Senior Staff Remuneration Procedure (SSRC) Updated April 2015 SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 1 Contents Page 1&2 General Information 3 Remit of the Internal Advisory Panel of the Senior Staff Remuneration Committee (SSRC) 3 3. Professorial Staff 3 4. Senior Professional Services (G10) Staff 4 5. CRITERIA Professorial Staff 5 6&7 Material to be provided by the Candidate 6 9. Application for a Merit Award 7 10. Senior Professional Services (G10) Staff 7 11 & 12 Candidates - Profesorial Staff & Senior Professional Services (G10) Staff 8 13 Personal Circumstances 8 14 - 16 Material to be provided by the Deans, the Registrar and the ProDirector (Learning & Teaching) 9 17. Internal Advisory Panel of the Senior Staff Remuneration Committee 10 18. Remit of the Senior Staff Remuneration Committee 11 19. Senior Postholders 12 Feedback 13 Appeals 13 Annexes & Forms Professors Application For Promotion/Merit Award/Salary Increase Form SS1 Senior Professional Services (G10) Staff Reward Application Form SS2 Senior Postholders’ Reward Application Form SS3 Professorial Curriculum Vitae Checklist - Annex 1 SSRC Remuneration Professor & Senior Profesional Services (G10) Staff Flowchart 2014/15 - Annex 2 SSRC Remuneration Senior Postholders’ Flowchart 2014/15 - Annex 3 SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 2 1. This document details SOAS University of London (School) procedures for Senior Staff Remuneration for Professors, Senior Professional Services staff (Grade G10) and Senior Post-holders (Director; Pro-Director (Learning & Teaching); Pro-Director (Research & Enterprise); Dean of the Faculty of Arts & Humanities; Dean of the Faculty of Languages & Cultures; Dean of the Faculty of Law & Social Sciences; and the Registrar). 2. Professorial and Senior Professional Services (G10) staff remuneration is considered by an Internal Advisory Panel of the Senior Staff Remuneration Committee (SSRC) and decisions are then taken to the full Senior Staff Remuneration Committee for noting. Senior Postholders’ remunerations are considered by the Senior Staff Remuneration Committee. The membership of the Internal Advisory Panel which meets in June each year consists of the Director (Chair); Pro-Director (Learning & Teaching); Pro-Director (Research & Enterprise); and the Registrar. The Director of Human Resources acts as Secretary. A HR Manager acts as the recorder of the notes of the panel meeting. The membership of the Senior Staff Remuneration Committee which meets in July each year consists of the Chair of the School’s Governing Body (Chair); two Ex-officio members of the School’s Governing Body and two lay members of Governing Body nominated by Governing Body. The Director and Registrar will be in attendance. The Director of Human Resources acts as Secretary and recorder of the notes of the SSRC meeting. Remit of the Internal Advisory Panel of the Senior Staff Remuneration Committee Professorial Staff 3. The Internal Advisory Panel will meet annually to consider each Professor both in terms of movement within his/her salary band and possible “promotion” to a higher professorial salary band in accordance with the appropriate criteria as detailed at Section 8 below (please see Professorial Salary Scales). Candidates will be expected to have successfully performed the duties outlined in their current job description. For Professorial staff, there are three overlapping salary bands with the amounts in the bands subject to cost of living increases. Any movement from one band to another will be subject to a process of annual review against criteria and according to the process detailed below. Professorial staff subject to this system are not entitled to automatic incremental progression within bands and the Internal Advisory Panel will also consider applications for incremental progression within existing bands (a merit award). An individual promoted to the rank of Professor will normally be appointed to an appropriate point in Career Band A/Merit Band A. All Professorial staff are required to provide an application at least every 3 years based on activity over the last two/three years or since the award of their last increment/promotion by providing a CV (not exceeding 10 sides of A4, excluding lists of publications) and completing a Professorial Staff Promotion & Reward Application Form (SS1) by the publicised deadline (see Senior Staff Remuneration Flowchart Annex 2 for further details). SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 3 Any rewards or promotions decided by the Internal Advisory Panel will have due regard for the criteria, the recommendation from the Dean of Faculty, the CV and completed SS1 form and reward/promotions for each individual over the last three years. Account will also be taken of any available, relevant external salary data for Professorial staff (e.g. the UCEA annual Senior Staff Remuneration Survey which is usually published during March each year). The Deans of Faculty will conduct a review of all Professorial staff in their Faculty and make a recommendation for consideration by the Internal Advisory Panel: In all cases where an application has been made. Where no application has been made but where the Dean feels that an individual has made a substantial contribution to the