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Senior Academic Promotions 2020

Please note: we are aware of an issue with regard to accessing the RSS without a VPN. We are working with our colleagues in the Library and IT Services on a solution to this. In the meantime, if you do not have VPN access, please contact senpromo@tcd.ie to help get you started on your application for promotion.

Human Resources are pleased to announce the call for Senior Academic Promotions 2020. This call opens on Thursday 2nd December 2021 and please note your relevant closing date, per grade of staff, as they vary. The earliest closing date for receipt of applications is 12 Noon on Friday 28th January 2022.

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 2020 can be made to senpromo@tcd.ie. Contact number for Human Resources is extension 3333.

The Policy

The Senior Academic Promotions Policy is available here.

Please note that the  policy has been updated as approved by Board on 1st December 2021 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.

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 2020 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 delighted to launch the Information Workshops for Potential Applicants intending to apply to the Senior Academic Promotions Call 2020.

Date Time Event Audience Presenter To Book
11 January 2022 15:00 - 16:30 Senior Academic Promotions Information Workshop Faculty of Stem FSTEM/HR
13 January 2022 15:00 - 16:30 Senior Academic Promotions Information Workshop Faculty of AHSS FAHSS/HR
18 January 2022 10:00 - 11:30 Senior Academic Promotions Information Workshop Faculty of HS FHS/HR

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

The purpose of the workshops is to provide information about the application process. These are separate workshops to the IT Clinics.

Agenda for the Workshop:

  • Introduction by  Dean (5 mins)
  • Overview of Senior Academic Promotions by Fidelma Haffey (15 mins)
  • Speaker – Experience of previous member of Faculty Review and Senior Promotions Committee (10 mins)
  • Speaker(s) - Experience of recent successful candidates from the Faculty, Associate Professor & Professor In (20 mins)
  • Speaker – Dr Sioban O’Brien Green, Overview on Equality, Diversity and Inclusion (10 mins)
  • Personal Circumstances – Fidelma Haffey (5 mins)
  • Q &A – 15/20

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.
  • Step 2, the applicant shall include a list of four external referees who are experts in the candidate's discipline, of which not more than one shall normally be based in Ireland. They should not be 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 (for more information on External Referees see section 8. External Referees, Senior Academic Promotions Procedure),

Link to the External Referee Nominees Form

  • 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.

To access the Research Support System you must first register. To register for the RSS you can follow the link on the TCD Local page

  • The Promotions Wizard is accessible to all active RSS users here: https://tcdlocalportal.tcd.ie/pls/EnterApex/f?p=115:110 or via the RSS Reports Menu
  • 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 four 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.

  • External Referees should not be 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 (for more information on External Referees see section 8. External Referees, Senior Academic Promotions Procedure)

Link to the External Referee Nominees Form.

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 2nd December 2020. 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 Online Application Process

User Clinics on the Senior Academic Promotions Application Process will be held on:

  • 14:00 to 16:00, 14th January 2022, Via Zoom (Please email for details)
  • 14:00 to 16:00, 18th January 2022, Via Zoom (Please email for details)
  • 11:00 to 13:00, 20th January 2020, Via Zoom (Please email for details)

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

Stages of the process

Stage 1 - Call for applications

  • Call for applications opens - Promotion Advertisement Date – Promotion Round will open 2nd December 2021 (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, 28th January 2022
    • Professor In – 12 Noon, 28th January 2022
    • Professor Of (Personal Chairs) – 12 Noon, 28th January 2022
  • User Tutorials on the online applicaiton process will be held at a date to be confirmed. To book yourself in for one of these tutorials, please email us at senpromo@tcd.ie.

Stage 2 – Faculty Review Committee

Review of Applications for Associate Professor, Professor In and Professor Of

  • Following receipt of External Referees , the Faculty Review Committee will review applicants:
    • Faculty of Arts, Humanities and Social Sciences Review Committee; Shortlisting
    • Faculty of Engineering, Mathematics and Sciences Review Committee; Shortlisting
    • Faculty of Health Sciences Review Committee; Shortlisting
  • All candidates and their Heads of Schools will be notified on completion of the Faculty Review Committee Stage.
  • Feedback can be requested by unsuccessful candidates. The relevant Faculty Dean 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 3 – Senior Academic Promotions Committee Review

Review of Applications for promotion to Associate Professor, Professor In and Professor Of following Faculty Committee Review stage.

