|Monash home | About Monash | Faculties | Campuses | Courses | Contact Monash|
|Staff directory | A-Z index | Site map|
Staff Development Procedure - Academic Promotion for Candidates Level B
Staff Development policy
Promotion at Monash University is based on merit following a thorough and fair process. The University is committed to the principle of equal opportunity in promotion and recognises that staff contribute to its vision and goals in diverse ways. The achievements of candidates for promotion are assessed relative to the particular circumstances of their career progression and the opportunities which have been available to them.
Teaching and research (including education-focused) candidates who satisfy the approver that they meet the criteria for promotion are to be promoted irrespective of considerations such as the increased cost of staffing. Research-only candidates will be promoted if they satisfy the approver that they meet the criteria for promotion and provided that the relevant grant holder and/or head of unit has confirmed that there is funding available for the promotion.
For candidates from the Australian campuses, the approver of promotion to lecturer or research fellow is the dean of the relevant faculty. Where the candidate is not located in a faculty, the application will be considered by the dean of the faculty that is most closely related to the candidate’s discipline/ area. For candidates from Monash South Africa (MSA) and Monash University Sunway Campus (MUSC), the relevant Pro Vice-Chancellor and President must co-approve the application with the dean.
The process for promotion to lecturer or research fellow does not involve a promotion committee and may occur outside the normal promotion round for other levels.
This procedure applies to staff who:
Academic performance standards: faculty or discipline-specific performance standards for all academic staff against which academic performance will be measured, particularly for the purpose of probation, promotion and performance development. The standards are qualitative, quantitative or a mixture of both across the three key areas of academic activity - research, education and service. They include identified ‘minimum’ performance standards, below which the staff member would be managed for unsatisfactory performance, and ‘faculty expectation’ or aspirational standards, above which the staff member may be eligible for promotion in accordance with the requirements of this procedure.
Achievement(s) relative to opportunity: is an evaluative framework in which the overall quality and impact of achievements is given more weight than the quantity, rate or breadth of particular achievements. Assessing achievements relative to opportunity involves giving consideration to circumstances, arrangements, career histories and overall time available to the staff member. This in turn allows appropriate evaluation of achievements in relation to:
Achievement relative to opportunity is a positive acknowledgement of what a staff member can and has achieved given the opportunities available and is not about providing “special consideration” or expecting lesser standards of performance.
Approver: for the purposes of this procedure, is the dean of the candidate’s faculty or, for non-faculty staff, the dean of the faculty that is most closely related to the candidate’s discipline or area. For candidates from MSA and MUSC, the approver means the dean and the pro vice-chancellor and president of the candidate’s campus acting as co-approvers.
Campus promotion coordinator: is a designated staff member from MUSC or MSA who has responsibility for coordinating the promotion process for levels B-D for the relevant campus.
Education focused candidate: A candidate for promotion who is an education-focused academic (ie. his or her primary role is to provide a high standard of learning and teaching, educational design and delivery and educational leadership).
Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub.
Faculty promotion coordinator: is a HR Business Partner (or nominee) within the relevant HR Service Hub who has responsibility for coordinating the promotion process for levels B-D within the faculty and providing secretarial support for the faculty’s promotion committees.
Head of Unit: head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee. If there are no heads of unit within the faculty, a deputy dean or equivalent may be delegated the head of unit's responsibilities for the academic promotion process.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
MSA: Monash South Africa.
MUSC: Monash University Sunway Campus.
Performance Development Plan: documents the annual work goals and career aspirations and development goals for the staff member and the specific targets and progress towards achieving those goals. The performance development plan forms the basis for the annual performance planning and review cycle. For Australian staff, the performance development plan is hosted in Performance Development Online (PDO).
Procedural irregularity: refers to where the University has not followed a process that is articulated in this procedure.
Research-only candidate: is a candidate for promotion who is employed on a research-only contract of employment and who is appointed to undertake predominately research and research-related activities.
Rex: is the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts and variations of contract. For the purposes of this procedure, Rex is the online application system for promotion for all candidates excluding MSA and MUSC candidates applying for promotion to level B.
University promotion coordinator: is a designated staff member within the Workforce Policy and Performance team in Monash HR who is responsible for coordinating the promotion process and providing secretarial support for the University Professorial Promotion Committee.
Eligibility for promotion
A successful application for promotion requires candidates to plan ahead as it takes time to assemble the case for promotion.
A candidate must satisfy the approver(s) that he or she has:
It may take several years to develop a track record which demonstrates that the above criteria are met.