work of the Faculty since their last review. Where the Deans feel that there are comparability issues that need to be considered. In their recommendation the Dean should clearly state why the application for promotion either does OR does not meet the criteria for the relevant pay band e.g. Merit Band A etc. In the event the recommendation is that the promotion does OR does not meet the criteria for the relevant pay band, the Dean should clearly state why OR why not in relation to the criteria. In the above cases the Dean should ensure that where an individual has not made an application that one is provided by the published deadline. The Panel will not make any salary decisions without a full application and recommendation from the relevant Dean. Senior Professional Services (G10) staff 4. The Internal Advisory Panel will meet annually to consider applications for salary increases from Senior Professional Services (G10) staff in accordance with recorded achievements provided by these post-holders. All Senior Professional Services (G10) staff are required to provide an application at least every three years based on activity over the last two/three years, or since receipt of their last reward, by the publicised deadline (see Senior Staff Remuneration Flowchart Annex 2 for further information) by completing Senior Professorial Services (G10) Staff Reward Application Form (SS2). Any salary increase will be based on the recommendation from the Registrar, the Pro-Director (Learning & Teaching) or the Dean, Faculty of Languages & Cultures, and the completed SS2 form. Account will also be taken of any salary increases made for each individual over the last three years and any available, relevant external salary data for professional staff (e.g. the UCEA annual Senior Staff Remuneration Survey). The Registrar will conduct a review of all the eligible Senior Professional Services (G10) staff (with the exception of the Head of IFCELS and the Head of the Language Centre) and make a recommendation for consideration by the Internal Advisory Panel: In all cases where an application has been made. Where no application has been made but where the Registrar feels that an individual has made a substantial contribution to the work of the School since their last review. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 4 Where the Registrar feels that there are comparability issues that need to be considered. The Pro-Director (Learning & Teaching) will conduct a review of the Head of IFCELS and the Dean, Faculty of Languages & Cultures will conduct a review of the Head of the Language Centre and make a recommendation for consideration by the Internal Advisory Panel: In all cases where an application has been made. Where no application has been made but where the Pro-Director (Learning & Teaching) and/or Dean, Faculty of Languages & Cultures feels that an individual has made a substantial contribution to the work of the School since their last review. Where the Pro-Director (Learning & Teaching) and/or Dean, Faculty of Languages & Cultures feels that there are comparability issues that need to be considered. In the above cases the Registrar, the Pro-Director (Learning & Teaching) or the Dean, Faculty of Languages & Cultures, as appropriate, should ensure that where an individual has not made an application that one is provided by the published deadline. The Panel will not make any salary decisions without a full application and recommendation from the Registrar, the Pro-Director (Learning & Teaching) or the Dean, Faculty of Languages & Culture, as appropriate. CRITERIA Professorial Staff 5. Candidates will be expected to have successfully performed the duties outlined in their current job description and/or the criteria for their pay band as detailed at Section 8 below. The professorial pay bands criteria must be understood in the overall context of the high level of academic distinction of the readers and professors at SOAS, as stipulated in the regulations for the appointment and/or promotion of readers and professors in the University of London. The School expects all of its professors to be academically distinguished, with a national or international reputation. It expects its professors to contribute fully and well to all relevant aspects of academic work of the School. Meeting these baseline expectations will not of itself justify the making of a merit award in the annual review process. A move from one pay band to another is made only if clear evidence is available that the individual’s distinction and contribution have met or exceeded the terms of the criteria relating to the relevant level of award. For purposes of promotion they will be assessed by reference to their scholarly and other contribution to the School as evidenced by: (a) Research: Contribution to the advancement of the subject by research and scholarship through the acquisition and synthesis of knowledge and understanding, and resulting in publication. