Contacting HR

1-19 Torrington Place
9th and 10th Floors
London WC1E 7HB
Tel: +44 020 7679 1843

Academic, Research and Teaching Fellows Promotions

Introduction Academic Staff Promotions Research Staff Promotions Teaching Fellows Promotions Senior Promotions Process
         

 

SENIOR PROMOTIONS PROCESS DOCUMENT

1 Introduction  
2 Eligibility  
3 Definition of Promotion Criteria  
4 Application Process for Senior Promotion (at a glance)  
5 Candidate's Supporting Documentation  
6 Referee Nominations  
7 Letters to Referees  
8 Head of Department Supporting Documentation  
9 Checklist  
10 Web Based Application and Referee Submission Form  
11 Copies Per Candidate  
12 Deadline for Submission  
13 Out of Phase Proposals  
14 Timetable for Senior Promotions Exercise  
15 List of Annexures  

In the event of queries please contact the HR Consultant in HR Consultancy Services with responsibility for your department

1       Introduction

All proposals for promotion (including direct route cases) to the senior staff grades 9 & 10 (Senior Lecturer, Reader, Professor, Principal Research Associate/Fellow, Professorial Research Associate/Fellow and Principal Teaching Fellow) are considered en bloc by the Academic Promotions Committee annually, following the meetings and recommendations of three School Promotion Sub-Committees (SchComs). 

The three School Committees are

School of Arts & Social Sciences (SchCom1)
(Faculties of Arts & Humanities, Laws, Social & Historical Sciences and SSEES)

School of Sciences (SchCom2)
(Faculties of the Built Environment, Engineering Sciences and Mathematical & Physical Sciences)

School of Life & Medical Sciences (SchCom3)
(Faculties of Brain Sciences, Medical Sciences, Life Sciences and Population Health Sciences)

School Committees 1 and 2 comprise the three Executive Deans, together with three professorial members of staff, one from each Faculty represented.  School Committee 3 comprises the four Executive Deans, together with four professorial members of staff, one from each Faculty represented.

This document defines the procedures to be followed and the timetable for the complete exercise. 

The criteria for promotion is detailed in the relevant promotions procedure:  Academic Staff Promotions; Research Staff Promotions; Teaching Fellow Promotions.

HR Consultancy Services is designated with responsibility for the Senior Promotion process. The relevant contact details for the team supporting your department are here.

HR Consultancy Services is located on the 10th Floor, 1-19 Torrington Place.

2       Eligibility

For promotion to Senior Lecturer, Reader or Professor, eligibility is restricted to:

(1) Staff currently employed in an academic post, i.e. Lecturer, Senior Lecturer or Reader; and
(2) Research Fellows to whom UCL has made a contractual commitment of assimilation into an academic post on cessation of their Fellowship; and
(3) NHS Consultants holding an appropriate and current honorary academic appointment at UCL; and
(4) Research Council employees holding an appropriate and current honorary academic appointment at UCL

For promotion to Principal Research Associate/Fellow or Professorial Research Associate/Fellow (grades 9 or 10), eligibility is restricted to:

(1) Staff currently employed in a research post i.e. Research Associate/Fellow, Senior Research Associate/Fellow or Principal Research Associate/Fellow (and where staff are externally funded, dependent upon funding being available).

For promotion to Principal Teaching Fellow (grade 9), eligibility is restricted to:

(1) Staff currently employed in a Teaching Fellow or Senior Teaching Fellow post.

Note: All applicants must hold a UCL contract of employment or be registered as a UCL Honorary member.  Candidates will be required to enter their UCL user ID/password and Payroll/Honorary number when using the web based application and referee submission form.

3       Definition of promotion criteria

These are laid down in the relevant promotions procedures available from this website.

4       Application process for senior promotion (at a glance)

Once a candidate has decided to apply for promotion the following steps of the application process need to be addressed (always remember to confer with your department as they may have internal procedures in place).

