Sultan Qaboos University
Language Centre Promotion
Regulations
Language Centre Promotion Regulations February 2005
1 Introduction
The Language Centre at Sultan Qaboos University promotes its faculty to recognize
and reward them for their efforts in teaching, professional service and scholarly
achievement. There are five academic ranks in the Language Centre, including the
post of Demonstrator which is reserved for Omani academic staff. In ascending
order, they are as follows: Demonstrator, Language Instructor, Senior Language
Instructor, Assistant Language Lecturer and Language Lecturer. To assist
individuals in understanding the promotion process, the University has prepared
this document which outlines the regulations for both candidates and academic
administrators. Strict confidence is maintained throughout the evaluation
proceedings. Individuals who have additional questions regarding the promotion
process should consult the Chair of the Language Centre Promotion Committee.
The following terms and abbreviations are used in this document:
1.1
1.2
1.3
1.4
Language Centre: LC
Language Centre Promotion Committee: LCPC
University Language Centre Promotion Committee: ULCPC
Programme Coordinator: PC
2 Criteria for Promotion
The academic promotion of LC faculty members, given the special
requirements of the Centre, is based on the following:
2.1 Teaching
The quality of teaching, which involves activities both in and out of the
classroom, is considered of central importance in determining promotion.
As well as instruction, other components of teaching include curriculum
development and teaching management, student advising and scholarship
in teaching.
2.2 Professional Service
Service to the University is normally evidenced by activities at both the LC
and university levels, such as membership on committees and academic
administration. Such committees may either be permanent or ad hoc in nature.
Service to the University may also be rendered through the efficient discharge
of a particular formal task. Service to the community, including committee
membership, participation in sports events, the presentation of public lectures,
seminars and workshops, should also receive due recognition.
2.3 Scholarly Achievements
Scholarly achievement may be demonstrated in different ways, including
academic studies, publications and research (either individual or joint),
conferences and papers, workshops and lectures, awards and grants. Its
relative importance to promotion depends upon the seniority of rank.
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3 General Guidelines for Promotion Requirements
3.1 Demonstrator to Language Instructor
The requirements for promotion to Language Instructor are as follows:
(a) Hold a Master's degree in English language teaching or a related field;
Or fulfill the following requirements:
(a) Spend a minimum of three years teaching in the LC at the rank of
Demonstrator;
(b) Demonstrate competence in teaching, which includes both knowledge of
the subject taught and the ability to transmit such knowledge to students;
(c) Show evidence of scholarly achievement, such as attending conferences
or participating in workshops relevant to the LC;
(d) Adhere to the policies and procedures of the University in general and the
LC in particular;
(e) Achieve a sound reputation with both staff and students based on mutual
respect, cooperation and sensitivity to the Omani culture and the religion
of the country.
3.2 Language Instructor to Senior Language Instructor
The requirements for Language Instructor must be fulfilled as well
as the following ones:
(a) Spend a minimum of three years teaching in the LC at the rank of
Language Instructor;
(b) Demonstrate competence in teaching which reveals not only an
exceptional knowledge of the subject, but also an ability to develop and
motivate students in their understanding of and interest in the language;
(c) Conduct activities in other areas of teaching, such as student advisement
and course development as evidenced by the production of supplementary
material and the revision of existing programmes;
(d) Contribute to the LC, University or community in different ways,
including membership on committees, academic exchanges with
colleagues, and participation in lectures, seminars and workshops;
(e) Acquire additional qualifications in the field of English language teaching
(only exceptional candidates not holding a Master's degree will be
considered for promotion);
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(f) Conduct scholarly undertakings, such as presentations at conferences,
professional symposia and workshops.
3.3 Senior Language Instructor to Assistant Language Lecturer
The requirements for Senior Language Instructor must be fulfilled as well as
the following ones:
(a) Spend a minimum of three years teaching in the LC at the rank of Senior
Language Instructor;
(b) Demonstrate exceptional competence in teaching which, through the
practice of recognized methodology and innovative techniques, fulfill the
linguistic potential of students;
(c) Contribute to the LC, University or community, at the academic or
administrative levels, by initiating new ideas, resolving existing problems,
or assisting in the implementation of different plans or procedures;
(d) Acquire additional qualifications in the field of language teaching (only
exceptional candidates not holding a Master's degree will be considered for
promotion);
(e) Conduct scholarly activities which are judged to increase knowledge and
understanding in the area of language teaching and learning, such as
conference presentations and the publication of reports, articles and book
material.
