• Section 1 - Introduction
• Section 2 - Purpose 
• Section 3 - Promotion Principles
• Section 4 - Procedure Principles
• Section 5 - Timeframes
• Section 6 - Referee Requirements
• Section 7 - Promotions Committee Guidelines
• Section 8 - Promotion Committee Membership
• Central Promotion Committee Composition (for Promotion to Level D):
• Central Professorial Committee Composition (for Promotion to Level E):
• Section 9 - Decision Making
• Section 10 - Academic Promotion Procedure
• Section 11 - Right of Appeal
• Section 12 - Roles and Responsibilities
• Section 13 - Definitions

Section 1 - Introduction

(1) The University is committed to providing pathways for academic staff to optimise their career aspirations and build our capacity to drive UOW’s future. Through its promotion procedures for academic staff, the University aims to provide a system to recognise and reward merit which is, and is perceived to be, fair and equitable.

Section 2 - Purpose 

(2) The purpose of this Procedure is to outline the principles and procedure for promotion to Academic Levels B, C, D and E.

Section 3 - Promotion Principles

(3) Academic promotion is aligned to the strategic goals and priorities of the University as outlined in the Strategic Plan.

(4) For the purpose of considering applications for promotion, the University has identified three (3) categories against which cases will be considered. These are Research, Learning and Teaching, and Governance and Service.

(5) Promotion of eligible academic staff is based on merit. It involves the assessment of demonstrated performance against the performance criteria for each academic level, relative to opportunity (RTO). Claims of performance must be supported by evidence. The process will take into account the multiple dimensions of academic performance and output characterised by different disciplines.

(6) Promotion processes take into account performance relative to opportunity. This means that performance is assessed relative to the actual time and specific opportunities available to the individual, while still maintaining a clear focus on the relevant performance standards, especially those relating to the quality and impact of the work. For example, the performance of applicants is considered relative to: 

1. required working arrangements, e.g. part-time work or flexible work arrangements;
2. the opportunities that have been made available to the applicant relative to the discipline and positions held;
3. career histories, including late entry to academia or interrupted career trajectories; and
4. relevant personal circumstances, e.g. carer responsibilities, disability or ongoing medical condition.

(7) In all cases, the onus is on the applicant to provide sufficient and adequate information as well as evidence to support their application.

(8) When considering applications for promotion, the University will take into account any substantiated cases of Gender-based Violence during the applicant’s employment. This will align with the requirements of the National Higher Education Code to Prevent and Respond to Gender-Based Violence and the Gender-based Violence Prevention and Response Policy. 

(9) Applicants for promotion will have worked in a way that is consistent with the values of the University and the University’s Code of Conduct.

(10) The promotions committee applies a holistic approach to the assessment of applications. It considers the applicant and their performance and achievements as a ‘whole person’, and relative to opportunity.

(11) The University will adhere to a consistent, fair, confidential and transparent process as outlined in this Procedure.

Section 4 - Procedure Principles

(12) Promotion will not be considered before confirmation of appointment.

(13) The basis for promotion to Levels B-D will be whether applicants meet the:

1. performance and overall merit relative to the Position Classification Standard and/or Position Description of their current level; and
2. requirements for the level being sought (outlined in the Position Classification Standards and Academic Performance Framework and Guidelines).

(14) Promotion is not automatic, nor does length of service in itself qualify for promotion.

(15) The basis for promotion to Level D and E is that the applicant must have made an outstanding and sustained contribution in the relevant categories, i.e. Research, and/or Teaching and Learning and/or Governance and Service. The significance of the work, in each relevant category, must be widely recognised nationally and/or internationally (depending on the performance levels outlined for the specific Level in the Academic Performance Framework and Guidelines), well documented and attested to by a number of assessors external (including those of national and/or international standing) to the University. Applicants must also have demonstrated sustained leadership (in accordance with the requirements outlined in the Academic Performance Framework) in a broad spectrum of activities within the University. Specific requirements for Level D and E are outlined in the Academic Staff Position Classification Policy and the Academic Performance Framework and Guidelines.

