Associate Professor Promotion Procedures

Academic staff members applying for promotion to associate professor.

To set out the procedures specific to the Associate Professor Promotion process. The Academic Promotions Policy and Procedures covers the generic procedural steps for all academic promotions at the University.

Nothing in this document is to override any collective agreement (CA) or any individual employment agreement (IEA); where there is conflict in the wording, the CA and/or IEA is to prevail.

Recommendation of the FSC to the UASC

1.  All applications for promotion to associate professor are to be forwarded to the UASC.

2.  The FSC is to recommend to UASC that the promotion be awarded or declined.

3.  The FSC advises the UASC on every application for promotion to associate professor.

4.  Both the views of the FSC and the views of the dean will be provided to the UASC by the dean.

5.  If the view of the dean is different to the FSC, the dean must discuss this with the FSC prior to making the recommendation.

6.  Letters will be generated by HR for successful and unsuccessful applicants and provided to the Dean for distribution by email within the specified timeline.

7.   Each letter is to include an invitation to discuss the decision initially with the dean as Chair of the FSC, or then to meet the Provost and/or DV-C Research along with the dean, to discuss the reasons why their application was declined and what UASC has recommended they focus on to prepare for future applications and career development.

Dean’s advice to the UASC

8.  The dean, as Chair of the FSC, is to provide to HR for UASC consideration:

• a completed FSC Advice to UASC – Application for Promotion to Associate Professor form for each applicant considered worthy of promotion to associate professor
• a ranking of all faculty applicants for associate professor
• any ranking provided by the academic head
• copies of the application, academic career portfolio, HOD report referees’ reports and other material for all applicants
• a copy of the FSC Decision Form, with brief reasons for each decision to recommend or decline promotion to associate professor

9.  The FSC may seek input from referees on particular aspects of the application if this is considered useful to reaching a decision.

10.  Referee reports, if taken up, are not to be made available to the applicant.

UASC

11.  The UASC is to consider in strict confidence:

• the application
• Academic Head Report to the FSC
• FSC Advice to UASC - Application for Promotion to Associate Professor
• any ranking information from the FSC
• other directly relevant reports (for example any report from a research funding body)

12.  The UASC may seek input from referees on particular aspects of the application if this is considered useful to reaching a decision.

13.  The UASC may call the dean to present on a specific application, and in particular if the UASC is coming to a recommendation to the Provost which is different from that of the dean.

14.  The UASC is to recommend to the Provost on all applications for promotion to the grade of associate professor which are presented to it.

15.  The recommendation of the UASC and brief reasons for the recommendation are to be recorded in a standard format during the meeting.

Provost

16.  Where the Provost’s view is contrary to the UASC’s view, the Provost is to discuss the matter with the UASC prior to making a decision.

17.  Where the Provost’s view is contrary to the dean’s view, the Provost is to advise the dean of this view.

18.  The Provost is to decide on each application, and advise the dean of the decision(s).

19.  The Provost is to write to each applicant with the decision and provide an invitation to discuss the decision.

The following definitions apply to this document:

Academic head means heads of departments, schools and other teaching and research units at Level 4 in the University Organisational Structure.

FSC means the Faculty Staffing Committee which consider academic staff continuations and promotions.

Staff member refers to an individual employed by the University on a full time or part time basis.

Referee means an external individual to the University who will:

• be of high international standing
• normally be at the grade of Professor
• be from the discipline, or an allied discipline, of the staff member
• not be a recent collaborator with the applicant in research

UASC means the University Academic Staffing Committee that maintains the academic standards of academic staff at the University, considers and recommends on promotion to professor and associate professor, receives reports from and assists in the activities of faculty staffing committees.

University means Waipapa Taumata Rau | University of Auckland and includes all subsidiaries.

Include the following:

• Academic Staff Collective Agreement
• Academic Standards for Research Fellows, Senior Research Fellows, Lecturers, Senior Lecturers, Associate Professors, Professors, Professional Teaching Fellows, and Senior Tutors
• Conflict of Interest Policy
• Faculty Staffing Committee Policy
• Impartial Decision Making Policy
• PBRF and the Use of Information Policy
• Equity Policy and Procedures
• Achievement Relative to Opportunity Policy and Procedures
• Academic Head Report
• Employment Relations Act 2000
• Human Rights Act 1993
• Privacy Act 1993
• State Sector Act 1988

Content manager: Associate Director, HR Advisory
Owner: Human Resources Director
Approved by: Vice-Chancellor
Approved date: 8 April 2024
Review date: 8 April 2029