Policy

Promotion to Professor - Policy

Printer-friendly version
Body

1. Purpose and Objectives

This policy outlines the principles of Promotion to Professor for staff across all academic categories.

2. Definitions, Terms, Acronyms

Academic category - academic appointment type i.e. Teaching and Research, Teaching Focused, Research Focused or Clinical Academic

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Academic role - main academic functions such as teaching, scholarship of teaching and learning, research, creative work, clinical innovation, service and engagement

3. Policy Scope/Coverage

This policy applies to academic staff across all of the academic categories - Teaching and Research, Teaching Focused, Research Focused and Clinical Academic - who seek promotion to Professor.

This procedure also applies to Conjoint appointees; Health Professional Academic Title-Holders who seek promotion to Professor; and Mater Medical Research Institute (MMRI) staff members at Associate Professor (Academic Level D) who seek an Honorary Professorial title at The University of Queensland.

4. Policy Statement

The rank of Professor is reserved for individuals with outstanding performance records. Quality is a key criterion and, although no quotas are prescribed, promotion to this rank is expected to be limited in number, annually. Successful applicants are expected to meet the standard for Chair level appointments in major universities.

5. Professorial Confirmation and Promotions Committee

Promotion to Professor is managed by the Professorial Confirmation and Promotions Committee. Generally the Committee will conduct an annual round in which candidates can apply for promotion. For successful applicants the title of Professor will be bestowed from the first day of January of the following year.

6. Eligibility

Academic staff in all four categories, Teaching and Research, Teaching Focused, Research Focused and Clinical Academic, may apply for promotion to Professor.

Applicants may not apply for promotion to any other rank in the same year.

Unsuccessful candidates may not reapply until three years have elapsed, although exceptions can be made by the Authorised Officer.

7. Criteria

The criteria for promotion to Professor are contained in PPL 5.70.17 Criteria for Academic Performance. Applicants will be asked to demonstrate the ways in which they meet the stated criteria, for their particular academic category. An international reputation in academic leadership in fields relevant to their particular academic category will be the essential requirement.

It is recognised that few individuals will be outstanding across all the criteria and that extraordinary achievements under one criterion may, in some cases, compensate for lesser achievement in another.

8. Performance Relative to Opportunity

Consistent with The University of Queensland Prevention of Discrimination and Harassment policy (PPL 1.70.06a), and state and federal Acts, staff must not be treated less favourably due to their sex, relationship status, pregnancy, parental status, breastfeeding, age, race, impairment, religious belief or religious activity, political belief or activity, trade union activity, lawful sexual activity, gender identity, sexuality, family responsibilities, or association with, or relation to, a person identified on the basis of any of these attributes.

Some of the attributes listed above may impact on a staff member’s capacity to work uninterrupted and/or on a full-time basis.

The University is committed to providing an equal opportunity environment for its staff in its performance appraisal, continuing appointment and promotion processes through the principle of ‘performance relative to opportunity’. The quality of the staff member’s performance will be assessed against the standard for that level. In terms of expectations for activity and output, consideration will be given to the fraction at which they are employed, periods of absence and/or personal circumstances. Where information about a staff member’s personal circumstances is provided, that information will remain confidential to the assessing committees.

Custodians
Director, Human Resources
Ms Jane Banney

Procedures

Promotion to Professor - Procedures

Printer-friendly version
Body

1. Purpose and Objectives

This procedure enacts PPL 5.80.14a Promotion to Professor - Policy.

2. Definitions, Terms, Acronyms

Academic category - academic appointment type i.e. Teaching and Research, Teaching Focused, Research Only or Clinical Academic

Academic role - main academic functions such as teaching, scholarship of teaching and learning, research, creative work, clinical innovation, service and engagement

Head - Head of School or equivalent

3. Procedures Scope/Coverage

This procedure applies to academic staff across all of the academic categories - Teaching and Research, Teaching Focused, Research Focused and Clinical Academic - who seek promotion to Professor. This procedure also applies to Conjoint appointees and Health Professional Academic Title-Holders who seek promotion to Professor.

These procedures also apply to Mater Medical Research Institute (MMRI) staff members at Associate Professor (Academic Level D) who seek an Honorary Professorial title at The University of Queensland.

This procedure describes considerations required before making an application, submission of an application, processing of applications, a time schedule and roles of the officers of the University.

4. Procedures Statement

The rank of Professor is reserved for individuals with outstanding performance. Quality is the key criterion and, although no quotas are prescribed, promotion to this rank is expected to be limited in number annually. Successful applicants are expected to meet the standards for Chair level appointments in major universities.

