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Frequently Asked Questions

FAQs Senior Academic Promotions Call 2021

Policy and Procedures

In what period is the call open - when can I submit my application?

The call is open from 28th October 2022. It is important to note the closing date for the Call when applying, as no late applications will be accepted.

Applications must be submitted through e-recruitment. Applications cannot be accepted after the closing date and time. The closing date and time is the 15th of December at 12 noon.

Where can I find further information?

Further information on the Senior Academic Promotions Call 2021 is available here.

For anything that you do not feel is covered by either the main webpage or the FAQs please contact senpromo@tcd.ie.

What is the Online Senior Academic Application Process?

In preparation for this call, an online promotions application has been developed in conjunction with HRIS and IT Services. The aim of the online application is to reduce the duplication and time spent by applicants inputting information that is already held in other College systems.

There are 4 steps in the online application process:

Step 1, the applicant completes their user profile on the MyRSS by using the Promotions CV Wizard to fill out the Senior Academic Promotions Application Form. The applicant outputs their Promotions CV document to Word and completes the Section 4.3 on Teaching and Section 4.5 on Supervision as well as reviewing the overall content of the application document.

If you wish to use have an offline version of the application form please reach out to senpromo@tcd.ie .

Step 2, the applicant shall include a list of six external referees who are experts in the candidate’s discipline, of which not more than one shall normally be based in Ireland. The candidate shall confirm at the time of submitting their application, that the six external referees listed by them, are willing to provide a reference in relation to their application for promotion to the level of promotion being sought, if required.

Step 3, the applicant downloads the Head of School Report template from the Promotions webpage or within the e-recruitment system.

Step 4, the applicant uploads to e-recruitment their completed promotion application, External Referee list and Head of School report.

How do I access the MyRSS Promotions Wizard?

The Promotions Wizard is accessible to all active RSS users here: https://rss.tcd.ie and then select "MyApplication". If you have any questions or queries with how to use the Promotions Wizard please contact Ronan Healy on either email at senpromo@tcd.ie or via Microsoft Teams.

What documents need to be uploaded to the e-recruitment system?

Three documents are required to be uploaded and in the following order:
1. Promotion Application Document (This is your RSS Promotions CV Wizard – Don’t forget to fill out sections 4.3 and 4.5 after outputting your CV to word)
2. List of External Referees
3. Head of School Report.

Eligibility

Where is the policy, and how can I find out whether I am eligible?

For the policy, please refer to: Senior Academic Promotions Procedure.

For the criteria please refer to: Guidance Criteria.

Do I need to include a report from the Head of School to submit an application?

Yes, a Head of School report is required. You can download a copy of the report to be filled out by your Head of School here.

I was reviewed this year (or in a previous year) by the Senior Academic Promotions Committee. Can I apply again under this call?

Yes, you can apply for this call this academic year.  Each application shall be judged on its own merits, regardless of the outcome of any application in previous year(s).

Evaluation and Assessment of Applications

How is the assessment carried out?

Please refer to the Policy.

What are the evaluation criteria?

Please refer to the Guidance Criteria.

Who is carrying out the reviews of applications for promotion?

The Faculty Senior Academic Promotions Committee will review recommendations for promotion to Associate Professor and Professor In.

The Senior Academic Promotions Committee will review recommendations for promotions to Professor Of (Personal Chair)

Further information please refer to the Policy.

When will I hear the outcome of my application?

All Associate Professor and Professor In candidates will be notified electronically with the outcome of their application following review by the Faculty Senior Academic Promotions Committee.

All Professor Of (Personal Chair) candidates will be notified electronically of the outcome of their application following review by the Senior Academic Promotions

Feedback will be available to all unsuccessful candidates.

Please note that unforeseen circumstances may impact on this schedule.

When will the pay be implemented?

Please note that it is expected that recommendations arising from this current promotions round will have an effective date of 1st October 2021.

Where can I find all the relevant links that I need?

External Referees

How many External Referee names do I have to submit with my application?

