Academic Promotion Procedure

Document Number000798
Date Approved2 March 2007
Date Last Amended22 May 2010
  

1.      Introduction

This procedure supports the implementation of the Academic Promotion Policy 000679 and must be read in conjunction with that document.

This procedure applies to all academic staff (including Research Only staff) seeking promotion.

2.      Important Dates

2.1.     Timetable

i. Applications for promotion to Associate Professor and Professor will take place in the first half of each year with promotion effective from 1 July of the same year.

ii. Applications for promotion to Lecturer and Senior Lecturer will take place in the second half of each year with promotion effective 1 January of the following year.

iii. At the discretion of the Deputy Vice-Chancellor (Academic), an application may, in exceptional circumstances, be considered at any time. Such a decision must be consistent with the principles of the Academic Promotion Policy 000679 and the Academic Promotion Procedure.

iv. The Director, Human Resource Services will be responsible for submitting a draft timetable each year for academic promotion to the Deputy Vice-Chancellor (Academic) for consideration and approval.

v. Once approved, the timetable will be posted on the Human Resource Services website.

2.2.     Report From Head of School

Head of School report (Appendix B) must accompany an application. Applicants for academic promotion must provide a copy of their application to their Head of School at least two weeks before the closing date to ensure the Head has time to complete the report.

2.3.     Lodgement

i. Applicants will be responsible for ensuring their application is submitted by the nominated closing date.

ii. Applications (with Head of School report attached) must be submitted electronically to Human Resource Services by the due date.

2.4.     Late Applications

Late applications may be lodged only in exceptional circumstances and with the written approval of the Deputy Vice-Chancellor (Academic).

2.5.     Withdrawal of Application

Applicants may withdraw their application at any time prior to the convening of the Faculty Promotions Committee.

3.     Guidance For Committees

3.1.     Guidance for Committees

i. While the University expects all academic staff to maintain a high level of performance within the context of their duties across the areas of teaching, research and service, it recognises that the relative interests and achievements of academics in these areas will vary.

ii. Applicants are invited to specify the importance (“outstanding”; “sustained and effective”) they wish to assign to the areas of contribution. The Faculty or University Promotions Committee will be guided by the applicant’s indications, but will not be limited by them if they believe that an applicant has a different profile of accomplishments.

iii. In allocating proportions, applicants should consider their relative contributions in the three areas in terms of the quality of their achievements. In all cases applicants should discuss their relative contributions with their Head of School, Pro-Vice Chancellor and other senior colleagues.

iv. Whatever contributions are indicated a case must be made for each of teaching, research, and service except in the case of Research Only staff who need only make a case for research.

v. Staff appointed to a Research Only position need to provide evidence of Outstanding performance in the area of research, and no specific requirements for Teaching or Service.

vi. All applicants must demonstrate:

a) a sustained and effective level of performance, appropriate to their level of employment, in all three areas; and
b) outstanding achievement in one area in which they indicate they have made their strongest contribution.

vii. Applicants for promotion to Professor must, in addition to contributions under teaching, research and service, demonstrate:

a) they are eminent and internationally recognised scholars in a particular field of knowledge;
b) they have achieved, maintained and demonstrated deep understanding of, and sustained excellence and extended knowledge in a discipline/profession; and
c) they have provided leadership in the communication of their discipline/profession to students, peers and others.

4.     The Application

4.1.     Consultation with the Head of School and Pro Vice-Chancellor

i. Members of staff are required to consult their Head of School and Pro Vice-Chancellor before initiating an application for promotion.

ii. Heads of School and Pro Vice-Chancellors may not withhold an application. However, they should offer advice as to whether an application should proceed.

