- Purpose
- Scope
- Legislative Context
- Definitions
- Procedure Principles
- Eligibility
- Calls for Applications and Timeline
- Applications
- Application Template
- Section 1 - Applicant information
- Section 2 - Holistic overview of case for promotion
- Section 3 - Curriculum Vitae
- Section 4 - Summary of achievements and impact
- Section 5 - Referee Reports (Levels B and C only) and Independent Assessor Reports (Level D and E only)
- Section 6 - Leadership Reports
- Section 7 - Applicant's Declaration
- Format
- Supporting Evidence
- Ranking Areas of Achievement
- Base for Promotion
- Committee Evaluation
- Appeals
- Responsibilities
- Supporting Documents
- Records Management
- Implementation
The Academic Promotion Higher Education Procedure clearly describes the processes that apply to academic promotions.
Academic promotion aims to recognise and reward individual performance and leadership in academic work at the University. Academic work includes learning and teaching, research and creativity, and leadership, engagement and academic citizenship.
Academic promotion is aligned to the strategic goals and priorities of the University. It also supports the University’s Living Values Charter which staff are expected to demonstrate.
| Term | Definition |
| Academic Organisational Unit (AOU) | Academic staff of the University may be employed in variously named academic organisational units such as an Institute, School, Research Centre, and Portfolio/Directorates/Sections that undertake teaching and research functions as a primary objective. |
| Academic Promotion | Advancement to a higher academic level based on evidence that the applicant is performing satisfactorily at the higher academic level to which promotion is sought and that the applicant meets the levels of achievement required for promotion to the higher level. |
| Achievement Relative to Opportunity |
The University is committed to ensuring that the principles of equal opportunity are applied in relation to the promotion process through providing the opportunity for evaluation of an applicant's achievements relative to the opportunities available. The promotion process takes account of work arrangements that have not been consistently full-time by enabling staff to outline relevant personal circumstances and working arrangements, and their impact on career progression and performance. The consideration of ‘achievement relative to opportunity’ ensures that merit standards are being maintained and positively acknowledges what has been achieved given the actual opportunities available. Relevant personal circumstances or arrangements that might have resulted in limitations to opportunity can include:
Applicants need to make explicit the relationship between these relevant personal circumstances or arrangements and the relative impact on the opportunities available to them and their career progression and performance. Promotion committees will consider whether overall, and on balance, applicants holding, or having held, fractional appointments demonstrate an appropriate level of contribution and of the requisite quality, relative to the opportunities available to them. This aims to reduce the possibility of applicants being assessed against the norm of an uninterrupted full-time fraction where it does not apply. |
| Application Template | The application template is a standard prescribed document that enables an applicant to provide a critical, concise and reflective description of achievements aligned to the three Areas of Achievement and the Criteria Framework. |
| Application Types |
Applicants may elect to apply for academic promotion using either a standard application or a focused application. Applicants are responsible for clearly indicating in the relevant section of the application template the type of application for which they are applying. |
| Application Type: Standard | A standard application allows applicants to apply for academic promotion based on their activity, outcomes and achievements across all three areas of achievement, ie Learning and Teaching, Research and Creativity, and Leadership, Engagement and Academic Citizenship’. Applicants are responsible for ranking their areas of achievement, with their strongest area of achievement being ranked first. |
| Application Type: Focused | A focused application allows applicants to apply for academic promotion based on their activity, outcomes and achievements in either Learning and Teaching or Research and Creativity plus their activity, outcomes and achievement in Leadership, Engagement and Academic Citizenship. |
| Areas of Achievement |
Three areas of achievement relevant to academic promotion. These areas reflect the academic focus aligned with the University’s Strategic Plan. The three areas include:
These are clearly outlined in Appendix 1 of the Criteria Framework. |
| Case for Promotion | The application template requires the presentation of evidence of achievement in the three areas of achievement and provision of critically reflective comment on both the scope, quality and impact of activity and achievement. |
| Criteria Framework | The Criteria Framework describes indicators of achievement across the three Areas of Achievement. This framework provides supporting information to applicants to guide their application and enable them to self-rank their level of achievement. |
| Executive Dean |
The Academic Promotion Higher Education Procedure refers generically to the Executive Dean, the Institute being the main employer of academic staff who may seek promotion. This may also be taken to refer to the Pro Vice-Chancellor, Dean or Director of other Academic Organisational Units (AOU). For Academics located outside of the Institute, a suitable Academic alternative at an equivalent Executive Dean Level or above will be nominated. |
