Academic Promotion Policy

Intent

To provide a framework that enables the University to recognise and reward academic staff members who have demonstrated sustained and exemplary academic performance above their current academic level in alignment with the strategic directions of the University.

This policy is designed to align with the Higher Education Standards Framework  2021 (HESF) Standard 3.2: Staffing.

Scope

This policy applies to academic staff members who are covered by the James Cook University Enterprise Agreement (the EA) and who meet the eligibility requirements for academic promotion.

Definitions

Except as otherwise specified in this policy, the meaning of terms used are as per the Policy Glossary.

Academic Staff Member - A staff member (excluding casual academic staff members, conjoint, adjunct and short-term academic visitors) engaged to undertake teaching, research, engagement and related duties as detailed in the Position Classification Standards for academic staff in Schedule 4 of the EA. This also includes academic staff with management and leadership roles including Academic Heads and Associate Deans.

Original decision maker - The person, body or committee (this will generally be the Chair of the Committee) who has made the original promotional decision. Where a decision is subject to certification or ratification, the original decision maker will be deemed as the person who submitted the decision for certification/ratification and who is most familiar with the detail of the decision.

Staff Code of Conduct - The policy establishing the standard by which University staff conduct themselves towards others and perform professional duties on behalf of the University.  The reference to the code of conduct refers to the published version relevant to the time period of the promotion application.

Sustained performance - Academic activity measured over an extended period that has demonstrated quantifiable outcomes (see Academic Performance Development Framework);

Principles

• Academic promotion seeks to reward sustained performance as measured by defined impact and outcomes in alignment with the University’s Strategic Intent.
• Applying for promotion should not unreasonably interrupt or create added burden to academic duties and where practical, academic promotion will utilise pre-collated data and evidence.
• The promotion evaluation process will assess the professional conduct of the academic staff member in terms of modelling the University's expected values and behaviours, demonstration of collegiality and adherence to the staff code of conduct, including any substantiated findings of gender-based violence or related misconduct. Such consideration will be limited to verified findings and managed in accordance with confidentiality, privacy and procedural fairness requirements.

Policy

1. Framework

1.1 Promotion of academic staff members will be fair, consistent across the University and transparent based upon evidence of prior performance outcomes and expected future performance.

1.2 Achievements will be considered in the context of the academic staff member’s career path; relevant personal circumstances and opportunities; and in alignment with the resource needs and strategic direction of the College/Institute.

1.3 Academics will utilise the JCU Academic Performance and Development Framework, Performance Development Processes and the Corporate Strategy to guide their promotion application.

1.4 Applications for promotion will provide context for the academic staff member’s perceived performance outcomes as demonstrated through formal, quantitative and qualitative University data. Academic staff members will also be required to assess their academic outputs within the context of their College/Institute’s performance development plan/agreement.

1.5 While due consideration will be given to the applicant’s whole career (particularly in the case of applications for promotion to Level E), in assessing an application for promotion the Panel shall give primary consideration to the applicant’s achievements since being offered appointment (or promotion, as appropriate) to the designation currently held at the University.

1.6 An applicant may only apply to the level immediately above their current level and Academic Promotion will be to step one of the new level.

2. Time frames

2.1 To ensure assessment of sustained academic performance applicants must have a minimum of two years’ service at their current academic level, at JCU, prior to the Dean/Director processing the application, to be eligible to apply for Academic Promotion.

2.2 In exceptional circumstances, as defined in the Academic Promotions Procedure, and with support from the College/Institute Dean/Director (or equivalent), the Chair of the Panel may approve an academic staff member to apply for promotion without a minimum of two years of service to the University. The Exceptional Circumstances provisions of the supporting procedures apply to such applications.

2.3 The Vice Chancellor may determine, on the recommendation of a Dean/Director, that exceptional circumstances warrant an individual case for promotion being considered outside the annual promotions cycle. The Exceptional Circumstances provisions of the supporting procedures apply to such applications.

2.4 Staff members who have applied unsuccessfully for promotion in the previous year are ineligible to make application in the current year without the approval of the College/Institute Dean/Director (or equivalent) and endorsement by the Chair of the Panel.

2.5 All promotions take effect as per the timeframes published on the University website each year.

3. Delegation for approval

3.1 Academic promotion applications will be verified in terms of sustained performance by line managers through the performance development planning (PDP) process, with endorsement by the College/Institute Dean/Director.

3.2 Promotion Panels will receive confirmation from the Chief of Staff regarding whether any substantiated findings relevant to gender-based violence or sexual misconduct exist on the University’s incident register. This cross-check will be facilitated confidentially through Human Resources and will not include unsubstantiated matters.

3.3 Decisions from the Academic Promotion Panel will be forwarded to the relevant Deputy Vice Chancellor (DVC) for ratification of promotions to Level B to D and to the Vice Chancellor for ratification to Level E.

4. Promotion Panels

4.1 Panel Chairs will be nominated by the Vice Chancellor. An experienced external panel member (potentially a DVC or a CAB) will be included on all on level D and E deliberations.

4.2 Panel Members will be appointed through a selection process by nomination from the College/Institute Dean/Director to the DVC Academy.  Panels will seek to be geographically, demographically, gender, ability and culturally diverse.

4.3 Each panel, where possible, will have representation from the Academy and Research Institutes. Panel members will be appointed for a two-year term with possibility of renewal with approval of the DVC Academy. Service provided to the selection process may contribute to the Member’s work profile of service and engagement.

4.4 Panel members will be required to undertake training in gender stereotyping, unconscious bias and assessment best practice (including Relative to Opportunity) prior to conducting assessments.

4.5 Panel Chairs will be trained in the appropriate and legitimate use of confidential information, the boundaries of procedural fairness, and trauma-informed practice.

5. Appeals

5.1 An appeal will only be considered on the basis of procedural fairness as outlined in the Academic Promotion Procedure.

Related policy instruments

JCU Delegations Policy

Human Resources Sub-delegations Register

Academic Promotion Procedure

Schedules/Appendices

Appendix 1 - Minimum Promotional Criteria and Key Elements and Performance Levels

Related documents and legislation

Higher Education Standards Framework 2021 (Cth)

Academic Performance and Development Framework

Recruitment, Selection and Appointment Policy

Mandatory Training Policy

WHS-PRO-004 WHS Training and Competency Procedure

James Cook University Enterprise Agreement

Corporate Strategy

Conflict of Interest Guidelines

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History