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Academic Confirmation Process

Reports on progress are required from Heads of Departments at regular intervals. The following table summarises when reports are required after the appointment of staff members to Confirmation Path appointments

table summarising when reports are required
 

The First Confirmation report

Heads of Departments will submit the First Confirmation Report, on the appropriate form, to the Dean (Division of Health Sciences) or the Pro-Vice-Chancellor, setting out the performance objectives required of staff members. Reports must be discussed with, and signed by, staff members. In the case of Joint Clinical staff members, Deans should consult with the relevant District Health Board.

The purpose of the First Confirmation Report is to:

  • state, and have approved by the Vice-Chancellor/Deputy Vice-Chancellor (Academic and International), the performance objectives required for confirmation;
  • confirm that an orientation programme has been completed.

Notes

Performance objectives should be determined as soon as practicable after staff members take up their appointments, ideally within the first one to two months.

Generic objectives for the confirmation of academic appointments have been developed for each division and will form the basis of individual objectives.

Where making progress on, or completing a PhD, is a requirement for confirmation, careful consideration needs to be given to ensuring that the objective is realistic within the five year time-frame, that other publication objectives are achievable and that the workload for members is realistic.

Staff members, Heads of Departments, Deans (in the Division of Health Sciences), or Pro-Vice-Chancellors and the Deputy Vice-Chancellor (Academic and International) should agree on the objectives as soon as practicable and the First Report should be the official confirmation of the objectives.

Resources

Download: First Confirmation Report template.

Performance objectives & standards:

Checklist

  1. The completed First Confirmation report

  2. An up to date CV in the University’s standard format

 

The Second Confirmation Report

The Second Confirmation Report, on the appropriate form, will be submitted by Heads of Departments to the Dean Division of Health Sciences) or the Pro-Vice-Chancellor.

On this occasion it is expected that Heads of Departments will consult with appropriate senior colleagues who have been confirmed, about the performance of the staff members under review.

The purpose of this review is to:

  • re-affirm the performance objectives required for confirmation;
  • identify staff members whose performance is satisfactory or better; and
  • identify staff members where Heads of Departments consider they are not making satisfactory progress with their objectives and raise these concerns with them. Staff members must be given the chance to respond to these concerns. They may have representation at any discussion and may seek independent advice. If, after discussion with staff members, their performance is deemed to be unsatisfactory in some areas then a plan must be put in place, with the staff members’ agreement. The University must provide appropriate support and action to staff members with the aim of facilitating improvement. For more information, see section 13 of the policy

Resources

Download: Second Confirmation Report template

Checklist

  1. The completed Second Confirmation report

  2. An up to date CV in the University’s standard format

  3. The Otago Teaching Profile which consists of:

 

The Third Confirmation Report

The Third Confirmation Report, on the appropriate form, will be submitted by the Head of Department to the Dean (Division of Health Sciences) or Pro-Vice-Chancellor.

The purpose of this report is to identify:

  • objectives which have been achieved (while noting that confirmation path staff will still be required to maintain or improve on performance in objectives listed as achieved);
  • objectives which are on track to be achieved within the five year confirmation period;
  • where there are concerns that objectives will not be achieved within the five year period;
  • identify staff members where Heads of Departments consider they are not making satisfactory progress with their objectives and raise these concerns with them. Staff members must be given the chance to respond to these concerns. They may have representation at any discussion and may seek independent advice. If, after discussion with staff members, their performance is deemed to be unsatisfactory in some areas then a plan must be put in place, with the staff members’ agreement. The University must provide appropriate support and action to staff members with the aim of facilitating improvement.
  • The assessment will include specifying which publications meet the quality standards expected in the Department or discipline, taking into account the staff members’ appointment level.
  • If, at the time of the Third Report or the Fourth Report, Heads of Departments conclude that staff members have no reasonable chance of achieving the confirmation objectives, they should contact the Human Resources Manager, Promotions and Remuneration, for advice on how to proceed.

Resources

Download: Third Confirmation Report template

Checklist

  1. The completed Third Confirmation report

  2. An up to date CV in the University’s standard format

  3. The Otago Teaching Profile which consists of:

 

The Fourth Confirmation Report

The Fourth Confirmation Report, on the appropriate form, will be submitted by the Head of Department to the Dean (Division of Health Sciences) or Pro-Vice-Chancellor.

The purpose of this report is to identify:

  • objectives which have been achieved (while noting that confirmation path staff will still be required to maintain or improve on performance in objectives listed as achieved);
  • objectives which are on track to be achieved within the five year confirmation period;
  • where there are concerns that objectives will not be achieved within the five year period;
  • identify staff members where Heads of Departments consider they are not making satisfactory progress with their objectives and raise these concerns with them. Staff members must be given the chance to respond to these concerns. They may have representation at any discussion and may seek independent advice. If, after discussion with staff members, their performance is deemed to be unsatisfactory in some areas then a plan must be put in place, with the staff members’ agreement. The University must provide appropriate support and action to staff members with the aim of facilitating improvement.
  • The assessment will include specifying which publications meet the quality standards expected in the Department or discipline, taking into account the staff members’ appointment level.
  • If, at the time of the Third Report or the Fourth Report, Heads of Departments conclude that staff members have no reasonable chance of achieving the confirmation objectives, they should contact the Human Resources Manager, Promotions and Remuneration, for advice on how to proceed.

Resources

Download: Fourth Confirmation Report template

Checklist

  1. The completed Fourth Confirmation report

  2. An up to date CV in the University’s standard format

  3. The Otago Teaching Profile which consists of:

 

Final Report

Heads of Departments will submit the Final Report, on the appropriate form, through Deans (Division of Health Sciences) or the Pro-Vice-Chancellors.  Comments are required, on the performance and progress of staff members concerned.  Heads of Departments may recommend that it be:

  • a final report if the performance objectives have been met; or
  • a final report if the performance objectives have not been met and non-confirmation is warranted at the expiry of the confirmation period; or
  • an interim report and that staff members be given one further period, normally of not more than twelve months, to achieve the performance requirements expected for confirmation.

Appropriate senior colleagues who are confirmed may be consulted and their views taken into account.

If Heads of Departments have concerns that the objectives have not been met and that it may be appropriate to defer the decision to confirm or it may be appropriate not to confirm, they must discuss these concerns with staff members and ensure that every opportunity is given to them to contribute to and comment on the report. Staff members may have representation at any discussion and may seek independent advice.

Where staff members are Joint Clinical, the written endorsement of the appropriate District Health Board must accompany the recommendation.

Recommendations will be considered by the Staffing Advisory Committee, which may decide to either:

  • approve confirmation; or
  • defer consideration of confirmation for one further period only, normally of not more than twelve months; or
  • decline to confirm the appointment, in which case staff members will be informed that their employment will be terminated, with notice.

For more information about deferral of confirmation, see section 16 of the policy.

For more information about non confirmation, see section 17 of the policy.

Should staff members decide to appeal against the decision to not confirm them, they must notify the Human Resources Manager, Promotions and Remuneration in writing within one month of receiving the decision letter.

For more information about appeals, see section 19 of the policy.

Resources

Download: Final Report template

Checklist

  1. The completed final report

  2. An up to date CV in the University’s standard format

  3. The Otago Teaching Profile which consists of:

 


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