(16) The Executive Dean or Faculty Promotion Committee would not normally consider promotion within two (2) years of an unsuccessful consideration, unless the previous promotion committee has recommended that the applicant re-apply before this timeframe or there is evidence of significant new achievement. If an applicant is applying for promotion as a result of significant new achievement before the two (2) year time frame ends, they are required to submit a one (1) page summary, with their application, outlining achievements and rationale for submitting a new promotion application early for the consideration by the relevant promotion committee. The Head of School or Executive Dean (or equivalent) may request access to the previous application.

(17) The Executive Dean, Faculty Promotion Committee, Central Promotion Committee or Central Professorial Committee is not bound to limit its inquiry in any way and may decide to seek additional referees' or assessors’ reports after consultation with the staff member.

(18) Applicants are expected to make themselves available for interview when the faculty and Central Promotion Committees meet. This may be either on campus or via remote video conferencing means, at the discretion of the relevant committee, with advance notice to the applicant, or at the request of the applicant. The Head of School/Academic Supervisor is expected to be available for the relevant Faculty Promotion Committee meeting. The Executive Dean likewise will make themselves available for all Central Promotion meetings. Note: Failure of the applicant not making themselves available for interview does not form grounds for appeal.

(19) The examples of evidence/indicators for each level in the Academic Performance Framework and Guidelines are indicative only; they are not intended as a checklist or an exhaustive list. The focus is on performance in relation to discipline norms, not on the number of indicators that are covered in an application.

Section 5 - Timeframes

(20) Academic promotion applications will be considered once per year. People and Culture Business Partnering and Recruitment will ensure that timeframes for promotion are communicated to staff well in advance of the closing date for applications.

(21) A call for “Intent to Apply” for promotion for the current year will be made in March.

(22) Applications for promotion close on the first business day in August each year.

(23) Faculty Promotion Committees will normally meet in the first week of November each year (for Faculty Composition, see section 8).

(24) The Central Promotion/Professorial Committee will meet in the first week of December each year (for Faculty Composition, see section 8).

(25) Promotion takes effect from the 1st January of the next year.

Section 6 - Referee Requirements

(26) The following table outlines the number of referees and assessors required for each Academic Level.

(27) Previous staff members of the University can be considered external referees after a period of three (3) years of not working at the University (before this time period, they are considered an internal referee). Note: If Early Career Researchers are unable to meet these requirements, the Chair of the Faculty Promotion Committee may adjust these requirements.

(28) Industry partners can act as referees.

(29) A referee is considered to have a conflict of interest if:

1. they are the applicant’s partner or a member of their immediate family or extended family;
2. they are a member of the promotion committee in the year of application, an Executive Dean or Executive member;
3. they have business or financial interests in common with the applicant.

(30) Assessors are nominated by the University to provide an independent judgement of the applicant’s case for promotion. Nominated assessors must:

1. be independent and external to the University, and capable of providing an objective assessment of the quality of the applicant’s work and case for promotion;
2. have not worked with the applicant in the last five (5) years, e.g. co-published or collaborated with the applicant in, for example, a joint project;
3. have national or international standing in their discipline or recognised field; and
4. where possible, reflect the University’s commitment to diversity.

Section 7 - Promotions Committee Guidelines

(31) The role of the Academic Promotion Committee is to consider evidence provided by the applicant and advice from the referees, assessors (where relevant) and Head of School (or equivalent). It weighs the evidence of performance against the criteria and work expectations for particular levels.

(32) The role of the Faculty Promotion Committee is to make a judgement and recommendation on the application relative to performance with reference to disciplinary norms and expectations.

(33) The role of the Central Promotion Committee and the Central Professorial Committee is to make a judgment based on benchmarking across the institution – the final promotion outcome decision (for Levels D and E) is made by the relevant Central Promotion Committee.

