Administration Information

This page contains information on the following aspects of the academic promotion round:

Key dates and deadlines
Application instructions
Head of Department/Institute/School duties
Pro Vice-Chancellor duties
Committees
Adminstrators/EAs/PAs
Appeals process

2017 promotional round key dates and deadlines

Select either the level one and two, or associate professor and professor link below to view the timetable information for that section of the promotional round:

Level one and two timetable

Associate professor and professor timetable

Application Instructions

Step-by-step instructions for completing the online Academic Promotions application can be viewed below:

Head of Department/Institute/School

Heads of Department/Institute/School (or equivalent) are required to supply a hat addresses the applicant’s merits for promotion. You may find the template below a helpful framework for preparing that statement:

The assessment statement prepared by the Head of Department/Institute/School (and Dean where applicable), or someone acting in that role, will be made available to all staff through the online system.

A number of staff are now including reference to their PBRF ratings in their applications, however it is not appropriate for Head of Department/Institute/School (or equiv) to refer to PBRF ratings in their statements. Comments on quality of research should only relate to the evidence of research productivity that is submitted.

A Head of Department/Institute/School (or equiv) may make a recommendation for promotion on behalf of a staff member. In this situation, the guidelines for preparing applications in the Academic Promotions Booklet should be used, marking it clearly that a recommendation is being made, rather than an application.

Pro Vice-Chancellor Duties

PVC Statement

Level 1 and 2

  • Call for ‘expressions of interest’ from academic staff not seeking promotion who are interested in serving on the College Academic Promotions Committee.
  • Convene and chair meetings of the College Academic Promotions Committee.
  • Instruct members of the Promotions Committee and the Independent Observer on matters of confidentiality and conflicts of interest.
  • Prepare a written report on the procedures and processes followed by the College Academic Promotions Committee and summarise in writing the grounds for each decision.
  • Provide written feedback for applicants.
  • If requested, meet with unsuccessful staff members seeking feedback.

Associate Professor/Professor

  • Supply a statement that comments on the applicant’s merits for promotion and the reasons for the level of support provided.
  • Upload your supporting statement through the online system. 

Committees

College committees

University committee

College Academic Promotions Committees

Membership:

(a) Pro Vice-Chancellor (Chair)
(b) Minimum of four and up to seven academic staff (excluding HoD/I/Ss or equivalent)
(c) Promotions committees should take into account the diversity of the academic staff in the College. There should be a gender balance on the committee and a minimum of one Māori staff member.
(d) College Promotions Committees may include a member of staff from another College
(e) Independent Observer who may be appointed by Academic Staff Unions and the Vice-Chancellor.  In the absence of any nominations from the Unions, the Pro Vice-Chancellor or Assistant Vice-Chancellor (People & Organisational Development) will appoint a suitably qualified person to undertake this role.
(f) A representative from People & Organisational Development (in attendance)

Notes:

(i) Should the Pro Vice-Chancellor not be available, then they may appoint a replacement Chair
(ii) Each College Promotions Committee will appoint one of its members to monitor equity and conflict of interest matters
(iii) The role of the independent observer is to monitor the committee processes and decision-making;

The independent observers will not have access to the documentation submitted by the applicants and Heads of Departments/Institutes/Schools. They will have speaking rights only in relation to procedural matters and will not participate in the decision-making of the committee. The independent observer will sign a confidentiality agreement and provide a written report to the Vice-Chancellor, Unions, Chair of the College Promotions Committee and People & Organisational Development once the Committee has made its decisions.

(iv) The role of the representative from People & Organisational Development (POD) is to provide general advice to the Chair and the College Promotions Committee on matters of procedure, application of promotion criteria, EEO, the operation of academic salary scales and to also record the decision on each application for later collation by People and Organisational Development

Terms of Reference:

(1) To conduct its business fairly, confidentially and with consistency
(2) In accordance with the set criteria:

In accordance with the set criteria:

(i) rank Level 1 applications
(ii) make decisions in respect of Level 1 promotions;
(iii) rank Level 2 applications
(iv) make decisions in respect of Level 2 promotions
(v) formulate written grounds for all decisions which will be used as the basis for feedback to applicants by the Pro Vice-Chancellor.
(3)To prepare a report on its procedures and processes, including how it dealt with equity issues, and the pattern of its decisions and recommendations for both Level 1 and Level 2, with the report going to the University Promotions Procedures Review Committee. The report must also contain short summarised feedback relevant to each area of all candidate applications. This information should be used as the basis for written feedback. The final report is to be provided to People and Organisational Development and will also be shared with University Promotions Procedures Review Committee.

Procedures:

(1) Committee members will have access to all relevant documents (including applications, Heads of Department/Institute/School statements,) at least 14 days prior to meeting.
(2) Decisions will normally be reached by discussion and consensus. Where this is not possible a majority vote may determine the decision.
(3) Committee procedures will ensure that there is consistency with the University EEO Policy.
(4) The Committee Chair will instruct the members and the Independent Observer prior to the commencement of the meeting on matters of confidentiality and conflict of interest, and include a statement concerning this in the College Academic Promotions Committee report. 

