Academic promotion

Academic promotion

Applications for the 2020 Academic Promotion round are due on 1 June 2020.

Overview of the promotion scheme

Macquarie University’s academic promotion scheme has a holistic approach to recognising academic achievement, supporting staff to progress their academic career on the basis of merit, performance, and achievement. It creates flexible career pathways, allowing individual academics to work to their strengths.

Our promotion criteria are based on Boyer’s four areas of scholarship (the scholarship of Discovery, the scholarship of Teaching, the scholarship of Application and the scholarship of Integration)[1]. With this approach, the University recognises the diversity of scholarship and the value of each type of scholarship. An additional Leadership and Citizenship criterion allows staff to demonstrate their leadership and to capture the demonstration of shared values and our capacity to work together and support each other toward both personal and institutional goals.

Objectives of the promotion scheme

  1. To have a strengths-based recognition and promotion scheme that is merit-based and which acknowledges the diversity of academic work, providing varied career pathways and balance between the recognition of research and learning & teaching.
  2. To have a fair and transparent promotions scheme where criteria are clear and applied consistently and transparently for all candidates.
  3. To provide a better experience and less cumbersome process for candidates and members of the committee with higher-level involvement and accountability at faculty level.

Key changes introduced in 2017

Criteria for promotion

The old criteria, based around three areas (research, teaching and community engagement) were replaced by new criteria based on Boyer’s model of scholarship.

There are five categories arising from this model:

  1. scholarship of Discovery
  2. scholarship of Teaching
  3. scholarship of Application
  4. scholarship of Integration
  5. demonstration of Leadership and Citizenship.

There is greater flexibility to achieve the standard required for promotion. Applicants make a case for promotion by self-assessment with points allocated for the level of achievement:

1 = Achieved
2 = Superior
3 = Outstanding

To be promoted to Levels B and C applicants will need to:

  • achieve at least 8 points across the five categories,
  • achieve Outstanding (3 points) in at least one area, and
  • demonstrate at least Achieved (1 point) in the Leadership and Citizenship category.

To be promoted to Levels D and E applicants will need to:

  • achieve at least 9 points across the five categories,
  • achieve Outstanding (3 points) in at least one area, and
  • demonstrate at least Superior (2 points) in the Leadership and Citizenship category.

Promotion committees

Applications for promotion will be assessed by:

  • Faculty Promotion Committee at each level, and
  • University Promotion Committee as a second step for Levels D and E.

All applicants for promotion will be interviewed by their Faculty Promotion Committee.

Application process

The application process has been streamlined to provide an easier process for candidates and committee members alike. Improvements include:

  • The application form (including case for promotion) is shorter and less cumbersome.
  • A semi-structured CV template.
  • Applicants are no longer required to submit a hard copy Sources of Evidence folder.
  • Applicants are no longer required to coordinate provision of referee reports - HR will contact nominated referees to provide a confidential reference for the applicant.

Key changes introduced in 2020

The Academic Promotion Policy and Procedure were reviewed in 2019, as per the University’s policy framework review cycle. The purpose of the review was to consider data, outcomes and trends from the two rounds of promotion under the new scheme, address any points of feedback and issues in the first two years, and to amend for job families as per our commitment under the new Academic Staff Enterprise Agreement.  The following amendments are introduced as a result of this review for the 2020 promotion round:

Additional point in Teaching for Teaching & Leadership job family

Applicants who are appointed to the Teaching and Leadership job family are eligible to claim an additional point (i.e. can claim 4 points) in the Scholarship of Teaching.

This supports an equitable progression pathway for staff employed in teaching focused roles, who do not have research allocation, and aligns our promotion policy with the commitments under the new Academic Staff Enterprise Agreement.

Link between workload allocation and points

Applicants need to demonstrate in their case for promotion alignment between their workload allocation and areas in which they are claiming points/presenting evidence of performance.

For example, applicants on 40:40:20 workload allocation, are expected to demonstrate evidence of performance in Discovery and Teaching and will not be promoted if there is no achievement (i.e. 0 points) in either of these areas.

Improved referee requirements

The number of applicant-nominated referees was reduced from 4 to 2. From the 2020 round, applicants are no longer required to nominate two peer or junior referees.

Amendments were also made to clarify the requirements regarding national and international standing, and internal/external status of applicant nominated referees.