(34) Promotion committees:

1. should have an appropriate balance of diversity, including a mix of genders and cultural backgrounds and nationalities, where possible. In instances where a gender balance cannot be achieved with the roles specified under section 9, People and Culture Business Partnering and Recruitment can advise on appropriate equivalent replacements;
2. members will have attended promotion committee member training covering the committee process, interpreting evidence, unconscious bias, achievement relative to opportunity;
3. members are required to ensure a fair, consistent and transparent process is followed in all committee meetings;
4. may seek relevant additional information at its discretion, and it may interview the member of staff, the relevant Supervisor or Executive Dean (or equivalent). Each will have the opportunity to address the Committee in the absence of the other. The applicant will address the Committee in the absence of the Supervisor, and the Supervisor will be interviewed in the absence of the candidate.

(35) An applicant may be promoted without interview, but may not fail to be promoted without an interview (for levels C-E). The interview may be by the Faculty Promotion Committee or the relevant Central Promotion Committee or both. However, Central Promotion Committees are obligated to interview the applicant if additional clarification is required beyond what is available in the Faculty Promotion Committee Meeting Record.

(36) During the deliberation and voting process, the Academic Supervisor will be excused from the Committee if they are a member of the Committee.

(37) Central Academic Promotion Committee members do not vote for applicants from their own faculty.

(38) Members will be required to maintain confidentiality. The proceedings and all records of meetings of the Committee will be kept confidential to the members, observers (if relevant) and Secretary of the Committee.

(39) Must have a two-thirds majority (or the next highest whole number) of those present voting in favour of an application for it to be successful.

(40) Require a quorum of 80% of membership. If any committee member is unable to attend at the times required, the Chair of the Committee shall appoint an appropriate replacement to ensure the Committee meets the timetable.

(41) Will review all decisions proposed at the end of their proceedings as a check for consistency. A particular application may be reconsidered if a majority of the Committee believes it appropriate to do so.

(42) The Chair may approve the attendance of an observer at the meeting if there is a valid and relevant reason.

(43) Voting members of an Academic Promotion Committee should only provide general advice on academic promotion to any applicant for whom they will be making judgements. They should not provide specific advice.

(44) The Committee Secretary will support the EEO Observer in their role. The Chair may request the attendance of the Chief People and Culture Officer or representative to attend all or part of the committee meeting to ensure the EEO/RTO is given proper consideration.

(45) If the applicant has identified an EEO/RTO issue on their application form and/or consulted with a People and Culture Business Partnering and Recruitment staff member regarding this issue, the Chief People and Culture Officer or representative may come to the Committee meeting to speak to the issue.

Section 8 - Promotion Committee Membership

(46) Faculty Promotion Committee composition (Refer to faculty definition in section 3):

1. Executive Dean of relevant Faculty as Chair (or equivalent or Associate Dean if there is a conflict of interest);
2. two (2) Deputy Deans from the Faculty (or equivalent);
3. minimum of one (1) Professor/Associate Professor from within the relevant Faculty;
   1. Additional professorial representatives should only be included on the Faculty Promotion Committee if there are potential conflicts of interest, e.g. a committee member is the Academic Supervisor of an applicant, or to ensure a balanced representation of disciplines in the Faculty. The maximum number of Professor/associate professor representatives is three (3). The additional professorial representative is required to attend the whole meeting.
4. minimum of one (1) Professor external to the Faculty (from the Promotion Committee Pool consisting of nominations from the faculties);
   1. Additional professorial representatives should only be included on the Faculty Promotion Committee if there are potential conflicts of interest, e.g. a committee member is the Academic Supervisor of an applicant, or to ensure a balanced representation of disciplines in the Faculty. The maximum number of Professor/associate professor representatives is three (3). The additional professorial representative is required to attend the whole meeting.
5. Deputy Dean (EDI) from another Faculty to act as the EEO Observer (non-voting member);
6. a People and Culture Business Partnering and Recruitment representative will act as Committee Secretary (non-voting member).