4.2.     General Guidelines for Preparation of Application

i. The application must include:

a) the completed Application for Academic Promotion Form (Appendix A);
b) the Head of School Report (refer Section 5 below and Appendix B);
c) a portfolio in each of the three areas: teaching, research including scholarship in relation to teaching and learning, and service (refer to Academic Promotions Guidelines - Appendix F).

ii. Supporting evidence, such as books and course material, may be provided to the Pro Vice-Chancellor for inspection by the Faculty Promotions Committee (refer 4.7 below).

iii. Applications must:

a) not exceed 20 pages (excluding the Application for Academic Promotion Form and the Head of School Report - see Appendices A and B respectively);
b) be type written on A4 paper with margins of 1.5cm;
c) be typed in size 11 or larger font;
d) have pages numbered; and
e) be submitted electronically.

4.3.     Teaching, Research and Service Portfolios

i. Applications should consist of portfolios in each of the three areas of teaching, research and service (refer to Academic Promotion Guidelines - see Appendix F).

ii. Each portfolio should be a minimum of four (4) pages long.

iii. The portfolio for the area of strongest contribution must be at least six (6) pages long.

4.4.     Teaching Portfolio

i. Applicants must include a teaching portfolio of at least four (4) pages, based on the Academic Promotion Guidelines (Appendix F).

ii. The teaching portfolio must include a summary of teaching and related activity (see Appendix C) and should also cover the following:

a) a statement on learning or teaching activities since appointment to the present level;
b) the underlying rationale of the applicant’s approach to teaching and learning;
c) the applicant’s involvement in or contribution to course and program design and delivery;
d) an evaluation of the effectiveness and impact of the applicant’s teaching in terms of student learning;
e) events and experiences in which the applicant has shown leadership in teaching;
f) the applicant’s experience in and contribution to research supervision.

4.5.     Research/Scholarship Related to Teaching and Learning Portfolio

i. Applicants must include a research portfolio of at least four (4) pages, based on the Academic Promotion Guidelines (Appendix F).

ii. The research portfolio must include a summary of research and related activity (see Appendix D) and should also cover the following:

a) a statement on major research achievements since appointment to the present level;
b) a description of the contribution the research program has made to the discipline;
c) a list of grants received;
d) a publication summary with evidence of quality and impact;
e) a summary of research related work (such as legal practice, medical and health practice, engineering and computing practice, architectural practice, visual arts practice, drama or music) other than publications, to be considered as evidence of research achievement;
f) a summary of other ways in which research expertise has been recognized, such as invitations to collaborate with colleagues, awards or fellowships;
g) a summary of demonstrated research leadership; and
h) attendance and participation in research development activities.

iii. Applicants seeking promotion on the basis of teaching must include a summary of activity in relation to the Scholarship of Teaching and Learning, and should also cover the following:

a) a statement on major scholarship of teaching and learning achievements since appointment to the present level;
b) a description of the contribution the scholarship has made to the discipline
c) ways in which the applicant has adopted a scholarly approach to teaching and learning, including peer review of teaching;
d) a list of teaching and learning grants received;
e) a publication summary with evidence of quality and impact;
f) attendance and participation in learning and teaching development activities.

4.6.     Service Portfolio

i. Applications must include a service portfolio of at least four (4) pages, based on the Academic Promotion Guidelines (Appendix F).

ii. The Service Portfolio must include a summary of service and related activity (see Appendix E) and should also cover the following:

a) a statement on major service activities since appointment to the present level;
b) details of service to the University, the profession and the discipline, emphasising activities that are beyond normal expectations;
c) a list with additional comment on service and other relevant community activities; and
d) a list of all professional activities including activities such as professional society responsibilities, editorial boards, consultancies for government or private sector.

4.7.     Additional Support Materials

i. Applicants may provide supporting evidence in the form of books, course materials or other items relevant to the application. These must be placed in a labelled box and provided to the Pro Vice-Chancellor.

ii. Any such materials will be made available for inspection by members of the Faculty Promotions Committee.

iii. A reference to these items may be included in the application. However, the application should stand alone, and there should be no expectation of reliance on these additional materials.

