Academic Promotion

Academic Promotion

Summary

The Academic Promotion Policy establishes the principles that underpin the University's approach to academic promotion to Levels B, C, D and E.  The Procedure outlines the promotion process, including application requirements, promotion committees, assessment process, and roles and responsibilities associated with academic promotion. The Criteria Schedule outlines promotion criteria for each level.

POLICY

1     PURPOSE

To outline principles for the promotion of academic staff at Macquarie University.

2     BACKGROUND

In pursuit of its vision to be recognised nationally and internationally as a high performing university, Macquarie University (the University) aims to foster excellence in all areas of academic endeavour. The University has a holistic approach to recognising academic achievement, supporting staff to progress their academic career on the basis of merit, performance and achievement, relative to opportunity.

The aim of academic promotion is to:

  • recognise and reward academic staff for demonstrated and sustained achievement and high performance in relevant areas of academic endeavour; and
  • provide an identifiable career pathway for all academic staff.

Scholarship is a core value of Macquarie University and underpins our academic mission. The criteria for promotion at Macquarie University 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).* With this approach, the University recognises the diversity of scholarship and the value of each type of scholarship. It creates flexible career pathways, allowing individual academics to work to their strengths. An additional Leadership and Citizenship criterion allows staff to demonstrate their leadership and alignment with the University’s values; and broader contribution to the University, community and academe.

*Boyer, E. L. (1990) Scholarship reconsidered: Priorities of the professoriate. Carnegie Foundation for the Advancement of Teaching

3     SCOPE

This policy applies to all continuing and fixed-term academic staff, whether full-time or part-time, who seek promotion to Levels B, C, D or E.

This policy does not apply to:

  • casual academic staff; or
  • honorary title holders, except Conjoint title holder as per the Honorary Academic Titles Policy.

4     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definitions apply for the purpose of this Policy and the Academic Promotion Criteria Schedule:

Discovery: the pursuit of new knowledge and understanding; the outcomes, process and passion that add value to discovery.

Integration: linking and connecting disciplines; giving meaning and perspective to original research and/or research fields; connecting discovery with curriculum; illuminating and interpreting discoveries to bring new insight; changing practice at University.

Teaching: maintaining the continuity of human knowledge via dynamic exchange of ideas to facilitate active learning; encouraging and equipping students with critical, creative thinking; instilling the ability and passion for learning, and actively linking all forms of scholarship.

Application: activities that link universities with society, the translation and application of knowledge and discovery to the broader community; a two-way flow where knowledge can inform application and application can inform discovery; connecting students with, and embedding learning into applied practice.

Leadership and citizenship: modelling the University values in everyday behaviour; active and meaningful contribution to the University and broader academic community. 

5     POLICY STATEMENT

Academic promotion of academic staff to Levels B, C, D and E will only be offered in accordance with the principles of this Policy and the steps outlined within the accompanying Procedure.

5.1     PRINCIPLES

Strategic alignment

Academic promotion is aligned to the strategic goals and priorities of the University. It supports the University’s values of scholarship, integrity and empowerment, as outlined in Macquarie University’s strategic framework, and the University’s strategic priorities, including:

  • a culture of transformative learning in a research-enriched environment;
  • an accelerated and impactful performance in discovery;
  • creating an innovation nexus where Macquarie and our partners contribute to solutions to the world and develop lasting relationships; and
  • emboldening Macquarie University’s recognition and international presence.

The Academic Promotion Policy also supports Macquarie University’s Strategic Research Framework 2015 - 2024 and Learning and Teaching Strategic Framework 2015-2020.

Merit based selection

Promotion of eligible academic staff is based on merit. It involves the assessment of demonstrated performance against the promotion criteria for each academic level, relative to opportunity. Claims of performance and achievement must be supported by evidence and externally validated, as far as possible.

The University recognises that meritorious performance can occur in a range of academic activities and will take into account the diversity of academic performance and output characteristics of different disciplines.