Each complete application to the Faculty Senior Academic Promotions Committee and the Senior Academic Promotions Committee shall include a list of six external referees submitted by the candidate who are experts in the candidate’s discipline, of which not more than one shall normally be based in Ireland.

Does the Dean in association with the Head of School still have to submit a list of names of external referees for my application?

No, the Dean no longer submits a list of names of external referees for each candidate. Only the candidate submits a list of six names of external referees.

How do I find out if the names of the six external referees I have selected are eligible to write a referee report for me?

The eligibility for the selection of external referees is contained within 8.7 of the Policy 

Please see below the Eligibility for the Selection of External Referees:

  • They should not have been co-author with the candidate within the past 7 years.
  • They should not be, or have been, the applicant’s PhD supervisor, or vice versa.
  • They should not be, or have been, an examiner for a candidate’s PhD student, or vice versa.
  • They should not be, or have been, a co-grant holder or co-applicant for funding or with the candidate within the past 7 years.
  • They should not be, or have been co-members of the same research team.
  • They should not be an external member of the Faculty Senior Academic Promotions Committee or Senior Academic Promotions Committee.
  • They should not be a relation of the candidate.
  • They should be at the grade that the candidate is seeking promotion to or higher.

Do I have to confirm at the time of submitting my application that the external referees are willing to provide a reference for me in relation to my application?

Yes, the candidate must confirm at the time of submitting their application that all six external referees are willing to provide a reference for the candidate in relation to their application, if required.

Do I need to reach out to the list of six external referees to confirm that they are willing to provide a reference for me in relation to my application?

The candidate needs to reach out to the external referees to seek their willingness to provide a reference and confirm at the time of submitting their application, that the six external referees listed by them, are willing to provide a reference in relation to their application for promotion to the level of promotion being sought, if required.

Can somebody from HR reach out to my list of six external referees to confirm that they are willing to provide a reference for me in relation to my application?

No member of HR can reach out to your list of six external referees to confirm that they are willing to provide a reference for a candidate. 

After the closing date for applications, HR will seek external referee reports for each candidate as follows: HR will approach the candidate’s two highest ranked external referees; should they be unavailable, written references will be sought from the next highest ranked referees on the list, until two references have been received.

Is there an email letter template that I can use to approach the external referees to seek their willingness to provide a reference for me in relation to my application?

Yes, please click here (Link to Candidate External Request Letter Template) to download a copy of the email letter template that candidates shall use to approach the external referees to seek their willingness to provide a reference for me in relation to their application.

Who ranks the list of the names of the six external referees?

The candidate ranks the names of the six external referees at the time of submitting their application.

How many external reference reports are necessary for the application to be considered complete and considered by either the Faculty Senior Academic Promotions Committee or the Senior Academic Promotions Committee?

Two external referees' reports are necessary for the application to be considered complete and considered by either the Faculty Senior Academic Promotions Committee or the Senior Academic Promotions Committee.

RSS

What is the Research Support System (RSS)?

The Research Support System is a web-based information system, which incorporates an expertise database. The development of the Research Support System is directed by the Dean of Research. The System has been built in-house by M.I.S. (IT Services), and allows members of academic staff to input and update information on their academic interests and research expertise and publications. The Research Support System is managed and administered by the Library. Further information is available on the TCD RSS website.

I have some questions on RSS – where can I go for help?

The RSS Team hold workshops and demonstrations of the Research Support System which can be arranged on an individual or group basis – please contact rssadmin@tcd.ie with any queries you may have, or if you wish to attend a RSS workshop or demonstration.

How do I find the user guide on how to navigate the MyRSS Promotions Wizard?

We have developed a user guide for the MyRSS Promotions Wizard which may be of assistance. (Note: use Google Chrome or Mozilla Firefox to view videos.)