4.8.     Presentation

i. The application should be presented in the following sequence:

a) Part 1 the completed Application for Academic Promotion Form (Appendix A);
b) Part 2 the Head of School Report (Appendix B);
c) Part 3 the case for promotion (20 page maximum): portfolios in relation to teaching, research and service, or research only (see Academic Promotion Guidelines - Appendix F) with Teaching and Related Activities Form, (Appendix C), Research and Related Activities Form (Appendix D), and Service and Related Activities Form (Appendix E).

ii. Referees’ reports are added to the application by Human Resource Services. These reports are not sent to the applicants. They must remain confidential to those involved in the promotion process.

iii. Applicants are encouraged to use the checklist provided at the end of the Academic Promotions Guidelines before submitting their application.

5.     Head of School Report

i. Heads of School are required to provide a report to accompany the application (Appendix B).

ii. In some circumstances (e.g. where the applicant is the Head of School, or the Head of School is a recent appointment), it may be appropriate for the previous Head of School to write the report. In cases such as this, a request for approval for another person to provide the Head of School Report must be made to the Deputy Vice-Chancellor (Academic) through the Pro Vice-Chancellor.

iii. The Head of School is required to provide comments on:

a) the applicant’s standing in her/his field;
b) the applicant’s contributions to the overall effort of the School/Faculty, including any significant changes in duties since appointment or the last promotion;
c) the applicant’s contributions to teaching and curriculum development activities;
d) the impact of the applicant’s teaching on student learning;
e) the impact of the applicant’s teaching on the teaching and learning environment of the School;
f) the applicant’s research involvement and output;
g) the quality of the publications and the standing of journals in which the applicant’s publications appear;
h) the applicant’s service to the School, the Faculty, the University, the discipline/profession and the broader community;
i) the applicant’s contributions compared with the norms in the School; and
j) a comment on the applicant’s nominated referees, their standing in the field and their relationship to the applicant.

iv. The Head of School may consult other relevant members of staff about aspects of an application subject to the consent of the applicant.

v. The Head of School report must be read and signed by the applicant.

vi. An applicant who concludes that the Head of School’s report requires explanation or qualification, may provide comments in writing. Those comments must be signed by both the applicant and the Head of School and attached to the Head of School’s report. The Head may not provide a counter response to the applicant’s comments.

vii. The Head of School’s report must not be sent to referees.

6.      Referees

6.1.     Applicant Referees

i. Applicants must discuss with their Head of School the referees they propose to nominate.

ii. Applicants should seek the concurrence of referees before confirming their nominations and must provide referees with a copy of their application.

iii. The Head of School, Pro Vice-Chancellor, or anyone directly involved in the promotion process may not be nominated as a referee.

iv. Applicants for promotion to Lecturer and Senior Lecturer should provide the names and contact details of two (2) people who may act as referees. At least one (1) of these referees must be external to the University.

v. Applicants for promotion to Associate Professor and Professor should provide the names and contact details of three (3) people who may act as referees. At least two (2) of the referees must be referees of international standing who are external to the University.

6.2.     University Nominated Referees

i. The Head of School will prepare for the Pro Vice-Chancellor’s consideration, a panel of potential referees who (a) are highly regarded in the area where the applicant claims to be outstanding and who (b) are familiar with the applicant’s recent work. The Head of School will provide reasons as to why they are regarded as suitable.

ii. The panel must include a minimum of two (2) suitable referees for promotion to Senior Lecturer, three (3) suitable referees for promotion to Associate Professor and four (4) referees for promotion to Professor.

iii. Panels must be prepared by the Head of School without input from or consultation with the applicant.

iv. The Head of School may consult in relation to the nomination of referees in a field. The applicant should not be advised of the Pro Vice-Chancellor’s final selections.

v. The Deputy Vice-Chancellor (Academic), on the recommendation of the Pro Vice-Chancellor, will invite one (1) additional referee from the panel who is able to provide independent and authoritative advice on an application for Senior Lecturer and two (2) such referees in the case of applications for Associate Professor or Professor. No University nominated referee is required by candidates seeking promotion to Lecturer.

vi. The Pro Vice-Chancellor must advise Human Resource Services of the name, address and contact details of the referees selected from the panel.