Achievement relative to opportunity

The University recognises that academic staff contribute to its strategic goals in diverse ways. The achievements of applicants for promotion are considered relative to:

  • required working arrangements e.g. part-time work or flexible working arrangements;
  • the opportunities that have been available to the applicant relative to the discipline and appointments held;
  • career histories, including late entry to academia or interrupted career trajectories; and
  • relevant personal circumstances e.g. carer responsibilities, disability or ongoing medical condition.

The University recognises such circumstances do not alter the applicant’s capacity to produce high quality work, but may have other impact, e.g. on the quantum of output. Assessing achievements relative to opportunity gives more weight to the overall quality and impact of achievements. Achievement relative to opportunity is not about expecting a lesser standard of performance.

Equity and non-discrimination

The University is committed to equal opportunity and fairness in promotion and will not discriminate, directly or indirectly, against applicants on discriminatory grounds as specified in anti-discrimination legislation, including:

  • sex or gender
  • pregnancy
  • race (including colour, ethnic background or national identity)
  • marital status
  • disability
  • sexual preference
  • transgender status
  • religious beliefs
  • age
  • political affiliations.

Confidentiality, transparency and fairness

The University will adhere to a consistent, fair, confidential and transparent process as outlined in the Academic Promotion Procedure.

5.2     ELIGIBILITY

To be eligible for promotion, at a minimum, applicants must have completed:

  • two years of service (or equivalent in broken periods of service) in an academic position at Macquarie University by the closing date of applications, either from the date of first commencement at Macquarie University or promotion to their current level; and
  • Performance Development and Review in the preceding year.

If an applicant does not meet the eligibility criteria, exemption provisions may apply (see Clause 5.4 of this Policy and Clause 4.9 of the Procedure).

An applicant who was previously unsuccessful at promotion on two consecutive occasions, must wait at least two years from the date of notification before reapplying. Special permission to reapply earlier may be granted jointly by the Executive Dean and Deputy Vice-Chancellor (Academic) and should be sought prior to lodging an application.

5.3     Promotion model and criteria

There are five categories of criteria for promotion:

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

Applicants for promotion will be assessed by a promotion committee in each area for which they claim achievement.

Assessment in each category will have four levels of achievement:

Not achieved/Not applicable
Achieved
Superior
Outstanding

Once a level of achievement has been determined, points will be allocated as per the following scale to determine an overall score:

Not achieved/Not applicable

0 points

Achieved

1 point

Superior

2 points

Outstanding

3 points

To be promoted to Levels B and C, an applicant must demonstrate that they should be awarded at least 8 points by the relevant Faculty Promotion Committee. The applicant must achieve Outstanding (3 points) in at least one of the five categories. The applicant must be awarded at least Achieved (1 point or above) in the demonstration of Leadership and Citizenship.

To be promoted to Levels D and E, an applicant must demonstrate that they should be awarded at least 9 points by a University Promotion Committee. The applicant must achieve Outstanding (3 points) in at least one of the five categories. The applicant must be awarded at least Superior (2 points or above) in the demonstration of Leadership and Citizenship.

The Academic Promotion Criteria Schedule provides examples of evidence/ indicators for each level to assist applicants with making a case for promotion.

Guidance on applying criteria:

  • Applicants do not need to score across all five categories. The assessment and scoring system allows flexibility in how the threshold score for promotion is met. The only mandatory category where applicants must score some points is Leadership and Citizenship.
  • The examples of evidence/ indicators for each level are indicative only and do not provide a list of expectations. It is not expected that applicants would cover all the examples/indicators in a category to achieve Outstanding in that category. The focus is on quality of achievement, not on the number of examples/indicators that are covered by an applicant.
  • The promotions committee apply a holistic approach to the assessment of applicants, considering the applicant and their achievement as a ‘whole person’, and relative to opportunity.

5.4     General rules and requirements

As a general rule, applicants cannot:

  • apply for a promotion with less than two years of service at Macquarie University, since commencement or last promotion;
  • apply for a promotion to a level that is more than one level higher than their current level (e.g. seek promotion from Level B to Level D);
  • apply for promotion to several levels at the same time (e.g. seek promotion from Level B to Level C and to Level D in the same round).

