2014 Guide for Applicants

Enquiries relating to this guide should be directed to Ms Angela Ryan, Senior HR Officer (Organisational Development).

Applications for the 2014 Academic Promotion round are to be submitted in four stages.  

  • Part A: Assessment of Eligibility is due to Human Resources on Friday 4 April 2014 by 5.00pm

  • Part B: Application for Promotion is due to your Supervisor for feedback on Friday 27 June 2014

  • Part B: Application for Promotion is due to the Executive Dean (or equivalent) on Friday 11 July 2014

  • Part B:  Application for Promotion is due to Human Resources on Friday 1 August 2014 by 5.00pm. 

Applicants must complete a Part A Application Form (DOC 204kb), and a Part B Application Form (DOC 161kb)  and submit to acpromotion@usq.edu.au by the closing dates specified above.

Contents

1   Overview

2   Eligibility to Apply

3   Definitions

4   Criteria for Promotion

5   Advice

6   Applications

7   The Interview Process

8   Referees

9   The Promotion Panel

10  The Rating Process

11  Notification of Decisions

12  Appeals

13  Confidentiality 

Appendix 1 - Promotion for Academic Employees Policy

Appendix 2 - Academic Promotion Timeframes

1.  Overview 

The information contained in this document has been compiled to assist in the preparation of an application for academic promotion.

The policy on Promotion for Academic Employees in the USQ Policy Library and included as Appendix 1 of this guide, states that:

The University will annually provide an opportunity for academic employees to seek promotion to the next level on the basis of meritorious performance. In exceptional circumstances it is possible to seek promotion over more than one level.
 

There will be no quota on the number of promotions recommended to the Vice-Chancellor in any one year but recommendations for each level of promotion will be presented in rank order for the Vice-Chancellor's approval. The number of successful applicants may be subject to budgetary constraints.
 
The University is committed to the principle of equal opportunity in promotion and recognises that employees contribute to its vision and goals in diverse ways. The achievements of candidates for promotion are considered relative to the particular circumstances of their career progression and the opportunities which have been available to them.

Principles of Academic Promotion

Three general principles guide the design and operation of the academic promotion process. These principles are:

  • Fairness - decisions are made objectively, based on explicit evidence
  • Openness - clearly identified process and criteria
  • Consistency - between stated criteria and actual decisions reached.

Promotional appointments are to be approved by the Vice-Chancellor based on the recommendations of the University Moderation Panel. The merit principle underpins the promotion process, hence Promotion Panel recommendations will be based on each applicant's personal application and interview (where applicable) measured against the specified promotion criteria.

Appendix 2 contains the Academic Promotion Timeframes, an outline of anticipated dates for important events in the process. The timeframes for the Promotion process will, as far as possible, follow this schedule.

This document is intended to serve as a guide only and has been compiled to assist USQ staff members in the preparation of their application. It is very important that applicants have a clear understanding of the current policy and regulations contained in the Promotion for Academic Employees policy (attached as Appendix 1).

Applicants must complete the Academic Promotion Application Forms in accordance with the stated timeframes. APPLICATIONS RECEIVED AT HUMAN RESOURCES AFTER THE CLOSING DATES WILL NOT BE ACCEPTED. Only in very exceptional circumstances will the Chair of the Promotion Panel accept a late application.

2.  Eligibility to Apply

Qualifications

USQ staff planning to make application should note the eligibility conditions for each promotion category, as outlined in the Academic Promotion Policy section 4.1.1 which states that:

To be eligible to apply for promotion academic employees will:

  1. Have completed at least one year's service in the University in a fractional or full-time appointment as at the closing date of applications.
  2. For promotion to Level B, should have a masters qualification in the relevant discipline area, or equivalent accreditation or standing 
  3. For promotion to Level C, D and E, should have a doctoral qualification in the relevant discipline area, or equivalent accreditation or standing 

Following the check of the Part A: Eligibility Assessment, applicants who do not possess the required qualification will be notified and requested to provide supplementary information to the University Moderation Committee. For further information, contact Ms Angela Ryan, Senior HR Officer (Organisational Development).  

Equivalent Accreditation or Standing

Where applicants do not possess the required qualification, cases will be considered for equivalence on the basis of professional accreditation or standing.

