Academic staff promotions scheme procedures Level B to D

Procedure

Intent

To outline procedures to govern the operation of the promotion scheme.

Scope

Academic staff levels B-D, internal to RMIT, including academic staff employed primarily for research, who meet the prescribed eligibility requirements:

  • continuing or fixed term academic staff member
  • 12 months continuous service prior to 1 June of the year of the application
  • Meet the formal skill base and formal qualifications
  • Applying for promotion to the level immediately above substantive level

Exclusions

TAFE teachers and professional staff cannot be promoted to an academic position through this process.

Staff at level A eligible for promotion to level B refer to attachment to policy ‘Promotion of Academic Staff from level A to level B’.

Procedure steps and actions:

Procedure

Responsibility

1. Nomination of College Administrators

PVC

2. Communication to Academic Staff

  • Policy and Procedures
  • Time lines
  • Information sessions
  • Academic staff promotion website
  • Information for applicants

Prepared by Human Resources for DVC Academic

3. Applicant to discuss their eligibility and intent to apply for promotion with HOS/Dean/Supervisor. Applicant must provide sufficient evidence to HOS/D to enable them to confirm eligibility.

Academic staff should indicate their anticipated timeline for next applying for promotion via the online performance workplan, plus support/development required from the school and medium-long term career aspirations

Applicant

4. HOS/D (as PVCs nominee) to confirm applicant’s eligibility, by approving the applicant’s Intent to Apply.

PVC approval of Intent to Apply must be obtained if:

  • applicant is a research-only applicant, and has provided the PVC with a copy of their approved Research only PD, or
  • applicant does not have PhD at the time of submitting the Intent to Apply, but has a presented a case for equivalent accreditation and standing, or
  • applicant applied for promotion in the previous year and was unsuccessful, and has presented evidence addressing panel feedback and progress since last application

Applicant must ensure that their Intent to Apply form is signed and submitted no later than the designated date. Instructions on how and when to submit the Intent to Apply form will be provided to applicants. Late intents to apply will only be accepted with the endorsement of the PVC and approval of the DVC Academic.

Applicants applying for promotion to Level D and Level E may submit notification of up to four external persons whom they do not wish to assess their application (optional) using the “request not to assess” section of the “Intent to Apply” form. Notification must contain justification.

If HOS/D/PVC does not confirm eligibility, and applicant wishes to dispute this decision, applicant may follow the appeals procedure.

HOS/D/PVC















Applicant

5. HOS/D to contact external assessor to determine availability and willingness to assess applications for promotion to level D (one external expert) and level E (one external expert and one external professor).

PVC endorses and VC approves nominated external assessors and VC

HOS/D



College Administrators/ PVC/VC

6. On behalf of the applicants, and based on the list of intents to apply received:

  • Research Master reports will be sought from Research and Innovation
  • Teaching data will be sought from the Survey Services Centre

Reports and data are sent to the applicant to review and update as necessary

Human Resources

7. Applicant to complete the promotion application, in which they

  • Provide a case for promotion where they address the promotion criteria, provide a record of academic achievement.
  • Nominate the names of four referees and provide necessary contact details
  • Strictly adhere to the set page limits outlined in the promotion application template
  • Research-only staff may apply for promotion against the Research and Scholarship and Leadership criteria with endorsement by the relevant HOS/D and approval by the PVC
  • Instructions on how and when to submit the application will be provided to applicants

Applicant

8. HOS/D to provide a written report to applicant commenting against the criteria. This report may be developed in consultation with other senior academic members from the applicant's School or discipline but with sign off from HOS/D.

HOS/D

9. Applicant has the “right of reply” to HOS/D comments within 5 working days of receiving report (1 page optional response).

  • Instructions on how and when to submit the report and rejoinder will be provided to applicants.
  • Neither the HOS report or the rejoinder are provided to external assessors

Applicant

10. Seek written reports from applicant-nominated referees and external assessors

College Administrators

11. Training for all Chairs and promotion panel members.

DVC Academic with assistance from Human Resources

12. Develop information kit for panel members.

DVC Academic with assistance from Human Resources

13. Promotion panels for applicants applying for promotion to levels C and D to be organised as per prescribed composition.

  • Ensure panel members have been provided with information kit.
  • Provide promotion applications to full panel members
  • Schedule meeting times for internal promotion panel members to assess applications.
  • Record applicants assessments from all panel members.
  • Seek further information from applicant if directed by Chair of Panel prior to the panel meeting.
  • Provide listing of recommended outcomes to Human Resources.

College Administrator with assistance from Human Resources

14. A University-wide promotion panel for all applicants applying to Level E to be organised as per prescribed composition.

Human Resources in conjunction with College Administrators

15. Collate a summary of outcomes for level C through to level E for presentation to UAPC meeting.

Human Resources

16. Independent moderator to review a sample of applications from all B-C and C-D panels and provide an assessment report to UAPC. The applications selected will be one successful and one unsuccessful application from each panel, and should be borderline cases.

Moderator

17. Arrange UAPC meeting for end of process review meeting

  • Invite Chairs of Panels to meeting
  • Table Moderator report
  • Record comments at meeting
  • Prepare final UAPC recommendations to VC
  • Collate a summary of outcomes to level C through to level E outcomes for presentation to VC

Human Resources

18. VC to approve all outcomes and sign letters notifying all applicants of the outcome of their application.

Human Resources to prepare all documentation for VC approval

19. PVC and HOS/D to be notified of outcomes in their specific area.

Summary of outcomes to be sent out by Human Resources

20. University community to be advised of successful applications

Vice-Chancellor with assistance from Human Resources

21. Applicant’s university record updated to reflect the promotion.

Human Resources

22. Normally within 4 weeks of notification, unsuccessful applicants to meet and be provided with verbal feedback on their application from Chair of panel.

Unsuccessful applicants to be provided with written feedback, with a copy to HOS/D

DVC/PVCs office organise a meeting with unsuccessful applicants on behalf of Chair of Panel

Chair of Panel.

23. An unsuccessful applicant may appeal the decision under the appeals procedure.

Applicant

24. HOS/D (or nominee) to meet with successful and unsuccessful applicants to discuss the implications of the promotion outcome for the individual both in workload planning and career development.

HOS/D and Applicant

25. Successful applicants to be given new position descriptions and develop new workplans.

HOS/D and Applicant

26. Review of the promotion round and report to VC.

UAPC

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