Promotions Procedure 2023

Policy and Procedure | Framework

Policy and Procedure

The new Promotion Policy and Procedure replaces the existing Policy and Procedure from the 2023 annual promotion exercise onwards. 

It sets out how the promotions process is managed, including the use of the Framework of Criteria. 

Key aspects of the Policy and Procedure include:

• A new decision-making process based on Heads of School completing an evaluation (that includes a requirement to consult other senior academic members of staff) and submitting this to a University committee for consideration, along with the application.
• 2 University Committees considering applications – one considering applications for Lecturer/ Advanced Research Fellow/Senior Lecturer/Senior Research Fellow and one considering applications for Reader and Chair.
• Membership of the committees will include senior academic representatives, ensuring coverage of the range of disciplines, career tracks and gender and race balance.
• The opportunity for applicants to disclose individual circumstances – recognising that circumstances (e.g., part time working, health matters, caring responsibilities and particularly during the pandemic) may have impacted on the volume of outputs.  There is the opportunity for staff to disclose this information confidentially.
• Information about declaring conflicts of interest and how such declarations will be managed. This includes the opportunity for staff to flag a conflict in terms of the membership of the committee considering their application.
• Involvement of social bias observers on University Committees (which may include a trade union representative taking on this role).
• Enhanced feedback for staff, both successful and unsuccessful with a focus, for unsuccessful applicants, on what steps can be taken to enhance a future application. 

You can view the Policy/Procedure in the index of Toolkit documents below. 

Framework of Criteria

The new Framework of Criteria enhances the previous criteria used which were the National Academic Role Profiles (NARPs).  The NARPs remain as the main method of role evaluation in the University.  

The Framework of Criteria includes key Pillars relating to different academic activity:

• Research.
• Education.
• Scholarship and/or Professional Practice.
• Engagement, Innovation and Impact.
• Clinical Service

For each Pillar, detailed criteria and supporting indicators (examples) are provided across three levels, demonstrating an increase in responsibility.  The supporting indicators are examples and applicants are not required to provide evidence against all of them and may provide other examples not listed.

The Framework sets out the minimum thresholds as well as flexibility for applicants to provide evidence, according to their current academic career track, as well as the level of promotion being sought. 

The Framework also highlights that all applicants must demonstrate baseline evidence of University Citizenship, including contribution to Equality, Diversity and Inclusion. 

You can view the Framework of Criteria in the index of Toolkit documents below. 

You can find out information about the key timings for the 2022/23 exercise below. Please note that the date for receipt of applications is 19 May 2023.

You can find additional guidance materials, frequently asked questions and information about the briefing sessions being held in February and March 2023.

You can find a copy of the promotion application form and other guidance materials, including frequently asked questions, in the index of Toolkit documents below.

Briefing Sessions

Briefing sessions to introduce the new Policy/Procedure and Framework as well as on how to write a promotion application are available for staff to attend.  Information about the dates available is provided below. Please use the booking system to book a place.

Briefing Session 1 – Introduction to the new Academic Policy/Procedure and Framework of Criteria

• 20^th February: 12:05pm-12:55pm, KCG5, Old Aberdeen
• 21^st February: 11:05am-11:55am, Microsoft Teams
• 8^th March: 1:20pm-2:10pm, Room 402, Suttie Centre - n.b., this session has now been changed to 9th March: 10am-11am, Room 402, Suttie Cente

Below you will find a recording of one of the sesions and copy of the slides 

Slide Pack  

Recording of session

Briefing Session 2 – How to write an academic promotion application

• 30th March 1:35pm-2:25pm, Microsoft Teams
• 24th April: 2:05pm-2:55pm, Microsoft Teams

• Promotion Policy and Procedure (Academic Staff) FINAL January 2023
• Framework of Criteria FINAL January 2023
• Academic Promotion FAQs – January 2023 
• Academic Promotion Application Form (for applications to grades 7, 8 and 9)
• Academic Promotion Guidance for Applicants FINAL January 2023
• Individual Circumstances Form
• Academic Promotion – Guidance for Heads of School & supporting forms FINAL January 2023
• Academic Promotion – Head of School Evaluation Form FINAL January 2023
• Academic Promotion – External Evaluation Nomination Form FINAL January 2023
• Procedure – to change Academic Career Track
• Social Bias Scheme – Guidelines for Observer (approved by EDIC)

Applications for Research or Teaching staff seeking promotion to Grades 5 and 6 may be submitted at any time in the year, but a minimum of 12 months service is required before staff are eligible for consideration for promotion. The following procedure has been developed to provide further information:

• Promotion Procedures

If you are interested in applying for a promotion, it may be beneficial to review the following guidance documents before submitting your application:

• Guidance Notes for Applicants
• National Academic Role Profiles by Element

If you wish to apply for a promotion, please complete the relevant application form from the list below:

Research

• Grade 6, Research Fellow
• Grade 5, Research Assistant

Teaching

• Grade 6, Teaching Fellow
• Grade 5, Teaching Assistant