Updated April 2015
Personal Professorship Scheme
Guide to Applicants
1. Eligibility
2. The Process
3. Criteria for the Evaluation of Application
Appendices
Appendix 1: Application Form
Appendix 2: Formal Publications
Appendix 3: Assessment of applications where leave has
been stated
Appendix 4: Appeals
1.
Eligibility
Regular application category
(a) The holder of a Senior Lectureship, who has reached the top point of the salary scale shall, at
any time after the completion of the second year after his/her appointment as Senior Lecturer,
provided he/she has been confirmed in post, be eligible to apply for promotion to Personal
Professor.
or
Fast-track application category
(b) The holder of a Senior Lectureship, who does not meet the eligibility criteria set out at (a)
above, or the holder of a Lectureship (above bar), who has been confirmed in post, may,
exceptionally, apply for promotion to Personal Professor related to his/her external recognition
by an internationally recognised academic body through, for example:
(i) The award of an advanced higher degree (D.Litt, D.Sc., etc.) on the basis of published
work.
or
(ii) The award by a major research funding body of a research grant of a kind normally
awarded only to an academic researcher of professorial standing.
or
(iii) Equivalent recognition, as judged by the Personal Professorship Promotions Board.
Applicants applying under (b) will be assessed in the normal way.
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2.
The Process
2.1 Applications for promotion to a Personal Professorship should be made to the Promotions
Board and addressed to the President, as Chairman. Applications may be submitted to arrive at
the Office of the President on the last Friday of February or the last Friday in October each
year. (Effective 2017, the last Friday of January or the last Friday in October each year).
2.2 Application is made by completing the attached form (Appendix 1). Applicants may submit
such other material, including a comprehensive Curriculum Vitae in support of their
applications as they wish, and are required to submit the names of between three and five
referees, at least two of whom shall be external to the University.
Applications should be accompanied by a covering letter which, inter-alia, lists the
appropriately referenced material being submitted, and clarifies the category under which
he/she is making application.
The original covering letter, completed application form and supporting documentation should
be submitted in hard-copy format, together with fifteen (15) copies in hard-copy also, plus one
(1) complete electronic copy (via Dropbox or a zipped file as one e-mail attachment).
2.3 Time out for documented leave including: maternity; paternity; parental; sick/disability; and
carer’s leave will be appropriately discounted in the assessment of applications. See Appendix
3 attached.
2.4 The Promotions Board establishes whether or not a prima facie case for promotion exists
(Stage 1).
2.5 If a prima facie case is established the Promotions Board appoints the members of the second
assessing Board (Stage 2).
2.6 The Promotions Board receives the report of the Second Board, and, with due regard to this
report, arrives at its decision on the application.
2.7 An Appeals Process is in place. See Appendix 4 attached.
3.
Criteria for the Evaluation of the Application
Applications for promotion to Personal Professor will be assessed taking account of performance in
scholarship and research, in teaching, in contribution to School, College, University and
community and of appropriate professional involvement and activity.
While a high level of achievement in all areas will be expected, substantial achievement of a high
and recognised international standard in scholarship, research and academic leadership* will be
paramount.
* In exceptional circumstances, applicants will be considered for promotion to Personal Professor
on the basis that:
(i) they are engaged in a high level of achievement in scholarship and research, in teaching, in
contribution to School, College, University and Community, and in appropriate professional
involvement and activity,
and
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(ii) they have provided outstanding University leadership (differentiated from academic
leadership in his/her discipline – see note 4 below) which has delivered very significant and
quantifiable improvements to the University’s performance. Allowance for disrupted
research outputs during periods of outstanding University leadership will be taken into
consideration during assessment of applicants under these exceptional circumstances
(leadership category).
Applications will be assessed against the following criteria and applicants will be required to give
details and where possible evidence of each in their applications.
