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Senior Academic Promotions 2021

Human Resources are pleased to announce the call for Senior Academic Promotions 2021. This call opens on Friday 28th October 2022 and the closing date for receipt of applications is 12 Noon on Thursday, 15th December.  

Trinity College Dublin is committed to promoting equality in all aspects of its activity, including promotions, in line with the University Equality Policy. Trinity is an equal opportunities employer and welcomes applications for promotion from all eligible sections of the University community.

Please Note: The information contained on this website is only intended to supplement information contained in the policy and this website does not act as a substitute. All candidates should familiarise themselves with the Policy before applying.

All queries relating to the Senior Academic Promotions Call 2021 can be made to senpromo@tcd.ie.

Main changes to Policy and Process from Previous Call

Main changes to the existing Senior Academic Promotions Policy

Following an interim review of the Senior Academic Promotions Committee process, the Board at its meeting on 19 October 2022 approved interim changes to the existing Senior Academic Promotion Policy.

Applicants should familiarise themselves with the changes to the existing Senior Academic Promotions Policy and Process for the 2021 Call before submitting an application for promotion.

Please see below the main changes to the Policy and Process:

  • A new Faculty Senior Academic Promotions Committee will be established in each Faculty with up to 11 members including 3 external members.
  • The Vice Provost will Chair all the Faculty Senior Academic Promotions Committees.
  • There will be one stage of assessment for candidates applying for senior academic promotion. This means that the decision making for promotion to Associate Professor, Professor In, Senior Lecturer/Consultant and Associate Professor/Consultant will be devolved to Faculty level (School of Dental Science/DDUH).
  • The Senior Academic Promotions Committee will review applications for promotion to Professor Of (Personal Chair) and Prof Of. (Personal Chair/Consultant (School of Dental Science / DDUH) and bring its recommendations to Council for approval and Board for noting.

In essence, the main change is the devolving of a number of competitions to Faculty level. This allows for committees to better draw on expertise more related to those seeking promotion.   

Main changes to External Referee Selection Process

  • The candidate must submit the names of six external referees in preferred rank order 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 sought, if required.
    The Faculty Deans in consultation with the Heads of School are no longer required to provide a list of four external referee names.

Link to the External Referee Nominees Form

Link to Candidate External Request Letter Template for seeking assistance to act as an External Referee in relation to an application for promotion.

  • Selection of External Referees – Please note that there have been some eligibility criteria added to the selection of external referees

8.7.1 They should not have been co-author with the candidate within the past 7 years.
8.7.2 They should not be, or have been, the applicant’s PhD supervisor, or vice versa.
8.7.3 They should not be, or have been, an examiner for a candidate’s PhD student, or vice versa.
8.7.4 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.
8.7.5. They should not be, or have been, co-members of the same research team.
8.7.6 They should not be an external member of the Faculty Senior Academic Promotions Committee or Senior Academic Promotions Committee.
8.7.7 They should not be a relation of the candidate.
8.7.8 They should be at the grade that the candidate is seeking promotion to or higher.

Main changes to the Application Form

Previous Applicants need to be aware that there are some changes to the applications form. All Applicants should familiarise themselves with the changes to the existing Senior Academic Promotions Application.

Please see below the main changes to the Application:

  • Under section 3.5 on Peer Reviewed works new wording on publications "Please note that applicants must only include publications that are published, however publications accepted for publication can be included in brackets"
  • Under section 3.6 on Non-Peer Reviewed works new wording on publications "Please note that applicants must only include publications that are published, however publications accepted for publication can be included in brackets"
  • Under section 3.9 new wording added to the entrepreneurial ventures section. "Name spin outs/national/ international consortia, or industry engagements and your role in them. Include details of their dates, duration and current status.  What were the key discoveries/services/ outputs of the venture(s)?  Provide any other relevant impact metrics."
  • Under section 4.2 new wording in Teaching Awards and distinctions section. "Please give details of any Teaching Awards including the full title of the award, the awarding body, the date awarded, and highlight when you received them before or after your last promotion"
  • Under section 4.3 we only require the last 2 years (or last 2 full Academic Years) of teaching commitments.
  • Under section 4.5. Changes to section on Supervision. New column on the tables on supervision on destination of supervisees.
  • New question added 4.6. "Please provide information regarding evidence of excellence in postgraduate teaching and postgraduate research outcomes."
  • Wording added to section 5.2 on Philanthropy. "Including but not limited to collaboration with Trinity Alumni and Development in their fundraising campaigns; membership of College campaign committees; activities outside of the school that demonstrate fundraising/advocating activity for your discipline/ College specific projects."
  • Under section 6.1. Conference Organising Committees. New columns added to the list. "Role in conference" and "No. of Attendees". New section to "Highlight your main contribution to the one or more of the conferences listed above".
  • New Question added 6.5. "Keynote/Invited talks – highlight your most important key notes/invited talks and provide an estimate of how many given in total (list no more than 10, including name of event). Indicate whether the keynote/invited talk was national/international, the size of the audience and any other relevant metric to highlight the significance of the presentation."

