Document Comments

Bulletin Board - Review and Comment

Step 1 of 4: Comment on Document

How to make a comment?

1. Use this Protected Document to open a comment box for your chosen Section, Part, Heading or clause.

2. Type your feedback into the comments box and then click "save comment" button located in the lower-right of the comment box.

3. Do not open more than one comment box at the same time.

4. When you have finished making comments proceed to the next stage by clicking on the "Continue to Step 2" button at the very bottom of this page.

 

Important Information

During the comment process you are connected to a database. Like internet banking, the session that connects you to the database may time-out due to inactivity. If you do not have JavaScript running you will recieve a message to advise you of the length of time before the time-out. If you have JavaScript enabled, the time-out is lengthy and should not cause difficulty, however you should note the following tips to avoid losing your comments or corrupting your entries:

  1. DO NOT jump between web pages/applications while logging comments.

  2. DO NOT log comments for more than one document at a time. Complete and submit all comments for one document before commenting on another.

  3. DO NOT leave your submission half way through. If you need to take a break, submit your current set of comments. The system will email you a copy of your comments so you can identify where you were up to and add to them later.

  4. DO NOT exit from the interface until you have completed all three stages of the submission process.

 

Academic Promotion Procedure

Applicant changed to candidate throughout.

Section 1 - Introduction

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

Top of Page

Section 2 - General Procedural Principles

Timing

Sentence structure changed in clause 2 – no contextual change.

(2) A promotion round for eligible candidates will take place annually, with all four (4) promotion levels conducted concurrently.

The below clause used to read: “Where a promotions round is completed prior to 30 June, promotion will be effective from 1 July of that year. Where a promotions round is completed by 31 December, promotion will be effective from 1 January of the following year.”

(3) Where a promotions round is completed prior to 30 June, promotion will be effective from 1 July of that year. Where a promotions round is completed between 1 July and 31 December, promotion will be effective from 1 January of the following year.

(4) At the discretion of the Deputy Vice-Chancellor (Academic), an application may, in exceptional circumstances, be considered at any time. Such a decision must be consistent with the principles of the Academic Promotion Policy and this Procedure (see section 12).

Sentence structure of Clause 5 changed, no contextual change.

(5) The Director, People and Workforce Strategy will be responsible for submitting proposed timeframes for academic promotion each year to the Deputy Vice-Chancellor (Academic) for consideration and approval.

(6) Once approved, the full schedule of dates including information and feedback sessions will be announced and communicated on the University's website during February of each year.

Eligibility

The below clause used to read: “All academic staff will be eligible to apply for promotion to the next level.”

(7) All full-time or part-time academic staff with continuing, or fixed-term appointments of no less than three (3) years, will be eligible to apply for promotion to the next level.

(8) In all cases the candidate's current level on the salary scale will be irrelevant.

The below clause used to read: “Applicants for promotion are required to hold the award of PhD to be considered for promotion to academic Level B and above.”

(9) Candidates for promotion are generally required to hold the award of PhD to be considered for promotion to Level B academic and above.

The below clause used to read: “In exceptional circumstances a Pro Vice-Chancellor may present a case to the Deputy Vice-Chancellor (Academic) for submission to, and determination by, the Vice-Chancellor, where the applicant’s experience provides a compelling case for exemption from the requirements in clause 9.”

(10) In exceptional circumstances a Pro Vice-Chancellor may present a case to the Deputy Vice-Chancellor (Academic) for submission to and determination by the Vice-Chancellor where the candidate's industry, clinical experience or qualification (for example a Medical Doctor) provides a compelling case for exemption from the requirements of Clause 9.

Minimum Period of Service Following Appointment or Promotion

The below clause used to read: “Applicants for promotion who are appointed as full time and permanent appointments must have completed two years of service since their appointment at the University of Newcastle, or since their most recent promotion at the University of Newcastle, before they become eligible for promotion.”

(11) Candidates for promotion must have completed two (2) years of service since their appointment at the University of Newcastle, or the date of their most recent promotion at the University of Newcastle, before they become eligible to apply for promotion.

This clause has been included in clause (7): “Other applicants will be eligible for promotion, including those on part-time appointments and fixed term appointments of no less than three years.”
The next clause (12) is new.

(12) Candidates must generally complete two (2) years service following the end of a Research Fellowship, before they become eligible to apply for promotion, in order to demonstrate sustained excellence.

Clause 13 sentence structure changed, no contextual change.

(13) In exceptional cases Level D academic candidates may be successful in an application for promotion to Level E academic after two (2) years of service at Level D.

The below clause used to read: “Intending candidates who have not met the minimum service requirement may make a written submission to the Pro Vice-Chancellor requesting an exemption.”

(14) Intending candidates who have not met the minimum period of service requirement may make a written submission to the Pro Vice-Chancellor requesting an exemption.

(15) If the Pro Vice-Chancellor is satisfied there are compelling reasons to support the case for an exemption, the Pro Vice-Chancellor will forward the candidate's request, and a written recommendation for the application to proceed, to the Deputy Vice-Chancellor (Academic) for determination.

Unsuccessful applications: the "Two Year Wait" Rule

The below clause used to read: Unsuccessful applicants for promotion will be required to wait two years before submitting a further application.

(16) Unsuccessful candidates for promotion will be required to wait two (2) years from their last application submission before submitting a further application.

(17) In exceptional circumstances, an application may be accepted after only one (1) year. Intending candidates who have not met the two (2) year requirement may make a written submission to their Pro Vice-Chancellor requesting an exemption.

