1. Promotion to Professor (Scale 2)
Expression of Interest/ Shortlisting (Stage 1) and Full Application (Stage 2)
Rachel Long, Promotions and OD advisor, HR Strategy and OD, Department of Human Resources
September/ October 2019

2. Introduction Call for Expressions of Interest (EOI)- 7 October 2019
Closing date for receipt of EOI- 7 November 2019
1st stage of a 2 stage process
There will be no scoring at the EOI/ Shortlisting stage
Online via the e-recruitment portal using ESS
Streamlined process eases burden on applicants
Applicants should read the Regulation on Academic Promotions to Professor (Scale 2)(‘the Regulation’) carefully before submitting an EOI

3. Eligibility to Apply
All Senior Lecturers holding an appointment at UCC, and with a Doctorate from a recognised institution (or equivalent evidence of high-level research achievement), and who have completed at least four years continuous service at UCC.
All Senior Lecturers holding an appointment at UCC, and with a Doctorate from a recognised institution (or equivalent evidence of high-level research achievement), who have a combined total of four years continuous service when their service at UCC is added to service as a Senior Lecturer (or equivalent) at another third-level institution at the closing date for applications, provided that they have completed at least two of the four years’ service at UCC at the closing date for applications.

4. Eligibility continued
For eligibility purposes, a sabbatical period (paid or unpaid) will count as recognised service. Where an employee is or has been seconded to another role, inclusion of the secondment period for the purposes of calculating continuous service will be assessed on a case by case basis, having due regard to the relevance of the secondment role to the underlying academic appointment and the delivery of the University’s vision and strategy across all areas of academic endeavour.
You will be asked to verify whether you have a PhD. Where a candidate does not hold a PhD, the Board will determine whether equivalent evidence of high-level research achievement has been demonstrated at Expression of Interest/Shortlisting Stage (Stage 1)

5. The Scheme
The Professor (Scale 2) Promotion Scheme is a competitive scheme and successful candidates will be required to satisfy all of the essential shortlisting criteria under each heading as listed in Appendix B in the Regulation (at EOI Stage)
These criteria are not prescriptive and the list is not exhaustive. You should use your portfolios to demonstrate your leadership and success in each area and thus gain higher marks
Eligibility will be checked and confirmed at EOI Stage

6. How to submit an EOI
Applicants should login to their Employee Self Service (ESS) account
The first step is filling in your personal details on the screen
You may download the CV template. Please do not alter this template or exceed the page limit
The CV should include a summary of significant achievements under each heading: Teaching and Learning, Research and Innovation, and Contribution to Academic Citizenship and Engagement
Space is provided on p.6 for a list of top five publications or other research outputs

7. Establishing a Prima Facie Case
The Board will shortlist those who have established a prima facie case for promotion
To establish a prima facie case for promotion, candidates must satisfy all of the essential criteria under each subheading as set out in Appendix B to the Regulation
The candidate should illustrate clearly how the achievements in their CV specifically satisfy each of the essential shortlisting criteria contained in Appendix B
Remember: If shortlisted, supporting evidence will need to be supplied at the next stage of application to validate these claims
Submission of false claims at any stage will render an application null and void

8. Statutory Leave
UCC acknowledges that periods during which an individual may have been on Statutory Leave may have impacted on an individual’s performance as judged against the promotion criteria
In this Scheme, “Statutory Leave” refers to maternity leave, paternity leave, parental or adoption leave and carer’s leave. No other leave will be considered statutory leave for the purpose of this form.
The Promotion Scheme Leave Form screen must be completed at the time of Expression of Interest by all candidates who wish to have Statutory Leave taken into account
Details submitted as part of the Promotion Scheme Leave Form will be shared with Board members, the Human Resources Department and where applicable, members of the Academic Promotions Appeals Board
The onus is on the candidate to ensure that HR is made aware at the time of submission of the candidate’s EOI, of any Statutory Leave and the impact this has had on their output

9. Statutory Leave
Consideration shall be given to the impact of Statutory Leave when assessing the following essential criteria at Shortlisting stage;
1. Teaching & Learning
Teaching & Learning - Evidence-based teaching load of timetabled undergraduate and/or postgraduate class contact teaching hours over the previous three out of five years.
2. Research & Innovation
Research & Innovation - A notable and sustained output of publications in leading, internationally recognised peer-reviewed journals/ industry journals or periodicals, and in peer- reviewed book chapters, books and/or monographs from leading publishers, OR
Research & Innovation - A notable and sustained output of creative, clinical or other practice at a professional level, in nationally and internationally recognised contexts, or with communities, OR
Research & Innovation - Innovative approaches to practices, new devices/technologies based on original research and published in high impact internationally recognised peer reviewed journals.

