PPolicy Statement

PROCEDURE

1    Purpose

The purpose of this document is to specify the procedures for applying for promotion to academic levels B, C, D and E. This document operationalises the principles contained in the Academic Promotions Policy, and should be read in conjunction with that policy.

2    Scope

These are University-wide procedures.  They apply to all academic staff employed in any part of the University of Tasmania that are applying for academic promotion at any point of the academic scale from Level A to Level E. They also apply to applicant’s Head, referees and to members of the UPC.

3    Definitions and Acronyms

4    Links to Related Documents and Forms

• Academic Promotions Policy
• Academic Promotions Advice for Applicants and Heads
• Academic Promotions Application Cover Page
• SETL Summary Template
• Final Checklist for Applicants for Academic Promotion
• 2009 Academic Promotions Timetable

5    Procedures and Actions

5.1 Announcement of Annual Promotions Round

Each year the Deputy Vice-Chancellor (Academic) and Provost will announce the opening of that year’s academic promotion round.  This announcement will include the closing date for applications and formal notice of any changes to the relevant policy and procedures since the prior year’s round.

Each year, the Deputy Vice-Chancellor (Academic) and Provost will publish a Promotions Timetable for that year.  The timetable will be provided to each Faculty and School, and will be available from Human Resources website. 

5.2 Applications

5.2.1 Format

All application documents must be in 12 point font size, be on A4 paper (single sided) with sensible margins, and be paginated consecutively.

5.2.2 Content

The following documents must be included in all applications:

• Application Cover Page 
• Applicant’s 200 word summary of the case for promotion
• Referee Page
• Academic qualifications and career history
• Head’s written report
• Case for promotion (maximum 8 pages for applications to levels B and C, and 12 pages for levels D and E)
• Any supporting materials

Each of these components is described below. Further advice on how to make the best case for promotion through these documents can be found in the accompanying Academic Promotions Advice for Applicants and Heads

5.2.3 Application Cover Page
The Application Cover Page must be completed and attached at the front of the application. The Cover Page is available from the Human Resources website.  

Applicants must specify the workload weightings of each of the categories of activity, and indicate the level of achievement claimed against each (valuable, significant, very significant, or outstanding). Weighting should reflect workloads since appointment, since last promotion or over the last five years, whichever is shortest.

The Head must sign the Cover Page to signify:

• their agreement with the workload weightings indicated by the applicant; and
• the accuracy of the SETL summary and any other summaries provided where the full evidence is not contained in the main application. 

5.2.4 Applicant’s 200 word summary of the case for promotion

This statement summarises the case for promotion and the ways in which the applicant satisfies the promotion criteria.

5.2.5 Referee Page

This page must specify the independent referees nominated by the applicant.

Applicants for promotion to Level B or Level C must nominate one independent external or internal referee.  Their Head must nominate another. 

Applicants for promotion to Level D or Level E must nominate two independent external or internal referees.

For each nominated independent referee the following must be provided:

• Name and title
• Contact details including postal address and email
• Brief outline of the reason for nomination
• Declaration of any conflict of interest or any personal or professional connection between the applicant and the nominated referee that may prejudice their independence

The applicant should not seek comments from independent referees.  The Chair of the UPC will seek referees' reports for the applicants.  The independent referees, (those nominated by the applicant and those determined on the advice of the Head), will be contacted at the same time, whenever practicable.  The UPC may ask a Head or an applicant to reconsider the nomination of a particular referee in order to better reflect balance (geographical, by institution or discipline), amongst all referees.  All independent referees will receive a copy of the relevant application, the Academic Promotions Policy and Procedures and advice on providing impartial and objective references. 

The UPC has the right to identify the need for, and solicit, further written advice from any persons with relevant expertise who may be internal or external to the University.  Applicants and Heads should be aware that sometimes circumstances (such as a leave of absence) might mean that those referees initially nominated are unavailable.  In such circumstances further nominations will be solicited from the applicant or Head. 

Advice on selecting independent referees can be found in the accompanying document Academic Promotions Advice for Applicants and Heads. 

5.2.6 Academic qualifications and career history

In one page, provide details of academic and professional qualifications, professional appointments, administrative responsibilities and offices held within the relevant discipline/profession, membership of academies or other learned societies etc.

5.2.7 Head’s written report

The full application should be given to the Head in order that they can include their written report. 

It should indicate how, in the Head’s view, the applicant satisfies the criteria for promotion and provide any contextual material (eg particular types of work or outputs characteristic of the discipline), to help the UPC to evaluate the application.

The written report should include comments on the applicant’s: 

• current responsibilities;
• progression over time;
• contributions to the overall effort of the academic organisational unit;
• performance, including the significance and impact of specific outcomes in the category or categories of activities used as grounds for promotion;
• level of contribution relative to specific disciplinary norms; and
• the appropriateness of the referees nominated by the applicant and their standing in the field.