  • ‘Equivalent accreditation’ means that if an examining body, profession or similar institute admits a person to one of its awards or levels of membership, and that award or level of membership is widely considered by universities and the profession to be equivalent to a particular level of University award, then the award or level of membership may be deemed to have equivalent accreditation to the particular University award. 
  • ‘Equivalent standing’ means that applicants must demonstrate equivalence to the required qualification with regard to teaching experience, experience in research and scholarship, experience outside tertiary education in industry, creative achievement, professional contributions and/or to technical achievement. 

A candidate seeking to establish equivalent accreditation or standing must prepare a written case which substantiates the claimed equivalence.   

Evidence subsequently provided in Part B to support a case for promotion must be of a different nature and impact from the evidence used to substantiate equivalent accreditation or standing in Part A.

Applicants may also request consideration for special circumstances, including career breaks, gender, family or other factors which may have impacted their qualifications, accreditation or standing.

Additionally, employees who at the time of applying for promotion, are in the process of submitting the relevant higher degree may be considered for promotion conditional on confirmation of eligibility to graduate in the higher degree following the promotion round, provided that it is within 12 months from the date of notification of the conditional promotion decision. A case must be submitted in writing to the University Moderation Panel for consideration of eligibility. If successful, the promotion will be effective from date of receipt of qualification and will not be backdated to 1 January.

Previous applications

Employees who were unsuccessful in their application for promotion in one year may not apply for promotion in the following year, except where:

  • the application in the previous year was a first application for promotion to that level (applications before 2013 do not factor into this consideration), or
  • the applicant was deemed ineligible in the previous year and the applicant's eligibility requirements have subsequently changed for the current year's application (eg Doctoral qualification has been awarded).

However, an employee who was unsuccessful in their application for promotion in one year may submit a case to the University Moderation Panel for approval to apply in the following year, where it can be demonstrated that substantial progress has been made towards addressing improvements identified in feedback received on the previous year's application. The University Moderation Panel will assess this request. Any applicant who falls into this category must complete the relevant section within the Part A: Assessment of Eligibility form (DOC 204kb).

Withdrawal of application

An applicant who submits an application under Part A: Assessment of Eligibility and subsequently withdraws their application, either prior to or following submission of a full application under Part B: Application for Promotion, will not have their eligibility to apply in the following year affected, provided the application has not progressed to the stage of assessment through formal evaluation mechanisms, ie University Promotion Committee. 

Withdrawals of applications must be made in writing to Human Resources via acpromotion@usq.edu.au prior to consideration by the relevant Promotion Committee - refer to Appendix 2 - Timeframes for details.

Moderation Panel review of eligibility

The University Moderation Panel will then meet to review all applications to determine whether eligibility requirements, including qualifications or equivalency requirements, have been met for the level of promotion sought, prior to Part B: Application for Promotion being called from eligible applicants. 

3.  Definitions

The USQ Policy Library provides the following definitions:

Teaching

Teaching is a creative activity designed to foster students' learning, their ability and desire to undertake scholarly work, and their personal development and creativity. Teaching draws upon the professional and disciplinary expertise of staff and is continually revitalised by research, scholarship, consultancy or professional practice. Teaching includes the design, implementation and evaluation of curriculum materials for all modes of delivery.

Scholarship

Scholarship refers to the analysis and interpretation of existing knowledge aimed at improving, through teaching or by other means of communication, the depth of human understanding.

Research

Research is taken to mean systematic and rigorous investigation aimed at the discovery of previously unknown phenomena, the development of explanatory theory and its application to new situations or problems, and the construction of original works of significant intellectual merit.

4.  Criteria for Promotion

Section 4.2.1 of the Promotion for Academic Employees Policy sets out three criteria for promotion:

  • Teaching and Related Scholarship
  • Research and Original Achievement
  • Service to the University, Community and Profession.

Applicants must address all three promotion criteria and demonstrate that they satisfy the performance standards necessary for promotion. The following information is provided in order to assist applicants in demonstrating achievements under the respective criteria. This is a guide only and is not an exhaustive list. Some of the suggestions may not be appropriate for certain disciplines.