(18) If the Pro Vice-Chancellor is satisfied there are compelling reasons to support the case for an exemption the Pro Vice-Chancellor will forward the candidate's request and a written recommendation for the application to proceed to the Deputy Vice-Chancellor (Academic) for determination.

Criteria for Promotion

(19) Candidates for promotion are expected to make a contribution in three (3) broad areas:

  1. teaching and learning;
  2. research and innovation; and
  3. service and engagement.

(20) The promotion process will take account of the candidate's contribution to these areas at the school, faculty, University, and community level, and will note national and international contributions that may be appropriate to the level of promotion sought.

The below clause used to read: “Applicants will be expected to demonstrate their activities and impact in each of the areas of Teaching and Learning, Research and Innovation, and Service and Engagement, except in the application of Research Only academics whose applications will be judged solely on their contribution to Research and Innovation. Research and Innovation includes scholarship related to teaching and learning.”

(21) Candidates will be expected to demonstrate their activities and impact in each of the areas outlined in Clause 19 with sustained excellence to be evident in at least two (2) areas. Research only academics applications will be judged solely on their contribution to research and innovation. Research and innovation includes scholarship related to teaching and learning.

(22) Candidates will be expected to demonstrate that they meet the promotion criteria based on their activities in their current position at the University of Newcastle, or on their activities in the period since their last promotion at the University of Newcastle.

The following clause is new

(23) Evidence to support “service and engagement” must demonstrate the candidate actively contributing to the governance, capacity building, and development of positive and inclusive cultures within the University of Newcastle, through citizenship behaviours and formal leadership roles. It also includes contributions made externally such as to business, government, professional and community organisations to the mutual benefit of all parties.

The following clause is new

(24) Candidates applying for promotion to Level D academic and Level E academic must demonstrate sustained excellence in “service and engagement”, plus one (1) other area, and meet performance expectations in a third area of performance. All other candidates must demonstrate sustained excellence in at least two (2) areas and meet performance expectations in the third area of performance.

Top of Page

Section 3 - The Application

Consultation with the Head of School and Pro Vice-Chancellor

(25) Members of staff must consult their Head of School and Pro Vice-Chancellor before initiating an application for promotion.

The below clause is new.

(26) Candidates planning on submitting an application for promotion to Level D academic and Level E academic are required to submit an ‘Intent to Apply’ form, available on the Academic Promotions webpage, by 31 March. The ‘Intent to Apply’ is intended to align with PRD (Performance Review and Development) discussions and allow appropriate time to source independent assessors.  This requirement will take effect in the 2020 Promotions Round.

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

General Guidelines for Preparation of Application – change to Preparation of Application

The below clause used to read: “The application must follow the format outlined in the Academic Promotions Toolkit.”

(28) The application is to be completed on the form published on the Academic Promotions webpage, which requires:

The next 4 clauses have been included from the toolkit:
  1. Curriculumn Vitae (CV) to be completed on the form;
  2. a portfolio of teaching and learning, research and innovation, and service and engagement to be completed on the form;
  3. candidates for Level B academic, Level C academic and Level D academic to provide a short statement demonstrating leadership behaviours appropriate to the promotion level being applied for.  Examples should include increasing leadership in the discipline/profession, the University and the community; and
  4. candidates for Level E academic to provide a one-page leadership statement as part of the portfolio section of the promotion application.

Additional Support Materials

(29) Candidates may provide supporting evidence in the form of books, course materials or other items relevant to the application.  

(30) Any such materials will be made available for inspection by members of the relevant Promotions Committee.

(31) A reference to additional support materials may be included in the application. However, the application should stand alone, and there should be no expectation of reliance on additional support materials.

The next 4 clauses have been included from the toolkit

Performance Expectations Framework (PEF) Outcome Report 

(32) A PEF Outcome Report that provides a verified data capture of research outputs, grants, supervisions, and student evaluation of teaching, should be provided to the relevant promotion committee as part of the evidence that can be considered.  The report is produced by the University's  Strategy, Planning and Performance (SPP) team. 

(33) Candidates will be provided with the first report approximately one (1) month before promotion committees are due to convene, which provides an opportunity for candidates to check the data and make any relevant updates in University systems. The second report that is captured in early October is the final report that will be provided to the relevant promotion committee.

This section used to read and will be deleted:
Presentation
The application must be presented in the order outlined in the Academic Promotions Toolkit.
Applicants must complete the checklist provided at the end of the Academic Promotion form before submitting their application.
Incomplete applications will not be accepted.
Top of Page

Section 4 - Independent Assessments

The above Section Heading has been changed from Referee’s to Independent Assessments.

Head of School Independent Assessments

The below clause used to read: “Heads of School are required to provide a report, which must be read and signed by the applicant, and which must accompany the application.”

(34) Heads of School are required to provide an independent assessment of the candidate to their Pro Vice-Chancellor, which will be sent to the Promotions Officer, Human Resource Services.

(35) Independent assessment of candidates from outside the University's established faculties will be provided by an appropriate person who is at a level that is comparable with a Head of School. For example, independent assessment of candidates from English Language and Foundation Studies Centre or the Wollotuka Institute will be provided by the Director, English Language Foundation Studies Centre and the Head of Wollotuka respectively.

(36) Candidates from UON Singapore will be assessed by the Pro Vice-Chancellor of UON Singapore.