Applications for promotion to Professor are considered by the Professorial Confirmation and Promotions Committee. The Committee will conduct an annual round in which academic staff can apply for promotion.

The Professorial Confirmation and Promotions Committee will recommend to the Vice-Chancellor who will inform applicants of the results of their applications. Promotions will be effective from 1 January of the following year. The title of Professor will be bestowed from the promotion effective date.

An application for promotion to Professor will be discussed at the annual review meeting, following which the Head will make a recommendation to the Committee either supporting or not supporting the promotion. This recommendation will be sighted by the applicant before it is forwarded to the Committee. Following receipt of the application and Head’s recommendation from the applicant, the Executive Dean/Director will provide an Executive Dean/Director Report: Professorial Promotion for the Committee. This report will be sighted by the applicant who may wish to provide a response to any adverse comments to the Committee.

The Committee can obtain such additional information as it deems appropriate in each case, including reports obtained from referees selected by the Committee.

5. Considerations Before Making an Application

5.1 Eligibility

Academic staff members, conjoints and Academic Title Holders at any level may apply for promotion to Professor. However, applicants may not apply for promotion to any other rank in the same year.

MMRI Associate Professors (Academic Level D) who seek promotion to Professor may apply for the title of Honorary Professor.

Staff may not apply if they have unsuccessfully applied for promotion to Professor within the last three years, unless they have been given approval by the Authorised Officer to reapply within that period.

5.2 Conflicts of interest

In any case where the Head, Executive Dean or Institute Director may have a 'conflict of interest' (as defined in the University's Code of Conduct) in relation to an applicant, the Head, Executive Dean or Institute Director will remove him/herself from any involvement in recommendations on that applicant.

5.3 Where a Head of School is an applicant

Where a Head of School applies for promotion to Professor, he/she will submit an application and undertake a meeting with the Executive Dean in accordance with University policy.

The Executive Dean will complete an Executive Dean/Director Report: Professorial Promotion form and send it by email to the applicant. The Executive Dean will consult, as appropriate with other senior staff (generally Professors) in the Head's School, cognate Schools or Institutes. The Executive Dean will ensure that an adequate list of referees is included.

6. Criteria for Promotion to Professor

The criteria for promotion to Professor are set out in PPL 5.70.17 Criteria for Academic Performance for each of the four academic categories - Teaching and Research, Teaching Focused, Research Focused and Clinical Academics. Applicants will be asked to demonstrate the ways in which they meet the stated criteria, for their particular category. An international reputation and academic leadership in fields relevant to their particular category will be the essential requirement.

It is recognised that few individuals will be outstanding on all the criteria and that extraordinary achievements under one criterion may, in some cases, compensate for lesser achievement in another.

The Guidelines on Evidencing Academic Achievement complement this procedure by listing a broad (but not exhaustive) range of examples of academic performance indicators which acknowledge the diversity of academic achievement.

7. Submission of Application

Applicants are required to submit an application which covers their academic careers. The application in its entirety should not necessarily be limited to their time at UQ or to recent activities. Form G - Case for Promotion to Professor, however, should emphasise achievements during the last five years, together with future plans for contribution to the University.

Application for promotion to Professor can only be made by completing the online application form and uploading the supporting documentation. The online application process is accessed through UQ Jobs, via the Current Staff (Academic) Promotion to Professor web page. Supporting documentation includes Form G - Case for Promotion to Professor, Form A - Academic Portfolio of Achievement, Form D - Assessment and Recommendation, and teaching evaluations. Referees are to be nominated in the online application form.

7.1 Applicant's responsibility

It is the applicant's responsibility to assemble the required documentation and submit it online by the required date (including the completed Form D - Assessment and Recommendation; see 7.1.5). All documentation must be submitted in .pdf format when completing the online submission.

Applicants should prepare the following and submit the application to their Head in time to have an Annual Review meeting prior to submitting online, and meet the Schedule set out below. This procedure allows the Head to make an informed recommendation about the applicant's readiness for promotion against the stated criteria.

The application consists of the following documents:

7.1.1 Form G - Case for Promotion to Professor

The Form G - Case for Promotion to Professor is the applicant’s opportunity to present a concise and compelling case to the Committee highlighting examples of high quality, high impact academic achievement with emphasis on the last five years. The Case includes an initial one page Executive Summary followed by no more than five pages of supporting narrative. The first page of the Case, the Executive Summary, will provide a concise summary of achievements since the last promotion or appointment at the current level. The following pages are an organised, well balanced, concise summary that clearly demonstrates the applicant’s case for promotion and potential for future achievement. The case encapsulates the applicant’s professional achievements, contributions and leadership attributes (refer to A Guide for writing the Case for Promotion to Professor).