| Executive Officer | The Executive Officer of the Promotion Committee is a senior member of People and Culture who supports the process. The aim of this role is to oversee and monitor adherence to the procedure. The Executive Officer has no voting rights on the promotion committee. |
| Independent Assessor | An external expert who is nominated by the leadership of the discipline area and invited by the Executive Officer to offer a balanced and independent assessment of the applicants’ standing and impact in the nominated discipline and of the merits of the application based on pre-determined criteria. |
| Independent Assessor Template | A template used to collect expert feedback from the independent assessor on an applicant's application template. |
| Minimum Standards for Academic Levels (MSALs) | The Minimum Standards for Academic Levels are a generic listing of standards and/or expectations of an academic at each level. For further information refer to the University Enterprise Agreement. |
| Performance Review and Development Program (Your growth matters) |
The University's performance management process whereby:
|
| Procedural Observer | The Procedural Observer (or nominee) for the promotions committee may be internal or external to the University and possess equity and diversity expertise. The role of the observer is to provide feedback to the promotion committee on the adherence to the Academic Promotion (Higher Education) Procedure. The Procedural Observer has no voting rights on the promotion committee. |
| Ranking Areas of Achievement |
An applicant must self-nominate the ranking profile for their application based on the three Areas of Achievement. Ranking should be based on the order in which an applicant would like their application to be assessed. For example, the first ranked is the area in which the applicant would like the primary focus to be given in the assessment by the Promotion Committee, etc. The committee assessing applications reserves the right to consider a different order of prioritisation, where advantageous to the applicant. When this occurs, the applicant will be notified in the feedback section of the outcome letter. For ‘Research and creativity focused’ appointments, applicants are not required to rank the 'Learning and Teaching' Area of Achievement. For ‘Learning and Teaching focused’ appointments, applicants are not required to rank the ‘Research and Creativity’ Area of Achievement. |
| Referee | A person willing to testify in writing regarding the character and/or ability of the applicant applying for promotion. This applies only for applicants seeking promotion to Academic Levels B and C. |
| Referee Report Template | This template provides the applicants' self-nominated referee with an opportunity to provide character and skill ability commentary relevant to their particular experience and expertise. |
| Teaching Expectations for Academic Staff | The Teaching Expectations for Academic Staff (Part B) provides academic level teaching expectations and related examples of evidence to support applicants responding to the Learning and Teaching Areas of Achievement |
- The Academic Promotion Higher Education Procedure is part of an integrated system of human resource management which aims to attract, retain, develop and motivate the people needed to achieve the University’s Strategic Plan. It complements and is complemented by the academic appointment processes, Performance Review and Development Program ('Your Growth Matters'), and staff development programs and activities.
- The purpose of this Procedure is to:
- recognise and reward academic staff who contribute to outcomes which advance the University’s strategic plan and live the values of the University;
- foster the achievement of the University’s Strategic Plan by ensuring that individual activities and performance which are formally recognised and rewarded and also contribute to the achievement of the strategic directions of the University and culture to which the University aspires;
- provide a career structure and development path for academic staff by describing a framework of three areas of achievement being learning and teaching, research and creativity, and leadership, engagement and academic citizenship;
- provide a fair and equitable system that recognises and rewards sustained achievement;
- encourage, acknowledge and reward leadership and engagement in the University and in the community; and
- facilitate alignment between the reward for high achievement of individual academic staff and the Institute/Academic Organisational Unit's staffing structure, budget and strategic directions.
- Satisfactory performance at their current academic level is considered the minimum standard of achievement for staff. To be promoted to a higher academic level, a staff member needs to demonstrate that they are performing satisfactorily at the higher academic level and meet the levels of achievement required for promotion to the higher level.
- Academic staff, in consultation with their supervisor or line manager may elect to apply for promotion to a higher level by accessing the prescribed application form template and respective criteria for promotion.
- This Procedure provides information for Institutes and other Academic Organisational Units to assess candidates seeking promotion.
- The implementation and outcomes of the Academic Promotion will support and be supported by the University’s Equal Opportunity and Valuing Diversity Guidelines through providing the opportunity for assessment of achievement relative to opportunity, with a candidate able to specify personal circumstances that might have resulted in limitations to opportunity to achieve.