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

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

(38) The Head of School Independent Assessment requires comment on:

  1. the candidate's standing in her/his field;
  2. the candidate's contributions to the overall effort of the School/Faculty, including any significant changes in duties since appointment or the last promotion;
  3. the candidate's contributions to teaching and curriculum development activities;
  4. the impact of the candidate's teaching on student learning;
  5. the impact of the candidate's teaching on the teaching and learning environment of the School;
  6. the candidate's research involvement and output;
  7. the quality of the publications and the standing of journals in which the candidate's publications appear;
  8. the candidate's service to the School, the Faculty, the University, the discipline/profession and the broader community; and
  9. the candidate's contributions compared with the norms in the School.
  10. delete this point – a comment on the applicant’s nominated referees, their standing in the field and their relationship to the applicant. 

(39) The Head of School may consult other relevant members of staff about aspects of an application, subject to the consent of the candidate.

The clause used to read and will be deleted: “An applicant who concludes that the Head of School's report requires explanation or qualification, may provide comments in writing. Those comments must be signed by both the applicant and the Head of School and attached to the Head of School's report. The Head may not provide a counter response to the applicant’s comments.”
The clause used to read: “The Head of School's report must not be sent to referees.”

(40) The Head of School's independent assessment is not provided to the candidate and must not be sent to external independent assessors.

The below clause used to read: “Applicants will provide to their Head of School a concise list of suggested referees, including a concise list of other individuals the applicant prefers not to be contacted, with a brief explanation as to the reasons for not contacting those individuals.”

External Independent Assessments

The below clause used to read: “The Head of School, in consultation with the Head of Discipline and/or relevant staff, provides the Faculty Pro Vice-Chancellor with a selection of potential referees who are highly regarded in the area where the applicant claims to demonstrate sustained excellence, and are, preferably, also familiar with the applicant’s recent work. The Head of School will provide reasons as to why they are regarded as suitable and the names and contact details of potential referees.”

(41) For Level D academic and Level E academic only, the Head of School, in consultation with the Head of Discipline and/or relevant staff (excluding the candidate) will provide:

  1. the Faculty Pro Vice-Chancellor with a selection of potential independent assessors who are highly regarded in the area where the candidate claims to demonstrate sustained excellence; and are, preferably, also familiar with the candidate's recent work;
  2. reasons as to why they are regarded as suitable; and
  3. the names and contact details of the potential independent assessors.
Sentence structure of below clause changed, no contextual change.

(42) Candidate's for Level D academic and Level E academic can provide a list of external assessor’s or other individuals the candidate prefers not to be contacted, to their Head of School, with a brief explanation as to the reasons these individuals should not be contacted for an external independent assessment.

The below clause used to read: “Applicants for promotion to Associate Professor and Professor must have a minimum of four (4) referee reports. At least two (2) of the referees must be referees of international standing who are external to the University.”

(43) Candidates for promotion to Level D academic and Level E academic must have a minimum of four (4) independent assessments. At least two (2) of the assessments must be from person(s) of international standing who are external to the University, and one (1) must be from the Head of School.

Requests for Independent Assessments

The below clause used to read: “The Faculty Pro Vice-Chancellor or Deputy Vice-Chancellor shall write to the nominated referees and invite them to provide a reference, and will attach the University Promotions Referee pro forma to that request.”

(44) The Deputy Vice-Chancellor (Academic) will:

  1. write to the nominated independent assessors;
  2. invite them to provide an assessment; and
  3. attach the University Promotions Independent Assessment pro forma to the request.
The below clause used to read: “Referee reports will be provided by the referee directly to Human Resource Services.”

(45) Independent assessments will be sent directly to the Promotions Officer in Human Resource Services by the Independent Assessor.

The below clause used to read: “Applicants must not request their own referee reports but may approach potential referees to ask them if they will act as referees if nominated.”

(46) Candidates must not request their own independent assessments.

Viewing of Independent Assessment Reports

The below clause used to read: “Reports from referees will be requested in confidence and only those directly concerned with the processing and assessment of applications may view the reports.”

(47) Reports from assessors will be requested in confidence and only staff and Committee members directly concerned with the processing and assessment of applications may view the assessments.

The below clause used to read: “Referee reports will not be made available to the applicant.”

(48) Independent assessments will not be made available to the candidate, unless required by law.

The below clause used to read: “Referees’ reports together with the application will be provided to members of Faculty Promotion Committee and, in the case of promotion to Professor and Associate Professor, to members of the university Promotion Committee.”

(49) The application for Level B academic and Level C academic will be provided to members of Faculty Promotion Committee and, in the case of promotion to Level D academic and Level E academic, applications and independent assessments will be provided to members of the University Promotion Committee.

The following clause has been deleted: “The Head of School may view all referee reports prior to attending the Faculty Promotion Committee meeting.”
The below clause used to read: “The reports will be provided to Committee members as soon as they are available.”

(50) Independent assessments will be provided to appropriate Committee members as soon as they are available.

Testimonials

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

Top of Page

Section 5 - The Application Process

Lodgement

(52) Candidates will be responsible for ensuring their complete application is submitted before the nominated closing date.

The clause used to read: “Applications (with Head of School report attached) must be submitted electronically to Human Resource Services by the due date.” and will be deleted

Late Applications

(53) Late applications will only be accepted:

  1. in exceptional circumstances; and
  2. with the written approval of the Deputy Vice-Chancellor (Academic).