10. Notification
Shortlisted candidates will be invited to make a full application
Non-shortlisted candidates will be notified at this stage and will receive written feedback relating to the criteria from the Board

11. How to submit a Full Application (Stage 2)
Applicants should login to their Employee Self Service (ESS) account :
The first step is filling in your personal details on the screen (already saved from EOI stage)
The following documents should be uploaded by browsing and then choosing files: (follow instructions on ESS and note file size limit):
An Application Form P1 (P)
Links to or PDFs of your top five publications or other research outputs
Teaching Timetable Template
One PDF file containing 3 portfolios (maximum 50 pages total)
Teaching and Learning Portfolio (max 20 pages)
Research and Innovation Portfolio (max 20 pages excluding the top 5 research publications or outputs)
Contribution to Academic Citizenship and Engagement Portfolio (max 10 pages)

12. Important notes on your application
Please ensure that all details are filled out even where you see a tick- the onus is on you to check
An incomplete application will not be considered. Please double check that all screens have all necessary details entered at both stages of the application.
Do not alter the templates provided in any way
All uploaded documents (CV, application form, teaching template and portfolios) must be saved in PDF format.
Do not include signatures or photographs as these are unnecessary
You must now choose your own weighting (this will be explained in detail later on)

13. Revised Criteria- Overview of Changes
Enhanced and expanded criteria under each heading- benchmarked against national and international HEIs
Criteria reflect the breadth and diversity within and across disciplines and variety in outputs
Significance of impact and leadership which are now provided for and assessed under both Research and Innovation, and Teaching and Learning
The essential criteria will already have been satisfied at EOI/ Shortlisting (Stage 1) to establish a prima facie case- additional criteria must now be satisfied
Please now refer to Appendix C of the Regulation on Academic Promotions to Professor (Scale 2)(page 17)

14. Criteria and Portfolios
Candidates must now provide evidence, where possible, to support claims made at EOI (Stage 1) and at Full Application (Stage 2) in relation to satisfying the criteria.
You should therefore give clear examples of how you have satisfied the essential and other criteria (where applicable) under each heading on the application form
Examples of evidence that could be provided to support claims may be found in Appendix C under ‘Suggested Indicative Evidence’
The achievements listed in the application form must match the supporting indicative evidence contained under each corresponding heading in the portfolios. All 3 portfolios must be uploaded as a single pdf document which must not exceed 50 pages total (you may submit less)
False claims at any stage will render the application null and void

15. Full Application Scores and Weighting
Minimum scores apply at Full Application: 700 out of 1000 marks in Teaching and Learning, 700 out of 1000 marks in Research and Innovation, and 600 out of 1000 marks in Contribution to Academic Citizenship and Engagement
This is a competitive process and achieving the minimum score does not mean that you will be recommended for promotion
You must achieve a total score such that it places you, when considered against the score achieved by other candidates, within the cohort of available posts

16. Choosing your Weighting- Full Application
At the time of full application, candidates must choose one of the presented options below to weight their aggregate score (page 3 of Application Form):
Research & Innovation X 0.5
Teaching and Learning X 0.3
Contribution to Academic Citizenship & Engagement X 0.2 OR
Research & Innovation X 0.4
Teaching and Learning X 0.4