To be eligible to apply for academic promotion, staff must have:
- completed at least one year’s service at the University at the date of call for applications;
- have successfully completed their probationary period;
- have participated in the University's Performance Review and Development Program - ‘Your growth matters’ (or probationary period) during the 12 months prior to the closing date of applications; and
- demonstrated at least satisfactory performance and professional development.
Casual and sessional academic staff are not eligible to apply for promotion.
Formal qualifications and experience to meet eligibility required for promotion, may vary depending on the level being applied for and the function undertaken.
Applying to Level B
To apply for Level B, you must hold any of the following:
- A conferred PhD and have made substantial progression to achieving the Level B research performance criteria;
or
- A conferred Masters by Research and a minimum 2 years’ industry and/or academic experience in learning and teaching, research and academic citizenship;
or
- A conferred Masters by Coursework with a significant research component (at least 1/3 of the credit weighting) and a minimum 2 years’ industry and/or academic experience in learning and teaching, research and academic citizenship.
Applying to Level C
For Standard and Research and creativity focused applications, applicants must hold a conferred PhD and have made substantial progression to achieving the Level C research performance criteria.
For Learning and teaching focused applications, applicants must possess:
- A conferred PhD, and substantial progress towards achievement of Level B research performance criteria,
or
- Masters by Coursework with a significant research component (at least 1/3 of the credit weighting) and level of research equivalence experience via a minimum 5 years’ industry and/or academic experience. Equivalence should be demonstrated via industry and/or academic experience sector relevant outcomes and impact and should be clearly articulated throughout the promotion application. Equivalence must demonstrate principles aligned to a successful research identity and meeting Level C research criteria. Equivalence only relates to Level C promotion applications and relates to the applicants’ discipline; and evidence of a scholarly learning and teaching portfolio, including authorship of publications, grants and / or awards relating to the applicant’s discipline and / or Learning and Teaching.
Applying to Level D
- A conferred PhD and have made significant progression to achieving the Level D promotion criteria and promotion type.
Applying to Level E
- A conferred PhD and have made significant progression to achieving the Level E promotion criteria and promotion type.
- The Universitywill call for applications for promotion once per year. The call will specify the electronic format and mode of submission and normally according to the following timeline:
- The University calls for applications in the first week of June each year.
- Applications close the last week of August each year.
- Committee meetings are held in October each year.
- Outcomes are communicated in the last week of November each year.
- Appeals are resolved before the last week of December each year.
- Late applications will not be accepted.
- The Executive Officer will coordinate the proceedings of the University promotion committees and forward all recommendations to the Director, People and Culture and the Vice-Chancellor.
- The deliberations of the University promotion committees will normally take place from October/November. All committee members will have a minimum 10 working days to assess completed applications.
- The Director, People and Culture (or nominee) will advise the relevant Executive Dean and/or Director, Academic Operations (or equivalent) whether or not the applicants from their work area have been successful and will advise the applicants of the outcome of their promotion application in writing no later than December.
- Promotions will take effect 1 January of the following year.
It is the responsibility of the applicant to provide adequate commentary and associated evidence demonstrating significant achievements relative to the desired promotion level. All commentary and evidence must align with University Areas of Achievement, the Criteria Framework and other requirements as specified in the application template. Applicants are strongly recommended to consult with the relevant Director, Academic Operations (or equivalent) prior to commencing the application process.
- All applications must be prepared in line with the prescribed application template.
- The Curriculum Vitae (CV) Template must also be completed and submitted with the application form.
- Information on the application form and CV template is confidential and used only for:
- the purpose of assessing an application for academic promotion;
- communicating with the applicant;
- attending to administrative matters;
- de-identified statistical analysis; and
- disclosure to the University promotion committees.
- Applicants must complete Section 1–5 and 7 of the application template. The relevant leaders must complete Section 6. All sections must be completed prior to submission date.
- The Executive Officerwill contact the relevant Director Academic Operations (or equivalent) to complete the independent assessor details within the application template during the administrative process for Levels D and E.
- Original documents and records relating to case evidence are maintained by the applicant and may be called upon by the relevant promotion committee or the Executive Dean (or equivalent) as part of the promotion process.