In exceptional circumstances the University may waive these requirements. To do so, an exemption application must be lodged as per the Academic Promotion Procedure.

5.5     Out-of-round promotion

The University recognises there may be legitimate circumstances when a promotion needs to occur outside of the scheduled promotion round. 

An out-of-round promotion application will be permitted in circumstances of:

  • retention in response to a credible written employment offer at a higher level from a competitor institution;
  • retention of high performing academic staff identified as flight risk, regardless of whether or not there is an employment offer from a competitor institution.

To ensure there is an appropriate assessment and a clear approval process, an out-of-round promotion application will follow the steps outlined in the Academic Promotion Procedure (Clause 4.7).

6     RELEVANT LEGISLATION

Anti-Discrimination Act 1977 (NSW)Age Discrimination Act 2004 (Cth)Disability Discrimination Act 1992 (Cth)Racial Discrimination Act 1975 (Cth)Sex Discrimination Act 1984 (Cth)

7     KEY RELATED DOCUMENTS

Supporting Academic Promotion documents on this page (see Tabs above):
Academic Promotion Procedure
Academic Promotion Criteria Schedule

Other related documents:
Academic Promotion website

8     NOTES

8.1

Contact Officer

Academic Promotions Coordinator, Human Resources

8.2

Implementation Officer

Director, Human Resources

8.3

Approval Authority / Authorities

Director, Human Resources

8.4

Date Approved

13 April 2017

8.5

Date of Commencement

18 April 2017

8.6

Date for Review

18 April 2019

8.7

Documents Superseded by this Policy

Academic Promotion Policy approved 5 December 2012

8.8

Amendment History

6 June 2017 - minor amendment to Section 5.2 Eligibility so as to confirm two years of service is calculated from either the date of first commencement at Macquarie University or promotion to current level.

PROCEDURE

1     PURPOSE

To outline the process for promotion of academic staff at Macquarie University to ensure consistency, transparency and fairness.

2     SCOPE

This procedure applies to all continuing and fixed-term academic staff, whether full-time or part-time, who seek promotion to Levels B, C, D or E.

This procedure does not apply to:

  • casual academic staff, or
  • honorary appointees, except Conjoint title holder as per the Honorary Academic Titles Policy.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary. Definitions specific to this Procedure are contained in the accompanying Policy.

4     PROCEDURE

Print version of Academic Promotion Procedure Flowchart (PDF)

If you have difficulty accessing this document please contact the Policy Unit policy@mq.edu.au or 9850 4791.

4.1     Promotion rounds

There is one promotion round per calendar year.

4.2     Preparing to apply

Applicants should discuss their intention to apply for promotion with their academic supervisor and Head of Department. Applicants considering applying for promotion to Level E should discuss their intentions with the Executive Dean.

4.3     Applying for promotion

Application

Applications will only be considered complete if all documents are submitted to Human Resources by 5pm on the application closing date as per the requirements below. Incomplete or late applications will not be considered.

Document

Requirement

Format

Prepared and submitted by

Submission method

Application for promotion (includes case for promotion)

Essential

HR Form

Applicant

By email

CV

Essential

Semi-structured template

Applicant

By email

Head of Department Report

Essential

Template

Prepared and signed by Head of Department,

Endorsed by the Executive Dean,

Signed and submitted by the applicant

By email

Supporting evidence

Not essential

N/A

Applicant

By email

Referees

The following referee requirements must be met:

Promotion to

Minimum requirements

Levels B and C

4 referees nominated by the applicant:

  • 2 referees who are either peers or junior colleagues/students
  • 2 senior esteemed referees, internal or external to the University

Level D

4 referees nominated by the applicant:

  • 2 referees who are either peers or junior colleagues/students
  • 2 senior esteemed referees, internal or external to the University (including referees of national standing)

2 independent referees nominated by the Head of Department

Level E

4 referees nominated by the applicant:

  • 2 referees who are either peers or junior colleagues/students
  • 2 senior esteemed referees, internal or external to the University (including referees of international standing).