7.1.2 Form A - Academic Portfolio of Achievement

The applicant must complete a current version of the Form A - Academic Portfolio of Achievement, including the period before appointment to The University of Queensland, as appropriate. This is particularly relevant in the record of research activity and PhD student supervision.

7.1.3 Form D Assessment and Recommendation

The applicant will receive the Form D Assessment and Recommendation from the Head and send a copy of it with the application to the Executive Dean/Institute Director.

Where an applicant has a joint appointment, he/she should seek a Form D from each Head and forward his/her application to the relevant Executive Dean/Institute Director(s).

Where the Supervisor is an Institute Director, the Executive Dean/Director Report: Professorial Promotion [7] will be completed (refer to 8.2). The Institute Director should make clear whether he/she 'strongly recommends', 'recommends', considers the case 'marginal' or 'does not recommend' promotion.

7.1.4 Teacher evaluation forms

The Case for Promotion will include a summary of teaching evaluations copied from the Qt index.  Applicants who do not have data recorded in the Qt index, and are T&R, TF or CA academics should email HR Division cap@uq.edu.au for advice on alternative teaching evaluation. The applicant must submit a complete set of at least the 3 most recent semesters of summary sheets of teaching evaluations (and course evaluations if the applicant wishes). This is required for T&R, TF [18] and CA [19] academics and is optional for RF academics. Staff have access to their own SECaTs back to the year 2010 (refer to https://mis-xi-web.mis.admin.uq.edu.au/InfoViewApp/logon.jsp).

7.1.5 Nomination of referees

The applicant must nominate five eminent referees. The applicant’s nomination of referees must also proceed to the Head.  When completing the online application form, it is the applicants’ responsibility to provide up-to-date contact details indicating the title, initials, surname, email address, and organisation (not abbreviated) of each nominated referee, and phone contact where known.. The applicant will also include a short statement in the form, stating the reasons why each referee has been nominated, including the nominated referee’s expertise in the discipline area. The nominated referees should be external, normally of professorial standing or equivalent and recognised as leaders in the field, able to comment on the international quality and impact of the applicant’s scholarship and original achievement. Nominations should include at least one referee with a national reputation, and one with an international reputation. Applicants may nominate people they would prefer the Committee not to contact.

The nominated individuals may, at the discretion of the Professorial Confirmation and Promotions Committee, be invited to act as referees. The Committee retains the right to obtain information from referees as it deems appropriate in each case, including reports obtained in confidence from referees selected by the Committee.

Applicants must not nominate referees who are current members of the Professorial Confirmation and Promotions Committee and referees with whom they have a personal, business or professional conflict of interest (actual or potential). Examples of conflicts of interest may include:

  • a mentor, relative or friend;
  • publication with the applicant in the preceding five years;
  • participation in the same research group as the applicant in the preceding five years; or
  • other ongoing and close collaborative links with the applicant.

Where an applicant wishes to nominate a referee where a conflict of interest may exist (including nomination of a PhD or postdoctoral supervisor) the applicant must declare the conflict to the Committee and explain why they wish to nominate the referee.

7.2 Submission

The applicant must submit the application online by the date set out in the published Schedule (see Section 13).  Application for promotion to Level E is managed in UQ Jobs, via the Current Staff (Academic) Promotion to Professor web page. Applicants will be required to complete the application form and upload .pdf versions of the following:

  • Form G - Case for Promotion to Professor
  • Form A - Academic Portfolio
  • Form D - Head of School Assessment and Recommendation or the Executive Dean/Institute Director’s report where a Head of School is an applicant
  • An applicant who reports directly to an Institute Director who will not receive a Form D will submit the Executive Dean/Institute Director’s report
  • Teaching Evaluations as required, refer 7.1.4 above

The applicant will receive a signed copy of the Executive Dean/Institute Director's Report from the Executive Dean/Institute Director. Should the applicant believe that any comments in the Head's or Executive Dean/Institute Director's Report require comment or response, the applicant may email a response to cap@uq.edu.au for the attention of the Director HR or nominee[16], addressing those comments. The response will be circulated to the members of the Committee.

8. Role of Officers of the University

8.1 Heads

The Head of School (or equivalent) should carefully examine the documentation submitted by the applicant and then meet with the applicant. It is important that the Head of School (or equivalent) assesses the application and the extent to which it meets the criteria (see PPL 5.70.17 Criteria for Academic Performance) and whether the application should be submitted in the current round or deferred until a stronger case has been assembled. The Head of School (or equivalent) should consult with other members of staff in the School/Centre/Institute at Professorial level as appropriate.

