SENIOR PROMOTIONS ANNEXURE E
Candidate and HoD* Checklist/Summary
for submission of Senior Promotions cases.
 Deadline
The deadline for submissions via the web-based application and referee submission form
are as follows:
Close of business Friday 6 November for the Candidate and
Close of business Friday 20 November for the HoD.
Incomplete and/or late applications will not be accepted unless, for exceptional reasons,
this has been agreed in advance by Charles Oboh, the Interim Director HR Consultancy
Services. For further details see: http://www.ucl.ac.uk/hr/docs/proms/index.php
Note:
Departmental deadlines will usually be earlier than the HR deadline to allow time for HoD
to review case and co-ordinate supporting statement.
 Eligibility
Candidates must be employed by or have an honorary contract with UCL and be registered
on the HR Database (ResourceLink) and, unless in exceptional circumstances agreed by
the Dean, must not have applied in previous year.
See Section 2 of the Senior Promotions Process Document.
 Teaching-based Cases
Prior to submitting their CV including teaching summary the candidate should show and
discuss their Teaching Portfolio with HoD. The Teaching Portfolio should be made
available to the Dean before the Promotion Committee meeting.
See Annexure D of the Senior Promotions Process Document.
 Access to the web-based application and referee submission form
Candidates need their UCL user ID and password plus Payroll/Honorary Number when
using the web-based application and referee submission form.
The HoD needs the candidate’s password for web-based submission form to see the
candidate’s application.
See Section10 of Senior Promotions Process Document.
* The Head of Department (HoD) is a generic UCL title for those who report directly to the Faculty Deans
and includes Divisional and Institute Directors for School of Life and Medical Sciences (SLMS)
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SENIOR PROMOTIONS ANNEXURE E
 Candidate Supporting Documentation
a) Personal Statement
A brief self-assessment of up to one side of A4 with font size of Arial 11 indicating how you
meet the relevant criteria: Academic – Research - Teaching.
b) Curriculum Vitae
The candidate’s CV must be submitted on the UCL Senior Promotions CV template. The
template and guidance for curriculum vitae preparation can be found at Annexure B of the
promotions process.
c) Publications List
The candidate publication list must be downloaded using UCL’s Research Publications
database (RPS). The RPS system can take up to 24 hours to update so please do so in
advance. Guidance for publications list preparation can be found at Annexure C of the
Senior Promotions Process Document.
Note: IoE staff do not currently have access to UCL’s Research Publications Database
and should produce a Word document in accordance with the guidance at Annexure C
 HoD Supporting Documentation
The HoD must upload a signed and dated assessment of the candidate against the criteria;
normally not exceeding one side of A4 with font size of Arial 11. The statement should
also include reference to personal circumstances if applicable or attached as an appendix
for consideration by the Promotion Committee.
Note: Personal circumstances may be accepted as reasons affecting the quantity of
outputs such as accepted invites to speak at conferences; publications etc. but quality must
be maintained.
The HoD must advise and agree on the bestowed title for cases for promotion to Reader
and Professor, this is to be recorded on the first page of the Candidate’s CV. Guidance for
writing the HoD supporting statement can be found at Annexure F of the Senior Promotions
Process Document.
 Referees
The candidate should discuss referees with their HoD before submitting to ensure that they
represent leaders from the field and are suitable and sufficiently independent to comment
on their work and impact.
The HoD must ensure that their nominated referees are different from the candidate’s
referees and both the candidate and the HoD should ensure their referees are able to
provide references within the deadline.
The Dean may also wish to review the referees to ensure they are sufficiently independent
etc.
Note: For promotion to Professor, Reader and Principal Research Associate at least
one referee should be from overseas.
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SENIOR PROMOTIONS ANNEXURE E
Summary of References Required per Category
Candidate nominated referees
HoD nominated referees
Senior Lecturer
one internal
one external
two internal
Reader
one internal
three external
three external
Professor (research-based)
one internal
three external
three external
Professor (teaching-based)
two internal
two external
Principal Research Associate
one internal
three external
three external
Professorial Research Associate
one internal
three external
three external
Principal Teaching Fellow
one internal
one external
one internal
one internal
one external
two external
one external
Further information regarding referee selection can be found at Section 6 of the Senior
Promotions Process Document.
 Proleptic Appointments
The HoD will be asked to provide evidence supporting any proleptic appointments and of
continued funding if funding end date on Resource Link is before 1st October 2016.
 Common Errors and Problems
 Beware not to commit your application until your documentation is finalised. Applications
can be saved if you wish to return to it at a later time.
 Candidates sometimes apply for the incorrect stream. The promotions streams are as
follows:
Current position
Academic
Researcher
Teaching Fellow
Researcher with a proleptic academic commitment
NHS Consultant
Research Council employee
Promotions process
Academic
Researcher
Teaching Fellow
Academic (not eligible for research promotion)
Academic (Reader or Professor only)
Academic (Reader or Professor only)
 Candidates can begin using their bestowed title AFTER the promotion implementation
date. Any changes to the bestowed title must have HoD approval.
 Cases for Reader, Professorial Research Associate and Professor must demonstrate
their international reputation by providing at least one international referee.
 Teaching cases must discuss their teaching portfolio with HoD and sufficiently
demonstrate innovation and impact.
 Candidates must clearly indicate their role/scope of influence on grants.
 Candidates should not include reviews and “submitted” in top 5 publications.
Further useful links can be found here. To locate the contact details for the HR Consultancy
contact for you area please see the HR Directory.
UCL Senior Promotions
Updated September 2015
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