Applicants should note that the level of achievement necessary for promotion to this grade is
exceptionally high. It is the Promotions Board’s experience that a period significantly in excess
of the minimum period of service as a Senior Lecturer is normally required for an applicant to
meet the requirements for promotion.
3.1 Research and Scholarly Standing
(Note: Applicants are invited to provide any independent evidence of research quality,
citation data, book reviews etc., which might be available)
(i)
Qualification: Doctorate, higher Doctorate, or equivalent evidence of high level
research achievement, including academic distinction.
(ii)
Publications: evidence of consistent and continuing high-quality output of research
publication in peer-reviewed journals, scholarly works (or equivalent in books,
monographs or refereed conference proceedings of international standing; edited books
or proceedings; reports and conference papers and abstracts), consideration of citation
data, as appropriate. (See Appendix 2).
(iii)
Research leadership/external recognition/organising conferences; directing an
active Research Centre or research team, supervising postgraduate fellows and research
assistants, innovation and adaptability to changing trends in research directions,
evidence of recognition by peers.
(iv)
Supervision of Research Postgraduate students to successful completion.
(v)
Research Funding: This refers to funding attracted by the candidate to support
research from national or international agencies, as appropriate in the Discipline.
Funding acquired through competitive peer review processes will in general be ranked
more highly.
(vi)
Impact of Research, including Commercialisation of Research: patents, licensing
agreements, campus companies, including cultural, economic and social impacts.
(vii)
Involvement in Learned Societies/Funding Agencies/Journals, etc: contribution to
organisations and activities of societies, member of editorial board or referee to journals
and other learned periodicals. External Examining: invitation to act as External
Examiner for postgraduate research theses.
(Note: The Promotions Board is aware that research outputs, including number of publications
and numbers of PhD students supervised, may vary across disciplines. The Board will
therefore assess output in the context of specific disciplines, and will be guided by the views of
the expert readers regarding appropriate levels of performance.)
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3.2 Teaching and Examining
Evidence provided by applicants in relation to their teaching and examining should be
submitted in the form of a brief teaching portfolio. Support in developing such a portfolio is
available from CELT. Such a portfolio should provide evidence of a reflective approach to
teaching and assessment and address the following areas:
(i)
Maintaining theoretical currency and integration of research with teaching:
command of subject, regular reflection on and updating of course content, teaching
materials, reading lists, and other means of bringing the latest research and new
knowledge to the fore in teaching and course development.
(ii)
Scholarship of Teaching and Learning: publications on teaching and learning,
authorship of textbooks, conference participation and evidence of other scholarly
contribution to teaching and learning. Teaching awards and fellowships received.
(iii)
Teaching Development and Curriculum Design: evidence of leadership in and
contribution to courses, workshops and seminars organised by CELT, or similar.
Review and revisions of existing modules and programmes, design, development and
introduction of new modules and programmes, membership of curriculum review
groups, etc.
(iv)
Innovation in approaches to Teaching, Learning, Supervision & Assessment:
evidence of innovative approaches, collaborative initiatives, new methods of
assessment, preparation of novel course materials, application of information and
communication technologies to teaching, learning, supervision and assessment.
(v)
Leadership: positions of responsibility in relation to programmes, supervision and
mentoring; organisation of exchange programmes, membership of appropriate national
and international committees.
(vi)
Quality, Quantity and Diversity of Teaching: independent evidence of high quality
teaching and/or research supervision as demonstrated by student evaluation/quality
review, evidence of the integration of research with teaching.
(vii)
Teaching: A listing/summary of teaching responsibilities and contact hours. This
should include both undergraduate and postgraduate teaching, including the supervision
of research students and the mentoring of research assistants.
(viii) Assessment & Examining: Responsibilities in assessment and examining, again
encompassing undergraduate and postgraduate levels and may include research theses
