Professional Teaching Fellow and Senior Tutor Promotion Procedures


All academic staff members 


To set out the criteria and processes applied by the University in considering applications for promotion within the grade of professional teaching fellow and senior tutor.

Nothing in this document shall override any collective agreement (CA) or any individual employment agreement (IEA); where there is conflict in the wording, the CA and/or IEA is to prevail.



1.    The academic head is to encourage all worthy candidates to apply for promotion.  It is the responsibility of the academic head to ensure that all staff are aware of the standards expected of staff for promotion, as outlined in the Academic Standards for Professional Teaching Fellows and Senior Tutors HR Policy

Note - These discussions may occur during the Academic Performance Review (APR) process

2.    Staff members may apply for promotion after they have been employed and their performance evaluated for at least four teaching sessions (semesters, summer school, quarters) at the University, and must demonstrate that they meet the key criteria for promotion to the grade sought

3.    In applying the standards, staff members deciding the matter are to take account of achievements since appointment to the University

4.    Each applicant is required to complete the application form for professional teaching fellows and senior tutors

5.    The applicant must ensure that the application form includes adequate information on teaching and service to support their application. Senior tutors with research component are to provide information on research

6.    Where an applicant has serious concerns that the Faculty Staffing Committee (FSC) may not be receiving appropriate advice to make a particular promotion decision, the applicant may write to the Chair of the FSC to apprise the FSC of their concerns

Note - The academic career portfolio contains the  information required for the application for promotion

Academic head advisor

7.    The applicant is to nominate one academic head advisor

8.    The academic head advisor must be:

  • capable of analysing the applicant’s teaching
  • able to offer rigorous, expert and impartial advice
  • not an applicant for promotion in the same round (unless other advisors are unavailable)
  • not be a member of the FSC

9.    The academic head advisor is to analyse and evaluate the applicant’s teaching and service on the basis of the application and their own observations and knowledge, and is to report to the FSC on the Academic Head Advisor Report HR form through the academic head

10.    The report is to be available to the applicant (refer to Disclosure of Reports to Applicant below)

Note – the academic head advisor must also be able to comment on research in the case of a senior Tutor who has research as part of their workload

Academic head advice to FSC

11.    The academic head is to forward all applications to the FSC irrespective of whether or not the academic head is supportive of a particular promotion

12.   The academic head is to provide to the FSC a completed Academic Head Report Form which:

  • compares the staff member’s application with the required standards for promotion
  • appends the Academic Head Advisor report
  • lists any other person consulted

Faculty Staffing Committee

13.    An FSC is to be constituted in accordance with the Faculty Staffing Committee HR Policy

14.    The FSC is to include an external faculty representative to assist with consistency in University-wide decision making

15.    The FSC is to be chaired by the dean

16.    The specific approval of the Vice-Chancellor is required to delegate this responsibility

17.    Prior to considering any promotion applications, the FSC is to discuss the interpretation of the Academic Standards for Professional Teaching Fellows HR policy in the context of the disciplines of the faculty

18.    The FSC is to consider, in strict confidence (with each FSC member having a copy available):

  • the application, including supporting evidence
  • the Academic Head report
  • the Academic Head Advisor reports
  • any ranking information from the academic head

19.    The FSC may seek such additional information as it sees fit

20.    The FSC must not consider hearsay information

21.    The academic head may discuss her/his report with the FSC on the request of the head or FSC

22.    The head must retire from the meeting prior to the FSC deciding on its recommendation/decision

23.    If the FSC is on the point of reaching a decision that is not in accord with the recommendation of the academic head, then the FSC may consult the head

Advice of the FSC

24.    The FSC is to recommend promotion, or to recommend that promotion be declined, to the dean

25.    The recommendation of the FSC must be based on consideration of the grounds outlined in the Academic Standards for Professional Teaching Fellows and Senior Tutors

26.    The FSC is to determine if there are issues that should be brought to the attention of the academic head

The dean

27.    The dean is to consider the recommendation of the FSC. If the dean’s view is contrary to the FSC’s view, the dean is to discuss the matter with the FSC further prior to making a decision

28.    The dean is then to approve or decline to approve promotion

29.    Brief reasons for the decision of the dean are to be recorded on the FSC/Dean Decisions – Academic Promotions form and forwarded by the dean to the Director of Human Resources

30.    The dean is to write a letter to each applicant and provide a copy of these letters to Human Resources. Each letter is to include an invitation to discuss the decision (whether approved or declined) with the dean as chair of the FSC, or other person, to assist with guiding the applicant’s career

31.    The faculty office is to hold the promotion application file for at least two years, after which it may be destroyed

32.     The applicant may request the return of material provided for the application


The following definitions apply to these procedures:

Academic head means heads of departments, schools and other teaching and research units at Level 3 in the University Organisational Structure 

Staff member refers to an individual employed by the University on a full time or part time basis

University means the University of Auckland and includes all subsidaries

Document management and control

Content manager: Associate Director, HR Advisory

Owner: Human Resources Director

Approved by: Vice-Chancellor

Approval date: 01 August 2015

Review date: 01 August 2018