8.1.1 Form D - Assessment and Recommendation

The Head of School (or equivalent) should complete the Form D - Assessment and Recommendation, ensuring that each of the criteria for promotion to Professor are covered under the relevant heading on the form (teaching, research etc.). The Head should make clear whether he/she 'strongly recommends', 'recommends', considers the case 'marginal' or 'does not recommend' promotion. After signing this form, the Head should forward it to the applicant, who has the responsibility to send the application and Head's Report to the Executive Dean/Institute Director, and include the Form D in their online submission.

8.1.2 Referee Nomination Form

The Head also nominates five eminent referees, and provides complete and up-to-date contact details (address, telephone number, fax number and email address) on the Head/Director Nomination of Referees for Professorial Promotion form provided. These referees must be different from those nominated by the applicant. The Head should indicate which of the nominations, if any, were suggested by the applicant. The Head sends the completed form separately to cap@uq.edu.au for the attention of the Director, HR. The final list of Head referee nominations should remain confidential.

The nominated referees should be external, normally of professorial standing or equivalent and recognised as leaders in the field, able to comment on the international quality and impact of the applicant’s scholarship and original achievement. The Head should also include a short statement on the form, stating the reasons why each referee has been nominated, including the nominated referee’s expertise in the discipline area. Nominations should include at least one referee with a national reputation, and one with an international reputation.

The nominated individuals may, at the discretion of the Professorial Confirmation and Promotions Committee, be invited to act as referees. The Committee retains the right to obtain information from referees as it deems appropriate in each case, including reports obtained in confidence from referees selected by the Committee.

Heads must not nominate referees who are current members of the Professorial Confirmation and Promotions Committee and referees with whom the applicant has a personal, business or professional conflict of interest (actual or potential). Examples of conflicts of interest may include:

  • a mentor, relative or friend;
  • publication with the applicant in the preceding five years;
  • participation in the same research group as the applicant in the preceding five years; or
  • other ongoing and close collaborative links with the applicant.

Where a Head wishes to nominate a referee where a conflict of interest may exist with the applicant (including nomination of a PhD or postdoctoral supervisor) the Head must declare the conflict to the Committee and explain why they wish to nominate the referee.

8.2 Executive Dean/Institute Director's role

The appropriate Executive Dean/Institute Director receives copies of the applicant's submission, with the Head's recommendation form, and an explanatory note from the applicant.

On receipt of the application and Form D from the applicant, the Executive Dean/Institute Director is requested to provide an Executive Dean/Director Report: Professorial Promotion. This report will assist the Committee in its evaluation of the achievements of applicants in the broader University context.

Reports should include the following information:

  • the source, nature and extent of knowledge of the applicant;
  • detailed evaluation and comment according to as many of the criteria for promotion as is possible within the scope of knowledge of the applicant;
  • comment on any other aspect of the application considered relevant;
  • where relevant, comment on or additions to the referees proposed by the Head (this may require some consultation with the Head about the adequacy of the total list of referees); and
  • a clear overall recommendation for or against promotion.

The Executive Dean/Institute Director should send his/her completed report to cap@uq.edu.au for the attention of Director, HR (copied to the applicant and the Head of School/Centre Director/Group Leader). Any additional referee nominations that the Executive Dean/Institute Director wishes to propose should be ranked in order and sent to the Director, HR to cap@uq.edu.au by the promulgated submission date. (Where the Head is an applicant, there will be no report from the Head. The Executive Dean/Institute Director's report will provide a full assessment of the Head's candidacy which will be sent to the applicant for the applicant to submit online prior to the submission closing date).

The Executive Dean/Director provides a copy of his/her report to the applicant, before it is forwarded to cap@uq.edu.au.

Executive Deans/Institute Directors should write their reports in the full understanding that they will be seen by the applicant before interview.

9. Professorial Confirmation and Promotions Committee Structure and Role

9.1 Role

The Professorial Confirmation and Promotions Committee considers applications for promotion to Professor against the Criteria for Academic Performance (PPL 5.70.17) and makes recommendations to the Vice-Chancellor. The Committee conducts an annual round in which applicants can apply for promotion.

9.2 Membership

The Committee is comprised of:

  • Vice-Chancellor or nominee (Chair);
  • Provost (or nominee if the Provost is nominated as Chair);
  • Deputy Vice-Chancellor (Research);
  • Deputy Vice-Chancellor (Academic);
  • President, Academic Board;
  • Four members of the professoriate reflecting an appropriate breadth of disciplines, appointed by the Vice-Chancellor on recommendation from the Provost in consultation with the President, Academic Board;
  • Director, Human Resources, or nominee acting as secretary to the Committee.

