Academic Promotion Procedure
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| Purpose | To outline the roles, responsibilities and timelines associated with academic promotion to Levels B, C, D and E. | ||||||||||||||||||||||||||||||||||||||||||||||||
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This procedure requires actions by the following: | ||||||||||||||||||||||||||||||||||||||||||||||||
| MANAGE ACADEMIC PROMOTION CYCLE On a yearly basis confirm and publish:
Confidentiality Promotions Committee Arrange for an Equity Observer to be present at each Committee meeting. LEVEL BEach Level B Committee will comprise:
Confirm that a staff member from each Faculty will be assigned to undertake all administrative support for each Level B Committee including arranging interviews and drafting reports. LEVEL CEach Level C Committee will comprise:
There will be one Committee for Level D and one Committee for Level E, both of which will comprise:
Assign a Human Resources (HR) officer to undertake all administrative support for each committee including arranging interviews and drafting reports. Advise the Committee that this officer will be in attendance at all meetings. TRAINING – PROMOTION COMMITTEE MEMBERS Ensure University academic staff members on each committee have completed Promotions Committee training. Ensure all training is scheduled and undertaken. Appeals Committee Ensure they consist of persons who were not a member of the associated Promotions Committee. Each Committee will comprise:
Arrange for the Equity Observer to be present at Appeal Committee meetings. CONDUCT APPLICATION PROCESS Send the names of the applicants (by Faculty) and the level to which they are seeking promotion to each respective Executive Dean. Ensure all documentation that has been submitted is available to each Promotions Committee member. OBTAIN EXTERNAL ASSESSOR REPORT ADVISE EACH APPLICANT OF OUTCOME Notify all applicants in each round at the same time. Effective Date Provide a fixed-term appointee, whose term ends before promotion can be effective, with a statement to that effect for the information of any employer with whom they might seek employment. Arrange for the appropriate payroll and directory information to be updated for all successful applicants. Once any appeals have been finalised, arrange for the confidential disposal of promotion paperwork, excluding the documents required for record keeping purposes. REVIEWInstitute a review process to allow for continuous improvement and quality enhancement in the promotions cycle. |
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| RECOMMEND LEVEL B REPRESENTATIVES
On a yearly basis recommend to the Deputy Vice-Chancellor (Provost) the Academic Senate nominees from the membership of Academic Senate for the Level B Committees. |
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| APPROVE COMMITTEE MEMBERSHIPS Confirm the membership of the:
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| Director, Learning and Teaching Centre | WORKSHOPS, SEMINARS AND RESOURCES Develop, publicise and provide workshops, seminars and resources for potential applicants, Heads of Department and Executive Deans. |
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| Ensure workshops, seminars and resources include a component on equity considerations. | |||||||||||||||||||||||||||||||||||||||||||||||||
PREPARE DISCIPLINE REPORT Forward the completed Report to the Faculty HR Manager. Where the Head of Department is also applying for promotion, the Head of Department is to consult with the Executive Dean. The Executive Dean will nominate another member of staff to assume responsibility for completing the Discipline Report. NOMINATE EXTERNAL ASSESSORFor all Level E applicants within your Department, provide to the Director, HR, a ranked list of the names of at least three discipline experts who can provide an objective assessment of the applicant’s standing in their field of expertise. Where the Head of Department is a Level E applicant, the Executive Dean will identify another member of staff to assume responsibility for nominating the discipline experts. HR will then choose an assessor on the basis of availability. |
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MANAGE DISCIPLINE REPORT PROCESS |
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Executive Dean (for Faculties) Executive Dean, Faculty of Business and Economics (for MGSM) Executive Dean, Faculty of Human Sciences (for LTC) |
QUALITY CHECK Review the Discipline Report for quality assurance purposes, adding comments as appropriate. LEVEL B FACULTY COMMITTEE Ensure a staff member is assigned to undertake administrative support for the Level B Faculty Committee, including arranging interviews and drafting reports.