  • The Senior Academic Promotions Committee will review candidates who met the threshold scores following the faculty review stage
  • 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 relevant Faculty Dean (or the Chairs nominee) 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 4 – Approval

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

Stage 5 – Implementation

Recommendations arising from this current promotions round will have an effective date of 1st October 2020.

Indicative Timelines

Indicative Timeline for Senior Academic Promotions 2020

HR Open Call for Promotion Applications

2 December 2021

HR Deadline for Submission of applications by candidates

28 January 2022

Application Checks Complete

4 February 2022

Approval of External Referees by Deans

11 February 2022

Approval of External Referees by Provost (or nominee)

18 February 2022

HR reach out and obtain External Referees

End Feb - April 2022

Issue Packs to Faculty Review Committees

April/May 2022

Meetings of the Faculty Review Committees to consider applications

May 2022

Applicants informed of the outcome of the Faculty Review Committees

May 2022

Feedback meetings scheduled

May/June 2022

Meeting of Senior Academic Promotions Committee

June 2022

Candidates informed of the decision of the Senior Academic Promotion Committee

June 2022

Meetings of Council and Board to note and approve recommendations for promotion.

July 2022 (Vacation procedures)

Feedback Meetings scheduled

June/July 2022

Implementation of award on Payroll

August/Sept 2022

Indicative Timeline for Senior Academic Promotions 2021

HR Open Call for Promotion Applications

August 2022

HR Deadline for Submission of applications by candidates

September 2022

Application Checks Complete

September 2022

Approval of External Referees by Deans

September 2022

Approval of External Referees by Provost (or nominee)

September 2022

HR reach out and obtain External Referees

End Sep-Nov 2022

Issue Packs to Faculty Review Committees

Nov/Dec 2022

Meetings of the Faculty Review Committees to consider applications

January 2023

Applicants informed of the outcome of the Faculty Review Committees

January 2023

Feedback meetings scheduled

Jan/Feb 2023

Meeting of Senior Academic Promotions Committee

February 2023

Candidates informed of the decision of the Senior Academic Promotion Committee

February 2023

Feedback Meetings scheduled Feb/Mar 2023

Meetings of Council and Board to note and approve recommendations for promotion.

March 2023

Implementation of award on Payroll

April 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 Chairs of the Faculty Review Committees x 3 Yes Ex Officio
6-8 Faculty Deans x 3 Yes Ex Officio
9-11 External members x 3 - distinguished academics corresponding to Faculty Areas Yes 3 years
12 Member nominated by NFSA/ASA at Professor Of or In grade Yes 3 years
13 Secretary: Director of Human Resources (or nominee) No In attendance

Faculty Review Committees - quorum of 6 (excluding Human Resources)

  Membership of the Senior Academic Promotions Committee Scoring Responsibility Membership Term
1 Chair: A Professor (Professor Of/In) from outside the Faculty No 3 years
2 Faculty Dean No Ex Officio
3-7 Professors in the Faculty (Professor Of/In) reflecting a range of disciplinary interests x 5 Yes 3 years
8 Member nominiated by IFUT/ASA Yes 3 years
9 Secretary: Director of Human Resources (or nominee) No In attendance
10 Faculty HR Partner No In attendance

 

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 four external referees submitted by the candidate to Human Resources.

A list of four external referees will also be provided separately to Human Resources by the Faculty Dean, in consultation with the relevant Head of School.

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).

Should you receive 2 external references then the content of your applicaiton and external references will be shared with members of the relevant Faculty Review Committee.

Should you be successful following the Faculty Review Committee stage, your application 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

If you have concerns about disclosing details of your personal circumstances because of its sensitive nature, please contact the Secretary to the Senior Academic Promotions Committee.

What is the Personal Circumstances form?

Personal Circumstances are considerations which the relevant Faculty Review Committees and the Senior Academic Promotion Committee take into account at time of promotion. The process assesses an applicant'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 Faculty Review Committee and the Senior Academic Promotions 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 Review Committee

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

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 of the Senior Academic Promotions Committee prior to the meeting of the Senior Academic Promotions Committee. It shall then be incumbent upon the Chair to ensure that the Senior Academic Promotions Committee are aware that Personal Circumstances apply to a candidate 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 Review 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 Faculty Review Committee and Senior Academic Promotions 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 to the Secretary of the Senior Academic Promotions Committee 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 within 2 working days or as soon as is practically possible.

If you have concerns about disclosing details of your personal circumstances because of its sensitive nature, please contact the Secretary to the Senior Academic Promotions Committee.

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  
Head of School Report  
RSS MyRSS User Guide
e-recruitment E-Recruitment User Guide
Frequently Asked Questions