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Kaimahi Ako Whakapiki Tūranga

Academic Promotion Update 19 May 2020
• The due date for Academic Promotion applications is extended to 8 June 2020.
• Applicants will need to check again about when to submit the application to their Head of Department for the Confidential Head of Department Assessment Statement.
• Health Sciences applications no longer need to be submitted to Deans following the Head of Department statement.
Applicants will upload their documentation online.
• HoD statements will be emailed directly to Human Resources.

What is academic promotion?

In an application for academic promotion, you make a special case that describes how you meet the specific criteria for promotion to a higher grade. The promotion process is separate from the regular annual and biennial academic performance reviews.

Academic promotion usually means a change in job title, but may also be used to progress beyond a salary bar or to apply for additional increments within some salary scales.

Guidance on applying for promotion

To find out which promotion(s) you are able to apply for, check the Academic Titles guidelines for your position. The specific criteria for each level of promotion are listed as Schedules in the Promotions Policy, along with all the other information you need to know before you apply.

Academic Titles guidelines

Applications for promotion open in March each year when the updated policy is released, and applications close at the beginning of May. In March we hold information sessions for staff who are thinking of applying.

Applicants must consult with their Head of Department well in advance of the due date, because applications need to be submitted to HoDs (and Deans in Health Sciences) for comment before being delivered to Human Resources by the due date.

Your promotion application is a significant piece of work – it will require a lot of planning to gather the evidence you need to support your application. Even though the policy is updated in March each year, you should have a look through the current policy as you plan your application. When we release the updated policy we will also provide a list of the changes.

Guidance for clinicians

Are you a clinical teacher working at a hospital or other health provider? You may apply for promotion to either of the following titles:

  • Clinical Associate Professor
  • Clinical Professor

To be promoted, you will need to show that your academic and professional reputation is such that you would likely be appointed at, or promoted to associate professorial or professorial level.

Find out about applying for promotion to Clinical Associate Professor or Clinical Professor

Promotion information sessions are provided by HEDC and HR in Dunedin, Wellington and Christchurch. A member of the relevant promotions committee will be there to answer your questions. Please register to attend the particular session via this link.

Application for promotion: checklist

To make sure the process goes smoothly, make sure you include the correct documents.  This list is to be read in conjunction with the full promotions policy.

** Required for applications for promotion to Assoc Professor, Clinical Assoc Professor, Research Assoc Professor, Professor, Clinical Professor, Research Professor

Applying for academic promotion

 In these short videos, experienced academic staff members discuss aspects of a promotion application.

What the committees are looking for in your application

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How to provide evidence of your teaching success

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Academic Promotion effective 2021 – online applications due 8 June 2020

Instead of submitting paper copies of the promotion application, applicants will submit their documents online.

If you are applying, we will set up a Sharepoint folder for you, where you will upload your application documents. You are required to upload each part of your application as a separate file. You will also need to follow instructions for numbering each file so that the documents will appear in the correct order when your application is assessed by the committee.

If you are a Head of Department, you will not use the online submission process; you are asked to email your HoD statement to academic.promotions@otago.ac.nz by 5pm on Monday 8 June.

Instructions for applicants about the academic promotion process (PDF)

Application process for academic promotion – instructions for applicants

  1. Email Alex Beaton (ITS) alex.beaton@otago.ac.nz with “Promotion Application” in the subject line. You need to provide your university username in the email.
  2. Alex Beaton will set up a folder for you and email you the link to your folder. The folder link will open Sharepoint in your web browser and you can drag and drop your documents. More detailed instructions for Sharepoint document management will be in the email.
  3. Please follow the numbering requirements for the files you submit
  4. You will have editing access to the contents of your Sharepoint folder until 5pm on Monday 8 June. After that time, you will have read access only.
  5. Your HoD does not have access to the folder where you submit your application. You will need to arrange to provide your documents to your HoD separately. Your HoD will email their confidential assessment statement to Human Resources academic.promotions@otago.ac.nz by 5pm on Monday 8 June.

Numbering requirements for files submitted for academic promotion

  1. Application form – all applicants. For example: 1 Stephanie Evans application form.docx
  2. Personal statement (limit 3 pages, 1.5 spacing, 12 font) – all applicants. For example: 2 Personal statement evast64p.pdf
  3. Referees form – only applicants seeking promotion to Associate Professorial or Professorial positions
  4. Curriculum vitae in standard format – all applicants
  5. Otago Teaching Profile – applicants who teach. You may submit the Teaching Profile as one combined PDF if you wish: For example: 5 Teaching Profile evast64p.pdf, or you may include each part of the Otago Teaching Profile separately, numbered 5a, 5b, 5c etc.
    1. Self-Evaluation of Teaching Statement (limit 2 pages, 1.5 spacing, 12 font)
    2. Schedule of teaching responsibilities
    3. Reports from student evaluation questionnaires
    4. Reports from Coordinator/Team Leader Evaluation Questionnaires (optional)
    5. Teaching Context forms (optional)
    6. Peer review of teaching form (only if peer review used)
    7. List of teaching documents on-call
  6. Copies of evaluative reviews in the case of staff members who have published a book or evaluation reviews of artistic performances – optional
  7. Evidence of acceptance of Publications – optional
  8. The HOD’s confidential Assessment Statement – emailed directly from HoD to HR