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 5 For the purposes of any promotion, the term ‘research’ is understood to mean publications of international quality. (b) Teaching: Contribution to the advancement of a particular subject area by teaching, and by educational innovation where appropriate. (c) Academic leadership: Contribution to a subject through the development of research projects, award of external grants and research supervision, and / or to the administration of a faculty, department, centre, programme of study or research team which facilitates the academic contribution of colleagues and enhances the reputation of the School. (d) Knowledge transfer and enterprise activity: contribution to society and the economy through the application of knowledge to the benefit of the broader community (i.e. NGOs, business, government and the general public). In evaluating cases for promotion, the School will place great weight on peer judgments, as reflected in contribution to research assessment exercises and objective criteria relating to research output. Since criteria vary from discipline to discipline, there is good reason to rely on discipline-specific norms, expectations and processes. Material to be provided by the Candidate Application for Promotion 6. It is the responsibility of each candidate to ensure that all paperwork provided by them is complete and compliant. Materials not required should NOT be submitted. Incomplete or non-compliant applications will be disqualified from consideration in that year’s promotions round. Applications may not be modified after the application deadline. Before putting forward an application, it is suggested that candidates seek advice from senior colleagues as to the appropriateness of the application. 7. In all cases the candidate should supply the following information: (a) The Professors Application for Promotion/Merit Awards/Salary Increase (SSRC Form SS1) (b) An updated curriculum vitae (not exceeding 10 sides of A4 paper excluding lists of publications) containing the information specified in the Professorial Curriculum Vitae Checklist . 8. The specific criteria for Professorial Career Band A/Merit Band A, Career Band B and Merit Band B are as follows: Career Band A/Merit Band A will be the main career band for a majority of professors. It will be the normal entry band of internal promotions. The annual review process will identify distinctive contributions in published research, or leadership in a field of study within or beyond the School, or meritorious service in administration. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 6 It also allows the School to recognise outstanding personal achievement of a scholar as indicated by external recognition (e.g., in election to the British Academy, award of a major prize, or a sustained record in winning externally-awarded research funding). Career Band B is intended to cater for professors who have demonstrated achievement both in scholarship and in academic leadership, but with an indisputable demonstration of excellence in one of these. It seeks to identify scholars with an international reputation earned by exceptional and sustained contributions to the academic work of the School, and/or scholars whose leadership role exceeds normal expectations. Merit Band B is intended to cater for the small number of professors with an indisputable record of excellence in both scholarship and academic leadership, and who have made a major contribution to the School, or, if externally appointed, had made such a contribution elsewhere and are expected to do so in SOAS. Application for a Merit Award 9. It is the responsibility of each candidate to ensure that all paperwork provided by them is complete and compliant. Materials not required should NOT be submitted. Incomplete or non-compliant applications will be disqualified from consideration in that year’s reward/promotions round. Applications may not be modified after the application deadline. Candidates who wish to apply for a merit award should provide a CV and complete the Professors Application for Promotion/Merit Awards/Salary Increase SSRC Form SS1, Sections A and B, including a brief statement of achievement indicating any particular achievements not previously considered and within the preceding 12 months. Evidence should be provided in the following areas: Evidence of a major publication or significant grant award (This should be over and above normal expectations for the role). Evidence of externally awarded honours, e.g. election to the British Academy. Evidence of specific examples of outstanding academic leadership. Evidence of particular meritorious contribution to the work of the School, Faculty, Department or specialist managerial or professional function. Evidence of output since the last review is required for a merit award. Senior Professional Services (G10) Staff 10. Candidates will be expected to have successfully performed the duties outlined in their current job description and should provide evidence in the following areas (to make a case for a salary increase) taking account of their performance and stating their achievements against their agreed targets for the year: Achievement of specific aims and objectives relating to daily activity in their area/specialism; Activities supporting the development and achievement of School-wide projects and strategic aims; SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 7 Leadership and Management activities (for their Team(s) and across the School); External activities on behalf of the School; A brief personal statement of achievement