A candidate who moved to Monash from the same level or higher may refer in her or his application to achievements from that level of appointment at the previous university or universities. The approver should take these achievements into account when considering whether the candidate has met both of the criteria.
Overview of academic promotion process
Step 1: Preparing for academic promotion
Information sessions for prospective candidates will be held in approximately March each year.
It is highly recommended that candidates:
Research-only candidates who are employed on another person’s grant must ensure that they have the support of the grant holder in applying for promotion. Research-only candidates will also need to confirm with their head of unit whether there is funding available for the promotion. The funding need not come from the grant under which the staff member is employed, but where this is the case, the grant holder must confirm that the terms and conditions of the grant contract allow for the staff member to be promoted and the use of grant funds to fund a salary at a higher level.
Non-faculty prospective candidates should attend an information session in the faculty most relevant to their discipline. Candidates will be required to nominate the most relevant faculty to assess their application prior to lodging an application. These candidates will advise the University promotion coordinator, who will then seek agreement from the dean of that faculty on the candidate’s behalf that it is the most appropriate faculty to assess the application. If the dean agrees, the candidate will then liaise with the relevant promotion coordinator in preparing and submitting the application.
For candidates from the Gippsland campus, the head of school must inform the Pro Vice-Chancellor and President (Gippsland) and the dean that a candidate from her or his campus is applying for promotion.
Candidates who decide to proceed with their application for promotion must complete their applications in accordance with this procedure.
Step 2: Candidates prepare the case for academic promotion form
Candidates will prepare their case for academic promotion by completing the relevant sections of the Case for Academic Promotion Form: Level B, comprising:
Candidates must attach the current year’s agreed performance development plan and where possible, the previous year’s performance development plan.
Candidates may also attach a maximum of five pages of supporting evidence. Examples of supporting evidence include letters of support or commendation, background information about post-graduate or research programs, feedback from participants at workshops or seminars, letters of support acknowledging contribution of service, recent media opportunities/newspaper articles, details of significant invitations and activities contributing to the candidate’s profession, and details of professional development activities and evidence of other university appointment(s) where a position was held at the same level or higher. Supporting evidence does not include a short academic curriculum vitae or an extension of the word limit for the case for promotion.
The approver will only accept applications that comply with the instructions in the application and in this procedure. The approver may call for further information about summarised material.
Candidates should contact their faculty/campus promotion coordinator if they need assistance.
Part 1 - Candidate details and weightings, statement of ‘relevant personal circumstances’ and curriculum vitae.
IA Candidate details and weightings
Candidates must allocate weightings to each of the categories of research, education and service within the parameters relevant to their academic focus. Weightings should represent the quality and impact of achievements (rather than workload allocation). The total weightings should add to 100% and meet the minimum requirements for each category below.
Education-focused candidates are encouraged to consult the Academic Promotion Guidelines for Education-focused Candidates Levels B - E for specific information relating to their application.
All candidates should:
For teaching and research staff, the approver may choose to reduce the minimum weightings if it better reflects the agreed performance development plan of the candidate. The approver may reduce the weightings as follows:
IB Relevant personal circumstances
Candidates should ensure that their application for promotion clearly specifies any relevant personal circumstances that will facilitate an assessment of his or her achievements relative to opportunity. The approver will evaluate relevant circumstances based on what the candidate has achieved given the opportunities available whilst ensuring that the indicators of quality and impact of achievements have been demonstrated. Candidates are not required to describe specific details about sensitive issues such as a medical illness. If it is important for specific details to be shared, a short and private discussion with the approver will suffice.
Relevant circumstances may include:
Candidates who would like the approver to assess their achievements relative to opportunity should:
For further information, refer to Preparing relevant personal circumstances.
IC Summary curriculum vitae
Candidates must provide a summary curriculum vitae using the template provided.
Part 2 - The case for promotion - achievements in research, education and service
A candidate’s case for promotion must include evidence of his or her achievements in the relevant academic areas of activity. For most candidates this will include evidence across the three key areas of academic activity - research, education and service. Research-only candidates are only required to make a case against the research and service activity areas.
The case for promotion must explain the quality and impact of achievements claimed and must reference relevant academic performance standards both at the candidate’s current level (expected to be at or above “faculty expectation” level) and the level to which promotion is sought (expected to be at least at the minimum level).
The candidate’s case for promotion may include:
Candidates who provide summarised teaching and unit evaluations must be prepared to provide the faculty/campus promotion coordinator with a full set of the evaluations, in the event that the approver(s) requires further information.