6.3.     Requests for Referee Reports

Human Resource Services, in conjunction with the Deputy Vice-Chancellor (Academic), is responsible for requesting all referees’ reports and for the associated follow up.

6.4.     Viewing of Referee Reports

i. Reports from referees will be requested in confidence and only those directly concerned with the processing and assessment of applications may view the reports.

ii. Referees’ reports together with the application will be provided to members of Faculty Promotions Committees and, in the case of promotion to Professor and Associate Professor, to members of the University Promotions Committee.

iii. The Head of School may view all referee reports prior to attending the Faculty Promotions Committee meeting.

iv. The reports will be available in Human Resource Services two weeks before the corresponding committee convenes. No reports may be copied or removed from the area where they are made available.

6.5.     Testimonials

Testimonials and references, aside from those requested by the University with respect to an application, will not be considered and should not be included in any application.

7.      Approval Process

i. The process of evaluating applications for promotion and making recommendations for promotion is undertaken initially by Faculty Promotion Committees.

ii. Recommendations for promotion to Level B and Level C are considered by the Deputy Vice-Chancellor (Academic).

iii. In the case of applications for promotion to Level D and Level E, recommendations and applications are considered by the University Promotions Committee.

iv. Recommendations for promotion to Level D and Level E are considered by the Deputy Vice-Chancellor (Academic).

v. Information about the composition of these committees and their roles can be found in Sections 8 and 9 below.

7.1.     Promotion to Lecturer and Senior Lecturer

i. All applications for promotion to Lecturer and Senior Lecturer are considered by the Faculty Promotions Committee B/C.

ii. The Pro Vice-Chancellor is the Chair of the Faculty Promotions Committee B/C.

iii. All applicants are interviewed by the Faculty Promotions Committee B/C.

iv. The Pro Vice-Chancellor will provide the Deputy Vice-Chancellor (Academic) with the report of the Faculty Promotions Committee (see Section 8.2 (x)) within two weeks of the Committee meeting.

v. The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing.

vi. Unsuccessful applicants may discuss their application with the Pro Vice-Chancellor and the Deputy Vice-Chancellor (Academic) to gain feedback that may be of assistance to the staff member’s further development.

7.2.     Promotion to Associate Professor and Professor

i. All applications for promotion to Associate Professor and Professor are considered initially by the Faculty Promotions Committee D/E.

ii. The Pro Vice-Chancellor is the Chair of the Faculty Promotions Committee D/E.

iii. All applicants are interviewed by Faculty Promotions Committee D/E.

iv. The Pro Vice-Chancellor will provide the Deputy Vice-Chancellor (Academic) with the report of the Faculty Promotions Committee (see Section 8.2 (x)) within three weeks of the Committee meeting.

v. The application, referees reports, and the report of the Faculty Promotions Committee, are forwarded to Human Resource Services for distribution to the University Promotion Committee members.

vi. The University Promotions Committee, chaired by the Deputy Vice-Chancellor (Academic) considers the applications and the Faculty Promotions Committee D/E report and recommendations.

vii. The University Promotions Committee will invite the Pro Vice-Chancellor to be present to discuss applications. Pro Vice-Chancellors may be asked to comment on applications or reports; they may not introduce new information or material.

viii. The University Promotions Committee will recommend those applicants to be promoted to the Deputy Vice-Chancellor (Academic).

ix. The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing.

x. Unsuccessful applicants may discuss their application with the Pro Vice-Chancellor and the Deputy Vice-Chancellor (Academic) to gain feedback that may be of assistance to the staff member’s further development.