3.4 Assistant Language Lecturer to Language Lecturer
The requirements for Assistant Language Lecturer must be fulfilled as well
as the following ones:
(a) Spend a minimum of three years teaching in the LC at the rank of
Assistant Language Lecturer;
(b) Hold a Master's degree in English language teaching or a related field;
(c) Demonstrate an excellence in teaching which not only profits students
but serves as a model for other LC members;
(d) Contribute to the LC, University or community by demonstrating
academic and/or administrative leadership;
(e) Acquire additional qualifications in the field of language learning and
teaching (only exceptional candidates not holding a PhD degree will be
considered for promotion);
(f) Conduct scholarly undertakings which reveal originality of thought
and make a contribution in the area of language learning and teaching.
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Academic presentations in respected forums and publication with
reputable presses or in recognized journals are required for promotion.
4 Language Centre Promotion Committee (LCPC)
4.1 Status and membership of the LCPC
The status and membership of the LCPC are as follows:
(a) The LCPC is a standing committee of the LC;
(b) The LCPC consists of seven members, including the LC Director
(as Chair), the Deputy Director for Curriculum, and
five Programme Coordinators. The PCs are elected by the LC
Steering Committee from both the Intensive and Credit programmes
and regularly serve two year terms on a staggered basis;
(c) The meetings of the LCPC are quorate if at least 80% of the members
are present. Voting is by secret ballot.
4.2 Responsibilities of the LCPC
The responsibilities of the LCPC are as follows:
(a) Ensure that all applications submitted to the Committee have been
received and that the documentation is complete;
(b) Select a rapporteur from among the members to take minutes of the
meetings;
(c) Obtain reports from three valid external referees for candidates applying
for the rank of Language Lecturer;
(d) Consider all applications submitted upon their completion (including
external references for the rank of Language Lecturer) and determine
whether to recommend candidates for promotion;
(e) Complete the application package of recommended candidates, including a
Chair's report, and make the submission to the University Language Centre
Promotion Committee;
(f) Notify unsuccessful candidates in writing, through the Chair,
indicating why the Committee has not recommended promotion;
(g) Maintain strict confidentiality throughout the proceedings.
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5 University Language Centre Promotion Committee (ULCPC)
5.1 Status and membership of the ULCPC
(a) The ULCPC is a standing committee appointed by the President and
presents its report to the Academic Council;
(b) The ULCPC consists of seven faculty members, including the Dean of
Educational Services (as Chair) and two senior member from the LC,
the College of Education (English language teaching methods), and the
College of Arts and Social Sciences (Department of English). The
members from the two colleges should preferably be of the rank of
Associate or Full Professor. In consultation with the LC and the two
colleges, the Assistant Vice-President for Humanities will submit a
prioritized list to the President, containing the names of two nominees
from each of the two colleges and from the LC. The President will then
finalize appointment of the ULCPC. The elected members will regularly
serve two year terms on a staggered basis;
(c) The meetings of the ULCPC are quorate if the majority of the members are
present. Voting is by secret ballot.
5.2 Responsibilities of the ULCPC
The responsibilities of the ULCPC are as follows:
(a) Consider the cases submitted by the LCPC;
(b) Select a rapporteur from among the members to take minutes of the
meetings;
(c) Submit a report (not including the minutes) to the President,
recommending the names of the successful candidates;
(d) Notify unsuccessful candidates, through the Chair, indicating why the
Committee has not recommended promotion;
(e) Consider appeals against the LCPC;
(f) Maintain strict confidentiality throughout the proceedings.
6 Procedures and Deadlines for Promotion
6.1 Procedures for Promotion
The procedures for promotion are as follows:
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(a) The applicant should apply directly to the Chair of the LCPC;
(b) The application should contain, in addition to a curriculum vitae and
Course/Teaching Evaluations, a cover page and a brief statement outlining
the candidate's academic achievements and goals (see Appendix A). One set
of reprints of journal publications, books or chapters of books are to be
included, as well as evidence of conference presentations and any reports on
scholarly activities, teaching or service;
(c) It is the responsibility of the candidate to ensure that his/her application is
complete;
(d) The Chair of the LCPC will request all PCs with whom the candidate
has worked over the past three years to write confidential letters on the
candidate's overall academic performance. They will be sent, together with
copies of all relevant appraisals conducted during this same period, to the
Chair of the LCPC;
(e) The Chair of the LCPC will submit the application packages of those
nominated for promotion to the Chair of ULCPC on or before the specified
date.
6.2 Academic Promotion Deadlines
Applications from LC members are considered once a year, strictly in
accordance with the deadlines outlined below.