2 independent referees nominated by the Head of Department

A peer is someone with whom the applicant currently works (or has recently worked – in the last 12 months) in the department, faculty, the University, the sector (including other Australian or international universities) or in industry. Peers nominated to provide a reference must have direct and recent experience working with the applicant and have knowledge of their work.

Junior colleagues or students nominated as referees must be able to speak to the applicant’s leadership and mentorship.

A senior esteemed referee can be an academic or a senior business or community leader, and must have experience and esteem in the applicant’s discipline, and knowledge of the applicant’s work. 

Referees nominated by the applicant

Applicants should not provide referees with whom they have a familial or personal relationship. Professional friendships and collegial relationships are normal and expected. 

Applicants are not required to obtain and submit referee reports. Similar to a recruitment process, referees will be contacted by Human Resources to complete a reference for the applicant. It is the responsibility of the applicant, however, to obtain the referee’s agreement to provide a reference before nominating them in the application.

Independent referees

The University, on the recommendation of the Executive Dean, will invite two additional referees for applicants to Levels D and E. All independent referees must be external to the University.

The process will be as follows:

  • The Head of Department will provide the Executive Dean with a list of 4 or 5 suggested names, ensuring that appropriate referees are selected in terms of providing an independent assessment of an application and there is no conflict of interest (e.g. they are not former supervisors or co-authors).
  • The Executive Dean will rank the nominated referees. The rank ordered list will be forwarded to Human Resources.
  • Human Resources will contact the first two referees on the rank ordered list to see if they are willing to serve. Depending on availability, two referees will be selected from the list and will be asked to complete a reference for the applicant.
  • The applicant should not be advised of the final selection of independent referees.

Head of Department Report

The Head of Department Report is prepared by the Head of Department and must be endorsed by the Executive Dean.

Where the Head of Department is 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 Head of Department Report.

The purpose of the Head of Department Report is to:

  • detail the standards of performance expected of academic staff in the department; and
  • consider the applicant’s performance against these standards (relative to opportunity, workload allocation and nature of appointment) and whether or not the applicant meets criteria for promotion.

It is the responsibility of the applicant to:

  • advise the Head of Department of their intention to apply in the current round,
  • provide the Head of Department with a copy of their application, and
  • provide the Head of Department with sufficient time for the preparation of the Head of Department Report.

If the applicant does not agree with or wishes to clarify the comments made by the Head of Department, the applicant may provide a response to the Head of Department Report and submit it with their application.

Supporting evidence

Applicants may wish to include three to five pieces of evidence with their application in support of their performance and achievements.

Applicants may be called upon at the time of their interview to provide a specific source of evidence or supporting material, for example, a particular research publication or teaching evaluations. Applicants are encouraged to ensure that their information is up to date in the Research Management System as it may be referred to by the Committee during the process.

4.4     Assessment of application

Applications for Levels B and C will be considered by a relevant Faculty Promotion Committee (FPC).

Applications for Levels D and E will be considered by a relevant Faculty Promotion Committee and a University Promotion Committee (UPC), as per the table below.

 

Committee Assessment

Level of promotion

FPC

UPC

B

yes

n/a

C

yes

n/a

D

yes

yes

E

yes

yes

General committee composition requirements

The following requirements apply to all FPCs and UPCs:

  • The term of office for committee members, except ex officio, is three (3) years.
  • All members must be at least at the same academic level as that to which promotion is sought and no lower than Level C.
  • A staff member cannot be a member of both the FPC and UPC for the same level.
  • Executive Deans are excluded from UPC membership.
  • Committees must include male and female members with gender balance as far as possible.
  • Committees should have appropriate representation from different discipline areas as far as possible.
  • A committee member may nominate a replacement member, if there are valid reasons why they cannot attend or continue serving on the committee.

Faculty Promotion Committee (FPC)

The role of the FPC is to assess applications for promotion for the relevant Faculty, interview applicants and:

  • for applications to Levels B and C, determine the outcome of applications, or
  • for applications to Levels D and E, make recommendations that will be further considered by the UPC.