17. Role of Head of School/ P3 Form
While it is your responsibility to make an application using the procedures outlined in this document, you are strongly recommended to discuss any proposed application with your Head of School for advice and guidance
A copy of the completed application Form P1 (P) shall be forwarded to the relevant Head of School, who shall be asked by HR to complete a Form P3 (P)
In completing Form P3 (P), the Head of School is required to verify the information detailed in the application form, such as particulars relating to class size, hours etc. and will not be required to make a recommendation in respect of the application
A Head of School may be nominated as an internal referee. Where this occurs, the Head of School will also be required to complete the Form P3 (P)
Refer to Code of Conflict of Interest in Relation to Recruitment & Promotions or click HERE

18. Selection of External Experts/Reviewers
This process has been streamlined, candidates must enter the details of their chosen six External Experts on the External Experts/ Reviewers screen on ESS.
These 6 External Experts then form a panel.
External Reviewers Selection Procedure:
1. The Secretary to the Board will randomly select one of your six nominated External Experts to act as an External Reviewer
2. A second member of the panel of six External Experts will then be asked by the Secretary to the Board to nominate a second External Reviewer from the remaining four names on the panel.

19. Role of the External Reviewers
The External Reviewers shall be asked to comment on your activities and achievements in relation to all aspects of your application, and to provide a detailed account of your research portfolio, publication/ output record and profile. The Reviewers will also be asked to comment on the impact of your achievements and leadership, as detailed in the portfolios and all aspects of your submission
External Reviewer Reports shall be considered by the Board as a distinct part of its deliberations
Experts/Reviewers will be referred to the Code of Conflict of Interest in Relation to Recruitment & Promotions
External Experts/Reviewers cannot be retired members of staff from UCC
External Experts/Reviewers are not permitted to act as your external Referee

20. External Experts/Reviewers contd.
You must secure permission for the provision of reports from all experts and ensure that they will be able to do so within the timeframe of the exercise. Experts will need to be available and contactable during February and March 2020
Please ensure that your expert is available during this time, failure to do so may render your application incomplete
Experts will be requested to reply within 3 working days. Failure to do so will likely necessitate selecting another Expert. Experts will be allocated up to 4 weeks to complete their review and will need to have the capacity to submit their report in this timeframe
Experts drawn from outside Irish Institutions must indicate their precise rank i.e. Assistant, Associate or full Professor. For non-academic institutions a clear description of their status must be provided

21. References
Candidates must also provide 1 Internal Academic (i.e. UCC) and 1 External Referee
Candidates should arrange for these references to be submitted directly to the Secretary of the Board. References can be ed to or sent by post to the Director of HR (who is Secretary to the SLPB)
The onus will be on the candidate to ensure that references are received by the closing time and date for full applications and references will not be accepted thereafter.
You must fill out details of your referees on the ‘Referees’ screen of the application however, this will not constitute submitting a reference. Failure to do so will render the application incomplete.
Experts drawn from outside Irish Institutions must indicate their precise rank i.e. Assistant, Associate or full Professor. For non-academic institutions a clear description of their status must be provided.
Please ask your Referee to ensure that your name and the name of the position for which you are applying, for e.g. “Internal Promotion to Professor (Scale 2)” are clearly typed on the reference. There is no template for Referees.
Referees should be asked to comment in particular on the quality and impact of the candidate’s contributions across all groups of criteria relative to disciplinary norms
Emeritus Professors from UCC may be used as in internal Referee if you so wish

22. Equality, Diversity and Inclusion
Unconscious Bias and Gender Equality training session to be provided to Heads of School and all members of the Professor (Scale 2) Promotions Board
Mentoring Schemes in place for all academic staff
Female only mentoring schemes in place
Further details of training can be obtained from the Staff Development and Wellbeing Section in HR or click HERE
Athena Swan recommendations on promotions are now fully incorporated into the revised Regulation

23. HR Website
Please click HERE to see the following supporting documentation from the HR Website:
Regulation on Academic Promotions to Professor (Scale 2)
FAQ’s
Mentoring Programme
Briefing Sessions PowerPoint presentations
Code of Conflict in relation to Recruitment and Promotions
Professor (Scale 2) Promotions Board

24. Thank you!
Stage 1: Closing date of 12 noon on Thursday, 7th November 2019
Stage 2: Closing date of 12 noon on Thursday, 13th February 2020
Please submit any queries you may have to this address: