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Promotion to Level B for Academic Employees Procedure

Procedure overview

1 Purpose

To outline the procedures for promotion to Level B.

2 Scope

This procedure applies to all full-time or fractional Employees in an Academic position who hold a continuing or fixed term appointment (of more than 12 months duration) and who are applying for promotion to Level B.

Procedures for applicants applying for promotion to Levels C, D or E are contained within the Promotion to Levels C, D and E for Academic Employees Procedure.

3 Procedure Overview

This procedure outlines the processes involved in:

  • eligibility
  • criteria for promotion
  • application for promotion to Level B
  • assessing promotion applications
  • other promotion matters
  • Appeals.

4 Procedures

As part of the University's annual performance management cycle, an Employee at Academic Level A who has received an overall assessment rating of exceeding expectations, may subsequently apply for promotion to Academic Level B.

Applications are due in Human Resources following the completion of the Employee's annual Enrich performance review on 30 April. Successful applications will be effective from 1 May.

4.1 Eligibility

To be eligible to apply for promotion to Level B, Employees will:

  • have completed 12 months or more service at the University in a fractional or full-time academic appointment as at 30 April.

4.1.1 Applications over more than one level

Employees wishing to apply over more than one level must first be successful in the Level A to B promotion process which will normally be completed two months before the due date for applications for promotion to Academic Levels C and above.

4.2 Criteria for promotion

4.2.1 Qualifications or equivalent accreditation or standing

For promotion to Level B, applicants should have a masters qualification in the relevant discipline area, or equivalent accreditation or standing.

4.2.1.1 Equivalent accreditation or standing

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

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

A candidate seeking to establish equivalent accreditation or standing must complete the relevant section on the 'Application for Promotion to Academic Level B Form' and provide evidence to substantiate the claim.

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

Additionally, Employees who at the time of applying for promotion, are in the process of submitting the relevant higher degree may be considered for promotion conditional of confirmation of eligibility to graduate in the higher degree following the promotion round, provided that it is within 12 months from the date of notification of the conditional promotion Decision. A candidate must complete the relevant section on the 'Application for Promotion to Academic Level B Form' for consideration. If successful, the promotion will be effective from date of receipt of the qualification and will not be backdated to the 1 May.

4.2.2 Criteria in areas of professional activity

The University identifies the following three broad areas of professional activity as worthy of contribution to individual excellence:

  1. Teaching and the Scholarship of Learning and Teaching
  2. Research and Original Achievement
  3. Service to the University, Community and Profession.

The criteria are defined as the following:

  • Teaching is a creative activity designed to foster Student learning, their ability and desire to undertake scholarly work, and their professional development and creativity. Teaching draws upon the professional and disciplinary expertise of staff and is continually revitalised by research, scholarship, consultancy or professional practice. Teaching includes the design, implementation and the evaluation of curriculum materials for all modes of delivery.
  • Scholarship of Learning and Teaching refers to scholarly inquiry into Student learning which advances the practice of teaching by making research findings public.

    Teaching and the Scholarship of Learning and Teaching includes face-to-face classroom teaching; the various modes of distance education teaching (including online mode, the preparation of print, voice, visual or electronic materials and contact with Students directly or by telephone, computer link, or video link); the teaching of groups other than award Students (including fellow Employees); postgraduate supervision; curriculum, course and instructional design; education leadership and scholarship associated with learning and teaching.
  • Research refers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes.

    Research and original achievement encompasses all forms of original intellectual or cultural achievement including: research, exhibitions, performance, unique consultancy and the leadership, scholarship, publication, commercialisation and information/technology transfer associated with these activities.
  • Service relates to the need for academic staff to contribute in an appropriate and sustained way to the corporate life of the University, the community good and the development of their profession in domains such as: contribution to the formulation and implementation of academic policy; the initiation (or active maintenance) of linkages between the University and the community, employers of graduates and professional institutions.

4.3 Application details

An Employee at Academic Level A who has received an overall assessment rating of exceeding expectations through the Enrich annual performance management review, may subsequently apply for promotion to Academic Level B.

Applications for promotion will be then be submitted and assessed as a separate activity subsequent to the completion of the performance review cycle.

Employees must complete an 'Application for Promotion to Academic Level B Form' and provide required supporting documentation at the conclusion of the performance review cycle by 30 April.

4.4 Process for assessing promotion applications

4.4.1 Application assessment and approval pathway

Applications for promotion will be recommended or otherwise by the Employee's Category 4 Delegate (normally the head of the academic organisational unit).

Following the completion of the relevant section of the 'Application for Promotion to Academic Level B Form' the document will be forwarded to the relevant Category 2 Delegate (Divisional Head) for endorsement or otherwise to the Vice-Chancellor for approval (or otherwise).