FPC membership

FPC committees for all levels must have the following membership:

  1. Executive Dean, ex officio – Chair
  2. Associate Dean or Head of Department from the faculty
  3. External academic member from another faculty
  4. Member of Academic Senate
  5. Academic member from the faculty
  6. Academic member from the faculty
  7. Academic member from the faculty.

A representative from HR will be in attendance at all meetings, but will not have voting rights.

FPC assessment process

The FPC will review all application documents and confidential referee reports in accordance with the Academic Promotion Policy. 

The FPC will interview all applicants for promotion. The purpose of interviews is to provide an opportunity for applicants to speak to their case for promotion and for members of the promotion committees to seek clarifications on matters within a promotion application.

The relevant Head of Department may also be invited to the committee meeting to address the committee (with or without the applicant present). 

The FPC may request additional evidence from applicants. The FPC should provide applicants with advance notice of the need to view additional evidence.

Following interviews, all FPC members will vote, which may be by secret ballot, to:

  • promote,
  • not promote,
  • not promote but offer accelerated progression within current level.

The FPC may conduct a non-binding vote, followed by discussion and a final vote which will be binding.

If there are more than two votes against promotion (30%) in the final vote, the applicant will not be recommended for promotion.

The FPC Chair will prepare a report including:

  • recommendations to promote or not promote for each applicant; and
  • reasons for the recommendations with reference to the relevant criteria.

For applications to Levels B and C, the FPC determination will be final.

For applications to Levels D and E, applications and recommendations from the FPC will be submitted to the UPC for further consideration.

University Promotion Committee (UPC)

The role of the UPC is to consider the applications for promotion to Levels D and E together with the recommendations from the corresponding FPCs, and determine the outcome of these applications.

UPC membership

The UPC for Level D must have the following membership:

  1. DVC (Academic), ex officio – Chair
  2. DVC (Research), ex officio
  3. DVC (Corporate Engagement and Advancement), ex officio
  4. Chair, Academic Senate, ex officio
  5. External academic member from another university
  6. Academic member from the Faculty of Arts
  7. Academic member from the Faculty of Business and Economics
  8. Academic member from the Faculty of Human Sciences
  9. Academic member from the Faculty of Science and Engineering
  10. Academic member from the Faculty of Medicine and Health Sciences.

The UPC for Level E must have the following membership:

  1. Vice-Chancellor, ex officio – Chair
  2. DVC (Academic), ex officio
  3. DVC (Research), ex officio
  4. DVC (Corporate Engagement and Advancement), ex officio
  5. Chair, Academic Senate, ex officio
  6. External academic member from another university
  7. Academic member from the Faculty of Arts
  8. Academic member from the Faculty of Business and Economics
  9. Academic member from the Faculty of Human Sciences
  10. Academic member from the Faculty of Science and Engineering
  11. Academic member from the Faculty of Medicine and Health Sciences.

A representative from HR will be in attendance at all UPC meetings, but will not have voting rights.

UPC assessment process

The UPC will review all applications to Levels D and E and the recommendations from the FPC.

The UPC may ask the Executive Dean of the relevant faculty to attend the UPC and speak to applications from their faculty.

All UPC members will vote, which may be by secret ballot, to:

  • promote,
  • not promote, or
  • not promote but offer accelerated progression within current level.

The UPC may conduct a non-binding vote, followed by discussion and a final vote which will be binding.

If there are more than three votes against promotion (30%) in the final vote, the applicant will not be promoted.

The UPC’s decision is the final decision. If the UPC’s decision differs from the recommendations of a FPC, the Chair of the UPC should provide feedback to the Chair of the FPC.

Verification checks

The University reserves the right to make inquiries to verify information provided in the application, including off-list reference checks where appropriate.

4.5     Outcome notification

Promotion Committee Chairs must advise the outcome of the promotion process face-to-face, by telephone or email as soon as possible, and ideally within 48 hours, following the last meeting for each academic level, in the following order:

Applicants to Levels B and C

FPC Chair notifies:

  • Applicant
  • Head of Department (or Head of Office for non-Faculty applicants)

Applicants to Levels D and E

UPC Chair notifies FPC Chair. FPC Chair is then responsible for notifying:

  • Applicant
  • Head of Department

HR will prepare notification letters for each applicant.