In addition, the definition of independent referees was revised to address feedback about objectivity of such references and minimise potential for conflicts of interest.

Please refer to the Academic Promotion Procedure for more information.

Exemptions process

There were two important amendments:

  • Applicants who were granted exemption to apply in the current round (e.g. with less than 2 years of service) are now required to attach evidence of exemption with their application.
  • As a general rule, exemption to apply for promotion won’t be granted to applicants with less than 12 months of service at their current level.
ORCidApplicants are required to have an active ORCiD and include it in their application.

2020 promotion round

There will be one promotion round in 2020. Applications for promotion are due for submission to HR on 1 June 2020 for all levels.

Academic staff considering applying for promotion in 2020 are encouraged to consult with their Head of Department in advance and note the key dates:

As soon as possible and before 30 April 2020

Applicants seeking exemptions from the standard rules (e.g. applying prior to reaching 2 years of service) need to formally apply for exemption as per Clause 4.8 of the Academic Promotion Procedure

20 April 2020

Applications submitted to Heads of Department for review and preparation of Head of Department reports

11 May 2020

Head of Department reports and applications submitted to Executive Deans for review and sign off

1 June 2020

Applications due date

September – November 2020

Applicant interviews

1 January 2021

Promotion effective date

Academic staff applying for promotion will be required to have an ORCID iD and an up-to-date Pure and Scopus Researcher Profiles linked to their ORCID iD, and include their ORCID iD URL on their application form. For information on how to set up and link your ORCID iD, see Tracking your Research Guide.

A calendar schedule of Faculty Promotion Committee (FPC) and University Promotion Committee (UPC) dates for the 2020 promotion round are available here.

Promotion process and timelines -  2020

Overview of the promotion process and time frames are provided as guidance. For more information on the process see the Academic Promotion Procedure.

Promotion to Levels B and C

Preparing to apply

Applicant consults and prepares application

Review the academic promotion policy, procedure and criteria. Check if you are eligible to apply (e.g. you have been appointed at your current level for at least two years) and discuss your intention to apply with your Head of Department.

January - March 2020
(recommended)

Prepare your Application Form and CV (you can use your own format to prepare your CV).

Contact your referees to seek their consent to act as your referees (see the Academic Promotion Procedure for referee requirements for each level). Include details of your referees in the Application Form. You can let your referees know that HR will be in touch with them in June, after the applications closing date and that they will have approximately 4-5 weeks to complete a confidential questionnaire.

January - March 2020
(recommended)

Head of Department Report

Ask your Head of Department to prepare a Head of Department Report. You will need to provide your Head of Department with a copy of your application and CV.

by 1 April 2020

Head of Department prepares Head of Department Report.

Head of Department submits the following to the Executive Dean for comment and sign-off:

  • Head of Department Report
  • Applicant’s application and CV.

by 1 May 2020

Executive Dean endorsement

Executive Dean reviews the paperwork, signs the Head of Department Report and emails a copy of the signed report to the applicant.

by 25 May 2020

Applying

Submission

Applicant submits the following documents in PDF format to HR by emailing academicpromotions@mq.edu.au:

Applicants are permitted to submit three to five pieces of supporting evidence with their application, however, this is not a requirement. Applicants no longer need to submit a hard copy sources of evidence folder.

Applicants may choose to prepare a written response (no more than 1-2 pages) to the Head of Department Report. If you choose to do so, submit your written response to HR together with your application.

1 June 2020

Late applications won’t be accepted.

References

HR will contact your nominated referees in June, after the applications closing date to request confidential references. HR will provide referees with a questionnaire. Your referees will be asked to complete and return the questionnaire within 4-5 weeks.

June - July

Assessment

Review

HR will submit applications and confidential referees reports to the relevant Faculty Promotion Committee for review.

End July

Interviews

All applicants for promotion will be interviewed by their Faculty Promotion Committee.

September - November

FPC + UPC Meeting Dates

Decision

The Faculty Promotion Committee will determine the outcome of applications.

September - December

Outcome notification and promotion effective date

Applicants will be advised of the outcome of their application by the Chair of their Faculty Promotion Committee (Executive Deans) after the Faculty Promotion Committee meeting (Levels B and C) and following the University Promotion Committee (Levels D and E)

As applicable

Notification letters issued by HR

December

Promotion effective date

1 January 2021

Promotion to Levels D and E

Preparing to apply

Applicant consults and prepares application

Review the academic promotion policy, procedure and criteria. Check if you are eligible to apply and discuss your intention to apply with your Head of Department.