Note: 

Produce your supporting documentation (see section 5 )
  • personal statement, CV, publications list, (teaching portfolio if appropriate)
  • ensure all publications you wish the committee to consider are entered on to RPS, UCL's Research Publications Database (see annexure C)
    Note: RPS can take 24 hours to up date records
  • read the guidance notes for CV preparation, use the mandatory CV template and refer back to the guidance notes where required (annexure B)
 
Decide on your referee nominations (see section 6)
  • consider appropriate referees for your specialism
  • remember they will act as an advisor to UCL, not as your personal referee
 
Discuss with your Head of Department*1 (or Dean if direct route)
  • Note: Referees should be impartial/independent and therefore do not include PhD supervisors, friends and relatives.
 
Create your electronic application (see section 10)
  • you and your Head of Department (or Dean if direct route) must submit your application and referee nominations via the web based submission form
  • you must also 'upload' your supporting documentation (personal statement, CV and publications list)
  • if you are not a paid member of staff, ensure you hold a current honorary title with UCL
 
Submit your application (see section 12 for deadline)
  • confer with your department about the practicalities of submitting the application (e.g. the HoD may be submitting a number of applications and will need adequate time to prepare these)
  • note the deadline of close of business Friday 7 November 2014 for the online Senior Promotions Application and Referee Submission Form being received by HR Consultancy Services (irrespective of whether your department or faculty decide to impose an earlier internal deadline)
 

5       Candidate's supporting documentation

Specification of electronic copies of material to be supplied by the candidate to the Head of Department :

Candidates will be invited to submit additional information to support their application such as the award of a major grant or significant publication since their submission. HR Consultancy Services will remind candidates of this opportunity in February by forwarding the weblink to a form to be returned by 27th February 2015.  Information received after this deadline will not be considered. 

6       Referee nominations

In the context of the promotions procedure, external and internal referees act as advisors to UCL, not as the candidate's personal referees. 

For promotion to Senior Lecturer (grade 9), there will be two external referees and three internal referees. 

The candidate shall nominate:

The Head of Department shall nominate:

For promotion to Reader (grade 9), there will be six external referees and one internal referee.

The candidate shall nominate:

The Head of Department shall nominate:

For promotion to Reader, at least one referee should be from overseas and at least three should have appropriate experience of the UK University system.

For promotion to Professor (research-based cases) (grade 10), there will be six external referees and one internal referee

The candidate shall nominate:

The Head of Department shall nominate:

For promotion to Professor (teaching-based): there will be four external referees and three internal referees.

Referees should be of a status at least equivalent to those who would be asked were the case being presented for promotion to Professor  (research-based) (grade 10). 

For promotion to Professor, at least one referee should be from overseas and at least three should have appropriate experience of the UK University system. 

For promotion to Principal Research Associate (grade 9), there will be six external referees and one internal referee. 

Referees should be of a status at least equivalent to those who would be asked were the case being presented for promotion to Reader. 

For promotion to Principal Research Associate at least one referee should be from overseas and at least two of the referees nominated shall have appropriate experience of the UK University system. 

For promotion to Professorial Research Associate (grade 10), there will be six external referees and one internal referee. 

Referees should be of a status at least equivalent to those who would be asked were the case being presented for promotion to Professor.

For promotion to Professorial Research Associate at least one referee should be from overseas and at least two of the referees nominated shall have appropriate experience of the UK University system. 

For promotion to Principal Teaching Fellow (grade 9), there will be two external referees and two internal referees. 

Referees should be of a status at least equivalent to those who would be asked were the case being presented for promotion to Senior Lecturer or Principal Research Associate (grade 9). 

It is vital that Heads of Department*1 ensure in advance that the nominated referees are willing and available to act in this capacity.  Failure to do so may lead to problems in obtaining a reference.  If HR Consultancy Services needs to belatedly identify and approach an alternative referee, this can delay the confirmation of the outcome of the promotion proposal.

7       Letters to referees

Letters from the Provost seeking the confidential opinion of referees will: -

8       Head of Department's*1 supporting documentation (Dean if direct route case)

The specification for material to be uploaded by the Head of Department via the Senior Promotions Application and Referee Submission Form by 12 noon on 21 November 2014 is as follows:

          Note: In Direct Route proposals, a Head of Department's statement is not applicable but details of any personal circumstances should be notified and uploaded.

See Promotions Annexure F: Head of Department (HoD) Supporting Statement – Guidance for writing

9       Checklist 

A checklist for submissions from the candidate and HoD is available at Promotions Annexure E: Candidate and Head of Department Submissions Checklist or to download via the web based submission pages.