Applicants should be mindful of the 16 page limit with respect to the application form. Please note that the 16 page limit includes the pre-printed text on the form. The mandatory Supervisor's Statement is in addition to the 16 pages. 

Applicants may request consideration for special circumstances, including career breaks, gender, family or other factors which may have resulted in an alternative profile in one or more of the criteria or limited their career progression.

Applicants are advised that special consideration usually relates only to the quantum of achievement expected, not to its quality.

Applicants are strongly advised to seek evidence concerning the extent to which assigned duties are performed and the quality of performance in their current position.

(i) Teaching and Related Scholarship

In accordance with the above definitions, this criterion may include: face-to-face classroom teaching; the various modes of distance education teaching (including online mode, the preparation of print, voice, visual or electronic materials and contact with students directly or by telephone, computer link, or video link); the teaching of groups other than award students (including fellow employees); postgraduate supervision; curriculum, course and instructional design; educational leadership and scholarship associated with teaching.

To address this criterion, you should prepare a portfolio which summarises your major accomplishments and strengths in teaching/scholarship. Documentation should clearly indicate not only your level of productivity, but also the quality of your output.

The portfolio should present an overall picture of your interests, achievements, and the impact of your activities on the student, academic and/or regional community. It should include some or all of the following:

1. A brief statement of your philosophy and/ or general approach to teaching and scholarship and their relationship to the University mission.

2. A concise teaching profile, including:

  • subject area expertise
  • courses taught/contribution/workload
  • honours and postgraduate students supervised to successful completion
  • other significant activities

3. Evidence of the effectiveness and quality of your teaching and scholarship and educational leadership1

  • an outline of the objectives in your teaching/scholarship and how these were achieved
  • student evaluation/rating summaries2
  • assessments by peers or independent experts
  • student achievement
  • provision of intellectual stimulus for students
  • monitoring, evaluation and improvement of teaching and subjects
  • preparation and production of teaching materials for conventional and flexible delivery, including study book authorship, together with users'/readers' evaluative comments.
  • contributions to an innovation in educational methodology, curricula and teaching materials
  • receipt of a teaching award or similar accolade
  • receipt of an award for the design and delivery of teaching materials

4. Evidence of effective educational leadership

  • course coordination
  • unit team leadership
  • course and curriculum design
  • staff development and mentorship

5. Evidence of research and innovation in teaching and learning3

  • published outcomes in books/refereed journals
  • refereed conference proceedings
  • commissioned reports of a developmental nature
  • teaching grants

6. Other evidence as appropriate, for example, for employees in other than 'research only' positions, evidence of interest and participation in professional development activities that enhance teaching, learning and assessment at USQ.

___________________________

1 Evaluation of teaching should include:  self assessment, peer assessment and student assessment.  Applicants should, where possible, provide factual, statistically-valid information which will take precedence over uncorroborated claims and the opinions of others (including students).

The University provides instruments for student evaluation of courses in all modes.  For your external courses and online courses check the evaluation questionnaire is included.  For day-mode courses check with the head of your academic course to ensure it is administered.  Include for the Promotion Panel any qualitative comments you wish to make, eg that you teach a compulsory or service course.  Alternative instruments may be used if desired.  Applicants are advised of the risk of not including the results of student evaluations in their portfolio.   Equally applicants are strongly advised not to rely solely on student evaluations and to use other quantitative and qualitative evaluations wherever possible.

3 Applicants, particularly those whose discipline or interest is in educational research, may choose to include this matter either under the Teaching and Scholarship criterion or under the Research and Original Achievement criterion but not both.

(ii) Research and Original Achievement

This criterion encompasses all forms of original intellectual or cultural achievement including: research, exhibitions, performance, unique consultancy and the leadership, scholarship, publication, commercialisation and information/technology transfer associated with these activities. For simplicity, in the following paragraphs the word research will be taken in the widest sense to represent all of these forms of original achievement.

A research portfolio is a scholarly summary of your major accomplishments and strengths in research. Documentation should clearly indicate not only your level of productivity, but also the quality of your output. The portfolio should present an overall picture of your research interests, achievements, and the impact of your work on the academic, professional and/or regional community.