The Policy

The Senior Academic Promotions Policy is available here.

Please note that the  policy has been updated as approved by Board on 19th October 2022 and we recommend that you read through the policy to familiarise yourself with the procedure prior to submitting an application to this call. If you have any queries relating to the Senior Academic Promotions Procedure please email senpromo@tcd.ie.

Types of Promotion Application

There is one online application process for all categories of applications.  Within the online form you must select the promotion grade and the Faculty that applies to your application. If you wish to use have an offline version of the application form please reach out to senpromo@tcd.ie .

An academic member of staff with an appointment in more than one Faculty must determine in a given promotions round which Faculty they wish to have their application reviewed. For example, an Assistant Professor with a joint appointment in the Faculty of Health Sciences and the Faculty of Arts, Humanities and Social Sciences may decide to submit their application to either Faculty.

Applications for the 2021 call are divided into three promotional grades:

  • Professor Of (Personal Chair)
  • Professor In
  • Associate Professor

Eligibility Criteria

  • To be eligible to be considered for promotion to the above grades, staff must have passed probation prior to submitting an application and have been confirmed in appointment by Council and Board.
  • In the case of Assistant Professors on a fixed-term contract that may lead to a tenured role/permanency, they must have successfully passed their fourth year Tenure Track Review and have been confirmed in appointment by Council and Board.
  • Candidates for promotion to Professor Of (Personal Chair) would normally be from the Professor In cohort.
  • Candidates for promotion to Professor In would normally be from the Associate Professor cohort.
  • Candidates for promotion to Associate Professor would normally be at the top of the salary scale for Assistant Professor.
  • Each application shall be judged on its own merits, regardless of the outcome of any application in previous year(s).
  • An academic member of staff with an appointment in more than one Faculty will determine in a given promotions round which Faculty they wish to have their application reviewed.

For more information regarding eligibility please see Section 4. Eligibility, Senior Academic Promotions Procedure.

Information Workshops on the Senior Academic Promotion Process

We are holding Information Workshops for all applicants that are intending to apply to the Senior Academic Promotions Call 2021.

Date Time Event Audience Presenter To Book
09/11/22 14:00-16:00 Senior Academic Promotions Information Workshop Faculty of AHSS FAHSS/HR book here FAHSS
10/11/22 14:30-16:30 Senior Academic Promotions Information Workshop Faculty of HS FHS/HR book here FHS
18/11/22 10:00-12:00 Senior Academic Promotions Information Workshop Faculty of STEM FSTEM/HR book here FSTEM

These online events will be hosted by the Faculty Dean and Fidelma Haffey, Human Resources.

The purpose of the workshop(s) is to provide information about recent changes to the Senior Academic Promotions Process for the 2021 call and to get perspectives from previous applicants. These are separate workshops to the IT Clinics.

We recommend that all applicants that are thinking about submitting an application to attend one of these workshops. If you are unable to attend the session specific to your faculty, you should attend one of the other faculty workshops.

The agenda for the information workshop

Part 1 - Overview and updates on the Senior Academic Promotions process. (50 mins)

  • Introduction by Faculty Dean (5 mins)
  • Overview and Updates on the Senior Academic Promotions by Fidelma Haffey, Head of Talent, Human Resources (20 mins)
  • Speaker - Perspectives from the point of view of a previous reviewer  (10 mins)
  • Q & A – 15 mins

Part 2 - Experiences of the process from an applicant's viewpoint (45 mins)

  • Panel of Speakers - Experience of a successful candidate at XX level – 30 mins
  • Q&A – 15 mins - questions drawn from the chat..

For further information about the Workshops please email senpromo@tcd.ie

The Online Application Process

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 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 access an offline version of the application form please reach out to senpromo@tcd.ie

  • Step 2, the applicant shall include a list of 6 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. (for more information on External Referees see section 8. External Referees, Senior Academic Promotions Procedure)

Link to the External Referee Nominees Form

Link to Candidate External Request Letter Template for seeking assistance to act as an External Referee in relation to an application for promotion.