- The applicant will be requested to provide case-specific evidence via SharePoint/OneDrive to People and Culture following submission of their application.
Following the call for applications, information sessions will be held to provide more detail on each aspect of the application.
This section contains:
- Applicant details
- Equity information
- Current appointment details
- Eligibility
- Self-nominated ranking level of achievement
- Academic workload record
- Case for achievement relevant to opportunity
This section contains:
- Holistic overview statement of key achievements
- Summary statement of ‘living’ University values
- Discipline context summary
This section is completed in a separate template and must be submitted with the application form.
This section contains:
- Applicant responses to all three Areas of Achievement aligned with the Criteria Framework. Also refer to the Teaching Expectations for Academic Staff (Part B).
- Responses to specific requirements relevant to each Areas of Achievement as specified in the application template. Applicants should ensure that their role and contribution to the achievement are clearly stated, and the impact of the achievement is well articulated.
- Applicants seeking promotion to AcademicLevel B will nominate two referees as part of the promotion application process, one internal referee and one external referee. For Level C, one external referee is required.
- See further description of referee types:
- internal referee - a person employed within the University; and/or
- external referee - may be national or international and must be a person not currently employed within the University, who has not been employed at the University during the three years preceding the application, and who is a recognised authority in a relevant discipline, field or profession.
- A referee should be an individual of standing in relevant academic and professional fields whose judgement will be relied upon by the University promotion committee. The referees should confirm the applicant’s claims across the three Areas of Achievement (for 'Research and creativity focused' and ‘Learning and teaching focused’ appointments claims for the relevant two Areas of Achievement).
- A referee must be consulted by applicants prior to listing their details within the application template.
- Referees will be requested to complete the referee report template as part of the promotion application process. Referees will be provided with a two week turn-around-time within the promotion timeline process.
- The applicant is responsible for supplying a copy of their application to their referees at the time of submission.
- Confidential references will be sought by the Executive Officer on behalf of the promotion committee.
- Referees will be asked whether their reference report is to remain confidential to the promotion committee or to be also made available to the applicant.
- Applicants seeking promotion to AcademicLevels D and E are not required to submit any referee details within the promotion process. Instead, they are required to nominate five independent assessors, ensuring they are experts in their discipline, declare any actual or perceived conflicts of interest and discuss this with their Director, Academic Operations (or equivalent).
- For academic promotion applications for Level D and E, independent assessorswill be selected from the list of nominees by the Director Academic Operations (or equivalent) for these levels. For Academic Level D, they must select one of national standing in their discipline and for Level E, they must select one of either national or international standing in their discipline, with a preference for international. The independent assessor’s discipline must align with that of the applicant.
- The Director Academic Operations (or equivalent) is then responsible for contacting the independent assessors and advising the Executive Officer of their selection.
- The Executive Officer is responsible for contacting independent assessors, providing them with electronic copies of the application and the academic promotion criteria framework and ancillary documentation ensuring the independent assessor’s completed report is included with the application sent to committee members for assessment.
- Applicants may choose to have their supervisor, their line manager or their Director of Academic Operations (or equivalent) complete the comments on their achievements in each area of scholarship.
- The choice for each area should be based on whoever has greatest familiarity with the achievements presented and can confidently confirm and provide comment. The three areas do not have to be completed by the same person.
- Regardless of who completes the comments in each area of scholarship, the Director of Academic Operations (or equivalent) will provide their insights on the overall case for promotion and indicate whether they support the application or not.
- Applicants must provide a copy of their completed prescribed application template (Section 1-5) and the completed comments on each area of scholarship to the Director Academic Operations (or equivalent) three weeks prior to the submission date.
- The Director Academic Operations (or equivalent) is required to evaluate the complete application and complete Section 6.
- The Director Academic Operations (or equivalent) will provide a transparent appraisal to the applicant regarding the information presented in the application relevant to the Areas of Achievement and the Criteria Framework.
- The Director Academic Operations (or equivalent) will provide a recommendation for the case of promotion with supporting reasons.
This section contains:
Confirmation that all relevant sections of the application form have been completed and are a true reflection of the applicants work.
- The following is the preferred University format and should be adhered to when preparing applications using the prescribed application template:
- Arial typeface;
- headings emboldened;
- 11 point font minimum;
- double-sided A4 pages with minimum margins of 2cm; and
- no blank page separators.