The following list provides suggestions concerning the type of information that you could provide in your portfolio:

  • General research philosophy and relationship to the University mission. 
  • Personal areas of research interest. 
  •  Particular achievements during the past twelve months. 
  • Full list of publications distinguishing those subject to peer review before publication, eg in a refereed journal. Distinguish the source and nature of the referee process - e.g. that the referees are scholars independent of authors and publishers. Where publications are jointly with others, detail the extent of your personal contribution. Where publications are drawn from conference papers this should be shown, where a publication covers similar material to another this should be indicated. 
  • Full list of creative work, including: 
  • Musical compositions, performances or interpretations; 
  • Art exhibitions; 
  • Theatrical performances. 
  • One or two examples of your most influential publications. (with brief justification of your selection) 
  • Details of conference presentations (highlighting invited contributions and Keynote Addresses where appropriate) and indicating the nature of the invitation e.g. whether it was unsolicited or sought. 
  • Description of the impact of your research on the academic, professional and/or general community as indicated, for example by: 
  • Independent reviews of published or creative work; 
  • Citation details for some selected publications; 
  • Inclusion of your work within major teaching texts; 
  • Journal Citation reports - impact factor of published work; 
  • Collaboration with business or industry. 
  • Details of success in obtaining competitive research funding, distinguishing external funding from internal grants. 
  • Evidence of research leadership and research administration, such as: 
  • Research team management; 
  • Initiatives taken to stimulate the research of others; 
  • Involvement in conference organisation; 
  • Active and contributing membership of research related committees. 
  • Journal editorship responsibilities. 
  • Reviewing duties for academic journals. 
  • Reviewing duties for granting bodies. 
  • Patents. 
  • Engineering or architectural designs. 
  • Discipline based scholarship: 
  • Textbooks you have written, together with readers' evaluative comments. 
  • Book reviews and review articles published. 
  • Theses and dissertations you have supervised to successful conclusion. 
  • Theses and dissertations you have examined. 
  • Other areas which demonstrate a high level of scholarship or professional skill which have made an identifiable contribution within a discipline.

Personal paid consultancies should not be included in research unless there is published output of original research significant to the discipline. Consultancies on the University's behalf may be appropriately included as University service.

The research portfolio should be a succinct document that pulls together all the evidence you can gather to demonstrate your expertise and accomplishments.

The following book may be found useful:

Beatty, Kate, ed: So Where's Your Research Profile?: A Resource Book for Academics. South Melbourne, UACA, 1993

Note that "double counting" within your application should be avoided. Where, for instance, gaining your doctorate qualifies you to apply for a particular promotion, your doctoral research will not be considered as evidence of research output.

As described previously, evidence provided in Part B to support a case for promotion must be of a different nature and impact from the evidence used to substantiate equivalent accreditation or standing in Part A. For example, in Part A a body of research may be used to demonstrate equivalence of doctoral qualification. However, the impact of this research where the researcher is an international leader may be used to demonstrate capability to perform at the promotion level sought.

(iii) Service to the University, Community and Profession

In the Guidelines for Assessment for Promotion, Section 3 states:

This area relates to the need for academic staff to contribute in an appropriate and sustained way to the corporate life of the University, the community good and the development of their profession in domains such as:

  • contributions to the formulation and implementation of academic policy; 
  • the initiation (or active maintenance) of linkages between the University and the community, employers of graduates and professional institutions.

Applicants should provide a portfolio of service with the emphasis on achievement and leadership (rather than merely activity) and which may include: 

  • Contributions to institutional planning and/or governance and/or academic goals. 
  • Managerial, administrative and other contributions to work of faculty and department. 
  • Service on committees of inquiry and working parties (identify committee, purpose of committee, role played, membership duration and contribution). 
  • Active and contributing membership of Academic or Faculty Boards. 
  • Service to the relevant profession. 
  • Membership of and participation in the activities of professional bodies/learned societies. 
  • Involvement in continuing education programs. 
  • Education in the wider community. 
  • Public lectures 
  • Media comment of an expert nature or service as an expert witness. 
  • Consulting (services supplied, agencies). 
  • Professional practice (nature, extent, duration, clientele).
  • Any involvement in community groups which utilises the professional, academic, leadership or management skills of the applicant.