should also be provided. Candidates Professorial Staff 11. All Professorial staff are required to provide an application for promotion or a merit reward at least every three years by the publicised deadline. In all cases the candidate should supply the following information: Professorial Staff Promotion & Reward Application Form (SS1) including a brief personal statement of achievement indicating any particular achievements not previously considered and within the preceding two to three years and a curriculum vitae. For promotion to another pay band, a full curriculum vitae is also required demonstrating that the relevant criteria relating to the Professorial salary bands have met or exceeded the terms of the criteria relating to the relevant level of award for Professor Merit Band A, Career Band B or Merit Band B. The updated CV should contain the information specified in the Professorial Curriculum Vitae Checklist. Senior Professional Services (G10) Staff 12. All Senior Professional Services staff are required to provide a application at least every three years by the publicised deadline. Candidates should supply the following information: Senior Professional Services (G10) Staff Reward Application Form (SSRC Form SS2) including a brief statement of achievement indicating any particular achievements not previously considered and within the preceding two to three years. A copy of a current job description for their role Personal Circumstances 13. In order that consideration can be given to all relevant factors, candidates are encouraged to indicate any individual circumstances that they consider may have seriously affected their output. Specific details do not have to be described (e.g. do not have to describe a disability). A range of personal circumstances can be taken into account. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 8 Some examples are as follows: Absences due to maternity, adoption, parental or carers leave Periods of part-time working Disability, including temporary incapacity that lasts for more than six months. Absence due to ill-health or injury Absences for more than six consecutive months (i.e. career break) Special leave of absence on secondment to other organisations This is not an exhaustive list. If candidates have any personal circumstances which they consider to have seriously impacted on their output, they should provide brief details as a separate attachment and the Personal Circumstances box on either the Professorial Staff Promotion & Reward Application Form (SS1) or the Senior Professional Services (G10) Staff Reward Application Form (SS2) should be ticked, as appropriate. Material to be provided by the Deans, the Registrar and the Pro-Director (Learning & Teaching) 14. 15. 16. The Dean will conduct a review of all the Professorial Staff in their Faculty and provide a recommendation for consideration by the Internal Advisory Panel (in cases of promotion, the Deans review will have regard to the applicable criteria): In all cases where an application has been made. Where no application has been made but where the Dean feels that an individual has made a substantial contribution to the work of the Faculty since their last review. Where the Dean feels that there are comparability issues that need to be considered. The Registrar will conduct a review of all eligible Senior Professional Services (G10) Staff (with the exception of the Head of IFCELS and the Head of the Language Centre) and provide a recommendation for consideration by the Internal Advisory Panel: In all cases where an application has been made. Where no application has been made but where the Registrar feels that an individual has made a substantial contribution to the work of the School since their last review. Where the Registrar feels that there are comparability issues that need to be considered. The Pro-Director (Learning & Teaching) will conduct a review of the Head of IFCELS and the Dean, Faculty of Languages & Cultures will conduct a review of the Head of the Language Centre and provide a recommendation for consideration by the Internal Advisory Panel: In all cases where an application has been made. Where no application has been made but where the Pro-Director (Learning & Teaching) or Dean, Faculty of Languages & Cultures feels that an individual has made a substantial contribution to the work of the School since their last review. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 9 Where the Pro-Director (Learning & Teaching) or Dean, Faculty of Languages & Cultures feels that there are comparability issues that need to be considered. The Deans, Registrar and Pro-Director (Learning & Teaching) will submit their recommendations to SSRC@soas.ac.uk by the deadline published on the SSRC Flowchart. In the above cases the Deans, Registrar and Pro-Director (Learning & Teaching), as appropriate, should ensure that where an individual has not already made an application that one is provided by the published deadline. The Panel will not make any salary decisions without a full submission and recommendation from the relevant Dean, Registrar or Pro-Director (Learning & Teaching). Internal Advisory Panel of the Senior Staff Remuneration Committee 17. The Internal Advisory Panel will operate in accordance with the following