(47) When Faculties nominate their Professorial members to the Promotion Committee Pool, they are required to ensure gender balance and diversity of those nominees. If a Faculty is unable to achieve appropriate gender balance (as outlined in clause 33), one (1) Associate Professor may be nominated in lieu.

(48) Staff in the Promotion Committee Pool can only be a member of one (1) committee, i.e., the Faculty Promotion Committee or the Central Promotion Committees.

(49) If a designated committee member is applying for promotion, they should be replaced with an equivalent member for that year.

Central Promotion Committee Composition (for Promotion to Level D):

1. Provost or Deputy Vice-Chancellor as Chair, nominated by the Vice-Chancellor and President;
2. two (2) additional Deputy Vice-Chancellors/Pro Vice-Chancellors (note the Deputy Vice-Chancellor (Education) and Deputy Vice-Chancellor (Research and Innovation) or representative are to be on the Committee);
3. three (3) Professors/Associate Professors appointed by the Deputy Vice-Chancellor (Education), for a period of two (2) years, from the Academic Promotion Committee Pool;
4. a People and Culture Business Partnering and Recruitment representative as Committee Secretary (non-voting member);
5. EEO Observer (non-voting member).

Central Professorial Committee Composition (for Promotion to Level E):

1. Vice-Chancellor and President as Chair or nominated representative;
2. Deputy Vice-Chancellor (Research and Innovation) or nominated representative;
3. Deputy Vice-Chancellor (Education) or nominated representative;
4. nominated DVC/PVC by the Vice-Chancellor and President;
5. Chair of the Academic Senate;
6. two (2) professors appointed by the Academic Senate (for a three (3) year period);
7. a People and Culture Business Partnering and Recruitment representative as Committee Secretary (non-voting member);
8. EEO Observer (non-voting member).

Section 9 - Decision Making

(50) Promotion to Level B (fixed term staff) – Provost will approve/not approve promotion outcomes.

(51) Promotion to Level B (continuing staff) and to Level C – Faculty Promotion Committee will recommend/not recommend promotion outcomes for approval by the Provost.

(52) Promotion to Level D and E – Faculty Promotion Committee will recommend/not recommend promotion outcomes to the relevant Central Promotion Committee. This Committee will recommend/not recommend Faculty recommendations for approval by the Vice-Chancellor and President and Provost and by the Provost for Level D.

Section 10 - Academic Promotion Procedure

(53) Normally, consideration for promotion will be restricted to those academic staff members who have been employed in their present position for at least two (2) years. Promotion to Professor/Professorial Fellow (Level E) will normally be restricted to those staff who are on the top step of the salary range for Level D.

(54) The applicant and Academic Supervisor would normally have a Career Development Interview annually. Academic promotion career aspirations should be included in this discussion.

(55) The applicant is strongly advised to discuss their promotion plan with their Head of School and/or Executive Dean (or equivalent) well in advance of submitting an application.

(56) It is mandatory that all academic staff who are considering applying for promotion within the next 12-18 months are personally responsible for scheduling their Career Development Interview with their Head of School (or equivalent) at least six (6) months prior to applying for promotion.

(57) Faculties will call for “an intent to apply for promotion” in March each year. Potential applicants are required to submit their “intent to apply” by the nominated date. Staff may be ineligible to apply for promotion unless they have submitted their “intent to apply”. Staff can withdraw their “intent to apply” at any time before the submission date.

(58) It is expected that staff complete the Academic Promotion online course (available through Unified Learning) before submitting an application.