Members will generally serve on the Committee for three years.

The Vice-Chancellor, on recommendation from the Provost and in consultation with the President of the Academic Board, may invite an external member to participate as a full member of the Committee; generally for a one year term.

9.2.2 Executive Dean/Institute Directors

The Committee has the discretion to invite relevant Executive Deans/Directors to attend the Committee meetings for the purpose of further clarification.

10. Interviews

The Committee will decide which applicants will be invited to interview. Interviews are usually held in late October/November.

Only those applicants who have been short-listed will be interviewed by the Committee. On the basis of an evaluation of the application and report of the Head and Executive Dean/Institute Director, the Committee may determine that an application will not proceed further. In addition, the Committee may further determine that an application should not proceed to interview after referee reports have been reviewed. Applicants will be informed if they have not been short-listed for interview.

The Committee will interview applicants on the short-list, as necessary.

It is important for applicants to note that they must be available for interview and that no alternative arrangements can be made.

11. Communication of Decision

Applicants will be notified of the results of their applications by the Vice-Chancellor (or nominee) as soon as is practicable after the Committee has made its recommendations. Relevant Heads of Organisational Units and Executive Deans/Institute Directors will be advised of outcomes for their respective areas. Successful applicants will have the title of Professor bestowed upon them when their promotion takes effect from 1 January of the following year.

12. Feedback

Unsuccessful applicants will be offered the opportunity to receive verbal feedback from an appropriate member of the Professorial Confirmation and Promotions Committee.

13. Schedule

An indicative schedule is shown in this section. A full schedule is sent by email annually to all academic staff by the HR Director confirming the commencement of the promotion round. The email includes information on updated web pages and links that are effective from that year. This information is also published on the Career Progress and Appraisal webpage.

April

Applicant:

Completes Annual Review with Head of School or equivalent.  The Annual Review will normally include Form B, in addition to the promotion documentation requirements.

April/May

Head:

 

 

Applicant:

 

  • Sends complete application and Form D to the Executive Dean/Institute Director

May/June

 

 

 

 

 

 

Applicant:

 

 

Head:

 

  • Completes online application form between the published open and close dates.  Applications will not be accepted after the closing date online.

 

June

Executive Dean/Institute Director:

Emails Executive Dean/Director report: Professorial Promotion [7] to the Director HR [16] at cap@uq.edu.au and a copy to the applicant

July

Committee

Meets to consider applications and short-list for call for referees report

August/

September

Committee

Meets with Executive Deans/Institute Directors of those applicants under consideration

September/

October

Committee

Meets to consider referee reports and to short-list applicants for interview

End October/ November

 

Short-listed applicants interviewed

November/December

 

Applicants will be advised of the results. A list of successful applicants will be published on the Professorial Promotions web-site.

14. Enquiries

Enquiries concerning procedures relating to promotion should be directed to the Director, HR (or nominee) via cap@uq.edu.au or telephone 3365 1004/2346.

Custodians
Director, Human Resources
Ms Jane Banney

Forms

Printer-friendly version
Applicant Nomination of Referees for Professorial Promotion - Form

Applicant Nomination of Referees for Professorial Promotion - Form

Printer-friendly version
Body
Description: 

This form must be completed by applicants applying for Promotion to Professor (Level E).

Please refer to PPL 5.80.14b Promotion to Professor - Procedures (section 7.1.4)  for further details.

Custodians
Director, Human Resources
Ms Jane Banney
Executive Dean/Director Report for Professorial Promotion – Form

Executive Dean/Director Report for Professorial Promotion – Form

Printer-friendly version
Body
Description: 

This form must be completed by the Executive Dean/Institute Director for staff applying for Promotion to Professor (Level E).

Please refer to PPL 5.80.14b Promotion to Professor - Procedures (section 8.2)  for further details. 

Custodians
Director, Human Resources
Ms Jane Banney
Head/Director Nomination of Referees for Professorial Promotion – Form

Head/Director Nomination of Referees for Professorial Promotion – Form

Printer-friendly version
Body
Description: 

This form must be completed by the Head/Director for staff applying for Promotion to Professor (Level E).

Please refer to PPL 5.80.14b Promotion to Professor - Procedures (section 8.1.2)  for further details. 

Custodians
Director, Human Resources
Ms Jane Banney
Custodians
Director, Human Resources
Ms Jane Banney
Custodians
Director, Human Resources
Ms Jane Banney