My RSS User Guide (pdf 2.3 mb)

I'm encountering problems with RSS Data Sources for Publication Metadata

Pubmed – Pubmed can be used to import data into the RSS.
ORCID – ORCID is the preferred method of importing data into the RSS.
RIS File Import/ BibTeX File Import – A manual import using RIS files/ BibTeX File Import. There are several methods of generating RIS files/ BibTeX Files. Scopus and Google Scholar are 2 possibilities:

Scopus to RSS

  1. Do an Author Search in Scopus to find your profile. Do a reasonably general search as you may have more than one profile.
  2. Once you have found your publication click on Select all at the top of the page
  3. Click on export and choose export to RIS file/ BibTeX File Import
  4. In the RSS, click on add a publication and choose "Select a different other import option".
  5. Select RIS, you will need to login again
  6. Browse for your RIS file/ BibTeX File Import and upload it
  7. Once it has been uploaded select the publications you wish to add to your profile and click on Import to RSS

Google Scholar

In google scholar you must first change the settings to allow the export of publications. Instructions below:

  1. Go to Google Scholar
  2. Click on the little cog to the top right of the screen to access Google's preferences menu and then select Scholar Preferences.
  3. Under Bibliography Manager select the option Show links to import citations into and choose Refman in the drop down box.
  4. Click on the Save Preferences button.
  5. Follow these steps to import search results into the RSS:

  6. After performing a search on Google Scholar click on the Import into REfman link for the reference you want to import.
  7. If you are presented with a window asking if you want to Open or Save the file, choose to save the file. The file will then be automatically saved in RIS format. Unfortunately Google scholar only allows you to export references individually.

Scopus/Crossref instructions to obtain DOI’s.

  1. Locate the Digital Object Identifier (DOI) for your item. These can usually be found on the paper
  2. Go to Scopus or Crossref Import area
  3. Enter the DOI starting with 10
  4. Once the item has been found click on Import to RSS.

Please contact rssadmin@tcd.ie with any queries.

RSS Data Sources for Citation Values

Scopus – This is currently the most reliable source of citation data. The RSS does a nightly refresh of Scopus citations for all publications that have a Digital Object Identifier (DOI). To add a missing DOI, edit your publication in the RSS and click on "Identifiers". DOIs can be found in several places including your Scopus Author profile.

Web of Science – The Web of Science Citations presented here are a result of a data exchange between the Web of Science and the Research Support System. The Web of Science team use text matching to match titles in the RSS to the Web of Science. If the title in the RSS is not an exact match then it may not be found in the Web of Science.

Google Scholar – Google Scholar citation counts cannot be refreshed automatically so these are based on the values manually entered via the Top 10 Works page of the Promotions Wizard.

The Overview page of the Promotions Wizard gives estimates of citation counts overall and for the last 5 years for the 3 sources above. You can override these estimates by entering values in the “Actual Citation Counts” fields.

Please contact rssadmin@tcd.ie with any queries.

RPAMS – Research Proposal and Awards Management System

The TCD Research Proposal and Awards Management Solution (RPAMS) opened on 01 October 2012. It provides an end-to-end service process for TCD grant applications / contracts / research account set-up.

The RSS receives a quarterly refresh from RPAMS which is used to deliver the Grants Awarded data on the Grants page of the Promotions Wizard. You should only enter grants in the non-RPAMS section if they have not been and will not be entered in RPAMS.

Please contact rssadmin@tcd.ie with any queries.

Senior Author

Senior Author is either one who contributed (intellectually or otherwise) the most to the work, including writing of the manuscript, and/or one directed/supervised the work.

The RSS now supports multiple Senior Authors per research work.  You should review the Senior Author flag of all your works by editing the publication in the RSS or using the new tool available from the Top 10 Works page in MyRSS. Please contact rssadmin@tcd.ie with any queries.

E-Recruitment Queries

I've forgotten my password, what can I do?

In the login section on jobs.tcd.ie click on "Forgotten Password". When you receive the (forgotten password) e-mail to your TCD e-mail account with the new password – type the new password into the password box (don’t copy and paste!).

I can't find the Senior Academic Promotions Competition on e–recruitment.