Where a research project/paper/event is undertaken as part of a team, it is important to outline the level of your personal contribution in each area. It is recommended that this be displayed in a table which clearly indicates the percentage of your involvement and contribution to achieve the outcome/result. This will provide the panel with a fair and accurate representation of your level of contribution and involvement towards each specific research project/paper/event etc.

5. Advice

The Academic Board suggests that applicants seek advice from experienced, independent sources in the production of their application and in preparation for the interview (where applicable). A senior scholar from another School or  Faculty and a detached mentor from the applicant's own School or Faculty or a previous promotion panel member could all be helpful in reading applications before submission as well as supervisors.

6. Applications (Self Assessment)

Internal deadlines have been introduced in the application submission process to allow adequate feedback from direct line managers to a candidate’s application.

Employees will need to submit their application to their Supervisor by Friday 27 June 2014. Following this process applicants are required to submit the application to the Executive Dean (or equivalent) by Friday 11 July 2014.

The final draft of the application is required to be submitted via email on the completed Part B Application Form to acpromotion@usq.edu.au by the closing date specified in the Academic Promotion Schedule (Appendix 2). Applications received after this date will not be accepted. Once submitted, no additional information may be included in the application, except as specified in (iv) below.

(i) Curriculum Vitae

Curricula Vitae should be presented within the allocated sections of the application form to promote consistency and readability.
Curricula Vitae would normally contain information such as books and papers published, research experience, performances, exhibitions and the like, but as these are to be addressed in the promotion criteria, applicants are advised not to include such information here.

(ii) Promotion Criteria

Documented evidence should be collated under the following specific headings and addressed in the following order: 

  • teaching and related scholarship 
  • research and original achievement 
  • services to the University, community and profession

(iii) Statement by Supervisor

Applicants are required to include a statement by their supervisor or Executive Dean (where relevant) which will address the three selection criteria and provide the panel with an overall assessment of the candidate's promotability.   Following the receipt of the Statement by Supervisor, candidates may submit an additional one page statement to provide additional commentary in response. Applicants, in this response, may address context or other elements in the supervisor's statement. Please note that neither documents are included in the 16 page limit.

Where the supervisor’s statement must be submitted by the final Part B closing date on 1 August 2014, the candidate’s optional commentary document must be submitted no later than the next working day, Monday 4 August 2014.

Following confirmation of eligibility, supervisors will be contacted by Human Resources regarding the process of preparing the supervisor statement.

For any concerns relating to the Supervisor Statement, please contact Ms Angela Ryan, Senior HR Officer (Organisational Development).

(iv) Updating the Application

Applicants are permitted to submit, one day prior to the formal assessment meetings, a one page summary of achievements that have resulted since their application was first made, for example, first semester student evaluations or evidence of further new research. No additional documents may be submitted at the interview itself, except in the case student evaluations at USQ in Semester 1, 2014, where this does not become available until immediately prior to the promotion meeting or interview (where relevant).

7. The Interview Process

For promotion to Levels B, C and D interviews will be at the panels discretion. For example, applicants may be called for interview where further clarification is required or there is significant variation in ratings.

For applicants for promotion to Level E interviews will normally be conducted and will, as far as possible, occur during the time period outlined in the Schedule.

Firm interview dates and times will be conveyed to all applicants as early as possible to ensure availability. All applicants should strive to be available for face-to-face interview although a telephone interview may be arranged if the Chair of the Panel judges the circumstances make this necessary. The purpose of the interview is to explore selected matters from the application, supervisor's statement and referee reports, and to give the applicant an opportunity to present more recent information.

Once notification has been received, should the applicant have any concerns relating to the panel membership, please contact Ms Angela Ryan, Senior HR Officer (Organisational Development) within one week of the date of the interview/assessment meeting notification letter.

(i) Early Interview

One session of early interviews may be scheduled if the relevant panel deems this necessary to accommodate those applicants unable to attend scheduled interviews owing to unavoidable and extraordinary circumstances. If an applicant requires this option the procedure detailed below should be followed. However, if applicants know they will be unavailable during the interview period, they should consider the option of a telephone interview during the scheduled interview period.