Withdrawal of Application

(54) Candidates may withdraw their application for promotion at any time prior to the convening of the relevant promotion Committee.

Top of Page

Section 6 - Approval Process

Promotion to Level B academic and Level C academic

(55) All applications for promotion to Level B academic and Level C academic will be considered by their Faculty Promotion Committee.

The next 2 clauses are new

(56) Applications from candidates outside of one of the University's established Faculties will be considered by an appropriate Faculty eg: ELFS, Wollotuka will be considered by the Faculty of Education and Arts (FEDUA). 

(57) Applications from UON Singapore candidates will be considered by the most relevant Promotions Committee in relation to the discipline area of the candidate

The below clause used to read: “The Pro Vice-Chancellor is the Chair of the Faculty Promotion Committee.”

(58) The Pro Vice-Chancellor of another Faculty will be the Chair of the Faculty Promotion Committee.

The below clause used to read: “The Pro Vice-Chancellor will provide the Deputy Vice-Chancellor (Academic) with the report of the Faculty Promotion Committee no more than two weeks after the Committee meeting.”

(59) The Chair will provide the Deputy Vice-Chancellor (Academic) with the recommendations of the Faculty Promotion Committee no more than two (2) weeks after the Committee meeting.

The clause used to read: “The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing.”

(60) The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing when outcomes have been reached for all levels.

The clause used to read: “Unsuccessful applicants will be invited to discuss their application with the Pro Vice-Chancellor and the Deputy Vice-Chancellor (Academic) to gain feedback that may be of assistance to the staff member’s further development.”

(61) Unsuccessful candidates will be invited to discuss their application with their Pro Vice-Chancellor to gain specific feedback in relation to the academic activities requiring further development, and ways to address these development needs will be facilitated through PRD (Performance Review and Development).

Promotion to Level D academic and Level E academic

(62) All applications for promotion to Level D academic and Level E academic will be considered by the University Promotion Committee.

(63) The Deputy Vice-Chancellor (Academic) will be the Chair of the University Promotion Committee.

The below clause used to read: “The application, including referee reports, will be forwarded to Human Resource Services for distribution to the University Promotion Committee members.”

(64) The Promotions Officer, Human Resource Services will distribute the applications, including the independent assessments, to the University Promotion Committee members.

“chaired by the Deputy Vice-Chancellor (Academic)” has been removed from the below clause as it is repetitive of Clause 64.

(65) The University Promotion Committee will meet as many times as the Chair deems necessary to discuss and consider the applications. Candidates may be interviewed by the University Promotion Committee should the Committee feel any portion of the candidate's application requires further discussion and/or clarification.

(66) Outstanding candidates, except in the case of Level E academic where all candidates will be interviewed, may have their application for promotion approved by the University Promotion Committee without being required to attend an interview.

(67) The University Promotion Committee may invite the Head of School to be present for all or part of a meeting to discuss applications. Heads of School may be asked to comment on applications or independent assessments, but they may not introduce new information or material.

new clause below 

(68) All Level E academic candidates will be invited for an interview.

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

(70) Unsuccessful candidates will be invited to discuss their application with their Pro Vice-Chancellor to gain specific feedback in relation to the academic activities requiring further development, and ways to address these development needs will be facilitated through PRD (Performance Review and Development).

Top of Page

Section 7 - Promotion Committees

(71) Staff who have a conflict of interest that has the potential to influence the promotion outcome should not accept membership of a promotion Committee (refer Section 8 below).

(72) Academic Promotions training is mandatory for committee members. The Deputy Vice-Chancellor (Academic) will not approve membership of a promotion Committee unless training has occurred.

(73) A promotion Committee must include male and female members, and have regard for the Gender Inclusive Membership of University Committees Policy.

(74) If ex officio or other committee members are unavailable to serve on the committee, the Chair may nominate a suitable replacement member.

(75) Replacement committee members or additional committee members may be sought at the discretion of the Chair to address issues of gender equity or other relevant equity matters, regardless of the term of members.

Faculty Promotion Committee

(76) There will be one (1) Faculty Promotion Committee established in each Faculty to consider applications for promotion to Level B academic and Level C academic.

Composition of Faculty Promotion Committees

The below clause used to read: “Faculty Promotion Committees will have the following composition:
  1. Pro Vice-Chancellor (Chair) ex officio;
  2. five (5) committee members from the Faculty nominated by the Pro Vice-Chancellor after consultation with the Faculty Executive and approved by the Deputy Vice-Chancellor (Academic). The term of office of these members is (3) years;
  3. one (1) member of another Faculty, nominated by the Pro Vice-Chancellor and approved by the Deputy Vice-Chancellor (Academic), whose term of office is a maximum of two (2) years; and”

(77) Faculty Promotion Committees will have the following composition:

  1. Pro Vice-Chancellor from another Faculty (Chair) ex officio;
  2. Pro Vice-Chancellor of the Faculty ex officio;
  3. four (4) committee members from the Faculty, nominated by the Pro Vice-Chancellor of the Faculty after consultation with the Faculty Executive, and approved by the Deputy Vice-Chancellor (Academic). The term of office of these members is (3) years;
  4. one (1) member of another Faculty, nominated by the Pro Vice-Chancellor of the Faculty and approved by the Deputy Vice-Chancellor (Academic), whose term of office is a maximum of two (2) years; and
  5. one (1) Equity Observer and one (1) HR Business Partner.

(78) The majority of members of the Faculty Promotion Committee must be at least at the same academic level as that for which candidates are being considered.