University Academic Promotions Committee

Membership:

(a) Vice-Chancellor or delegate (Chair)
(b) Five Professors, one from each College selected by the Vice-Chancellor from nominations by Colleges of preferably 1 male and 1 female (excluding Heads of Departments/Institutes/School or equivalent)
(c) One Professor elected from and by those Professorial members of Academic Board who were elected by the University professoriate
(d) An equity observer (in attendance)
(e) Assistant Vice-Chancellor (People & Organisational Development) or delegate (in attendance)
(f) An independent observer of Professorial status may be appointed by the Vice-Chancellor

Notes:

(i) Should any of the above persons be unavailable, the Vice-Chancellor may appoint a replacement for that person. The Vice-Chancellor has the ability to co-opt others to enable diverse representation where appropriate.
(ii) Each College professoriate will nominate Professorial representatives (preferably 1 male and 1 female) from that College for Vice-Chancellor consideration. The appointment will generally be for a four-year term. To allow for continuity, at least some members of the University Academic Promotions Committee will be consistent from year to year, with no more than 2 new members added in any given year. The membership of the Committee will be advised to applicants.
(iii) The role of the Equity Observer is to ensure proper process and procedures are followed, and to advise on any equity and conflict of interest issues. The Equity Observer has full speaking rights on these matters at the meetings. The Equity Observer will provide to the Chair of the University Promotions Procedures Review Committee a written summary of any process, procedural, equity or conflict of interest matters that arose during the Committee deliberations.
(iv) The role of the Independent Observer is to monitor the committee processes and decision-making. The Independent Observer will not have access to documentation submitted by the applicants, Heads of Departments/Institutes/Schools or referees. They will have speaking rights only in relation to procedural matters and will not participate in the decision-making of the committee. The Independent Observer will sign a confidentiality agreement and provide a written report to the Chair of the University Promotions Procedures Review Committee once the Committee has made its decisions.

Administrators/EAs/PAs

For Executive Assistants, Personal Assistants, and Administrators who support the yearly Academic Promotions process here is some useful information:

  • Full timetable for Level one and two promotions can be viewed here
  • Full timetable for Professor and Associate Professor can be viewed here

Applications must be submitted through the online system https://acapromo.massey.ac.nz.

Applicants confirm personal details, confirm the criteria they are applying under, upload a series of PDF documents, confirm their application and submit. They will be able to view a preview of their complete application prior to submission.

Applications at all levels

Applications at all levels will then be sent to Heads of Department/Institute/School for supporting statements to be uploaded. HoD/I/S will be required to provide their level of support for an applicant, and upload a PDF of their supporting statement. Executive Assistants, Personal Assistants will be able to upload and save supporting statements on behalf of the HoD/I/S.

Applications to level one and two

Following the submission of the HoD/I/S's supporting statement, the application will move to committee consideration.

Applications to Professor and Associate Professor

Applications to Professor and Associate Professor will require an additional step. Pro Vice-Chancellors will be required to provide their level of support for an applicant, and upload a PDF of their supporting statement. Executive Assistants, Personal Assistants will be able to upload and save supporting statements on behalf of the PVC. Following the submission of the PVC's supporting statement for Associate Professor and Professor applications, the application will move to committee consideration.

College reports

Colleges must report on its procedures and processes, including how it dealt with equity issues, and the pattern of its decisions and recommendations for both Level 1 and Level 2, with the report going to the University Promotions Procedures Review Committee. The report must also contain short summarised feedback relevant to each area of all candidate applications. This information should be used as the basis for written feedback. The final report is to be provided to People and Organisational Development and will also be shared with University Promotions Procedures Review Committee.

The Covering Memorandum should include:

  • Date of committee meeting(s)
  • Details of Committee Members – Name, Department, Campus
  • Details of Independent Observer – Name, Department, Campus
  • Brief statements as to how the Committee dealt with:

i. confidentiality
ii. conflicts of interest
iii. monitoring equity issues

  • A summary statement on the process of assessment of applications and how the Committee arrived at final decisions (Level 1 promotions), recommendations (Level 2 promotions) and rankings
  • Any specific issues and/or recommendations for improvement/change arising from the Committee deliberations

The Candidate Summaries and Rankings should include:

i. Ranking No. in descending order
ii. Name
iii. Department
iv. Promotion applied 
v. Decision (Level 1) or Recommendation (Level 2) of the Committee, including recommended grade.
vi. A summary of the more significant evidence submitted
vii. A brief statement of the Committee’s conclusion as to the merits of the application. 
vii. Any points of special significance to be noted.

Decision letters

The online promotions system will produce letter which will be sent to you so personal comments can be added, and for checking. Please ensure that you return a copy of each letter to HR Services so they can process the changes to salary and grade in the payroll system. 

Appeals Process

Applicants may only request a review of the promotion decision on procedural grounds. A procedural ground is an aspect of the procedure that was not correctly followed and which had a material impact on the decision that was made.

Notices will be placed in the People@Massey newsletter and also sent to all Heads of Departments/Institutes/Schools reminding applicants of the opportunity to seek such a review.

Applications for review of decisions close 23 November 2017.

Requests for review will be considered by the University Promotions Procedures Review Committee. Where any procedural shortcoming is identified and it is considered to have materially impacted on the decision, the individual's application will be returned to the relevant committee for reconsideration, with the requirement that the necessary procedures be followed.

Applicants who have requested a review will be notified in writing of the decision.

 

 

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