8.     Faculty Promotions Committee

i. There will be two Faculty Promotions Committees established in each Faculty. One will consider applications for promotion to Lecturer and Senior Lecturer; the other will consider applications for promotion to Associate Professor and Professor.

ii. In addition to the Pro Vice-Chancellor, the membership of these committees may overlap; however at least three (3) members should be distinct to each committee.

8.1.     Composition of Faculty Promotions Committees

i. Faculty Promotions Committees will have the following composition:

a) Pro Vice-Chancellor (Chair) ex officio;
b) five (5) committee members from the Faculty nominated by the Pro Vice-Chancellor after consultation with the Faculty Executive and approved by the Deputy Vice-Chancellor (Academic). The term of office of these members is (3) years;
c) one (1) member of another Faculty, nominated by the Pro Vice-Chancellor and approved by the Deputy Vice-Chancellor (Academic), whose term of office is a maximum of two (2) years; and
d) an equity observer nominated by the Deputy Vice-Chancellor (Academic); the equity observer has speaking rights on process but no voting rights. Wherever possible the same equity observer will serve on all Faculty Promotions Committees.

ii. The majority of members of the Faculty Promotions Committee must be at least at the same academic level as that for which applicants are being considered.

iii. A Head of School may not be a member of a Faculty Promotions Committee.

iv. The Faculty Promotions Committee must include male and female members and have regard for the policy on gender inclusive membership of committees.

v. The Pro Vice-Chancellor must make every effort to ensure that the applicant’s broad discipline/professional area is represented. Where this is not achieved through the normal membership the Chair may, with the approval of the Deputy Vice-Chancellor (Academic), co-opt one further member to the Committee.

vi. Staff who have a conflict of interest that has the potential to influence the promotion outcome should not accept membership of a Faculty Promotions Committee (refer Section 10 below).

vii. No member of a Faculty Promotions Committee, other than the Pro Vice-Chancellor, may serve consecutive terms.

viii. Attendance at a Faculty Promotions Committee training workshop is mandatory for committee members. The Deputy Vice-Chancellor (Academic) will not approve membership of the Faculty Promotions Committee unless this attendance has occurred.

8.2.     Process for Faculty Promotions Committees

i. Feedback from previous applications for promotion will not be considered by the Faculty Promotions Committee. The Faculty Promotions Committee will take into account:

a) the application, documents and materials referred to and made available by the applicant;
b) the Head of School Report; and
c) reports from referees.

ii. All applicants for promotion are interviewed individually by the appropriate Faculty Promotions Committee. If a candidate does not wish to be interviewed they must inform the Pro Vice-Chancellor in writing (see Section 8.3 (iv) below).

iii. Heads of School should accompany a staff member from their School at their interview and should remain for a brief period following the interview in case clarification is required. Heads of School are not present when the vote on whether to recommend promotion is made.

iv. The equity observer should be present throughout the process.

v. The Heads of School and equity observers are not advocates for the applicants and must not introduce new material or make personal comments on any applications.

vi. All Faculty Promotions Committee members must vote either for or against a promotion for each applicant.

vii. A quorum for a Faculty Promotions Committee is six (6) of the seven (7) members, including the Pro Vice-Chancellor.

viii. To be recommended for promotion an applicant must receive at least five (5) positive votes.

ix. The Faculty Promotions Committee will make a recommendation to “promote” or “not promote” and provide reasons for and against the recommendation.

x. Within three weeks of the Committee’s meeting the Chair will provide the Deputy Vice-Chancellor (Academic) with:

a) the applications;
b) a report of the proceeding;
c) a list of the applicants indicating those recommended for promotion and those not recommended; and
d) detailed reasons for supporting or not supporting each application using the report template.

xi. The Deputy Vice-Chancellor (Academic) will approve applicants to be promoted and will advise both the successful applicants and unsuccessful applicants in writing. Copies of this advice will be sent to the applicants’ Head of School and Pro Vice-Chancellor.

xii. Feedback will be given on the basis of comments made by the Faculty Promotions Committee. Feedback should not be considered as prescriptive advice for future applications.