The below clause used to read: “A Head of School may not be a member of a Faculty Promotion Committee.”

(79) A Head of School cannot be a member of a Faculty Promotion Committee. 

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

(80) The Pro Vice-Chancellor of the Faculty, in consultation with the Chair of the Committee, must make every effort to ensure that the candidate's broad discipline/professional area is understood. Where this is not achieved through the normal membership the Chair may, with the approval of the Deputy Vice-Chancellor (Academic), co-opt one (1) further member to the Committee.

The clause used to read: “No member of a Faculty Promotion Committee, other than the Pro Vice-Chancellor, may serve consecutive terms.”

(81) No member of a Faculty Promotion Committee, other than the Chair and the Pro Vice-Chancellor of the Faculty, may serve consecutive terms.

Faculty Promotion Committee Interviews

The below clause used to read: “The Chair will advise all applicants of the time and date of interview.”

(82) The Pro Vice-Chancellor of the Faculty will advise all candidates of the time and date of interview.

(83) The time range within which the interviews will be held will be listed on the Academic Promotions website.

(84) Candidates who are away from the University at the indicated time of interview will have the option of:

  1. agreeing (in writing) to be considered in absentia;
  2. returning for the interview at their own expense;
  3. being interviewed remotely by telephone, video conference or other means at the expense of the Faculty; or
  4. deferring their application until a new round when they are available for interview.

Process for Faculty Promotion Committee

The clause used to read: “Feedback from previous applications for promotion will not be considered by the Faculty Promotion Committee. The Faculty Promotion Committee will take into account:
  1. the application, documents and materials referred to and made available by the applicant;
  2. the Head of School Report; and
  3. reports from referees.”

(85) Feedback from previous applications for promotion will not be considered by the Faculty Promotion Committee.

(86) The Faculty Promotion Committee will take into account:

  1. the application, documents and materials referred to and made available by the candidate; and
  2. the Head of School independent assessment.

(87) All candidates for promotion will be interviewed individually by the appropriate Faculty Promotion Committee. If a candidate does not wish to be interviewed they must indicate this in their application form.  

(88) Heads of School, or in certain circumstances a nominated delegate if the Head of School is not available due to absence or a potential conflict of interest, should accompany a candidate from their School at their interview and should remain for a brief period following the interview in case clarification is required. Heads of School are not present when the vote on whether to recommend a promotion is made.

The below clause used to read: “The Heads of School and the Equity Observer will not advocate for the candidates and must not introduce new material or make personal comments on any application. All Faculty Promotion Committee members must vote either for or against a promotion for each candidate.”

(89) The Heads of School and the Equity Observer must not advocate for the candidates and must not introduce new material or make personal comments on any application. All Faculty Promotion Committee members must vote to promote or not promote each candidate.

(90) The Faculty Promotion Committee will make a recommendation to “promote” or “not promote” and provide reasons for or against the recommendation.

(91) Within two (2) weeks of the Committee’s meeting the Chair will provide the Deputy Vice-Chancellor (Academic) with:

  1. the applications;
  2. a report of the Committee’s proceedings;
  3. a list of the candidates indicating those candidates who are recommended for promotion, and those not recommended; and
  4. detailed reasons for supporting or not supporting each application using the report template.

(92) The Deputy Vice-Chancellor (Academic) will approve candidates to be promoted and will advise both the successful candidates and unsuccessful candidates in writing. Copies of this advice will be sent to the candidate's Head of School and Pro Vice-Chancellor.

The below clause used to read: “Feedback will be given on the basis of comments made by the Faculty Promotion Committee. Feedback should not be considered as prescriptive advice for future applications.”

(93) All candidates will receive specific feedback from comments made by the Faculty Promotion Committee in relation to the academic activities requiring further development, and ways to address these development needs will be facilitated through PRD. Feedback should not be considered as prescriptive advice for future applications.

University Promotion Committee

(94) The primary role of the University Promotion Committee is to:

  1. consider and determine applications for promotion to Level D academic and Level E academic;
  2. ensure there is equity across Faculties; and
  3. ensure the standards expected for promotion are applied uniformly across the University.

Composition of University Promotion Committee

The clause used to read: “University Promotion Committee shall have the following composition:
  1. Deputy Vice-Chancellor (Academic) (Chair) ex officio
  2. Deputy Vice-Chancellor (Research and Innovation) ex officio
  3. President of Academic Senate ex officio
  4. The Pro Vice-Chancellor from each Faculty ex officio
  5. Two (2) internal Level E academics, appointed by the Deputy Vice-Chancellor (Academic)
  6. One (1) external Level E academic, appointed by the Deputy Vice-Chancellor (Academic)
  7. Director, People and Workforce Strategy, or senior delegate”

(95) The University Promotion Committee shall have the following composition:

  1. the Deputy Vice-Chancellor (Academic) (Chair) ex officio;
  2. the Deputy Vice-Chancellor (Research and Innovation) ex officio;
  3. the President of Academic Senate ex officio;
  4. the Pro Vice-Chancellor from each Faculty ex officio;
  5. two (2) internal Level E academics, appointed by the Deputy Vice-Chancellor (Academic);
  6. one (1) external Level E academic, appointed by the Deputy Vice-Chancellor (Academic);
  7. the Director, People and Workforce Strategy, or senior delegate ex officio; and
  8. an Equity observer and the Promotions Officer (Human Resource Services).

(96) Except for ex officio and external members, the term of office for members of the University Promotion Committee is two (2) years.

