Research-only Academic Staff - Advancement to a Higher Research Level

Procedures

Preliminary Note

These procedures enable research-only academic staff, appointed to undertake predominantly research and research-related activities, to apply for advancement to a higher research-only academic level at Monash University.

1. Introduction

1.1 Who may apply

Research-only academic staff holding a full-time or part-time position may apply for advancement to a higher research-only academic level pursuant to these procedures.

At Monash University, research-only academic staff hold the following appointments:

• Research Assistant or Research Fellow (Level A)
• Research Fellow (Level B)
• Senior Research Fellow (Level C)
• Senior Research Fellow (Level D)
• Principal Research Fellow (Level E)

1.2 When to apply

Applications for advancement to a higher research-only academic level may be submitted to the Dean, or where the staff member is not located in a faculty, to the Deputy Vice-Chancellor (Research) for consideration at any time during the year.

However, this process normally would take place at the time when a staff member's contract is due to expire and it has been determined that a new contract of employment will be offered.

1.3 Applications for staff located in faculties

Applications for advancement to Research Fellow (Level B) or Senior Research Fellow (Level C) are approved by the Dean.

Applications for advancement to Senior Research Fellow (Level D) must be endorsed by the Dean and approved by the Deputy Vice-Chancellor (Research).

Applications for advancement to Principal Research Fellow (Level E) must be endorsed by the Dean and Deputy Vice-Chancellor (Research) and approved by the Special Professorial Appointments Committee (SPAC).

1.4 Applications from staff not located in faculties

Research-only academic staff not located in a faculty who are applying for advancement to Research Fellow (Level B), Senior Research Fellow (Level C) or Senior Research Fellow (Level D) are required to submit an application via their head-of-unit to the Deputy Vice-Chancellor (Research) for approval.

Applications for advancement to Principal Research Fellow (Level E) should be submitted via the applicants' head-of-unit to the Deputy Vice-Chancellor (Research) for endorsement for approval by the Special Professorial Appointments Committee (SPAC).

1.5 Relevant circumstances

The university is committed to the principle of equal opportunity and recognises that staff members contribute to its vision and goals in diverse ways. The Dean* will be in a better position to make fair and valid judgements about a staff member's achievements if made aware of particular circumstances relevant to the staff members career progression. The Dean* is to assess the staff member's achievements relative to the opportunities available to that staff member. *For staff not located in a faculty please refer to section 1.4 of these Procedures.

Staff members are therefore encouraged to ensure that their application for advancement to a higher research-only academic level clearly specifies any relevant circumstances that may have impacted on their research activity.

Relevant circumstances can include:

• family responsibilities (e.g., child-rearing, elder-care, illness of a partner or dependant);
• a temporary or permanent disability;
• relevant cultural expectations or circumstances;
• conditions of employment including access to authorised leave;
• limited access to university resources and facilities;
• issues relating to geographical distance, including the impact of travel requirements;
• a lack of opportunity to consult and collaborate with academic colleagues; and
• working in a developing area with limited established research, teaching or supervision opportunities.

Staff members who would like their relevant circumstances to be taken into account should provide a separate brief statement giving details of the factors that have had an impact on her or his career progression and submit the statement with their curriculum vitae.

2. The process for advancement to a higher research-only academic level

2.1 Process for advancement to a higher research-only academic level for research-only academic staff (Levels B - D)

Step 1

The staff member and the supervisor will liaise regarding the case for advancement to a higher research-only academic level. Where the staff member's supervisor is not the head-of-unit, the supervisor must approach the head-of-unit on the staff member's behalf to discuss the case for advancement to the higher level. An up-to-date curriculum vitae and, if the staff member chooses, a statement of relevant circumstances should be provided.

Step 2

The head-of-unit will consider the case for advancement to a higher research-only academic level. The head-of-unit may wish to consider the nature of the project work, the experience and qualifications of the staff member, any statement of relevant circumstances, the funds available and the position classification standards. The position classification standards for research-only academic staff are set out on the Workplace Policy and Procedures webpage.

Step 3

If the head-of-unit supports the case for advancement to a higher research-only academic level, a 'Recommendation to Appoint' Form must be completed. This form can be found on the Human Resources forms page. This process would normally take place at the time when a staff member's contract is due to expire and it has been determined that a new contract of employment will be offered.

Step 4

The head-of-unit must then prepare a memorandum that sets out the reasons for advancement to a research-only higher academic level. The head-of-unit forwards the memorandum, the 'Recommendation to Appoint' form, if relevant the staff member's statement of relevant circumstances and curriculum vitae to the Dean* for consideration. * For staff not located in a faculty, please refer to section 1.4 of these procedures.

Step 5

The Dean will consider the case for advancement to a higher research-only academic level. If the Dean approves the higher appointment, the Dean should indicate her or his agreement by signing the 'Recommendation to Appoint' form.

Note: for appointments at Level D, the signed 'Recommendation to Appoint' form and other paperwork must to be submitted to the Deputy Vice-Chancellor (Research) for approval before proceeding to Step 6.

Step 6

Once approved, the 'Recommendation to Appoint' form and other paperwork are to be sent to HR Operations, Human Resources Division. The Human Resources Division will generate a letter of appointment and will send it to the staff member.

The appointment will come into effect on the date indicated in the 'Recommendation to Appoint' form and authorised by the Dean or, for Level D appointments, the Deputy Vice-Chancellor (Research). .

2.2 Process for advancement to a higher research-only academic level for research-only academic staff (Level E)

Advancement to appointment as Principal Research Fellow (Level E) is subject to the endorsement of the Dean and Deputy Vice-Chancellor (Research) and approval of the Special Professorial Appointments Committee (SPAC), a committee of the university Council.

The process involves Steps 1 - 5 above. Following Step 5, the advancement proposal is forwarded to the Senior HR Specialist (Academic Appointments), Human Resources Division, for submission to SPAC.

2.3 Recognition of higher research-only fellowships awarded by the Australian Research Council (ARC) and the National Health and Medical Research Council (NH&MRC)

The university recognises the nationally competitive processes administered by the ARC and NH&MRC which enable advancement of research-only academic staff. Research-only academic staff who are awarded higher fellowships under these schemes are appointed by the university at the level equivalent to that of the fellowship awarded.

2.4 Unsuccessful applications

Unsuccessful applicants located in faculties will be provided with written advice regarding the outcome of their application by the Dean. The advice will outline the areas that need strengthening before a future application is lodged. It is suggested that the staff member uses this advice, in consultation with the head-of-unit, to guide her or his career development.

Unsuccessful applicants not located in a faculty will be provided with written advice regarding the outcome of their application by the Deputy Vice-Chancellor (Research). The advice will outline areas that require strengthening before a future application is lodged.