8.3.     Faculty Promotions Committee Interviews

i. The Chair will advise all applicants of the time and date of interview.

ii. The time range within which the interviews will be held will be listed on the Academic Promotions timetable.

iii. Applicants who are away from the University at the indicated time of interview will have the option of:

a) agreeing (in writing) to be considered in absentia;
b) returning for the interview at their own expense;
c) being interviewed by telephone or video conference at the expense of the Faculty; or
d) deferring their application until a new round when they are available for interview.

iv. An applicant who does not wish to be interviewed must advise the Pro Vice-Chancellor in writing.

9.      University Promotions Committee

The primary role of the University Promotions Committee is:

i. to make recommendations to the Deputy Vice-Chancellor (Academic) for promotion to Associate Professor and Professor;

ii.  to ensure there is equity across Faculties; and

iii. to ensure the standards expected for promotion are applied uniformly across the University.

9.1.     Composition of University Promotions Committees

i. University Promotions Committees shall have the following composition:

a) Deputy Vice-Chancellor (Academic) (Chair) ex officio;
b) President, Academic Senate (ex officio);
c) seven (7) members appointed by the Deputy Vice-Chancellor (Academic) including two (2) members of the Academic Senate chosen in consultation with the President of Academic Senate;
d) one member who is a senior academic from another university, normally the equivalent of the President of Academic Senate at that university; and
e) an equity observer nominated by the Deputy Vice-Chancellor (Academic), who has speaking rights on process but no voting rights.

ii. The majority of the members of the University Promotions Committee must be at least at the same level as that for which applicants are being considered.

iii. Except for ex officio and external members, the term of office for members of the University Promotions Committee is three (3) years.

iv. The term of office for the external member is two (2) years.

v. Except for ex officio members, no member of the University Promotions Committee may serve for two (2) consecutive terms.

vi. A staff member may not be a member of a Faculty Promotions Committee and a University Promotions Committee for the same level.

vii. Pro Vice-Chancellors are not eligible for membership for the University Promotions Committee.

viii. A University Promotions Committee must include male and female members and have regard for the policy on gender inclusive membership of committees.

ix. Staff who have a conflict of interest that has the potential to influence the promotion outcome should not accept membership of the University Promotions Committee (refer Section 10 below).

x. Attendance at a training workshop is mandatory for committee members.

9.2.     Process for University Promotions Committees

i. The University Promotions Committee will take into account:

a) the application, documents and materials referred to and made available by the applicant;
b) the Head of School Report;
c) reports from referees; and
d) reports and recommendations of the Faculty Promotions Committee.

ii. The relevant Pro Vice-Chancellor may be interviewed by the University Promotions Committee. The purpose of interviews will be to clarify issues and respond to questions from members.

iii. Applicants for promotion to Level D and Level E are not interviewed by the University Promotions Committee.

iv. A vote will be taken as to whether or not each applicant should be recommended for promotion.

v. A quorum for a University Promotions Committee is ten (10).

vi. To be recommended for promotion, an applicant must receive eight (8) positive votes.

vii. In the event that the University Promotions Committee’s resolutions are not consistent with the recommendations of a Faculty Promotions Committee, the Chair of the University Promotions Committee will arrange a meeting with the Chair of the Faculty Promotions Committee and explain why the Faculty Promotions Committee’s recommendations were not supported.

viii. The University Promotions Committee will recommend those applicants to be promoted to the Deputy Vice-Chancellor (Academic).

ix. The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing.

x. Feedback will be given on the basis of comments made by the Faculty Promotions Committee and the University Promotions Committee. Feedback should not be considered as prescriptive advice for future applications.

xi. Unsuccessful applicants may discuss their application with the Pro Vice-Chancellor, and the Deputy Vice-Chancellor (Academic) to gain feedback that may be of assistance to the staff member’s further development.