January - March 2020
(recommended)

Prepare your Application Form and CV. You can use the CV template or your own format to prepare your CV.

Contact your referees to seek their consent to act as your referees (see procedure for referee requirements for each level). Include details of your referees in the Application Form. You can let your referees know that HR will contact them in early August, after the applications closing date, and will provide them with a questionnaire. They will need to complete and return the questionnaire to HR within 4-5 weeks.

January - March 2020
(recommended)

Head of Department Report

Ask your Head of Department to prepare a Head of Department Report. You will need to provide your Head of Department with a copy of your application and CV.

Applicants to Levels D and E may wish to have a discussion with their Head of Department about potential independent referees.

by 1 April 2020
(recommended)

Head of Department prepares Head of Department Report.

For applicants to Levels D and E, Head of Department will need to nominate 4-5 independent referees. Head of Department may discuss potential nominations of independent referees with the applicant.

Head of Department submits the following to the Executive Dean for comment and sign-off:

by 1 May 2020 (recommended)

Executive Dean endorsement

Executive Dean reviews the paperwork, signs the Head of Department Report and emails a copy of the signed Head of Department Report to the applicant.

by 25 May 2020 (recommended)

The Executive Dean ranks the list of independent referees provided by the Head of Department and emails the ranked list to HR on academicpromotions@mq.edu.au.

HR will select two independent referees from the ranked list (based on availability). The Executive Dean’s referee ranking and final selection will remain confidential to the applicant.

by 1 June 2020

Applying

Submission

To apply for promotion, applicants will need to submit the following documents in PDF format to HR by emailing academicpromotions@mq.edu.au:

  • completed Application Form
  • CV (using CV template or own format)
  • Head of Department Report (signed by Head of Department, Executive Dean and applicant)

Applicants are permitted to submit three to five pieces of supporting evidence with their application, however, this is not a requirement. Applicants no longer need to submit a hard copy sources of evidence folder.

Applicants may choose to prepare a written response (no more than 1-2 pages) to the Head of Department Report. If you choose to do so, submit your written response to HR together with your application.

1 June 2020

Late applications won’t be accepted.

References

HR will contact applicant nominated referees and, for Levels D and E, two independent referees, and will request confidential references. HR will provide referees with a questionnaire, which will need to be completed and returned to HR within 4-5 weeks.

June - July

Assessment

Review

HR will submit applications and confidential referees reports to the relevant Faculty Promotion Committee for review.

August

Interviews

All applicants for promotion will be interviewed by their Faculty Promotion Committee.

September - November

Committee dates for each Faculty and promotion level TBC

Decision

The Faculty Promotion Committee will make a recommendation to the University Promotion Committee whether to promote, not promote or not promote, but offer accelerated progression within current level.

The University Promotion Committee will review applications and recommendations from the Faculty Promotion Committee. The University Promotion Committee may ask the Executive Dean of the relevant faculty to attend the meeting and speak to applications from their faculty. The University Promotion Committee will determine the outcome of applications.

November

University Promotion Committee dates TBC

Outcome notification and promotion effective date

Applicants will be advised of the outcome of their application by their Faculty Promotion Committee Chairs (Executive Deans) after the last committee meeting for their level.

TBA

Notification letters issued by HR

December
(indicative)

Promotion effective date

1 January 2021

Sample applications

Sample promotion applications are available to Macquarie University staff on request. These applications are to be used as a guide only.

To request a sample application, contact Catherine L.R. McDonald, Academic Promotions Coordinator on academicpromotions@mq.edu.au.

Information sessions

2020 Academic Promotion Information Session

In light of the MQ COVID-19 communications and guidelines, the 2020 Academic Promotion Information Session was held via Zoom on Monday, 23 March 2020. Please click here to watch a recording of the session.

Please note: Due to the size of the file and depending on your internet connection, please allow a couple of minutes for the video to load. The recording starts a couple of minutes into the session due to a technical issue.

Presentation slides

2018 Academic Promotion Information Session

Presentation slides

Need more help?

If you have any queries, please contact Catherine L.R. McDonald, Academic Promotions Coordinator on academicpromotions@mq.edu.au.

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