- Each template provides specific information on maximum page numbers or maximum word length and limits, and where provided, must not be exceeded.
- Applications should be submitted online (unless otherwise specified). Applications tendered in formats other than those specified will not be considered.
- Summarised information is encouraged where appropriate, and tables may be used to present information. The relevant promotion committee or Executive Dean (or equivalent) may call for elaboration on or proof of any of the summarised material as required. In the event that the committee requires further clarification of information, applicants are responsible for being available on the relevant date of the committee meeting.
Original documents and artefacts must be collated into a single folder on OneDrive. Applicants will be requested by People and Culture to share access to this folder.
Note: The applicant’s evidence of research inputs and outputs will be verified against the Integrated Research Management Application (IRMA) and where applicable, Web of Science, reports provided by Research Services. It is the responsibility of the applicant to ensure their information is up to date in IRMA.
The applicant is required to decide which Area of Achievement they consider their primary strength and demonstrate that they have sufficiently met indicators at the nominated promotion level. This primary Area of Achievement should be ranked number one. Ranking an Area of Achievement number one, indicates to the Promotion Committee significant achievements at the nominated promotion level.
The applicant is required to decide which Area of Achievement they consider their second strength and demonstrate that they are working towards meeting indicators at the nominated promotion level. The secondary Area of Achievement should be ranked number two. Ranking an Area of Achievement number two, indicates to the Promotion Committee that an applicant is gradually working towards achievements at the nominated promotion level and has exceeded achievements at the current academic level.
The applicant needs to decide which Area of Achievement they consider their third strength and demonstrate that they have met indicators at their current academic level. The third Area of Achievement should be ranked number three. Ranking an Area of Achievement number three, indicates to the Promotion Committee that an applicant is meeting achievements at the current academic level.
- For ‘Standard’ applications, all three Areas of Achievement must be ranked.
- For ‘Focused – Research and creativity’ applications, applicants are not required to rank the ‘Learning and Teaching’ Area of Achievement.
- For ‘Focused – Learning and teaching’ applications, applicants are not required to rank the ‘Research and Creativity’ Area of Achievement.
The self-ranking will be considered by the Promotion Committee. However, the Committee assessing applications reserve the right to consider a different order of prioritisation, where advantageous to the applicant. When this occurs, the applicant will be notified in the feedback section of the outcome letter.
The Promotion Committee will examine all applications in line with University procedure and in context with rankings as nominated by the applicant. The Promotion Committee deliberation will be informed by:
- Clear evidence demonstrating the applicant’s first-ranked Area of Achievement aligns with indicators specified at the nominated promotion level.
- Clear evidence demonstrating the applicant’s second-ranked Area of Achievement aligns with working towards indicators specified for the nominated promotion level.
- Clear evidence demonstrating the applicant’s third-ranked Area of Achievement aligns with having satisfactorily met indicators at their current academic level.
Please note: A higher level of achievement is required for focused applications.
The Executive Dean (or equivalent) is responsible for convening the following promotion committee:
- Executive Dean (or equivalent) (or nominee of at least AcademicLevel C or above)
- Research Advisor (or nominee of Academic Level D or above) from the nominated Institute. For committees in the Research and Innovation or Global and Engagement portfolios, this member will be an Academic Level D or above within the portfolio
- Director, Learning and Teaching (or nominee of Academic Level C or above) from the nominated Institute. For committees in the Research and Innovation or Global and Engagement portfolios, this member will be an Academic Level D or above within the portfolio
- An Associate Professor (Level D) from the University but external to the applicants Institute or portfolio
- Executive Officer
- Procedural Observer
- The Pro Vice-Chancellor with University responsibility for Researchor Learning and Teaching* - Chair
- The Pro Vice-Chancellor with University responsibility for Research or Learning and Teaching
- Two members of the University at the Associate Professor or Professor level - who are not Executive Deans - nominated by the Chair
- One member external to the University at the Associate Professor or Professor level nominated by the Chair
- Executive Officer
- Independent Observer
- The Pro Vice-Chancellor with University responsibility for Researchor Learning and Teaching* - Chair
- The Pro Vice-Chancellor with University responsibility for Research or Learning and Teaching
- Two members of the University's professoriate - who are not Executive Deans - nominated by the Chair
- One senior academic member external to the University at the professorial level nominated by the Chair
- Executive Officer
- Independent Observer
- The Pro Vice-Chancellor with University responsibility for Researchor Learning and Teaching* - Chair
- The Pro Vice-Chancellor with University responsibility for Research or Learning and Teaching
- Two members of the University at the professorial level - who are not Executive Deans - nominated by the Chair
- One member external to the University at the professorial level nominated by the Chair
- Executive Officer
- Independent Observer
*The role of Committee Chair will be rotated every second year between the Pro Vice-Chancellor with University responsibility for Research and the Pro Vice-Chancellor with University responsibility for Learning and Teaching.