or dissertations and acting as an external examiner.
(ix)
Advising and supporting students – accessibility to students, contribution to student
affairs, mentoring – in both formal and informal capacities.
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3.3 Contribution to School, College, University and Community
Internal Contribution:
(i)
School: positions of responsibility, such as Head of School, Head of Discipline,
membership of School Committee, chair of a School Committee, management of a
major programme or project.
Contribution to various activities, such as open days and other school liaison activities,
school planning, income generation, funding raising publicity, and other awareness,
administration, organisation of class schedules, organisation of examinations, collation
of a examinations results, co-ordination of field work.
(ii)
College: positions of responsibility e.g. Dean of College, Chair of College Committee,
membership of College committees, assessment boards, contribution to other activities
such as College planning and development, income generation and fund raising,
publicity/awareness activities, contribution to continuing education, organisation of
Alumni Activities.
(iii)
University: service to Údarás na hOllscoile, Academic Council or other University
Committees, representing the University on external bodies.
External Contribution:
(iv)
Professional Contribution: Membership and active participation in relevant
professional associations at national and international levels; a major leadership role
(e.g. President/Chair/ Secretary) in relevant professional associations. National and
international advisory committees and working groups. Membership of statutory
bodies.
(v)
Discipline: participation in national and international subject associations and
committees.
(vi)
External impact: liaison with industry; support for economic, cultural, social
development, organisation of industry-linked education and training programmes;
authorised consultancy services; placement of students or graduates; non-executive
directorships.
(vii)
Community: Membership of national and international boards or committees;
authorship/ contribution to government reports and enquires; contribution to
development of national and international policy; leadership role in the voluntary
sector.
In all cases, the emphasis of the assessment by the Board will be on the achievements of the
applicant.
4.
Outstanding University Leadership
Applicants who apply on the grounds of outstanding University Leadership will be required to
provide a portfolio setting out the basis of their outstanding leadership.
In this portfolio, the applicant will set out the projects, including strategic initiatives, which he/she
has initiated and successfully implemented, the outcomes of those projects, and how those
outcomes have impacted on the University’s performance.
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Personal Professorship Scheme
Appendix 1: Application Form
Confidential
Application for Promotion from Senior Lecturer to Personal Professor
Note: Supportive evidence may be attached as appendices, e.g. Teaching Portfolio, Curriculum
Vitae, List of Publications.
1.
Name:
2.
Application Category:
(Specify if Regular, Fast-track or Leadership)
3.
Degrees and Professional Qualifications:
Degrees, etc.
Year of
Award
Awarding Institution
4.
School:
5.
Present Post:
6.
(i) Date of initial appointment to NUI Galway:
(ii) Date of appointment to your present grade:
(iii) Dates of any documented leave, including maternity, parental, sick/disability, carer’s
leave in the period since appointment:
7.
Previous Posts Held:
Period
Post Held
Employer
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8.
9.
Membership of Professional Bodies
Teaching and Examining (Evidence provided by applicants in relation to their teaching and
examining should be submitted in the form of a brief Teaching Portfolio)
(a) Contact Hours
Complete the following form in respect of this academic year and the two preceding academic
years*. Please indicate clearly the relevant year on each copy of the form.
Academic Year 20___ / 20___
Teaching duties in the
following categories
Programme Module
No. or
Course
Approx. Nos.
in class/group
No of hrs
per
academic yr
Examination
method
Undergraduate
Lectures
Undergraduate
Tutorials
Undergraduate
Seminars
Undergraduate
laboratory hours
Postgraduate Lectures
Postgraduate Tutorials
Postgraduate Seminars
Postgraduate
laboratory hours
Postgraduate
Supervision (Minor
Dissertations)
*Applicants who, under the terms of the Scheme, are eligible to make application after less
than three years in post should complete the form in respect of their actual years in post.
Applicants who were on Sabbatical or Unpaid Leave in one or more years of the relevant
period should submit the information in respect of the three most recent years in which they
