Promotions Procedure for Academic Staff

The University has in place procedures for academic staff to apply for promotion depending on their level/grade.

If you are interested in applying for promotion please ensure that you review the appropriate documentation and guidance before submitting your application.

Academic Staff Grades 7 - 9

Welcome to the Academic Promotion Toolkit which includes information and relevant documentation for the Academic Promotion Policy and Framework of Criteria.

Please click on the sections below to see further information about the Policy and Procedure, Framework of Criteria, application process and additional guidance materials.

You will also find information about briefing sessions available to hear more information as well as key timings for the 2024/25 annual exercise.

Promotion toolkit

Section 1 - The Promotion Policy and Procedure and Framework of Criteria

Policy and Procedure | Framework

Policy and Procedure

The Promotion Policy and Procedure replaces the existing Policy and Procedure set out how the promotions process is managed, including the use of the Framework of Criteria.

Key aspects of the Policy and Procedure include:

A 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 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.

Section 2 - Information about the Promotion Exercise

*Update April 2025 – as outlined in the financial update issued on 17 April 2025, the 2025 academic promotion process is currently paused. Below are some FAQs to provide guidance during this period. If you have any further queries please discuss them with your line manager, HR Partner/Adviser, or email promapps@abdn.ac.uk.

1. When will my application now be considered?

A further update on the timescale for considering applications will be provided when the student numbers for autumn 2025 are known.

2. What happens to my application now – where will it be stored and who will see it?

Your application will be stored securely/confidentially by HR. Other than HR, your Head of School will have access to your application and will also store this securely/confidentially.

This also applies to your individual circumstances form if you submitted one.

If you have any queries about this, please contact your HR Partner/Adviser or email promapps@abdn.ac.uk.

3. Once the exercise re-commences will I be able to update my application based on further achievements since the original closing date of end March 2025?

Further communication will be issued about this at the appropriate time but, yes, you will be given the opportunity to update your application based on any key achievements/outputs since the original closing date that you wish to highlight as part of your application in the 2025 round.

4. Given the promotion process is based on evidence since applicants were last promoted or appointed to post, how will outputs/evidence between 31 March 2025 and the effective date of successful promotions under the 2025 exercise count towards an application under a future exercise (e.g., 2026)?

Applicants will not be penalised - evidence that accrues between 31 March 2025 and an effective date of promotion under the 2025 exercise will be able to be cited in a future application (e.g., under an exercise in 2026 and beyond).

5. Will my Head of School complete the Head of School Evaluation at this stage?

Your Head of School will not complete this at this stage. They will do so once we know the detail of the timescale for the exercise re-starting/applications being considered.

Section 3 - Additional information and detail of briefing sessions

In this section you will find additional guidance materials, information about briefing sessions as well as information about the University Promotion Committee members.

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

A recording of the briefing session can be viewed at the following link:

Academic Promotion (staff briefing)-20250224_110928-Meeting Recording.mp4

University Promotion Committee - Membership

The membership of University Promotion Committees 1 and 2 for the 2024/25 exercise will be published shortly after the closing date for applications (31 March 2025).

Section 4 - Academic Promotion Toolkit Index of Documents

Academic Staff Grades 5 - 6

Applications can be received at any time in the year. A minimum of 12 months' service is required and only one application can be made in any rolling 12 month period.

Guidance

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:

Forms

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