1. Applicant prepares evidence to support their application, for example, teaching evidence - minimum four (4) pieces of teaching evidence are required (including teaching evaluations, Peer Observation of Teaching, Peer Review of Education Practice) for research and teaching and teaching intensive staff for Levels B to E), research publications, latest completed Career Development Record, etc. Note: Research only staff are encouraged to submit teaching evidence with their applications (if relevant).
2. Applicant lodges a promotion application in the approved format with relevant supporting evidence to the Faculty Office (as a confidential item), including names and addresses of referees (see section 7) able to comment of their scholarly, research, teaching and other relevant activities.
3. the applicant is responsible for ensuring that the referees they identified are provided with a copy of their application.
4. it is the applicant’s responsibility to ensure that a complete application, including all required documentation, is submitted by the submission date. Applications cannot be amended or additional information provided once an application is submitted.
5. if an applicant believes they have a conflict of interest with a faculty or Central Promotion Committee member, they must put their claim in writing to the Chief People and Culture Officer at least one (1) month before the committee meets. The Chief People and Culture Officer will discuss suitable action with the relevant committee chair (except in cases that involve the committee chair). In cases that involve the committee chair, the Chief People and Culture Officer will confirm with the Vice-Chancellor and President as to appropriate consultation.
6. for Level D and E only: assessors are identified by the Head of School and Executive Dean (or equivalent), not the applicant. The Executive Dean will then discuss appropriateness of assessors with the relevant Central Promotion/Professorial Committee Chair. The quality of nominated assessors is very important; they must be of high standing and capable of judging the impact of the academic’s achievements. When nominating assessors, Executive Deans and Heads of School are encouraged to select carefully, ensuring that the nominated assessors are in a position to provide relevant, independent, in-depth comment (as outlined in section 6).
7. Applicants will be informed of the assessor nominations after the submission of their promotion application. The applicant will have the opportunity to raise any issues they have with the choice of assessors.
8. the Head of School/Academic Supervisor (or equivalent)(in consultation with discipline leads, if necessary) will provide a written report providing insights into the discipline/field and the applicant If the Head of School is an applicant, an alternative person nominated by the HoS and endorsed by the Executive Dean will provide the written report for the HoS and any other colleagues within the School who are applying for promotion to the same level.
9. faculties will be responsible for requesting referee and assessor reports, compiling and distributing documentation for the Faculty Promotion Committee.
10. referee and assessor reports will be received and dealt with in confidence and will not be available to applicants.
11. a People and Culture Business Partnering and Recruitment staff member will be responsible for compiling and distributing documentation to the Central Promotion/Professorial Committee for Levels D and E.
12. approval of recommendations for promotion will be in accordance with the Delegations of Authority Policy. Successful applicants will be informed through People and Culture Business Partnering and Recruitment. The Chair of the relevant committee will initially contact unsuccessful applicants, followed by a letter from People and Culture Business Partnering and Recruitment.

(59) As Academic Promotion is part of an academic’s career development, it is critical that meaningful feedback from the promotion committees is provided to applicants, whether they are successful or unsuccessful. Executive Deans are responsible for:

1. offering to meet with all unsuccessful promotion applicants to provide further feedback and discuss future career plans, ideally with the Head of School present;
2. passing on any applicant feedback the committee had for successful applicants;
3. providing feedback to the applicant and Head of School on any differences to the Academic Performance levels claimed;
4. providing, where required, any feedback to the Head of School on their report;
5. providing feedback to the Heads of School in their faculty on the outcomes and learnings from the promotion round.

(60) Applicants are able to request a support person to attend the feedback meeting.

Section 11 - Right of Appeal

(61) It is the responsibility of the staff member to seek verbal feedback from the Chair of the Promotion Committee as to why their application was unsuccessful, prior to the submission of an appeal application.

(62) An applicant who is denied promotion will have the right of appeal to the Academic Promotion and Probation Appeals Committee. An appeal may be lodged in accordance with the Academic Promotion Appeals Procedure and only on the grounds set out in those procedures. An appeal will only be upheld if, in the Appeal Committee's view, the decision of the Academic Promotion Committee was flawed in respect of one (1) of these grounds to the extent that it materially and adversely affected the outcome of the application for promotion.

Section 12 - Roles and Responsibilities

(63) Roles and responsibilities are as detailed in this Procedure.

Section 13 - Definitions