  • Step 3, the applicant downloads the Head of School Report Form from the Promotions Webpage or within the e-recruitment system.

Link to the Head of School Report Form

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

Step 1 – Using the MyRSS Promotions Wizard

My RSS User Guide (pdf 2.3 mb)

Go to the MyRSS and login.

  • The Promotions Wizard is accessible to all active RSS users here: https://rss.tcd.ie and then select "MyApplication"
  • After clicking on the reports section of the RSS Launcher you will be brought to the location where the link to the promotions Wizard Page can be found.
  • First decide which type of promotion you would like to apply for and click save. There are 4 options: Clinical Academic Promotions, Senior Academic Promotions, Junior Academic Progressions and Online Review Form. You need to Select Senior Academic Promotions for this call.
  • Then complete each section of the Promotions Wizard by clicking next until you arrive at the final section - Output MyRSS Promotions CV.
  • Save the MyRSS Promotion CV file to your desktop or any other suitable location on your computer for review and completion. When you output the CV to Word you should then review the overall content of the application document, save it as a PDF.
  • For queries about the MyRSS Promotions Wizard or the RSS please email RSSadmin@tcd.ie

Step 2 – Download and Complete External Referee Form

The next step is to download the External Referee form that is available here or within the e-recruitment system and complete.

Each complete application to 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. 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.

Eligibility 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.

Link to the External Referee Nominees Form

Link to the Candidate External Request Letter Template for seeking assistance to act as an External Referee in relation to an application for promotion.

Step 3 – Download the Head of School Report

The next step is to download the Head of School Report Form that is available here or within the e-recruitment system and ask your Head of Discipline/Head of School to complete.

In order to ensure that no Committee member signs your Head of School Report Form, you should check the list of Committee Members. Please discuss with the Committee member prior to submitting your application. If a Head of School is on the Committee, a Pro-Head of School will be appointed by the Dean to sign the form. If you believe that a member of staff other than your Head of School may be a more appropriate person to write commentary, please consult with the Secretary to the Senior Academic Promotions Committee senpromo@tcd.ie. Committee members cannot sign this form. If a member of the committee is a required sign off then an arrangement must be put in place for signing of the form.

If a change of signature is required, please notify us at senpromo@tcd.ie.

Link to the Head of School Report Form

Step 4 – Use e-recruitment

E-Recruitment User Guide (pdf 1.8 mb)

The final part of the process for applying is via the e-recruitment system at https://jobs.tcd.ie.

The Senior Academic Promotions Call will open on 28th October 2022. We recommend early application to avoid system difficulties near the closing date. We advise you register for e-recruitment in advance of the call, in case there are any difficulties accessing the platform.

Please ensure that all elements are completed before uploading and submitting, as once you have submitted your application cannot be changed in any way. Also please note the closing dates.

Please note that you must submit and receive a receipt email (please retain this for your records) to confirm that your application has been included in the promotion call.  The confirmation email may arrive up to 15 minutes after submission. It may also land in your Spam, so please check your spam folder if you do not receive this confirmation email to your main inbox within 15 minutes. If you do not receive a confirmation email from e-Recruitment this means that your application has not been submitted. Please ensure that you have followed all the steps in the e-Recruitment process and if you require assistance with this stage of the process, please email senpromo@tcd.ie.

User clinics on the 4 step Senior Academic Promotions Process

User Clinics on the 4-Step Senior Academic Promotions Process will be held on:

  • Tuesday, 15th November – 14:00 to 16:00
  • Wednesday, 16th November – 14:00 to 16:00
  • Wednesday, 23rd November – 14:00 to 16:00

To book yourself into one of these tutorials please email us at senpromo@tcd.ie.

If you would prefer a one to one tutorial on the process please reach out to senpromo@tcd.ie and we will do our best to  accommodate you.