  1. You need to log in to jobs.tcd.ie with your original TCD email address (this tends to be a shortform e.g. jbloggs@tcd.ie, rather than joseph.bloggs@tcd.ie).
  2. Once in e–recruitment, under Menu, Click Search Vacancies, and then
  3. Click Search by Competition type and promotions will come up; this covers both promotions and progressions
  4. Click on your Faculty and the promotion title you are applying for
  5. The user guide for using the e-recruitment system is available by clicking here.

I need help with e-recruitment – can you help me?

Please note: HR cannot access or input your application or e-recruitment account. We are running a number of "end to end" roadshows across College which may be of assistance. If you wish to attend one of our 1-hour IT Clinics: (RSVP to senpromo@tcd.ie.)

  • Thursday, 3rd November – 15:00 to 17:00
  •  Tuesday, 8th November – 10:00 to 12:00
  •  Wednesday, 17th November – 14:00 to 16:00

I think I've applied to the wrong competition – how can I change that the application will be inserted into the correct competition?

Unfortunately, HR cannot insert your application into the competition you should have applied for. Before final submission, please ensure you have submitted to the correct competition in the correct Faculty. It is your responsibility to ensure that all the documents are submitted in your application, and submitted in the correct format, to the correct competition, by the competition closing time and date allocated to your Faculty. Please e-mail: senpromo@tcd.ie.

It is now 12.01 of the closing date for my competition – I'm in e–recruitment and the system won't accept my application?

The e-recruitment system automatically closes the competition on the specified date and time, and no late applications will be accepted. The e-recruitment system will not be opened for any candidate. It is your responsibility to ensure that all required documents are submitted in your application and submitted in the correct format as outlined, by the competition closing date and time.

How much time should I allow to upload my documents to e–recruitment?

It depends on each individual, but normally 30–45 minutes should be allocated to load same – please note that if you are in the middle of submitting your documents at the specified closing time, the e-recruitment system automatically closes the competition at midday. If you have not submitted your complete suite of required documents, and clicked "Submit" by the specified time, your application will not be accepted.

My documents won't upload onto e–recruitment?

  • Some of the problems may happen due to the document name, so ensure it is only words or numbers (i.e. ensure the document or file name does not contain such as !–" *: / \? < > |.)
  • Ensure the document name is not too long (i.e. name can't be more than 256 characters)
  • Ensure the document is not too large (maximum size of 5mb)

How can I view my application after it was submitted?

When logged into your e–recruitment account, click on Application History in the Menu section on the left hand side of the screen.

How do I amend my application after submission?

There is no option to amend your application once submitted. If you wish to withdraw your application, please contact Human Resources at senpromo@tcd.ie .

Can somebody from HR input my application onto the e-recruitment system?

No member of HR can input your application. It is your responsibility to ensure that all documents are submitted in your application and submitted in the correct format as outlined. No member of HR can access your e-recruitment record.

I'm sure I submitted my application but have not received any acknowledgement from the e–recruitment system – What's happened?

Once your application has been submitted, you should automatically receive an "Application Acknowledgement" e-mail. If the e-mail is not received into your Inbox, check also your "Junk e-mail" box. If the e-mail is not there, please contact Ronan Healy or Marta Borkowska via Microsoft Teams.

OR
Ensuring that you are still within the time process (as e-recruitment automatically closes the competition on the date and time outlined). Did you press the "Save for Later" button to return your application at a later date? If so,

  • did you go back into your e-recruitment account;
  • did you go to the Application History under the Menu section on the left side of the screen and go through each step with pressing Save and Next at the end of each page till you reached Step 5  – Tick the box with agreeing  to the terms and conditions and press submit

OR
You may have run out of time - Please note that on the closing day the e-recruitment system automatically closes the competition at midday.  If you have not clicked Submit and submitted your complete suite of required documents by the relevant time, your application will not be accepted.

How do I find the user guide on how to upload my promotions documents to e-recruitment?

We have developed a user guide and a video guide for the uploading of documents to e-recruitment which may be of assistance:
E-Recruitment User Guide (pdf 1.6 mb)

How do I withdraw my application after submission?

If you wish to withdraw your application, please contact Human Resources at senpromo@tcd.ie