The composition of the promotion committee is limited in the following ways:
- Any person who is an applicant shall not be a member of the committee to which they have applied.
- Any member of a committee shall not act as a referee for any applicant to the committee of which they are a member.
- In accordance with the University’s Managing Conflicts of Interest Procedure, committee members shall declare the existence of any relationship with an applicant that may influence their evaluation of a promotion application.
- Committees will aim for gender representation, and will ensure a membership that has no less than 30% of either gender. The membership of a committee may be augmented through co-option to meet this requirement and is at the recommendation of the Chair.
- The membership of committees for all levels will not include the Director, Academic Operations (or equivalent).
- Members of committees and observers shall maintain confidentiality. The proceedings and all records of meetings of committees shall be confidential to the members, observers and Executive Officer of the relevant committee and may be accessed by Director, People and Culture on request for monitoring purposes.
- All internal members of committees must successfully complete committee member training prior to the promotion assessment period. The Executive Officer will coordinate training for the committee members and committee Chairs.
- Promotion training for the Chair, committee members or potential applicants will include (but not limited to) Unconscious Bias Training.
- If the applicant for promotion is from Aboriginal or Torres Strait Islander descent, the committee membership will include a suitably qualified Aboriginal or Torres Strait Islander person.
- In their deliberations, the promotion committeeswill assess applications against the criteria for levels of achievement rigorously and fairly.
- Promotion committee must be provided with a review period of at least 10 working days to review complete applications and provide preliminary outcomes to the Executive Officer by the nominated deadline.
- Committee members are required to use the academic promotionassessment template and rate the applicant’s level of achievement against the definition of the expected level for each area of academic achievement and the academic promotion criteria framework.
- Decision-making processes within committees will be open and transparent, and recommendations will be informed by the:
- case presented by the applicant;
- the Areas of Achievement and Criteria Framework;
- any case presented outlining achievement relative to opportunity;
- leadership reports; and
- referees’ or independent assessors' reports.
- In the context of the above, the University promotion committees' assessments of applications will consider an applicant’s whole career and in particular their achievements either since appointment or date of their last promotion at the University.
A promotion committee has responsibility to seek clarification on any point in an application from the applicant, any other person who provides a report within the application, or a referee or independent assessor. Such questions of clarification will be tabled with the Chair prior to the committee meeting. The Chair will determine how that further clarification will be sought.
- The Executive Officerwill take formal minutes of proceedings. The minutes of meetings of the University promotion committees will be the only official record of the committee’s deliberations.
- The minutes will record the committee's assessment of the levels of achievement for each Area of Achievement.
- The minutes will also record general feedback and recommendations from the committee members (where relevant).
- The Chair to confirm if any of the committee members are aware of administrative requirements of this procedure that have not been met prior to the committee deliberation.
- The procedural observer will be required to comment on process and specifically to state whether the administrative requirements of the procedure have been met in the committee deliberations. This will be recorded in the minutes.
- The Executive Officer will coordinate and forward all recommendations for promotion to the relevant Chair for all levels and then forward to the Vice-Chancellor for approval of the recommendations from the Committee(s).
- The Vice-Chancellor (or nominee) may seek advice and/or clarification on any recommendation to promote from the Chair of a promotion committee.
- The Vice-Chancellor can approve or not approve any recommendation for promotion. Should the Vice-Chancellor decide not to promote, they will provide a written statement setting out the reasons to the Chair of the relevant promotion committee and to the applicant.
- Successful applicants’ promotion take effect from 1 January of the following year.
- All costs resulting from academics being promoted will be borne by the employeeswork area.