main procedures, taking account of the School’s Equal Opportunities Policy and the School’s commitment to comply with all of the applicable equality and diversity legislation. The Panel may, in addition to the information provided by applicants, the Deans, the Registrar and the Pro-Director (Learning & Teaching) call for any further information, or take such other advice as it considers necessary at any stage in the process. The Panel will not make any salary decisions without a full application and recommendation from the Deans, the Registrar and the Pro-Director (Learning & Teaching). The Panel will consider a full application and recommendation from the Deans in respect of all cases. The Deans should ensure that an application is forthcoming for all Professors on points 3, 6, or 9 of the Career A pay band. When making decisions about rewards, the Internal Advisory Panel will have due regard for the criteria, the recommendation from the Deans, the Registrar and the Pro-Director (Learning & Teaching), the personal statement of achievement and any salary increases made for each individual over the last three years. Account will also be taken of any available, relevant external salary data for professorial staff and senior professional services (G10) staff (e.g. the UCEA annual Senior Staff Remuneration Survey). Usually salary increases are in the order of £1,000 to £2,000 but may be larger in exceptional circumstances. The Internal Advisory Panel will make a recommendation on all applications to the full Senior Staff Remuneration Committee. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 10 Remit of the Senior Staff Remuneration Committee (SSRC) 18. The remit of this committee is to decide the remuneration and terms and conditions of service of the following Senior Postholders at the School: The Director The Registrar The Pro-Director (Learning and Teaching) The Pro-Director (Research & Enterprise) The Dean of the Faculty of Arts & Humanities The Dean of the Faculty of Languages & Cultures The Dean of the Faculty of Law & Social Sciences The Secretary SSRC has to make its decisions taking due account of the performance of the individual postholder in the preceding 12 months. Senior postholders will be expected to have successfully performed the duties outlined in their current job description and, with the exception of the Registrar, the criteria for their professorial pay band as follows: Career Band A/ Merit Band A will be the main career band for a majority of professors. It will be the normal entry band of internal promotions. The annual review process will identify distinctive contributions in published research, or leadership in a field of study within or beyond the School, or meritorious service in administration. It also allows the School to recognise outstanding personal achievement of a scholar as indicated by external recognition (e.g. election to the British Academy, award of a major prize, or a sustained record in winning externally-awarded research funding). Career Band B is intended to cater for professors who have demonstrated achievement both in scholarship and in academic leadership, but with an indisputable demonstration of excellence in one of these. It seeks to identify scholars with an international reputation earned by exceptional and sustained contributions to the academic work of the School, and/or scholars whose leadership role exceeds normal expectations. Merit Band B is intended to cater for the small number of professors with an indisputable record of excellence in both scholarship and academic leadership, and who have made a major contribution to the School, or, if externally appointed, had made such a contribution elsewhere and are expected to do so in SOAS. The Professorial Pay Bands Criteria must be understood in the overall context of the high level of academic distinction of the readers and professors at SOAS, as stipulated in the regulations for the appointment and/or promotion of readers and professors in the University of London. The School expects all of its professors to be academically distinguished, with a national or international reputation; it expects its professors to contribute fully and well to all relevant aspects of academic work of the School. Meeting these baseline expectations will not of itself justify the making of a merit award in the annual review process. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 11 A merit award within these bands is made only if clear evidence is available that the individual’s distinction and contribution have met or exceeded the terms of the criteria relating to the relevant level of award or as detailed in their letter of appointment to their post. Senior Postholders 19. All Senior postholders are required to complete an application by the publicised deadline as detailed on the Senior Staff Remuneration Flowchart – Annex 3. Applications received after the deadline will not be considered. In accordance with the instruction from SSRC at its meeting of 7 July 2014, it was agreed that relevant information should be taken by applicants from their SDR forms and included with the applications (with indications of how objectives had been met) against paragraphs 1 to 5 of Section B of Form SS3. Therefore, Senior Postholders should supply the