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

Process for University Promotion Committee

The clause used to read: “The University Promotion Committee will take into account:
  1. the application, documents and materials referred to and made available by the applicant;
  2. the Head of School Report;
  3. reports from referees; and
  4. reports and recommendations of the Faculty Promotion Committee.”

(98) The University Promotion Committee will take into account:

  1. the application, documents and materials referred to and made available by the candidate;
  2. the Head of School independent assessment; and
  3. reports from independent assessors.
The below clause used to read: “The University Promotion Committee will meet to shortlist candidates and decide which candidates will be required for interview. The Committee will then meet to conduct the interview process and make a final determination.”
DVCA to confirm below clause

(99) The University Promotion Committee will meet initially to assess all Level D academic applications and make a determination of those candidates needing to attend for interview. The Committee will then meet to conduct the interview process and make a final determination. For Level E academic candidates the Committee will meet to assess applications and conduct interviews of all candidates before making final determinations.

The below clause used to read: “Where the University Promotion Committee considers an applicant is outstanding, the Committee may agree to progress that candidate directly to promotion without requiring an interview process.”

(100) Where the University Promotion Committee considers a candidate for Level D academic is outstanding, the Committee may agree to progress that candidate directly to promotion without requiring an interview process.

(101) Where an outstanding candidate is progressed to promotion without requiring an interview, they will be notified directly by the relevant Faculty Pro Vice-Chancellor via a telephone call that will remain confidential until all successful promotions are announced.

The below clause used to read: “The purpose of interviews will be to clarify issues and respond to questions from members, and will be on a discretionary basis. Only candidates that require further clarification and discussion will be interviewed by the University Promotion Committee.”

(102) The purpose of interviews for Level D academic will be:

  1. to clarify information in the application;
  2. respond to questions from Committee members;
  3. on a discretionary basis.

(103) Only Level D academic candidates that require further clarification and discussion will be interviewed by the University Promotion Committee.

(104) The University Promotion Committee may, at its discretion, invite the Head of School to attend an interview to discuss a candidate's application.

Add the clause below. 

(105) All Level E academic candidates are invited for an interview. 

(106) A vote will be taken as to whether or not each candidate should be recommended for promotion.

The below clause used to read: “The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing.”

(107) The Deputy Vice-Chancellor (Academic) will advise both successful and unsuccessful candidates in writing when outcomes have been reached for all levels. 

(108) Feedback will be given on the basis of comments made by the University Promotion Committee. Feedback should not be considered as prescriptive advice for future applications.

The below clause used to read: “Unsuccessful applicants will be invited to discuss their application with the Pro Vice-Chancellor, and/or the Deputy Vice-Chancellor (Academic) to gain feedback that may be of assistance to the staff member’s further development.”

(109) Unsuccessful candidates will be invited to discuss their application with their Pro Vice-Chancellor to gain specific feedback in relation to the academic activities requiring further development, and ways to address these development needs will be facilitated through PRD.

Top of Page

Section 8 - Conflict of Interest

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

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

Add the clause below from Section 13; “bias” changed to “conflict of interest”

(112) If the candidate identifies a potential conflict of interest they should disclose this to the Chair prior to the Committee convening.  The Chair will determine the appropriate course of action as defined in the University's Conflict of Interest Policy.

Top of Page

Section 9 - Equity Observer

(113) An Equity Observer nominated by the Director, People and Workforce Strategy, will attend Faculty Promotion Committee meetings and the University Promotion Committee meetings, and may speak on matters pertinent to equity and diversity.

Sentence structure of below clause changed, no contextual change.

(114) The Equity Observer will:

  1. be present throughout the interview and discussion process;
  2. document proceedings; and
  3. ensure all promotions processes are strictly in accordance with the Academic Promotion Policy and Procedure.

(115) The Equity Observer will not advocate for a candidate and must not introduce new material or make personal comments on any application.

the below clause used to read: “The Equity Observer may be present when votes are taken but may not vote or participate in the voting.”

(116) The Equity Observer may be present when votes are taken, but cannot vote or participate in the voting.

Top of Page

Section 10 - Training

The below clause used to read: “Promotions Committee Training (mandatory for members and the equity observer) will be run through Human Resource Services.”

(117) Promotions Committee and Heads of School training (mandatory for members and the equity observer) will be delivered by the Deputy Vice-Chancellor (Academic).

The below clause used to read: “Heads of School are required to undertake Academic Promotions training.”

(118) Heads of School are required to undertake Academic Promotions training annually.

(119) Any newly appointed Head of School and Pro Vice-Chancellor will receive promotions training during their induction.

(120) Separate Promotions Preparation Workshops will be run for candidates for Level B academic and Level C academic, and for Level D academic and Level E academic.

(121) Separate Promotion Preparation Workshops for female candidates will be offered.

The below clause used to read: “Workshops will be offered at Newcastle and Central Coast campuses.”

(122) Workshops will be offered at Callaghan, NeWSpace, and Ourimbah campuses.

Top of Page

Section 11 - Appeals

The below clause used to read: “An applicant may lodge an appeal against the decision in relation to their application for promotion on the basis of:
  1. evidence of a breach of the Academic Promotion Policy or the Academic Promotion Procedure which the applicant believes had a material effect on the decision not to promote; and/or
  2. evidence that the determination was affected by a conflict of interest or personal bias (as defined in the University’s Conflicts of Interest Policy).”