- The Director, People and Culture will provide written advice to all applicants on the outcome of their applications. A copy of the advice will also be sent to the relevant Executive Dean and/or the Director, Academic Operations (or equivalent).
- All applicants will be provided with an extract of the minutes specific only to the assessment of their case.
- All applicants are encouraged to meet with a nominated member of the Promotion Committee and their Director, Academic Operations (or equivalent) to obtain feedback on their application in relation to the promotion criteria. Advice to assist applicants with subsequent applications and/or their future career development may also be requested.
This provision ensures that an application may be reconsidered where a procedural irregularity has occurred. Procedure irregularity is where the administrative requirements of this procedure are not met.
- An appellant will advise, in writing, the Director, People and Culture, of their intention to appeal. The Director, People and Culture, will provide the intending appellant with an extract of minutes specific only to the assessment of their case and, the minutes record of the procedural observer’s assessment of procedure.
- The intending appellant may, on consideration of the extract of minutes, decide to cease any proceedings for appeal.
- If the intending appellant decides not to lodge an appeal then this should be advised in writing to the Director, People and Culture within 10 working days from advising of intent to appeal.
- If the intending appellant decides to lodge an appeal then this should be advised in writing to the Director, People and Culture, together with the ground(s) for appeal and evidence of the failure by the University promotion committee to observe procedure, within 10 working days from advising of intent to appeal.
- On receipt of a formal written appeal, the Director, People and Culture will advise, in writing, the Chair of the relevant University promotion committee that an appeal has been lodged.
- The appeal will be dealt with in a timely manner.
- The Vice-Chancellor will review each appeal and decide if the appellant has a prima facie case. If so, then an Appeals Committee will be convened to reassess the application.
- The Appeals Committee will be appointed by the Vice-Chancellor and comprise three senior members of academic staff who have not been involved in the assessment of the application on the original academic promotions committee.
- The Appeals Committee will be provided with a full copy of the minutes and review the process that was followed by the relevant promotion committee in respect of the appellant’s application. The Appeals Committee will meet with the chair of the relevant committee.
- If the Appeals Committee concludes that there has been no breach of process, then the Appeals Committee will advise the chair of the original promotion committee and the appellant accordingly in writing. There will be no further right of appeal.
- If the Appeals Committee concludes that there has been a breach of process, then the Appeals Committee will undertake a full assessment of the application to determine whether the applicant should be promoted.
- The decision of the Appeals Committee is final.
- The Executive Dean and / or Director, Academic Operations (or equivalent) has a responsibility to assist staff to maintain and improve their academic performance and meet the requirements of higher level promotions and to make career development suggestions in this regard. This occurs within ‘Your growth matters’, ie the performance review and development program of the University.
- The Vice-Chancellor (or nominee) and the Director, People and Culture are responsible for ensuring that appropriate procedures and other systems are in place
- The Pro Vice-Chancellor and Director, Academic Operations has specific responsibility for ensuring that appropriate procedures and other systems are in place for compliance with the Academic Promotion Higher Education Procedure.
- The Vice-Chancellor (or nominee) has specific responsibilities for the maintenance of this Procedure.
Forms
- Academic Promotion Application Template (DOCX 196.6kb)
- Academic promotion equivalent accreditation - Level C (learning and teaching focus only) (DOCX 150.6kb)
- Academic Promotions Criteria Framework (PDF 169.4kb)
- CV Template (DOCX 158.3kb)
- Independent assessor nomination (DOCX 153.3kb)
- Teaching Expectations for Academic Staff (PDF 287.6kb)
| Title | Location | Responsible Officer | Minimum Retention Period |
| Application documents | People and Culture Archive | Executive Officer,University Promotion Committees | To the end of the promotion period for that year |
| Referee documents | People and Culture Archive | Executive Officer,University Promotion Committees | To the end of the promotion period for that year |
| Minutes of Promotion Committees | People and Culture Archive | Director,People and Culture | Ongoing |
| Advising successful outcome of Promotion | People and Culture personnel file of applicant | Director,People and Culture | Ongoing |
The Academic Promotion Higher Education Procedure is to be implemented throughout the University community and will take the form of:
- An Announcement Notice under 'FedNews' on the University's website and through the UniversityPolicy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure;
- Inclusion on the University's online Policy Library;
- Information sessions conducted by Provost and/or People and Culture Executive Officer.
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