4.4.2 Guidelines for assessment

The application will be assessed against all criteria as outlined in Sections 4.2.1 and 4.2.2 of the Promotion to Academic Level B Procedure.

Promotion will be based on an Employee's achievements at a level markedly above that necessary for routine performance of professional activity at Academic Level A or equivalent to that necessary for performance at Academic Level B.

The performance of applicants will be assessed against the position classification standards for:

  1. Academic Level A, and
  2. Academic Level B

with regard to demonstrated potential to perform at the level sought and actual performance at the current level relative to the applicant's peer groups.

Inherent in this approach is the expectation that, as the level of promotion being sought increases, the nature of the performance shifts from the conduct of an activity to the leadership, supervision and management of the activity.

4.4.3 Outcomes and notification

Promotion Decisions will be made by the Vice-Chancellor, on behalf of Council, with due regard to recommendations and endorsements that may arise from the promotion process.

An unsuccessful applicant will be offered an opportunity for verbal feedback by the Category 2 Delegate. An applicant's Supervisor may also be present at the feedback meeting.

Successful applicants will be appointed at Step 1 of the salary classification of Academic Level B.

4.5 Other promotion matters

4.5.1 Resignation prior to the completion of the promotion process

Where an applicant for promotion tenders their resignation from the University prior to the promotion being approved, their application will be regarded as withdrawn.

4.5.2 Confidentiality

Other than material required for feedback to an applicant or required for consideration of Appeals, all materials and deliberations relating to promotion applications will be treated in the strictest confidence by all participants in the promotion process.

4.5.3 Departure from regulations

Any departure from regulations may only be made with the approval of the Vice-Chancellor.

4.6 Appeals

An applicant may Appeal only on the grounds of process. The Appeal process is subject to the same expectations of confidentiality as the promotion process itself.

The Appeal must be in writing and forwarded to the Director (Human Resources) within four weeks of notification of the outcome of the application for promotion.

The Director (Human Resources) will refer the Appeal to the University Promotion Appeals Committee as defined in the Terms of Reference.

The recommendations of the University Promotion Appeals Committee will go to the Vice-Chancellor.

In the event that the Vice-Chancellor's Decision is to promote the appellant, that promotion will take effect from the date at which it would have occurred had the application been recommended for promotion.

5 References

Nil.

6 Delegated responsibilities

Approver

Level of Delegation

Category 4 Delegate

Recommend or otherwise promotion to Level B

Category 2 Delegate

Endorsement or otherwise of promotion to Level B

Vice-Chancellor

Approval of promotion outcomes

7 Schedules

This procedure must be read in conjunction with its subordinate schedules as provided in the table below.

8 Procedure Information

Subordinate Schedules

Accountable Officer

Executive Director (Finance and People Capability)

Policy Type

University Procedure

Approved Date

13/11/2015

Effective Date

1/1/2016

Review Date

3/3/2018

Relevant Legislation

University of Southern Queensland Enterprise Agreement 2014-2017

Related Policies

Performance, Development and Recognition Policy

Related Procedures

Performance Planning and Review Procedure

Position Descriptions and Position Classification Standards Procedure

Promotion to Levels C, D and E for Academic Employees Procedure

Related forms, publications and websites

Enrich performance management program

Guide for Applicants - Level A to B

Guide for Applicants - Levels C to E

Human Resources Website

Terms of Reference - University Promotion Committee

Terms of Reference - University Promotion Appeals Committee

Definitions

Terms defined in the Definitions Dictionary

Appeal

A formal, written request made by a Student or Employee to a higher authority to have a Decision overturned....moreA formal, written request made by a Student or Employee to a higher authority to have a Decision overturned.

Decision

A determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University....moreA determination made by an Employee, contractor or other authorised delegate in the course of their duties on behalf of the University.

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Research Activities

Refers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes....moreRefers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes.

Scholarship of Learning and Teaching

Scholarly inquiry into Student learning which advances the practice of teaching by making research findings public....moreScholarly inquiry into Student learning which advances the practice of teaching by making research findings public.

Student

A person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program....moreA person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

Definitions that relate to this procedure only

Academic

For the purposes of this procedure, Academic Employee is defined in accordance with Clause 4.2.3 of the University of Southern Queensland Enterprise Agreement 2014-2017.

Supervisor

Any person responsible for leading the activities of others. In the context of this procedure, a Supervisor includes Employees at any classification level or title who have responsibilities for leading, managing or supervising work teams and/or individual Employees.

Keywords

Promotion, Appeals

Record No

15/39PL

Failure to comply with this Policy or Policy Instrument may be considered as misconduct and the provisions of the relevant Policy or Procedure applied.

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