Method of applying for early interviews 

  • Interview dates outlined on the Academic Promotion Schedule are guides only. Final dates will be determined once applications have closed and all applications have been received. 
  • All applicants will be notified of the finalised dates as soon as possible. 
  • Applicants will then have one week to ensure availability at the relevant time and confirm this with the Senior HR Officer (Organisational Development), Human Resources.  
  • Applicants wishing to seek approval for early interview must submit reasons in writing to the Chair, University Promotion Panel through the Senior HR Officer (Organisational Development) at the closing date of applications. 
  • The request for early interview letter should be separate from the application itself.

Applicants should note that inability to attend scheduled interviews owing to clashes with lecture timetables, for example, do not constitute unavoidable and extraordinary circumstances and will not warrant inclusion for early interview (rescheduling of a class or exchanging with another staff member are appropriate means of ensuring availability).

(ii) Interview Format

The interview will be 45 minutes in duration and will normally follow the format detailed below: 

  • Greeting and introduction by Chair, Academic Promotion 
  • [Optional] Applicant provides a two-minute summary of any new evidence. 
  • Promotion Criteria: Panel Members lead applicant through a discussion focusing on the criteria and the application. 
  • Applicant will have 1-2 minutes for a final summary of strengths.

Total 45 minutes  

(iii) Feedback

If applicants wish to provide feedback to the panel concerning the promotion process following the interview and prior to decisions being announced. Such feedback should be forwarded to Human Resources who will make it available to the Review Panel. Please refer to Appendix Two for dates.

8. Referees

(i) Criteria

Applicants should choose referees who are sufficiently aware of their recent and current work to give informed advice and to comment on their achievements in the promotion criteria.

It is usually expected that referees will, where appropriate, hold appointment to a more senior academic level than the applicant and that referees will be people of standing in the relevant academic/professional fields whose judgement can be relied upon by the Promotion Panel. The referees may not be members of the relevant Promotion Panel. For further detail please refer to attachment one.

(ii) Referees' Role

Each of the three referees will be asked to comment in strict confidence on the candidate's merit in terms of the promotion criteria. Referee reports will be structured according to the form issued to referees by USQ's Human Resources, but referees may also be requested to address specific questions if the Panel wishes. In this instance, referees will be notified accordingly by a representative of Human Resources.

(iii) Applicants' Role

Applicants applying for promotion to Lecturer (Level B) and Senior Lecturer (Level C) must choose three (3) referees of whom at least one (1) must be external to USQ and preferably recognised as leaders in the profession.

Applicants applying for promotion to Associate Professor (Level D) and Professor (Level E) must choose three (3) referees of whom at least two (2) must be external to USQ.

Applicants must avoid nominating referees who are members of the relevant Promotion Panel. Deans/Directors may be consulted with respect to choosing referees.

Applicants are responsible for providing correct contact details on the application form so that all referee reports are available by the due date. Contact details must include:

  • name 
  • business address 
  • contact telephone number during business hours 
  • facsimile number during business hours 
  • e-mail address.

Applicants must communicate to referees full details regarding anticipated dates by which referee reports will be requested to ensure contact details are appropriate. They should also provide each referee with a copy of the full application, preferably at the time of submitting the application to Human Resources. Applicants are strongly advised to follow-up with their referees to ensure they have all the information they need and are responding in time

Human Resources cannot be held responsible for incorrect or non-current contact details. Human Resources will make reasonable attempts to follow-up with referees, but cannot be held responsible for the failure of referees to respond by the due date.

9. The Promotion Panels

The promotion process utilises a number of panels.

(i) The Promotion Panels

As defined in the policy, the Promotion Panel for Academic Level B  will be constituted as follows:

  • Senior Deputy Vice-Chancellor (Chair), 
  • Chair of Academic Board or nominee (at Level C or above)
  • One Associate Dean nominated by each Faculty (two in total), both of whom must be an Academic Level C or above. (At least one of the nominated members to be female) 
  • An Academic Employee nominated by each Faculty (two in total), both of whom must be an Academic Level C or above. (At least one of the nominees to be female)
  • President, USQ Branch of NTEU (or nominee) as observer 
  • Manager (Organisational Development) (or nominee) as Executive Officer

Individuals who have line management responsibilities for applicants in the current round are not eligible to act as a panel member on any University Promotion Committee.

