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

2018 promotional round key dates and deadlines

Levels 1 - 4                                                                                                                                                              Level 5

     

Application Instructions

Step-by-step instructions for completing the online Academic Promotions application are being finalised and will be available here in early June.

Head of Department/Institute/School Duties

Heads of Department/Institute/School (or equivalent) are required to supply a statement that addresses the applicant’s merits for promotion. A template can be found below:

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

  • Be familiar with the promotions procedures, the relevant criteria, and support applicants in accordance.
  • 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.
  • Advise members of the Promotions Committee and the Independent Observer on matter of confidentiality and conflicts of interest.
  • Ensure that detailed notes are recorded in relation to all decisions. In the event of an appeal these will be used to verify whether procedures were correctly followed.
  • 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.
  • Set the salary levels of successful applicants taking into account salary relatives within their College and across the University. Note, this is no longer the responsibility of the College Promotions Committees, People & Organisational Development will provide each College with a report containing salary information.
  • If requested, meet with unsuccessful staff members seeking feedback.

Pro Vice-Chancellors are also required to supply a statement that addresses the applicant's merits for promotion at Level 5 only. A template can be found below:

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). Where a College has clinical and professional academic applicants, the committee must have at least one senior staff member, Associate Professor and above, from this group.
(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)
(g) Members will normally serve a term of three years on each promotions committee.

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. It is recognised that the Chair of each committee is able to undertake this responsibility, if they wish to do so.
(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, and record decisions.
(v) All committee members will undertake bias training provided by the University.

Terms of Reference:

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

(i) make decisions in respect of Level 1 promotions;
(ii) make decisions in respect of Level 2 promotions;
(iii) make decisions in respect of Level 3 promotions;
(iv) make decisions in respect of Level 4 promotions.

(3) For some committees, due to the significant number of applicants, ranking of applicants may be undertaken to establish benchmarks to assist with decision making. Ranking will be undertaken giving consideration to tracks where possible.

(v) formulate written grounds for all decisions which will be used as information for PVC's to set salaries giving consideration to the performance of each individual, pay equity, and relatives, and the basis for feedback to applicants.

(4) 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 relevant University Policy and the procedures set out in the Academic Promotions Documents.
(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) Assistant Vice-Chancellor Research, Academic & Enterprise (Chair)
(b) Five (5) Professors, one (1) from each College, are nominated by the Colleges of preferably 1 male and 1 female (excluding Heads of Departments/Institutes/School or equivalent)
(c) Two (2) Clinical Professors appointed by the Pro Vice-Chancellor
(d) One Professor elected from and by those Professorial members of Academic Board who were elected by the University professoriate
(e) An equity observer (in attendance)
(f) Assistant Vice-Chancellor (People & Organisational Development) or delegate (in attendance)
(g) 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.

Terms of Reference

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

(i) make decisions in respect of Level promotions.

Procedures

(1) Committee members will have access to all relevant documents (including applications, HoD/D/I statements. PVC statements, referee reports) at least 14 days prior to meeting.
(2) Decisions will normally be reached by discussion and consensus.
(3) Committee procedures will ensure that there is consistency with the relevant guidelines and University Policy.
(4) The decision of the committee will be final.
(5) The Committee must have a quorum of 6. In the event that the Committee does not have a quorum, members present may either make recommendations to be ratified at the next Committee meeting or defer the meeting until a quorum is able to be present.
(6) All committee members will undertake bias training

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 at levels 1 - 4

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

Applications at level 5

Applications to 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 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 levels 1 - 4, 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, recommendations, 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 or Recommendation 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 signed 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 19 November 2018.

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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