rhodes can both appear as “Rhodes, R” in WOS), errors in paper attribution are common. WOS and InCites attempt to correct for these problems algorithmically, but some degree of error remains in the data set and affects the indicators calculated for these authors.?In summary, although these analyses provide quantitative data that can be used to evaluate authors, the limitations of bibliometric analysis mean that they should not be used as the sole criteria for any evaluative purpose.c. Mid-Career ScientistsIdentifying diverse individuals at the mid-career level requires more diligence. Nonetheless, the act of conducting an online search, as described above for senior scientists, allows for casting a wider net and circumventing the limitations of accessing one’s immediate networks or word-of-mouth recommendations. Generating a list of diverse mid-faculty scientists begins with a discipline-based online search for faculty (Google, Google Scholar, Web-of-Science). An example might be “cardiologist transplant faculty university,” which yields individual faculty pages that can be sorted manually. See section 3 below for Google and Google Scholar search tips.2. COLLECT AND RECORD PERSONAL AND DEMOGRAPHIC INFORMATIONIn this step, you will evaluate candidates qualitatively via research interest, leadership experience, and grant-award history. Bibliographic analysis provides quantitative information, including publication history and citation record, which demonstrate how influential a researcher is within his or her field. Note that for a senior-leadership search, this step has already been completed.The data collected for each potential candidate in a search include:Current Institution Last NameFirst NameContact Information (if publicly available)GenderDegreeRace/EthnicityPositionInstitution (Current)Focus/InterestsPhone NumberFaculty PageGrant HistoryGrant Type (for select sheets)Other NotesPublicationsCitationsCiting ArticlesCitations per Publication3. SEARCH RESOURCESPublicly available tools used include search engines such as Web of Science, Google, Google Scholar, PubMed, Federal RePORTER, NIH RePORTER, and LinkedIn.Web of Science (see screenshots below for more detail):Go to .Begin the search by selecting the “Author” option on the drop-down menu. In the search box, type in author’s name and click search. To identify every available publication in each track of an author’s career progression, omit middle initials (i.e., Gonzalez, Peter) in the query.Refine search parameters on the left side of the page.For Document Types, select “Article” onlyFor Authors, select all variations of the name in “more options/values…”For example, select the following options if listed: Gonzalez, P; Gonzalez, Peter; Gonzalez PM; Gonzalez, Peter M; Gonzalez, Peter Mark, etc. Although “Research Areas” may be relevant; it is better to review each article individually to gain insight and understand specific research led by the author.Figure SEQ Figure \* ARABIC 1. Web of Science Marked ListOnce you have refined your search results, begin reviewing each article individually to assess quality and impact (See Figure 1).Review each article abstract for relevanceIs the article relevant to the field that you are searching?Verify each article Author’s institution and/or email address (if applicable) to identify the exact Author identification.Verify the Document Type under document information as “Article”Once you have reviewed each article for relevance and exact Author identification, click Add to Marked List.Click the ? above Citation Network.Repeat steps 1-7 until search results are complete.Once the review is complete, click Marked List. In Marked List, scroll to the bottom of the page and click on create citation report. (See Figure 2)Figure SEQ Figure \* ARABIC 2. Web of science Citation ReportOnce you have your citation report, collect the following bibliometric values and enter them into a spreadsheet/collection tool (see Figure 3):Results found (# of publications)Sum of times cited (Total Citations)Citing articlesAverage citations per publication (perform this calculation manually)Average Citations per pub=Total CitationsPublicationsFigure SEQ Figure \* ARABIC 3. Web of Science collection toolGoogle:For CVs - “Anna Sullivan + CV”For resumes - “Anna Sullivan + resume”To narrow search results for a specific scientist, use the following queries:“Anna Sullivan + PhD” For current/former education - “Anna Sullivan + My University”For current/former institution and workplace - “Anna Sullivan + Career Institute”For LinkedIn - “Anna Sullivan +LinkedIn” “Anna Sullivan + biologist”Google Scholar:Although Google Scholar has a profile search feature, not all scientists are included. Thus, Google Scholar may provide good reference material when Google search does not help narrow results based on “author.”Use this link as a starting point as there is no direct method of arrival: The “cited by” metrics can provide insight on how influential a scientist is within his or her field.Label feature – very sensitive in searchesIn the Google Scholar search box, type in label: topic (scientific discipline of interest)Label: autismFigure SEQ Figure \* ARABIC 4. Google Scholar label-based searchPubMed:Use the advanced builder tool to retrieve accurate, refined results on a specific author.Using the advanced builder tool, perform searches using the “titles” and “text word” filterFor example, if you are searching for a mental health scientist that focuses on autism, try many different types of queries such as:autism spectrum, autism, autism spectrum disorder, etc.Figure SEQ Figure \* ARABIC 5. PubMed Advanced Builder screenshotGrant HistoryClick on NIH RePORTER (or Federal RePORTER)Input Last Name and First Name of person of interestSubmit queryYou will receive a notice for “Searching all fiscal years (FY)”Filter by FY and identify grants by each yearLeadership and other Qualitative InformationRefer to Google search protocol aboveType in scientist’s name in the search box“Peter Gonzalez + PhD” For current/former education - “Peter Gonzalez + My University”For current/former institution and workplace - “Peter Gonzalez + Career Institute”Often, this type of information can be found on Faculty Page, LinkedIn, or websites that refer to biographical information. 4. PACKAGING AND PRESENTING THE DATA TO A SEARCH COMMITTEEOnce we have compiled all the information for a given candidate, we create a solicitation package that includes the following materials: Overview of candidates Solicitation list – a list that includes contact information provided to hiring chair* and human resources contactCandidate summary highlighting bibliometrics, grant history, and candidate’s value proposition that includes qualitative informationCandidate biosketch that limits potential for bias (does not include photos and unnecessary personal information) and highlights key accomplishments and research interestsCandidate CVs and resumesWe then deliver electronically the solicitation package to the Hiring Chair for review. After the solicitation package is submitted, we monitor the progress of each candidate during the search/hiring process cycle and record this information on a secured spreadsheet. *or person responsible for leading hiring decisions Questions, comments? For more information, please contact us at SWDToolkit@od.02286000004356100Figure 6. Sample search-committee package items (for each candidate)Figure 6. Sample search-committee package items (for each candidate)NIH, the nation's medical research agency, includes 27 Institutes and Centers and is a component of the U.S. Department of Health and Human Services. NIH is the primary federal agency conducting and supporting basic, clinical, and translational medical research, and is investigating the causes, treatments, and cures for both common and rare diseases. For more information about NIH and its programs, visit NIH Chief Officer for Scientific Workforce Diversity (COSWD) leads NIH efforts to promote diversity through innovation across the NIH-funded biomedical workforce via a range of evidence-based approaches. These center on facing four cross-cutting challenges related to scientific workforce diversity: expanding study of the science of diversity, building a stronger recruitment/retention evidence base, addressing and mitigating sociocultural factors, and sustaining workforce diversity for the long-term. Visit SWD at diversity..NIH…Turning Discovery into Health? ................
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