Stages of the process

Stage 1 - Call for applications

  • Call for applications opens - Promotion Advertisement Date – Promotion Round will open 28th October 2022 (please note individual closing dates for promotions)
  • Use the Online Process to create your application and then fill in your external referees form.
  • Submit your Application and External Referee Nominees Form to https://jobs.tcd.ie
  • Applicants submit applications – NB - Closing Dates – No late applications accepted:
    • Associate Professor – 12 noon, 15th December 2022
    • Professor In – 12 noon, 15th December 2022
    • Professor Of (Personal Chairs) – 12 noon, 15th December 2022
  • User Tutorials on the online applicaiton process will be held on the following dates:
    • Thursday, 3rd November - 15:00 to 17:00
    • Tuesday, 9th November - 10:00 to 12:00
    • Wednesday, 17th November - 14:00 to 16:00

To book yourself in for one of these tutorials, please email us at senpromo@tcd.ie.

Stage 2 – For Associate Professor and Professor In Candidates - Faculty Senior Academic Promotions Committee Stage

Review of Applications for Associate Professor and Professor In

  • Following receipt of External Referees, the Faculty Senior Academic Promotions Committee will review applicants:
    • Faculty of Arts, Humanities and Social Sciences Senior Academic Promotions Committee; Review and make decisions
    • Faculty of Science, Technology, Engineering, and Mathematics Senior Academic Promotions Committee; Review and make decisions
    • Faculty of Health Sciences Senior Academic Promotions Committee; Review and make decisions
  • All candidates and their Heads of Schools will be notified on completion of the Faculty Senior Academic Promotions Committee Stage.
  • Feedback can be requested by unsuccessful candidates. The relevant Faculty Dean, one member of the Committee and the Faculty HR Partner shall meet with unsuccessful candidates requesting feedback, having provided written feedback as outlined in advance of that meeting. (For more information on feedback please see the Policy, section 9. Feedback, Senior Academic Promotions Procedure)

Stage 2 – For Professor Of (Personal Chair) - Senior Academic Promotions Committee Review

Review of Applications for promotion to Professor Of

  • Following receipt of External Referees, the Senior Academic Promotions Committee will review Professor Of (Personal Chair) candidates
  • All candidates and their Heads of Schools will be notified on completion of the Senior Academic Promotions Committee stage.
  • Feedback can be requested by unsuccessful candidates. The Chair, or their nominee (normally the Vice-Provost) and one member of the Committeee and the Director of HR (or nominee) shall meet with unsuccessful candidates requesting feedback, having provided written feedback as outlined in advance of that meeting. (For more information on feedback please see the Policy, section 9. Feedback, Senior Academic Promotions Procedure)

Stage 3 – Approval

Successful candidates, following Senior Academic Promotions Committee review will be recommended to University Council and Board.

Stage 4 – Implementation

Recommendations arising from this current promotions round will have an effective date of 1st October 2021.

Indicative Timelines

Indicative Timeline for Senior Academic Promotions 2021

HR Open Call for Promotion Applications

28 October 2022

Education / Information Sessions for Community November 2022

Deadline for Submission of applications by candidates

15 December 2022

Application Checks Complete

20 December 2022

Christmas vacation

23 December 2022 to 3 January 2023

HR reach out and obtain External Referees Reports

Jan/Feb 2023

Issue Packs to FSAPCs and SAPC

End of Feb / March 2023

Meetings of the FSAPCs and SAPC to consider applications and make recommendations

March/April 2023

Candidates informed of the decision of the FSAPC and SAPS

April/May 2023

Feedback Meetings scheduled

April/May/June 2023

Council to approve and Board to note recommendations for promotion May/June 2023

Implementation of award on Payroll

July 2023

Committee Membership

Senior Academic Promotions Committee - quorum of 8 (excluding Human Resources)

  Membership of the Senior Academic Promotions Committee Scoring Responsibility Membership Term
1 Chair: Provost (or nominee) No Ex Officio
2 Vice-Provost/Chief Academic Officer Yes Ex Officio
3-5 Faculty Deans x 3 Yes Ex Officio
6-8 Professors Of x 3 (one per Faculty) Yes 3 years
9-11 External members x 3* - distinguished academics corresponding to Faculty Areas Yes 3 years
12 Member nominated by IFUT/ASA at Professor Of or In grade Yes 3 years
13 Secretary: Director of Human Resources (or nominee) No In attendance

*Drawn from a panel of external members. The same three external members will be used for a promotion round.