Table of Academic Promotions Deadlines
Responsibility
Candidate
LCPC
Action
Submit application to LCPC Chair
- Receive application package, which includes
candidate's application and PCs' letters
Deadline Dates
30 September
30 October
- Obtain three valid external referees' reports
for applications for promotion to Language
Lecturer
- Decision to recommend or reject promotion
s of all ranks except that of Language
Lecturer. If not favourable, inform the
candidate in writing.
- Decision to recommend or reject promotion
to the rank of Language Lecturer. If not
favourable, inform the candidate in writing.
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15 December
28 February
- Submit LCPC Chair's report and 8 copies of
the application package (including one copy
only of scholarly contributions) of all
successful candidates to the ULCPC.
ULCPC
15 March
The ULCPC will consider all application 15 May
packages submitted and, after due consideration, make appropriate recommendations
to the President. All unsuccessful candidates
will be informed in writing at this time.
7 Procedures for Appeal
7.1 General Rules for Appeal Cases
A faculty member whose application for promotion was not successful can
submit an appeal to the next higher body according to the following rules:
(a) It is the right of a faculty member to appeal against a decision rejecting
his/her promotion application by the LCPC or ULCPC;
(b) Appeals against a committee will only be considered if submitted
within one month of receipt of the written decision of that committee
by the faculty member;
(c) A faculty member submitting an appeal must state clearly the reasons
for the appeal, indicating whether a procedure or a decision is being
questioned, and provide specific details;
(d) A faculty member cannot appeal against the ruling of an appeal;
(e) A faculty member submitting an appeal against the decision taken by the
LCPC or ULCPC in one academic year cannot submit a new application
in the next academic year;
(f) Discussion of appeal cases will consist of documents presented in the
original application package. No additional documentation will be
considered;
(g) A body considering an appeal has the right to request relevant minutes
of the body appealed against; if the appeal is against the procedure, the
Chair of the committee appealed against shall submit a written response
to the appeal;
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(h) Appeal against the ULCPC shall be addressed directly by the faculty
member to the President.
8 General Notes
8.1 All deliberations and reports concerning promotion shall be kept in strict
confidence; only members of the promotion committees have access to the
documentation of those committees.
8.2 Conflict of Interest
8.2.1 A promotion committee member should be excused by the Chair from
any discussions in which he/she may have a conflict of interest. If there
is a conflict of interest involving the Chair, another member of the
Committee will be chosen as Chair for the period concerned.
8.2.2 A faculty member cannot serve on the LCPC and the ULCPC in
the same year.
8.2.3 A faculty member should not serve on the LCPC or ULCPC during the
year in which he/she has an application active.
8.3 Once external referees are contacted, a candidate is not allowed to withdraw
or update the application. (This applies to candidates for the rank of Language
Lecturer only.)
8.4 All candidates and committees shall abide by the schedule of activities in
the Table of Academic Promotions Deadlines (see 6.2).
8.5 The LCPC and ULCPC will make decisions by secret voting. Neither
abstention from voting or voting by proxy is allowed. The Chair is a voting
member.
8.6 A recommendation is positive if it receives the support of more than 50% of
those attending the meeting. In case the votes are evenly divided between Yes
and No, the Chair will cast the deciding vote.
8.7 The documentation of candidates for promotion should be kept at the office
of each committee for two years.
8.8 Resignation by a faculty member whose promotion case is active will result
in automatic discontinuation of his/her promotion if the resignation letter is
dated before January 1.
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APPENDICES
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Appendix A: Application
Applications should be submitted directly to the Chair of the LCPC and contain the
following documentation:
A.1 Cover Page
The cover page should include the name and ID number of the candidate, as
well as the academic position being applied for and the date of application.
A.2 Statement
The application letter should include a statement (maximum two pages) that
addresses the candidate's contributions in the areas of teaching, scholarship and
service to the LC and beyond. The statement should also include the candidate's
vision and long-term goals relating to his/her various teaching and research
programmes.
A.3 Curriculum Vitae
A candidate's curriculum vitae should follow the section headings outlined
below. Work done while at the LC should be clearly indicated.
A.3.1 Personal Information
A.3.2 Academic Qualifications
(a) A list of all diplomas and certificates received, chronologically
arranged, giving the years of study, the subject area and
specialization, and the name of the institution from which each
document was obtained
A.3.3 Teaching Experience
(a) A list of courses, with brief course descriptions, offered during the
past three years
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(b) Curriculum development and implementation
(c) Preparation of course materials and tests
(d) Teaching activities outside of the classroom
(e) Innovations in teaching and in the use of teaching materials
A.3.4 Professional Service
(a) Membership on committees and academic administration at both the
LC and University levels
(b) Specific tasks and responsibilities within the LC and beyond
(c) Presentation of public lectures
(d) Participation in workshops, symposia or seminars for the benefit of
the community
(e) General community activities
A.3.5. Scholarly Achievements
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Published and submitted papers (either individual or joint)
Books and chapters of books (either individual or joint)
Work in progress
Conference proceedings
Workshops and lectures in the area of language learning and teaching
Awards and grants
Other scholarly activities
A.4 Course and Teaching Evaluations
A summary of the candidate's course and teaching evaluations for both the
Intensive and Credit programmes over the past three years should be given
below.