10     Web based submission form (guidance is provided on-line)

Candidates and Heads of Department are required to enter each referee's details directly on to the online senior promotions application and referee form, in order that these details can be captured automatically on to the HR Senior Promotions Database. 

Candidates will require their UCL user ID/password and Payroll/Honorary number (Employee number) in order to use the web based form.  Your Payroll number is displayed on your payslip or can be accessed via your MyView account.  Candidates holding honorary status will need to contact their Departmental Administrator or HR Consultancy Services to find out their 'Employee' number.

Candidates should ensure that they click on the 'save' button at the end of the form or they will lose any information they have input.  On saving the completed form, an automatic email will be sent with confirmation of password and instructions on how to re-access the form.

It is very important that the referee details are accurately typed and up-to-date, as HR Consultancy Services use this information to email referees.  If there are inaccuracies and this is not identified until late on in the process, this may cause problems for the School Committee (and Academic Promotions Committee) in considering a case. 

In addition, candidates must upload their personal statement, CV and publications list (produced via UCL's Research Publications database) as electronic attachments via the online senior promotions application and referee form. 

Once candidates are sure that all the information on their form is accurate and complete, the form can be 'committed'.  Please note that once the form has been committed candidates will no longer be able to amend details on the form.  Any further amendments would have to be made by contacting the appropriate HR Assistant in HR Consultancy Services (but this can only be done up to close of business Friday 7 November 2014).

Having committed the referee form, candidates are required to print off the list of referees and forward it with their password to their Head of Department.  Using the password, the Head of Department will be able to see the candidate's supporting documents; add the names and full addresses of their additional referees and upload their supporting statement and if applicable details of any personal circumstances. 

HoDs should ensure that they click on the 'save' button at the end of the form or they will lose any information they have input. 

Once the HoD is content with the candidate's application; their supporting statement and referee details they can “commit” the application... Any further amendments would have to be made by contacting the appropriate HR Assistant in HR Consultancy Services (but this can only be done up to close of business on Friday 21 November 2014).

To apply , click the link below :

Web based Senior Promotion application and referee submission form

11     Copies per candidate:

The process for senior promotions applications is now fully electronic and departments are no longer required to forward copies of the full supporting documentation per candidate to HR Consultancy Services or to the relevant Executive Dean.

12     Deadline for Submission via online Senior Promotions Application and Referee Submission Form

Please note that the deadlines for submitting cases is close of business on Friday 7 November for candidates and close of business on Friday 21 November for Heads of Departments*1.  Incomplete and/or late applications will not be accepted unless, for exceptional reasons, this has been agreed in advance with a member of HR Consultancy Services.

13     Out-of-phase proposals

Very exceptionally, it may be possible to consider special cases for senior promotion at times other than the annual promotions cycle on the direction of the Provost but there is a strong presumption against this. 

14        Timetable for Senior Promotions Exercise 2014-15

2014-2015 Promotions Procedures documents available on the HR web pages 15 September 2014
HR Consultancy Services email Heads of Department and launch via Week @UCL to inform individual members of staff that the annual exercise is due to be launched 12 September 2014
Deadline for online application by Candidate close of business Friday 7 November 2014
Deadline for online HoD supporting documentation close of business Friday 21 November 2014
Deadline for referees' replies 6 February 2015
Deadline for additional information 27 February 2015 at 12 noon
School Committees meet in the period April/May 2015
Academic Promotions Committee meets 18 June 2015
Candidates and Heads of Department are notified of results by 3 July 2015
List of successful candidates is published on the web (subject to completion of all cases) by 31 July 2015
New contracts issued to successful candidates by 31 August 2015
Promotion implementation date 1 October 2015

15     List of Promotions Annexures

A: Promotion Criteria

B: Curriculum vitae preparation and CV template

C: Publications list preparation

D: Presenting a case based on teaching achievement

E:Candidate and Head of Department Submissions checklist

F:Head of Department (HoD) Statement – Guidance for writing

1The Head of Department (HoD) is a generic UCL title for those who report directly to the Faculty Deans and includes Divisional and Institute Directors for the School of Life and Medical Sciences(SLMS).