(123) A candidate will have the right to appeal against a decision in relation to their application on the grounds that the Policy or Procedures were not adhered to, and should provide evidence of the breach which the candidate believes has had a material effect on the decision not to promote.

(124) An appeal must be lodged with the Director, People and Workforce Strategy within 14 days of notification of the result of the application.

(125) An appeal on the grounds of outcome of application alone will not be considered.

(126) An appeal will be determined by a Promotions Appeals Committee of the Vice-Chancellor comprising:

  1. Vice-Chancellor (or nominee) as chair;
  2. a member of Academic Senate;
  3. a member of academic staff from a pool of staff nominated by staff representatives on the Academic staff Consultative Committee; and
  4. two (2) members of academic staff appointed by the Vice-Chancellor.
The below clause used to read: “In considering an appeal the Promotions Appeals Committee:
  1. will obtain and consider a report from the Deputy Vice-Chancellor (Academic) on the alleged breach of procedures;
  2. may obtain and consider any other material that in its opinion is relevant to the process, including but not limited to notes taken by the Equity Observer; and
  3. will compare the actual procedures followed in the applicant’s case with the University procedures as outlined in the Academic Promotions Procedure and determine whether the University has failed to comply with its own procedures.”

(127) In considering an appeal the Promotions Appeals Committee:

  1. will obtain and consider a report from the Deputy Vice-Chancellor (Academic) on the alleged breach of procedures;
  2. may obtain and consider any other material that in its opinion is relevant to the process, including but not limited to notes taken by the Equity Observer, Promotions Officer, and/or HR Business Partner; and
  3. will compare the actual procedures followed in the candidate's case with the University Academic Promotions Procedure and determine whether the University has failed to comply with its own procedures.
The below clause used to read: “Where the Promotions Appeals Committee finds that a breach of procedure has occurred which had a material effect on the decision not to promote they shall direct that such action as is necessary to remedy the breach be taken.”

(128) Where the Promotions Appeals Committee finds that a breach of procedure has occurred and has had a material effect on the decision not to promote, they shall direct action that is necessary to remedy the breach.

The below clause used to read: “The Promotions Appeals Committee has the authority to direct action in relation to procedural matters only and this must be consistent with University policies and procedures.”

(129) The Promotions Appeals Committee has the authority to direct action in relation to procedural matters only and this action must be consistent with University policies and procedures.

(130)  The proceedings of a Promotions Appeal Committee will be confidential.

Top of Page

Section 12 - Exceptional Circumstances

(131) Promotion outside the normal promotions process will be made only in exceptional circumstances.

(132) Promotion will be considered when it is judged to be important to the strategic direction of the University, including but not limited to, the retention of an academic staff member who is considered to be critical in the context of the strategic plan of the relevant Faculty or Division.

(133) The process will normally be initiated by the Faculty Pro Vice-Chancellor who will make a recommendation to the Deputy Vice-Chancellor (Academic).

Referee’s in point d below, changed to Independent Assessors

(134) Following a decision by the Deputy Vice-Chancellor (Academic) to proceed, the Pro Vice-Chancellor will provide the Deputy Vice-Chancellor (Academic) with relevant material which will normally include:

  1. a statement by the Faculty Pro Vice-Chancellor as to why the staff member is critically important in the context of the strategic plan for their Faculty;
  2. a Head of School Report;
  3. the staff member’s CV and a brief statement on teaching and learning, research and innovation and service activities and achievements; and
  4. reports from independent assessors as determined by the Pro Vice-Chancellor in consultation with the Deputy Vice-Chancellor (Academic).
DVC(R) changed to SDVC(R&I) in below clause.

(135) The Deputy Vice-Chancellor (Academic) will consult with the Deputy Vice-Chancellor (Research and Innovation) and President of Academic Senate to determine the outcome.

(136) Staff being considered under the exceptional circumstances promotions process do not have a right of appeal.

Top of Page

Section 13 - Roles and Responsibilities

Applicant

The below clause used to read: “Applicants will:
  1. discuss with the Head of School and Pro Vice-Chancellor their intention to apply for promotion;
  2. discuss their suggested referees with the Head of School;
  3. provide their Head of School with a copy of their application at least two weeks before the closing date for receipt for applications; and
  4. submit an application on or before the closing date having ensured all the requirements set out in this document have been met.”

(137) Candidates will:

  1. discuss with their Head of School and Pro Vice-Chancellor their intention to apply for promotion;
  2. provide their Head of School with a copy of their application at least two (2) weeks before the closing date for receipt for applications; and
  3. submit an application on or before the closing date having ensured all the requirements as per this procedure and its associated documents have been met.

Head of School

The below clause used to read: “Heads of School will:
  1. discuss and counsel all academic staff within the School who indicate an intention to apply for promotion;
  2. discuss with applicants their suggested referees;
  3. prepare for the Pro Vice-Chancellor, a selection of possible referees;
  4. write the Head of School Report to accompany each application;
  5. accompany each applicant at their interview with the Faculty Promotion Committee; and
  6. attend an interview with the University Promotion Committee where required”

(138) Heads of School will:

  1. meet with and counsel all academic staff within the School who indicate an intention to apply for promotion;
  2. prepare a selection of possible independent assessors for their Pro Vice-Chancellor, for Level D academic and Level E academic candidates;
  3. write the Head of School independent assessment for submission to the Pro Vice-Chancellor;
  4. accompany each candidate at their interview with the Faculty Promotion Committee; and
  5. attend an interview with the University Promotion Committee where required.