The Head should disclose their report to the applicant before the application is lodged. Applicants may provide written comment on the Head's statement to the UPC. 

Although performance management documentation is not required to be submitted as part of applications, the UPC strongly encourages the use of this documentation (objectives, self-assessments and supervisor’s reports) in the preparation of applications and Head’s reports.

The Head should also declare any professional relationships with the applicant, such as collaboration on joint research projects.

Advice for Heads in preparing these comments and selecting independent referees can be found in section 11 of the accompanying document Academic Promotion Advice for Applicants and Heads.

5.2.8 Case for Promotion (maximum 8 pages for applications to Level B and C, 12 pages for Levels D and E)

Provide a statement on each of the categories of activity that is relevant to your application:

• Teaching and learning;
• Research and scholarship;
• Service to the University;
• Service to the discipline and/or community

Attach a list of publications and a list of grants, indicating your percentage contribution to each (not included in the page limit).

Attach a summary of all SETL results for the last two years (not included in the page limit).

Further advice on each of these components can be found in the accompanying document Academic Promotion Advice for Applicants and Heads.

5.2.9 Supporting materials

Applicants may include supporting materials that illustrate or provide evidence for statements included in the case for promotion.  The total length of supporting materials submitted should not exceed 8 pages (for applications for promotion to Level B and Level C) or 12 pages (for applications for promotion to Level D and Level E).

5.2.10  Independent Referees Nominated by Heads

In addition to the independent referees nominated by the applicant, the relevant Head must nominate either one independent referee (for applications to Level B or Level C) or two independent referees (for applications to Level D or Level E). These nominations may be identified after discussion with senior colleagues in the discipline. The nominations must not be discussed with, or made known to, the applicant and are therefore submitted separately. The nominations must be sent directly to The Secretary, UPC, Human Resources, Hobart, Private Bag 46, or emailed to Sue.Rice@utas.edu.au

For each nominated independent referee the following must be provided:

• Name and title
• Contact details including postal address and email
• Brief outline of the reason for nomination
• Declaration of any conflict of interest or any personal or professional connection between the applicant and the nominated referee that may prejudice their independence.

The Head should not seek comments from independent referees. The Chair of the UPC will seek referees' reports for the applicants. The independent referees will be contacted at the same time, whenever practicable. The UPC may ask a Head to reconsider the nomination of a particular referee in order to better reflect balance (geographical, by institution or discipline), amongst all referees. All independent referees will receive a copy of the relevant application, the Academic Promotions Policy and Procedures and advice on providing impartial and objective references.

The UPC has the right to identify the need for, and solicit, further written advice from any persons with relevant expertise who may be internal or external to the University. Heads should be aware that sometimes circumstances (such as a leave of absence) might mean that those referees initially nominated are unavailable. In such circumstances further nominations will be solicited from the applicant or Head.

Advice on selecting independent referees can be found in the accompanying document Academic Promotions Advice for Applicants and Heads.

5.3 Lodgement
Sixteen (16) copies of the application must be submitted by the closing date to the Secretary, UPC, Human Resources, Hobart, Private Bag 46. You may also deliver your application personally to the Human Resources office in either Launceston or Hobart. Should you have any queries in relation to procedural matters please contact the Secretary of the University Promotions Committee, by emailing Sue.Rice@utas.edu.au

5.4 Updating Applications
Applicants are entitled to update their applications with information about new activities and achievements up until the time of the UPC meeting at which their application is assessed.

6    Assessment of Applications

The task of the UPC is to determine whether, in its view, an applicant has satisfied the criteria for promotion to the particular level.  To do so, it will adhere to the provisions of the Academic Promotions Policy. 

Proceedings of the UPC and all material provided to the Committee are strictly confidential. 

Members of the UPC must not act as advocates for applicants from their Faculty.

7    Recommendations of the UPC

The UPC will forward its recommendations to the Vice-Chancellor for approval. 

8    Notification and Feedback

Formal notice of the Vice-Chancellor’s decision will be conveyed to all applicants. Unsuccessful applicants will receive a written statement outlining the UPC’s reasons for not recommending promotion; they may obtain additional feedback from the Chair of the UPC.

9    Review of the Recommendation of the UPC

Unsuccessful applicants for promotion may seek a review of the UPC’s recommendation. The review process is specified in the Academic Promotions Policy.

RESPONSIBILITIES

WHO NEEDS TO KNOW THIS PROCEDURE?

• All Academic Staff
• University Promotions Committee
• Heads and Deans.

REVIEW OF THIS PROCEDURE

This procedure will be reviewed in parallel with the Academic Promotions Policy in March 2010.

PROCEDURE HISTORY