following information: Senior Postholders Reward Application Form (SS3) including a brief statement of achievement indicating any particular achievements not previously considered and within the previous 12 months. A copy of a current job description for your role A full curriculum vitae demonstrating that the relevant criteria relating to the Professorial salary bands (as detailed at Section 18 above -) have been met if applying for promotion. The updated CV should contain the information specified in the Professorial Curriculum Vitae Checklist. Candidates will be expected to have successfully performed the duties outlined in their current job description and should provide evidence in the following areas (to make a case for a salary increase) stating their achievements against their agreed targets for the year taken from their SDR and how objectives had been met and not previously considered: Achievement of specific aims and objectives relating to daily activity in their area/specialism. Activities supporting the development and achievement of School-wide projects and strategic aims. Leadership and Management activities (for your Team and across the School). External activities on behalf of the School. Usually salary increases are in the order £1,000 to £4,000 but may be larger in exceptional circumstances. Material to be provided by the Pro-Director (Learning & Teaching), Pro-Director (Research & Enterprise) or Director, as appropriate. SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 12 The Pro-Director (Learning & Teaching) will conduct a review of the Dean of the Faculty of Languages & Cultures and provide a recommendation for consideration by the Senior Staff Remuneration Committee. In cases of promotion, the Pro-Director’s review will have regard to the applicable criteria. The Pro-Director (Research & Enterprise) will conduct a review of the Dean of the Faculty of Arts & Humanities and the Dean of the Faculty of Law & Social Sciences and provide a recommendation for consideration by the Senior Staff Remuneration Committee. In cases of promotion, the Pro-Director’s review will have regard to the applicable criteria. The Director will conduct a review of the Pro-Director (Learning & Teaching), the Pro-Director (Research & Enterprise) and the Registrar and provide a recommendation for consideration by the Senior Staff Remuneration Committee. The Pro-Director (Learning & Teaching), the Pro-Director (Research & Enterprise) and the Director will submit their recommendations to SeniorPostholders@soas.ac.uk by the deadline published annually on the SSRC Flowchart. Feedback All applicants will receive confirmation in writing of the outcome of their application for promotion or for a reward. All unsuccessful applicants for promotion will be offered the opportunity to discuss the outcome further with their Dean, Registrar, Pro-Director or Director, as appropriate. Timetable The Internal Advisory Panel of the Senior Staff Remuneration Committee will normally meet in June and the Senior Staff Remuneration Committee will normally meet in July. The Director of Human Resources will issue a reminder to the Director, the Pro-Director (Learning & Teaching), the ProDirector (Research & Enterprise), the Dean of the Faculty of Arts & Humanities, the Dean of the Faculty of Languages & Cultures, the Dean of the Faculty of Law & Social Sciences and the Registrar in April each year attaching the two Senior Staff Remuneration Flowcharts Annex 2 and Annex 3. Also in late April each year the Director of Human Resources will issue a notice to Professors and all Senior Professional Services (G10) staff (copied to the Director, the Pro-Directors, the Deans and the Registrar) attaching the Senior Staff Remuneration Flowcharts and the Senior Staff Remuneration Procedure. Promotions and awards are implemented with effect from 1 August following the consideration of applications. Appeals Once the deadline for applications has passed, members of staff should not discuss their application with individual members of the Internal Advisory Panel. The decision of the Advisory Panel is final, except where there has been a material breach of this procedure. It should be stressed that appeals may only be initiated on procedural grounds, and that the appeal process may not be used to challenge the judgment of the Internal Advisory Panel or the Senior Staff Remuneration Committee. Where an applicant believes such breach has occurred, he/she may make a written representation to the Director of Human Resources, outlining exactly why he/she believes a material breach of the SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 13 Senior Staff Remuneration procedure has occurred. The appeal must be made within 28 days of the applicant being informed of the decision of the Internal Advisory Panel. The Internal Advisory Panel will be reconvened to consider a written application from the applicant, giving full details of the reason for the appeal, and will call for any other evidence it feels necessary. However, if the panel finds that there has been a material breach of the procedure, it will consider the application for a reward or promotion again. Human Resources [Procedure updated April 2015] SENIOR STAFF REMUNERATION PROCEDURE (SSRC) Updated April 2015 Page 14