were teaching.
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(b) Postgraduate Research Students – Supervision
Name of Student
Degree
Date of
Registration
Date
Degree
Expected
Date
Degree
Awarded
F/T
P/T
Please use an asterisk to indicate any students who are co-supervised with another person.
(c)
Teaching Portfolio
Evidence provided by applicants in relation to their teaching and examining should be
submitted in the form of a brief Teaching Portfolio. Applicants are requested to ensure that the
Portfolio is presented in a secure manner and that an index of contents is provided.
Portfolios will be likely to contain a ‘professional profile’, including a statement of
responsibilities for the period under review and expectations set by the applicant. It might also
contain a biographical statement listing the applicant’s achievements in the relevant areas of
scholarly work as well as a statement of the applicant’s teaching philosophy. It is likely to
include selected samples of resources and materials used by the applicant in his/her teaching,
e.g. examples of syllabi, assignments, handouts, observations by colleagues or students,
extracts from a journal of observations kept by the applicant etc. A portfolio will also contain
examples of student work, e.g. projects, essays, exams, laboratory notes, etc. Where student
work is of a large scale nature e.g. three-dimensional models etc. or where it incorporates fieldwork, photographs of this work can be included in the Portfolio.
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(d) Teaching & Examining Profile
Please provide a summary (no more than 500 words) of your approach to teaching and examining.
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Research and Scholarly standing:
(a) Publications
Please complete the following table detailing the number of publications relevant to each code
as detailed below.
Please also submit a complete list of all your publications according to the guidelines in
Appendix 2 of the Academic Promotions Scheme – Personal Professor.
Total no. of
publications
in previous
years
Total no.
of all
publications
Year 6
Preceding
H. Conference Paper published in a Proceedings
I. Maps
J. Journal (editorship)
K. Patent granted
L. Play
M. Poem
N. Report
Year 5
Preceding
Year 4
Preceding
Year 3
Preceding
Year 2
Preceding
Year 1
Preceding
Article in a book
Article in a journal
Book (whole)
Book review published as an article in a journal
CD-ROM
Chapter in a book
Conference Proceedings (editorship)
Current year
A.
B.
C.
D.
E.
F.
G.
Category
10.
A
B
C
D
E
F
G
H
I
J
K
L
M
N
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(b)
Research funding obtained by you
Please indicate the name of the funding agency, the start-date and duration of the award, the
total monetary value and the value to NUI Galway if different. State whether or not the initial
grant application was subject to peer-review and what role you played in obtaining this research
funding i.e. are you the principal investigator?
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(c)
Research and Scholarly Standing Profile
Please describe your research and scholarly standing (no more than 500 words).
Independent evidence, if appropriate and available, should be provided e.g. citation
data, independent reviews of works.
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11.
Contribution to School, College, University and Community
This section lists activities where Senior Lecturers make contribution to their School, College,
University, their profession (where relevant) and to society in general. Please indicate your
contributions in these areas (in no more than 500 words per section).
(a) Contribution to School
(b) Contribution to College
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(c) Contribution to University
(d) Professional, subject, industry and community contribution
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12.
13.
Additional Information (if you so wish, you may provide in the space below any further
information relevant to your application).
Signature: ________________________________
Date: _____________________
(The Promotions Board reserves the right to seek further clarification or evidence from an
applicant applying for promotion.)
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Personal Professorship Scheme
Appendix 2: Formal Publications
You are invited to submit details of all your formal publications. ‘Formal publication’ in this
context means ‘peer-reviewed publication on paper by a recognised publisher’. It excludes
publications where there was no peer review; publication on the Web alone; and presentation at a
conference when there was no peer review or formal Proceedings published.
The following definitions provide details of the types of publications which may be included in
your submission to the Promotions Board.