A.4.1 Intensive Programme
Candidate's name and title _______________________________________
Current programme ________________________Level _______________
Component
Year/Semester/Block Programme Course
Code
and Level
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Overall
Evaluation
(mean
score out
of 4)
Comments
Candidate _______________________________
Signature
_________________________
Date
Verified by DDPA _________________________
__________________________
Signature
A.4.2 Credit Programme
Candidate's name and title _______________________________________
Current programme ____________________________________________
Year/Semester
Programme Course Code
and Title
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Course
Ranking
Teaching
Ranking
Overall
Evaluation
(mean score out
of 4)
Candidate ________________________________ ___________________________
Signature
Date
Verified by DDPA _________________________ ___________________________
Name
Signature
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Appendix B: Referees and References
It should be noted that external references are required only for candidates
applying for the rank of Language Lecturer.
C.1 Selection of Referees
(a) Three referee evaluations shall be solicited.
(b) The referees must be of the same rank or higher than that of the
applicant, well established in English language learning and teaching,
and from a reputable institution of higher learning outside of the
Sultanate of Oman.
(c) Referees should have had no prior relationship with the candidate
which could in any way raise issues concerning conflict of interest.
(d) Evaluations must be solicited from different institutions of higher
learning throughout the world.
C.2 Guide for Availability Request Letter to Referee
Name and Address
Date
Fax no
Dear Dr/Prof . . . . . . . . . . . . . . . . . . . .
Your name has been proposed as a possible referee for one of our
faculty, . . . . . . . . . . . . . . . . . . . . . . . . . . . . , who has applied for
promotion to the rank of Language Lecturer.
Three external referees are required to assess the application. If
you are in a position to accept this offer, would you please fax
me at +966 . . . . . . . . . or e-mail me at . . . . . . . . @squ.edu.om,
stating your willingness to do so. Would you also include your
postal address and telephone number, and confirm that you do
not know the candidate personally.
If you agree to assess this application, I will post you the
candidate's curriculum vitae and copies of his/her scholarly
works. A frank assessment of his/her suitability for promotion,
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as you will appreciate, is absolutely vital. Sultan Qaboos
University provides an honorarium of approximately US$ . . . . .
for this service.
Thank you for your consideration.
Yours sincerely
Director of the Language Centre
Sultan Qaboos University
C.3 Guide for Official Letter to Referee
Name and address
Date
Dear Dr/Prof . . . . . . . . . . . . . . . . .
Thank you for agreeing to act as a referee for . . . . . . . . . . . . . . . . . ,
who has applied for promotion from Assistant Language Lecturer
to Language Lecturer. Accordingly, I would like to receive your
candid assessment of the candidate's suitability for this promotion,
based on his/her overall academic performance but particularly
taking into account his/her scholarly achievements.
In order for you to make this assessment, I am enclosing his/her
curriculum vitae, copies of his/her research and publications, and
the Language Centre Promotion Regulations. I would appreciate
receiving your reply as soon as is convenient (though not later
than . . . . . . .), either by fax (+968 . . . . . . . . . . . .) or by e-mail
(. . . . . . . . . @squ.edu.com), to be followed afterwards by a hard
copy. In your assessment, of not more than four typed pages,
please conclude by making a firm recommendation for or against
promotion and indicate whether you believe the application meets
recognized standards.
An honorarium of US$ . . . . . . . , as previously stated, is given for
this assessment. It is not necessary, I might note, that the
documentation be returned.
Finally, I would like to thank you in advance for your assistance.
Yours sincerely
Director of the Language Centre
Sultan Qaboos University
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C.4 Guide for Confirmation Letter to Referee
Name and Address
Date
Fax no
Dear Dr/Prof . . . . . . . . .
Reference: Referee Report on . . . . . . . . . . . . .
I recently posted documents to you regarding the promotion of
. . . . . . . . . . . . . In the event that you have not received them,
please e-mail me at . . . . . . . . . . @squ.edu.om and
I will dispatch another set.
May I remind you that your evaluation is to be faxed or emailed by . . . . . . . . . . . and should state clearly whether you
recommend promotion or not.
Again, my sincere thanks for your assistance in this matter.
Yours sincerely
Director of the Language Centre
Sultan Qaboos University
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