10.   Conflict Of Interest

i. Staff who may have a conflict of interest that has the potential to influence the promotion outcome should not accept membership of a Faculty Promotions Committee or the University Promotions Committee.

ii. If the staff member is in some doubt as to the degree of potential influence, they should approach the Pro Vice-Chancellor in the case of Faculty Promotions Committees or the Deputy Vice-Chancellor (Academic) in the case of University Promotions Committees, for a decision as to whether membership should be accepted or declined.

11.   Equity Observer

i. An equity observer nominated by the Deputy Vice-Chancellor (Academic) will attend Faculty Promotions Committee meetings and the University Promotions Committee, and may speak on matters pertinent to equity and diversity.

ii. The equity observer may be present when votes are taken but may not vote or participate in the voting.

iii. The observer may not advocate on behalf of candidates.

12.   Training

i. Promotions Committee Training Workshops (mandatory for members and the equity observer) will be run through Human Resource Services.

ii. Separate Promotions Preparation Workshops will be run for applicants for Levels B and C, and for Levels D and E.

iii. Separate Promotion Preparation Workshops for women will be offered.

iv. Workshops will be offered at Newcastle and Central Coast campuses.

13.   Responsibilities

13.1.   Applicant

Applicants will:

i. discuss with the Head of School and Pro Vice-Chancellor their intention to apply for promotion;

ii. discuss their nominated referees with the Head of School.

iii. provide their Head of School with a copy of their application at least two weeks before the closing date for receipt for applications; and

iv. submit an application on or before the closing date having ensured all the requirements set out in this document have been met.

13.2.   Head of School

Heads of School will:

i. discuss and counsel all academic staff within the School who indicate an intention to apply for promotion;

ii. discuss with applicants their nominated referees;

iii. prepare a selection of possible University Nominated Referees in the case of applications for promotion to Senior Lecturer, Associate Professor or Professor;

iv. write the Head of School Report to accompany each application; and

v. accompany each applicant at their interview with the Faculty Promotions Committee.

13.3.   Pro Vice-Chancellor

Pro Vice-Chancellors will:

i. counsel all academic staff within the Faculty who indicate an intention to apply for promotion;

ii. select one University nominated referee from a panel prepared by the Head of School for applications for promotion to Senior Lecturer;

iii. select two University nominated referees for applicants for promotion to Associate Professor and Professor;

iv. submit to the Deputy Vice-Chancellor (Academic) for consideration, the recommended composition of all Faculty Promotions Committees;

v. set a date for interviews and notify all committee members, Heads of School and applicants of the time, date and location of interviews, at least two weeks prior to the date of the interviews.

vi. chair the Faculty Promotions Committees;

vii. within three weeks of the interviews, prepare a report that includes:

a) comments on the committee’s proceedings;
b) a table showing the voting for each candidate;
c) a schedule indicating the applicants recommended for promotion, with comprehensive reasons for recommending promotion; and
d) a schedule indicating the applicants not recommended for promotion with comprehensive reasons for not recommending promotion;

viii. ensure all committee members sign the completed report;

ix. ensure that any member who disagrees with one or more of the recommendations, and wants that disagreement noted, provides a written statement to that effect which is then attached to the report;

x. send the report together with the applications and associated documents to Human Resource Services; and

xi. attend the University Promotion Committee, if required.

13.4.   Deputy Vice-Chancellor (Academic)

The Deputy Vice-Chancellor (Academic) will:

i. make any necessary determination on whether applications are accepted within a period of less than two years since:

a) appointment
b) most recent promotion
c) an unsuccessful application for promotion;

ii. approve the composition of Faculty Promotions Committees;

iii. chair the University Promotions Committee for applications for promotion to Associate Professor and Professor;

iv. approve applications for promotion and advise all successful and unsuccessful applicants in writing; and

v. undertake any other activities or determinations necessary for the interpretation or implementation of the policy and procedure on academic promotion.