Article in a book: A formal article in a collection of articles published in book form, usually
edited by someone else. Note that this is different from a chapter contributed to a book (see
below). If you also edited the book (including articles by yourself and others) the editorship of
the book counts as a separate publication as a whole book.

Article in a journal: A normal peer-reviewed article in a recognised journal. This includes
electronic journals provided the criteria on peer review and recognition in the field apply.

Book (whole): Sole or joint authorship or editorship of a book.

Book review published as an article in a journal: Similar to a normal article. This excludes
non-peer-reviewed book reviews published in newspapers or magazines.

CD-ROM: Sole or joint authorship or editorship of original research or pedagogical material
on CD-ROM. This excludes games and archive listings of third-party material.

Chapter in a book: A chapter contributed to a book, usually edited by someone else. If you
also edited the book (including chapters by yourself and others) then editorship of the book
counts as a separate publication as a whole book.

Conference Proceedings (editorship): Guest or regular editorship of the whole Proceedings of
an annual conference of a recognised learned society.

Conference paper published in a Proceedings: A peer-reviewed paper delivered at a
conference and subsequently published in a formal Proceedings. This excludes Abstracts even
if published in a Book of Abstracts.

Graphical or notational compositions: Maps: Full maps published in a collection or on
sheets. This includes peer-reviewed electronic publication in a persistent GIS.

Journal (editorship): Guest or regular editorship of a recognised journal. This includes
editorship of a recognised electronic journal.

Patent granted: Full grants of Patent from a national Patent Office.

Play: Published plays performed publicly.

Poem: Poetry published in a collection by a recognised publisher.

Report: Technical report prepared for an external body, usually where the author is acting in a
professional academic capacity as an independent consultant. In some circumstances there may
be restrictions on availability due to requirements of corporate privacy by the sponsor – please
provide details as necessary.
(Note: If the Board establishes a prima facie case for promotion (Stage 2), the applicant will then be asked to
provide a soft-copy set of their most important publications (minimum of five to a maximum of ten)).
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Personal Professorship Scheme
Appendix 3:
Assessment of applications where leave has been stated
Purpose:
The purpose of this provision is to recognise the way in which some selection criteria will exclude
statistically more women and carers, and adapt the criteria accordingly. A staff member, who has
experienced time out from their job for maternity, parental, sick/disability and carer’s leave will not
be able to produce the same quantity of output as a comparable staff member who has not taken
time out.
Where documented leave has been indicated in an application, the Promotions Board and assessors
will assess research output relative to opportunity, i.e. academic output will be counted on a prorata basis for a staff member, who has taken leave for maternity, paternity, parental, sick/disability
and carer’s leave.
Application:
The applicant should state clearly how much leave has been taken under a particular leave scheme.
The Promotions board and assessors will adjust their expectations of achievement/output produced
by the applicant, in line with the proportion of leave taken. In the specific case of maternity leave,
the board of assessors are advised to include an allowance for the individual re-adjusting to work
after leave, up to one year for each period of maternity leave.
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Personal Professorship Scheme
Appendix 4: Appeals
1.
A staff member may submit an appeal to the Appeals Board if s/he has a complaint relating to
the observance by the Personal Professor Promotions Board of the agreed procedures for
dealing with applications.
2.
The appeal must be submitted in writing no later than three months following the meeting at
which feedback is provided, and must set out clearly the grounds for the request.
2.
The appeal procedure may relate only to the procedural aspects of any decision of the Board,
but there may be only one appeal in respect of any one application (i.e. no re-appeal).
3.
The Appeal Board will be a “permanent” committee (rather than being set up on an ad hoc
basis) appointed by Údarás na hOllscoile and its term of office will be four years. The
membership of the Board will comprise three persons, as least two of whom will be senior
academics (professors or personal professors). Members of the Personal Professor
Promotions Board will not be eligible for membership of the Appeal Board. The Academic
Council will nominate one of the academic members and Údarás na hOllscoile will determine
which of the three members will act as chairperson. Membership of the Appeal Board shall
comprise persons of both genders.
4.
The Appeal Board will determine its own procedures and will report directly to Údarás na
hOllscoile.
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