Where an application is received from an Indigenous staff member, the promotion committee is to be reconstituted, prior to the consideration of any applications, to include an Indigenous Academic from any higher education institution. This will be an additional committee position. In this circumstance the Executive Officer to the Promotion Committee will request that the Senior Deputy Vice-Chancellor nominate the Indigenous staff member to become a committee member.

Where an application is received from academic employees in an area of the University other than a Faculty, an additional committee member from the relevant work area will be nominated by the relevant Divisional head (ie Deputy Vice-Chancellor or equivalent), to serve on the committee. The nominee will be at Academic Level C or above, and not have line management responsibilities for the applicant.

Committee members will not act as a referee for any applicant submitting an application to that committee.

The Promotion Panel for Level C will be constituted as follows:

  • Senior Deputy Vice-Chancellor (Chair) 
  • Chair of Academic Board or nominee (at Level D or above)
  • An Academic employee nominated by each Faculty (two in total), both of whom must be an Academic Level D or above.  (At least one of the nominees to be female).   
  • A nominee from the Associate Deans (Research and Research Training)
  • A nominee from the Associate Deans (Learning and Teaching)
  • President, USQ Branch of NTEU (or nominee) as observer 
  • Manager (Organisational Development) (or nominee) as Executive Officer

Individuals who have line management responsibilities for applicants in the current round are not eligible to act as a panel member on any University Promotion Committee.

Where an application is received from an Indigenous staff member, the promotion committee is to be reconstituted, prior to the consideration of any applications, to include an Indigenous Academic from any higher education institution. This will be an additional committee position. In this circumstance the Executive Officer to the Promotion Committee will request that the Senior Deputy Vice-Chancellor nominate the Indigenous staff member to become a committee member.

Where an application is received from academic employees in an area of the University other than a Faculty, an additional committee member from the relevant work area will be nominated by the relevant Divisional head (ie Deputy Vice-Chancellor or equivalent), to serve on the committee. The nominee will be at Academic Level D or above, and not have line management responsibilities for the applicant.

Committee members will not act as a referee for any applicant submitting an application to that committee. 

The University Professorial Promotion Panel for Levels D and E will be constituted as follows:

  • Senior Deputy Vice-Chancellor (Chair)
  • Chair of Academic Board or nominee at Level E
  • Two Level E academic employees, one from each Faculty nominated by the Executive Deans (at least one of the nominees to be female)
  • Nominee from the Deputy Vice-Chancellor (Research and Innovation) at Academic Level E
  • Nominee from the Deputy Vice-Chancellor (Academic Services) at Academic Level E
  • One external member of the Australian higher education sector at Academic Level E for the assessment of promotion to Academic Level E, nominated by the Senior Deputy Vice-Chancellor.
  • Two external discipline assessors for each applicant for promotion to Academic level E as recommended by the Executive Dean of Faculty
  • President, USQ Branch of NTEU (or nominee) as observer
  • Manager (Organisational Development) (or nominee) as Executive Officer

Individuals who have line management responsibilities for applicants in the current round are not eligible to act as a panel member on any University Promotion Committee.

Where an application is received from an Indigenous staff member, the promotion committee is to be reconstituted, prior to the consideration of any applications, to include an Indigenous Academic from any higher education institution. This will be an additional committee position. In this circumstance the Executive Officer to the Promotion Committee will request that the Senior Deputy Vice-Chancellor nominate the Indigenous staff member to become a committee member.

Where an application is received from academic employees in an area of the University other than a Faculty, an additional committee member from the relevant work area will be nominated by the relevant Divisional head (ie Deputy Vice-Chancellor or equivalent), to serve on the committee. The nominee will be at Academic Level E, and not have line management responsibilities for the applicant.

Committee members will not act as a referee for any applicant submitting an application to that committee.

The function of the Promotion Panels is to rate all applicants in a particular academic subdivision in accordance with promotion criteria and other special circumstances which may prevail on the basis of the written application and interview. Each applicant is categorised as 'Promotable' or 'Not Promotable at this stage'.

The observers ensure equity and fairness in the process.