Unsuccessful applicants are encouraged to meet with the Executive Dean to discuss feedback.  Applicants should use this advice, in consultation with their performance supervisor, when revising Performance Development and Review plans. Applicants are unlikely to be successful in subsequent promotion rounds unless they have addressed recommendations from the Promotions Committee.

4.6     Appeals

Applicants may appeal against the decision of the Promotion Committee only if:

  • the published academic promotion procedure was not followed; and
  • this failure had a material effect on the decision not to recommend promotion.

The Promotion Committee’s assessment of the academic merit of an application is final and will not be the subject of appeal. This includes assessment against the promotion criteria and allocation of points.

To appeal the Promotion Committee decision, an applicant must:

  • seek advice and further information, as necessary, directly from the Chair of the Promotion Committee on the reason(s) for the decision not to promote; and
  • detail the allegations that may demonstrate that the University failed to follow the procedures set down, that this failure had a material effect on the decision not to promote, and that, as a consequence, the case should be reheard; and
  • submit the appeal in writing to the Director, Human Resources, with the necessary supporting information, within 20 working days after receipt of notification of the outcome of the original application.

In exceptional circumstances, such as illness or misadventure, the applicant may request an extension to the 20-working-day appeal submission deadline. For the extension to be granted it must be approved by:

  • the Director, Human Resources, and
  • the Deputy Vice-Chancellor (Academic).

The Deputy Vice-Chancellor (Academic) will nominate members of the Appeals Committee. The membership will comprise:

  • a Chair nominated by the Deputy Vice-Chancellor (Academic);
  • the Deputy Vice-Chancellor (Academic), or nominee if the Deputy Vice-Chancellor (Academic) was a member of the associated Promotion Committee; and
  • two (2) academic Level E staff members.

HR will provide the Appeals Committee with copies of:

  • written statements from the applicant;
  • written statement from the Chair of the associated Promotion Committee(s) and any other person the Appeals Committee considers relevant to the conduct of the appeals process; and
  • all promotion application documents submitted to the Promotion Committee(s).

The Appeals Committee will review the documentation and will provide a written recommendation to the Vice-Chancellor, giving reasons as to why the appeal should be:

  • dismissed; or
  • upheld.

The Vice-Chancellor will review the recommendation of the Appeals Committee and will make a determination. The Vice-Chancellor’s decision is final.

If the appeal is upheld, the Vice-Chancellor will refer the decision back to the original Promotions Committee for reconsideration.

4.7     Out-of-round promotion

There may be legitimate circumstances when a promotion needs to occur outside of the scheduled promotion round as outlined in the Academic Promotion Policy (Clause 5.5) 

An out-of-round promotion application must include:

  • a business case specifying the exceptional circumstances and level of promotion requested;
  • applicant’s CV; and
  • relevant supporting documentation, e.g. job application and letter of offer from the relevant institution or references from external experts in the same discipline.

The out-of-round promotion application must be completed and endorsed by the Head of Department and relevant Executive Dean and submitted by the Executive Dean to the Director, Human Resources.

The application for out-of-round promotion will be considered jointly by:

  • the Director, Human Resources,
  • the Deputy Vice-Chancellor (Academic), and
  • the DVC (Research).

4.9     Exemptions

There may be legitimate circumstances where there should be an exception to the standard rules and processes outlined in the Academic Promotion Policy and Procedure.

An applicant may seek an exemption if:

  • the applicant has worked for less than two (2) years at Macquarie University since commencement or last promotion; or
  • the applicant is seeking promotion to a level that is more than one level higher than their current level (e.g. seeking promotion from Level B to Level D); or
  • the applicant is seeking promotion to several levels in the same round (e.g. seeking promotion from Level B to Level C and Level D in the same round); or
  • the applicant does not otherwise satisfy the requirements of the policy to apply for promotion (excluding casual and honorary appointments).

An exemption application must include:

  • a business case specifying the exceptional circumstances as to why the standard rules should not apply and level of promotion requested;
  • applicant’s CV; and
  • relevant supporting documentation (if applicable).