Pro Vice-Chancellor

The below clause used to read: “Pro Vice-Chancellors will:
  1. counsel all academic staff within the Faculty who indicate an intention to apply for promotion;
  2. select at least two referees, from a list prepared by the Head of School, for applications for promotion to Lecturer and Senior Lecturer;
  3. select at least four referees, from a list prepared by the Head of School, for applicants for promotion to Associate Professor and Professor;
  4. submit to the Deputy Vice-Chancellor (Academic) for consideration, the recommended composition of all Faculty Promotion Committees
  5. chair the Faculty Promotion Committees;
  6. within three weeks of the interviews, prepare a report that includes:
  7. comments on the committee’s proceedings;
  8. a table showing the voting for each candidate;
  9. a schedule indicating the applicants recommended for promotion, with comprehensive reasons for recommending promotion; and
  10. a schedule indicating the applicants not recommended for promotion with comprehensive reasons for not recommending promotion;
  11. ensure all committee members sign the completed report;
  12. ensure that any member who disagrees with one or more of the recommendations, and wants that disagreement noted, provides a written statement to that effect which is then attached to the report;
  13. send the report together with the applications and associated documents to Human Resource Services; and”

(139) Pro Vice-Chancellors will:

  1. meet with and counsel all academic staff within the Faculty who indicate an intention to apply for promotion;
  2. select at least three (3) independent assessors, from a list prepared by the Head of School, for candidates for promotion to Level D academic and Level E academic;
  3. submit to the Deputy Vice-Chancellor (Academic) for consideration, the recommended composition of all Faculty Promotion Committees;
  4. chair the Faculty Promotion Committees for another Faculty;
  5. be a member of the Faculty Promotion Committee, for their Faculty;
  6. within two (2) weeks of the interviews, prepare a report that includes:
    1. comments on the committee’s proceedings;
    2. a table showing the voting for each candidate;
    3. a schedule indicating the candidates recommended for promotion, with comprehensive reasons for recommending promotion; and
    4. a schedule indicating the candidates not recommended for promotion with comprehensive reasons for not recommending promotion;
  7. ensure all committee members sign the completed report;
  8. ensure that any member who disagrees with one or more of the recommendations, and wants that disagreement noted, provides a written statement to that effect which is then attached to the report;
  9. send the report together with the applications and associated documents to the Promotions Officer, Human Resource Services.

Deputy Vice-Chancellor (Academic)

(140) The Deputy Vice-Chancellor (Academic) will:

  1. make any necessary determination on whether applications are accepted within a period of less than two (2) years since:
    1. appointment;
    2. most recent promotion; or
    3. an unsuccessful application for promotion;
  2. approve the composition of Faculty Promotion Committee;
  3. chair the University Promotion Committee for applications for promotion to Level D academic and Level E academic;
  4. approve applications for promotion and advise all successful and unsuccessful candidates in writing; and
  5. undertake any other activities or determinations necessary for the interpretation or implementation of the policy and procedure on academic promotion.

Director, People and Workforce Strategy

The below clause used to read: “The Director, People and Workforce Strategy, or nominee, will:
  1. prepare an annual academic promotion timetable at the commencement of each calendar year, published on the University’s webpage no later thant 1 February each year;
  2. undertake regular reviews of the academic policy and procedures, and submit recommendations for the consideration of the Deputy Vice-Chancellor (Academic);
  3. acknowledge receipt of all applications for promotion;
  4. ensure all applicants are eligible for promotion and that all applications meet the essential administrative requirements;
  5. receive all reports from referees following an invitation from the Pro Vice-Chancellor to the referee;
  6. advise applicants of the composition of the Faculty Promotion Committee and University Promotion Committee that will consider their application;
  7. ensure all Faculty Promotion Committee and the University Promotion Committee members receive applications with accompanying reports in a timely fashion;
  8. nominate a staff member to act as secretary to the University Promotion Committee and, where possible, Faculty Promotion Committees;
  9. act as a voting member of the University Promotion Committee;
  10. ensure the confidentiality and integrity of the promotion process; and
  11. provide advice to applicants, Heads of School, Pro Vice-Chancellors, members of promotion committees, and the Deputy Vice-Chancellor (Academic) on procedural matters as required.”

(141) The Director, People and Workforce Strategy, or nominee, will:

  1. prepare an annual academic promotion timetable at the commencement of each calendar year and publish on the University's webpage during February of each year;
  2. undertake regular reviews of the academic policy and procedures, and submit recommendations for the consideration of the Deputy Vice-Chancellor (Academic);
  3. acknowledge receipt of all applications for promotion;
  4. ensure all candidates are eligible for promotion and that all applications meet the essential administrative requirements;
  5. receive all independent assessments following an invitation from the Deputy Vice-Chancellor (Academic) to the referee;
  6. advise candidates of the composition of the Faculty Promotion Committee and University Promotion Committee that will consider their application;
  7. ensure all Faculty Promotion Committee and the University Promotion Committee members receive applications with accompanying reports in a timely fashion;
  8. nominate a staff member to act as secretary to the University Promotion Committee and, where possible, Faculty Promotion Committees;
  9. act as a voting member of the University Promotion Committee;
  10. ensure the confidentiality and integrity of the promotion process; and
  11. provide advice to candidates, Heads of School, Pro Vice-Chancellors, members of promotion committees, and the Deputy Vice-Chancellor (Academic) on procedural matters as required.