(ii) The Moderation Panel

A Moderation Panel reviews cases for eligibility, the outcomes of each Faculty interview, considers where a Faculty panel may be deadlocked on the merits of a particular applicant, formulates the overall ranking of applicants and prepares recommendations to the Vice-Chancellor.

The membership of the Moderation Panel will be comprised of:

  • Senior Deputy Vice-Chancellor, Chair
  • Chair, Academic Board or nominee at Academic Level .
  • Two Level E academic employees, one from each faculty, who served on the Professorial Promotion Committee
  • Nominee from the Deputy Vice-Chancellor (Research and Innovation) at Academic Level E, who served on the Professorial Promotion Committee
  • Nominee from the Deputy Vice-Chancellor (Academic Services) at Academic Level E, who served on the Professorial Promotion Committee
  • President, USQ Branch of NTEU (or nominee) as observer
  • Manager, Organisational Development (or nominee) as Executive Officer

(iii) The Review Panel

The Review Panel consists of the members from all promotion panels as well as the Observers. It meets at the conclusion of the promotion round to review the process and to discuss any feedback and to make recommendations to the Academic Board on improvements to the process.

10. The Rating Process

The Promotion Panel will assess applicants and rate each one based on the evidence provided in the application and any supporting documentation, confirmed by the interview process (where applicable).

Applicants should refer to Section 4.2.2 of the Promotion for Academic Employees Policy for further information regarding the rating process.

11. Notification of Decisions

Following the decision of the Vice-Chancellor, formal written advice from Human Resources will be provided to applicants.

Promotion will become effective from 1 January of the following year and successful applicants will normally be appointed at Step One of the salary classification to which they are promoted.

Post-Decision Feedback

Unsuccessful applicants will be provided with post-decision verbal feedback by the Chair of the Panel and the applicant's supervisor may also be present for developmental purposes. Such feedback will normally focus on providing unsuccessful applicants with advice about identified deficiencies and what is required in order to address these deficiencies.

12. Appeals

Unsuccessful applicants may appeal against decisions in accordance with Section 4.6 of the Promotion for Academic Employees Policy.

Where an employee appeals a decision on eligibility as an outcome of Part A, the appeal will also be heard in accordance with section 2.6 with appeals being submitted in writing and forwarded to the Executive Director, Human Resources within four weeks of the notification of promotion outcomes in December of each year. Where the Promotion Appeals Panel considers there has been a breach of the University's procedures and/or that natural justice was not afforded in relation to eligibility, the recommendation in relation to eligibility will be provided to the Vice-Chancellor for decision. Where the Vice-Chancellor supports the recommendation on eligibility, the University will reconvene the relevant Promotion Committee and the employee will then progress through normal promotion procedures.

13. Confidentiality

Information is sought from applicants in strict confidence and used solely for the promotion process.

Appendix 1 - Promotion for Academic Employees Policy

Appendix 2 - Academic Promotion Timeframes 2014

Action  Date
Call for Part A: Assessment of Eligibility applications 21 March 2014
Part A: Eligibility applications close 4 April 2014 (5.00pm)
Eligibility checking by Human Resources 7 - 8 April 2014
Moderation Panel meeting to consider eligibility 9 - 17 April 2014
Notification of eligibility 2 May 2014
Call for Part B: Application for Promotion

2 May 2014

Information Session for applicants 5 - 16 may 2014
Part B:  Application for Promotion due to Supervisor to seek feedback 27 June 2014
Part B: Application for Promotion due to Executive Dean (or equivalent) 11 July 2014
Part B: Applications close at Human Resources 1 August 2014 (5.00pm)
Final date for application for early interview 1 August 2014
Referees contated by Human Resources 8 August 2014
External assessors nominated (where applicable) 8 August 2014
Briefing Meeting for Panel Members TBA
Referee reports deadline

19 September 2014

Applicants notified of interview date 19 September 2014
External assessor reports due (where applicable) 26 September 2014
University Promotion Committee Meetings and Interviews 7 - 31 October 2014
Moderation Panel Meeting 3 - 14 November 2014
Recommendations to Vice-Chancellor 21 November 2014
Decision announced 28 November 2014
Appeal period closes TBA
Review Panel TBA
Promotion decisions effective 1 January 2015