Faculty Senior Academic Promotions Committees - quorum of 7 (excluding Human Resources)

  Membership of the Faculty Senior Academic Promotions Committee Scoring Responsibility Membership Term
1 Chair: Vice Provost, Chief Academic Officer No Ex Officio
2 Faculty Dean Yes Ex Officio
3-8 (9) Professors in the Faculty (Professor Of/In) reflecting a range of disciplinary interests x 5* Yes 3 years
9 (10) Member nominiated by IFUT/ASA Yes 3 years
10-12 (11-13) External members x 3** - distinguished academics corresponding to Faculty Areas Yes 3 years
13 (14) Secretary: Director of HR (or nominee) No In attendance
14 (15) In attendance: Faculty HR Partner No In attendance

*Ideally 5, can be expanded to a maximum of 6.

**Drawn from a panel of external members. The same external members will be used for a promotion round. 

GDPR Statement for Senior Academic Promotions

For the purposes of the Senior Academic Promotions Call you will be required to complete an application form that includes a list of six external referees submitted by the candidate to Human Resources and a Head of School Report.

This information will be used to evaluate you for promotion.

To comply with GDPR we seek your consent to process your application. On filling in the online e-recruitment form you will be requested during the questionnaire section to give your consent by ticking yes. If you do not tick yes, then you will be unable to submit an application.

In processing your application for promotion, please note that the content of your application will be shared with External Referees (EU and internationally).

For Associate Professors and Professor In's - should you receive 2 external references then the content of your application including Head of School Report and external references will be shared with members of the relevant Faculty Senior Academic Promotions Committee.

For Professor Of (Personal Chairs) - should you receive 2 external references then the content of your application including Head of School Report and external references will then be shared with the Senior Academic Promotions Committee.

Please note that should you wish to withdraw your consent for either of the above you can do so by emailing us at senpromo@tcd.ie, however this will render your application void.

Personal Circumstances

What is the Personal Circumstances form?

Personal Circumstances are considerations which the relevant Faculty Senior Academic Promotions Committees and the Senior Academic Promotion Committee take into account at the time of promotion. The process assesses a candidate’s merit relative to their opportunity to accrue that merit.

A range of personal circumstances may be considered that have affected, interrupted or delayed the career path, performance or output of a staff member during their employment with the University, which the staff member wishes the r Committee to take into account.

This form must be used by all candidates who wish their Personal Circumstances to be taken into account at the time of a promotion application.

The Personal Circumstances may include but are not limited to protective leave (for example, maternity, adoptive, parental, paternity or carers' leave); long-term caring responsibilities; illness; inability to travel abroad or to undertake field work; etc. They may be ongoing circumstances or situations of a fixed duration; the candidate is invited to indicate the time period involved.

Faculty Senior Academic Promotions Committee and Senior Academic Promotions Committee

Accommodation for Personal Circumstances may be allocated to a candidate where a prima facie case for Personal Circumstances is accepted by the Chair and the Secretary to the Committee prior to the meeting of the Committee. It shall then be incumbent upon the Chair of the Committee to ensure that the Committee are aware that Personal Circumstances and how they might be appropriately taken into account / their probable impact on the candidate’s application for promotion.

Information storage

The information provided shall be kept in accordance with Trinity's Data Protection Policy and Privacy Statement.

The information provided shall only be considered for the promotion review indicated at this time and for no other purpose. A new application for consideration of Personal Circumstances must be made for each new promotion review to be considered.

Information provided by a candidate on their Personal Circumstances to the Faculty Senior Academic Promotions Committee and the Senior Academic Promotion Committee is strictly confidential and shall be disclosed only to the Committee Secretary and the Chair of the relevant Committee, as required. The information shall not be shared with any third party and shall not form part of the applicant documentation sent to external referees.

The Chair shall indicate to the Committee the probable impact of the Personal Circumstances on the candidate’s application for promotion without disclosing their specific nature.

Time Limit and Completed Forms

Please return the completed form by e-mail to:  senpromo@tcd.ie prior to the closing date of application for promotion. By submitting your application electronically, you are declaring that the information you are providing is factually correct.

Please note:

Confirmation of receipt of your Personal Circumstances Form from the relevant Committee Secretary shall be sent to the e-mail address you entered on this form

If you have concerns about disclosing details of your personal circumstances because of its sensitive nature, please email senior.promotions@tcd.ie .

Frequently Asked Questions

Please refer to our Frequently Asked Questions section for FAQs about Senior Academic Promotions.

Links to Resources for Senior Academic Promotions Process

Web Pages and Documents User Guides
Senior Academic Promotions Procedure  
Guidance Document on Criteria  
Nominated External Referees Sheet  
Candidate External Request Letter Template  
Head of School Report  
RSS MyRSS User Guide
e-recruitment E-Recruitment User Guide
Frequently Asked Questions