13.5.   Director, Human Resource Services

The Director, Human Resource Services, or nominee, will:

i. prepare an annual academic promotion timetable;

ii. undertake regular reviews of the academic policy and procedures, and submit recommendations for the consideration of the Deputy Vice-Chancellor (Academic);

iii. acknowledge receipt of all applications for promotion;

iv. ensure all applicants are eligible for promotion and that all applications meet the essential administrative requirements;

v. request all reports from referees and take appropriate follow-up action;

vi. advise applicants of the composition of the Faculty Promotions Committee and University Promotions Committee that will consider their application;

vii. ensure all Faculty Promotions Committee and the University Promotion Committee members receive applications with accompanying reports in a timely fashion;

viii. act as secretary to the University Promotions Committee and as many as practical Faculty Promotions Committees;

ix. ensure the confidentiality and integrity of the promotion process; and

x. provide advice to applicants, Heads of School, Pro Vice-Chancellors, members of promotion committees, and the Deputy Vice-Chancellor (Academic) on procedural matters as required.

14.   Appeals

i. An applicant has the right to appeal against the recommendation of the Committee on the grounds that the Committee did not follow the procedures in the Academic Promotion Procedures.

ii. An appeal must be lodged with the Vice-Chancellor within 14 days of notification of the result of the application.

iii. An appeal will be determined by a Promotions Appeals Committee of the Vice-Chancellor comprising:

a) Vice-Chancellor (or nominee) as chair;
b) a member of Academic Senate;
c) a member of academic staff from a pool of staff nominated by staff representatives on the Academic Staff Consultative Committee; and
d) two members of academic staff appointed by the Vice-Chancellor.

iv. In considering an appeal the Promotions Appeals Committee:

a) will obtain and consider a report from the Deputy Vice-Chancellor (Academic) on the alleged breach of procedures; and
b) may obtain and consider any other material that in its opinion is relevant to the process.

v. Where the Promotions Appeals Committee finds that a breach of procedure has occurred they shall direct that such action as is necessary to remedy the defect be taken.

15.   Essential Supporting Documents

Academic Promotions Policy 000679
Annual Timetable for Academic Promotions
Appendix A – Application for Academic Promotion
Appendix B – Academic Promotions – Head of School Report
Appendix C – Teaching and Related Activities Form
Appendix D – Research and Related Activities including Scholarship in Relation to Teaching and Learning Form
Appendix E – Service and Related Activities Form
Appendix F – Academic Promotions Guidelines

16.   Related Documents

Code of Conduct Policy 000059

Academic Staff Enterprise Agreement 2010

The University of Newcastle acknowledges the assistance provided by other universities, in particular the University of New South Wales, in the preparation of these procedures.

Approval AuthorityVice-Chancellor
Date Approved2 March 2007
Date Last Amended22 May 2010
Date for Review19 June 2016
Policy SponsorVice-Chancellor
Policy OwnerDeputy Vice-Chancellor (Academic)
Policy ContactDirector, Human Resource Services
Amendment History

Minor amendment - Deputy Vice-Chancellor (Academic) replaced Deputy Vice-Chancellor (Academic & Global Relations) as Policy Owner to reflect structural changes, The Secretariat, 12 June 2013.

Reviewed: Deputy Vice-Chancellor (Academic & Global Relations) 22 May 2010 - Amendment Clause 3.1 ii to define importance; Removal of Clause 3.1 iii and amendment to Clause 3.1. iv to remove identification of percentage contributions; Addition of Clause 3.1. v; Amendment of "the area" to "one area" Clause 3.1vi b; Addition of scholarship in relation to teaching and learning to Clause 4.2 i c; Amendment Cl 4.4 and 4.5 to include research/scholarship in relation to teaching and learning; Addition of new clause 4.5 iii; updated DVC(A) to DVC(A&GR) throughout.

Amendment approved by Vice-Chancellor 30 March 2007