An exemption application must be endorsed by the Head of Department and relevant Executive Dean and submitted by the Executive Dean to the Director, Human Resources.

The exemption application will be considered jointly by:

  • the Director, Human Resources,
  • the Deputy Vice-Chancellor (Academic), and
  • the DVC (Research).

If exemption is granted, the application for promotion can be lodged and considered through the normal application process. Granting exemption does not mean that the application for promotion is approved.

If exemption is not granted, the Director, Human Resources will advise the applicant and provide reasons for the decision. The decision is final and is not subject to appeal. 

5     ROLES AND RESPONSIBILITIES

Below is a summary of the key responsibilities of those involved in the academic promotion process. The information below specifies the key responsibilities only and does not repeat each and every responsibility referred to in this Procedure.

5.1     Applicant

  • Discuss plans for applying for promotion with their academic supervisor and/or relevant Head of Department.
  • Review Academic Promotion Policy, Procedure and Criteria.
  • Ensure eligibility requirements are met before applying for promotion.
  • Provide Head of Department with sufficient time to review the application and complete the Head of Department Report.
  • Liaise with nominated referees to obtain their agreement to provide a reference.
  • Submit application in accordance with advertised timeframes and requirements set out in the Academic Promotion Policy and Procedure.
  • Make themselves available for the promotion interview.

5.2     Academic supervisor

  • Provide guidance, information and feedback to staff under supervision in relation to the timing of their application for promotion.
  • Engage with the performance development and review process with academic staff under supervision.

5.3     Head of Department

  • Where a Head of Department is also the applicant’s academic supervisor, they are responsible for:
    • providing guidance, information and feedback to staff under their supervision in relation to the timing of their application for promotion; and
    • engaging with the performance development and review process with academic staff under their supervision.
  • Review the application for promotion and complete the Head of Department Report.
  • Provide information and/or evidence to supplement an application, if requested by the Promotion Committee.
  • Participate in the process of providing feedback to unsuccessful applicants, if required by the Chair of Promotion Committee.

5.4     Executive Dean

  • Review and sign the Head of Department Report.
  • Act as Chair of the Faculty Promotion Committee.
  • Provide information and/or evidence to supplement an application if requested by the University Promotion Committee.
  • Notify applicants for promotion of the outcome of their application.
  • Provide feedback to unsuccessful applicants for promotion.

5.5     Chair of Promotion Committee

  • Ensure applications for promotion are assessed by the relevant Promotion Committee in accordance with the Academic Promotion Policy and Procedure.

5.6     Members of the promotion committee

  • Review all material provided.
  • Keep information confidential.
  • Disclose any conflict of interest.
  • Make an objective and impartial assessment as to the merit of the case.

5.7     Human Resources

  • Coordinate the promotion process in accordance with the Academic Promotion Policy and Procedure.

5.8     Vice-Chancellor

  • Chair the University Promotion Committee at Level E.
  • Review and endorse the determination of the Promotions Committees for all academic levels.

6     KEY RELATED DOCUMENTS

Supporting Academic Promotion documents on this page (see Tabs above):
Academic Promotion Policy
Academic Promotion Criteria Schedule

Other related documents:
The following forms and templates are available on the Academic promotion website:

7    NOTES

7.1

Contact Officer

Academic Promotion Coordinator, Human Resources

7.2

Implementation Officer

Director, Human Resources

7.3

Approval Authority / Authorities

Director, Human Resources

7.4

Date Approved

13 April 2017

7.5

Date of Commencement

18 April 2017

7.6

Date for Review

18 April 2019

7.7

Documents Superseded by this Procedure

Academic Promotion Procedure approved 5 December 2012

7.8

Amendment History

5 July 2017 - Minor amendments to clarify that senior esteemed referee can be an academic or a senior business or community leader, and all applications and recommendations from the FPC for promotion to Levels D and E will be submitted to the UPC for further consideration.

CRITERIA SCHEDULE

The Academic Promotion Criteria Schedule (PDF) outlines promotion criteria for each level.

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