Candidates who moved to Monash from the same level of appointment or higher, and who have remained at that level may include evidence of achievements from that level of appointment at the previous university or universities. Candidates from international universities may provide evidence that they held an equivalent appointment or higher at their previous university or universities as part of their maximum five pages of supporting evidence.
Candidates may include achievements that pre-date their last appointment or promotion if they are still having a significant impact (for example a publication in a top journal that continues to be cited frequently). Candidates should indicate in their application where this is the case.
The performance supervisor’s comments in the application must:
The approver(s) will use this information to assess whether the candidate has met the criteria for promotion, taking into account the weighting allocated.
Part 3 - Sign Off
The performance supervisor and head of unit must indicate whether they agree that:
For research-only candidates, the head of unit will also confirm that there is funding available for the promotion and will identify the source of the funding. Where the source of the funding is the research grant, the grant holder, acting on the advice of the Monash Research Office, will confirm that a promotion is permissible under the terms and conditions of the grant contract, including that the grant funds can be used to fund a salary at a higher level.
If the research-only candidate is not the grant holder but is employed on another person’s grant, the grant holder will also be required to endorse the candidate’s application for promotion. The candidate must indicate that he or she has read the contents of the performance supervisor’s report and head of unit’s comments and sign the form.
Step 3: Candidates lodge the application
Candidates (except candidates from MSA and MUSC) will apply for promotion by completing the online application form in the University’s eRecruitment system, Rex, and attaching their Case for Academic Promotion Form: Level B and supporting documentation (outlined in step 2 above).
In order to apply, candidates must go to the academic promotion website and select the relevant link to take them to the appropriate online application form. Instructions will be included on the website but any questions on the lodgement process should be directed to the relevant promotion coordinator.
Candidates from MUSC and MSA must complete the manual Application for Promotion Cover Page: Sunway and South Africa Levels B-D, attach the Case for Academic Promotion Form: Level B and supporting documentation (outlined in step 2 above) and submit the completed application via email to the campus promotion coordinator.
Step 4: Promotion coordinator reviews the application
The faculty/campus promotion coordinator will check that the application is complete. Only applications that comply with all the instructions in the procedure and on the application form will be submitted to the approver(s).
Once satisfied that the application is complete, the promotion coordinator will advise the candidate:
The promotion coordinator will send the following to the approver(s) and the relevant associate deans:
Step 5: The approver(s) review the application
The approver(s) will:
Should the approver(s) require any further information or clarification from the candidate, the promotion coordinator will facilitate this process.
The effective date of the promotion will normally be the date the application is approved.
Step 6: Candidates notified of outcome
Within 14 days of receiving an application, the approver(s) must provide written notification of the outcome to the candidate.
For candidates not recommended for promotion, the written advice will outline the areas requiring strengthening before a future application is lodged. Candidates are encouraged to meet with the approver (or a representative appointed by the approver) individually to discuss feedback further. It is suggested that candidates use this advice, in consultation with their performance supervisor, when revising their performance development plans. Candidates are unlikely to be successful in future unless they have addressed the recommendations outlined.
Copies of the letters are provided to the performance supervisor and head of unit. In cases where the candidate is from the Gippsland campus, a copy is also provided to the Pro Vice-Chancellor and President (Gippsland) and the HR Business Partner.
Campus promotion coordinators will keep a record of the application and will ensure that a copy of the application, together with the letter to the staff member, is provided to:
Candidates not recommended for promotion may lodge an application for a rehearing on the basis that there has been a procedural irregularity resulting in material disadvantage. Candidates should seek the advice of the approver(s) before lodging an application for a rehearing. For further information on the rehearing process refer to the Staff Development Procedure - Academic Promotion Rehearing Process Levels B-E.
Provost and Senior Vice-President: is responsible for academic staffing within the University including the oversight of the academic promotion process.
Dean: as the approver, the dean is responsible for ensuring a fair, confidential and objective assessment of applications for promotion.
Pro Vice-Chancellor and President (Monash South Africa/Sunway Campus Malaysia): as the co-approver for applications from their campus, the Pro Vice-Chancellor and President is responsible for ensuring a fair, confidential and objective assessment of applications for promotion.
Head of Unit and Performance Supervisor: the candidate’s performance supervisor and head of unit are required to each provide a report that forms part of the academic promotion application form. If there are no heads of unit within the faculty, a deputy dean or equivalent may be delegated the head of unit’s responsibilities for the academic promotion process.
Candidate: is responsible for complying with the requirements of this procedure and providing timely and accurate information to the performance supervisor, head of unit, relevant promotion coordinator and approver.