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DETERMINE YOUR ELIGIBILITY The expectation is that an applicant will apply for promotion from their current level to the next higher level, however, promotion by more than one level is not precluded. An applicant who was previously unsuccessful at promotion may reapply for promotion but must wait twelve months before submitting another application. A new application must be submitted, although elements of the previous application may be used, as appropriate. Performance Development and Review COMMENCE APPLICATION PROCESS Seek advice from your Head of Department, Executive Dean, colleagues and/or referees on whether you have the evidence necessary to meet the criteria for promotion. Ensure all internal department/faculty deadlines are met. Adhere to all the published deadlines. REQUEST DISCIPLINE REPORT REFEREES - NAMES For an application for promotion to Level C, include the names and contact details of at least three (3) referees, noting that at least one must be of national standing. For an application for promotion to Level D or E, include the names and contact details of at least three (3) referees, noting that there must be a mix of national and international referees. No application is to include more than five (5) referees. All applications must include a rationale as to why each referee is appropriate. Within their reports, referees will need to offer an objective insight into the quality, reach and impact of your contributions within your discipline. It is therefore preferable that your referees not be those that you have published or researched with in the last five years. Where you have listed more than the minimum number of referees, but only the minimum number of Referee Reports have been received by the due date, indicate whether or not you agree to your application being considered in the current round. REFEREES - REPORTS COLLATE EVIDENCE Part 1 – Case for Promotion
This is where you are to provide a factual summary of the activity you have undertaken to support the case for promotion you made in Part 1. The details are to be submitted on the CV Template. You will be required to provide information on your:
Part 3 – Sources of Evidence REVIEW THE DISCIPLINE REPORT FORMAT AND SUBMIT APPLICATION
Incomplete or late applications will not be eligible for consideration. By submitting an application, an applicant may be requested to attend an interview, in person, with the Promotions Committee. An application may not be considered if an applicant cannot be available for a personal interview. |
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CONSIDER ALL ELIGIBLE APPLICATIONS Receive a briefing from the Equity Observer and consider Equal Employment Opportunity (EEO) principles throughout the promotions process. Determine if additional information is required, and if so, request that it be provided and the date by which it should be provided. An indication of the consequences of non-provision is to be given at the same time. Determine the applicants to be interviewed and the purpose of the interview process. Include the Level E Assessor’s report as part of the evidence to be considered for the applicant. The Committee may, at its discretion, consult the Executive Dean and / or Head of Department for comment on the application. Following all interviews, review the report written by the HR officer. The report will include the names of the panel members, the process undertaken, whether the applicant was interviewed, and whether they were successful. The decision will be one of the following:
Each determination to promote, or offer accelerated progression, must indicate the agreed level and point on the scale. Where the determination is for a point above the base of the level, the exceptional reasons must be detailed. The report for the VC must include:
The Chair, or nominee from the Committee, is to be available for consultation by applicants, as required. |
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| WRITE EQUITY REPORT Write a separate report detailing the themes emerging from the academic promotions process, particularly with respect to equity and equal opportunity principles. |
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| ENDORSE THE DETERMINATION OF THE PROMOTION COMMITTEE Review and endorse the determination of the Promotions Committee. |
Procedure Information
| Contact Officer | Director, Human Resources |
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| Date Approved | 3 February 2011 |
| Approval Authority | Director, Human Resources |
| Date of Commencement | 3 February 2011 |
| Amendment Dates | March 2012 – Date for Next Review extended to standard 3 years November 2011 – separated Level D and Level E application requirements; clarified that Level E applicants need to submit soft copies as well as hard copies of some documents, and that they need to be available in person for interview February 2011 – supersedes version approved 24 October 2008; includes External Assessors for Level E |
| Date for Next Review | February 2014 |
| Related Policies, Procedures, Guidelines, Forms or Templates | Academic Promotion Policy |
| Keywords | Promotion, Academic Promotion, Appeal, Application |