1. The purpose of our procedure
This procedure sets out how Adelaide University manages academic promotion in accordance with the Adelaide University Enterprise Agreement (EA). It recognises academic excellence demonstrated through a high quality of performance, sustained achievement and impact in:
- teaching and related duties
- research and scholarship (which may include creative activity)
- administration, professional activity, service and leadership, and/or community engagement
This procedure outlines a fair, evidence-based and equitable promotion process consistent with the University’s values, academic standards, classification framework and strategic priorities.
Please read this procedure in conjunction with the [Staff Performance and Development Policy].
2. Who our procedure applies to
2.1 Inclusions
This procedure applies to:
- academic staff employed on a continuing basis or fixed-term contract
- academic staff seeking promotion to Levels B through to E
- senior academic staff preparing Senior Academic Reports (SAR)
- members of promotion panels and independent assessors involved in the promotion process.
2.2 Exclusions
This procedure does not apply to:
- professional staff
- casual staff
- visiting academics, titleholders, and recipients of honorary awards and higher doctorates.
This procedure authorises the Executive Director, Organisational Capability and Director, Careers and Talent to maintain and update associated protocols.
3. Our academic promotion procedure
Adelaide University is committed to equity and recognises academic excellence demonstrated through a high quality of performance, sustained achievement and impact appropriate to the level sought.
3.1 Scheduling and announcing promotion rounds
Adelaide University will hold an annual academic promotion round, with successful promotions effective from 1 January of the following year.
A transitional provision will be in place for the academic promotion round commencing in 2026. Promotion outcomes may not be finalised until April 2027. However, the salary increase of successful applicants will be backdated to 1 January 2027.
People and Culture will issue the call for applications, typically between March and June each year. Key dates and timelines will be published on Academic promotion.
Following each promotion round, People and Culture will prepare a report of aggregated outcomes for the Vice Chancellor and President who will present the outcomes to the University Council for noting.
3.2 Before applying
Eligible staff may apply for promotion in accordance with this procedure when they believe they have achieved a high quality of performance, sustained achievement and impact appropriate to the level sought, taking into account their assigned academic role, workload profile and discipline norms.
Staff must discuss their readiness and intention to apply with their line manager as part of the [Planning, Development and Review] process. Staff are also encouraged to review this procedure and the promotion criteria (see Section 3.3 Our promotion criteria) and attend any relevant promotion briefing sessions where available.
Before applying, staff are to (where applicable):
- update their research and professional profiles, including their Open Researcher and Contributor identifier (ORCiD), and/or other relevant identifiers such as Scopus ID, ResearchID and Google Scholar.
- prepare evidence demonstrating they meet the requirements of the level sought.
3.3 Our promotion criteria
In accordance with the EA, applicants for promotion must address the following promotion criteria categories, as relevant to their assigned academic role and workload profile:
- teaching and related duties
- research and scholarship (which may include creative activity)
- administration, professional activity, service and leadership, and/or community engagement
Applications are assessed against the relevant categories taking into account the applicant’s assigned academic role, workload profile and discipline norms and the University values.
First Nations Related Activity (FNRA) may be considered as an optional assessment criterion across all categories and applicants are encouraged to include FNRA (with supporting evidence) in applications.
Applications are assessed in line with Achievement Relative to Opportunity (ARtO) (see Section 3.7).
Academic promotion recognises excellence demonstrated through a high quality of performance, sustained achievement and impact appropriate to the level sought.
Academic promotion criteria, aligned to the EA classification standards and relevant schedules, are provided to guide application preparation and decision-making.
Assessments are conducted in accordance with the EA and relevant University policy and legal obligations. The Panel will determine any additional requirements.
An applicant will not be promoted unless they meet the skill base specified for the academic level sought, as defined in the EA classification standards and relevant schedules.
3.4 Submitting an application
3.4.1 How to apply
Applications are submitted online via the staff portal page Academic promotion by the published closing date and must include:
- a completed online application form
- a full promotion case addressing the criteria for the level sought
- all required supporting documentation.
Only complete applications that meet the published requirements and formatting standards (see 3.4.2) will be considered. Incomplete or non-compliant submissions will not progress to assessment.
3.4.2 Application format and components
Applications must:
- be formatted on A4 pages with minimum 2 cm margins and in Arial 11 font
- cover the core application components up to 8 pages for Levels B–C or up to 10 pages for Levels D–E
- provide the applicant’s ORCiD identifier.
Applicants are required to provide their core application within the page limit, addressing each of the following areas:
- Executive summary: A concise overview of the applicant’s case for promotion, outlining relevant key contributions, outcomes and evidence of a high quality of performance, sustained achievement and impact since promotion, appointment or previous unsuccessful application. This may include relevant career context and major milestones.
- Demonstration of University values: Evidence of how the applicant’s conduct and contributions align with the University’s values, relevant to their case for promotion, maximum one page.
- Case for promotion: A structured case addressing the criteria, demonstrating a high quality of performance, sustained achievement and impact appropriate to the level sought.
In addition, applicants are required to provide a current curriculum vitae (CV) up to 5 pages levels B and C, and up to 10 pages D and E.
The Academic Staff Activity Report (ASAR), Individual Academic Profile (IAP), or an equivalent recognised by Adelaide University will be provided directly to the panel from People and Culture.
The Senior Academic Report (SAR) will be provided to the applicant on receipt.
Applicants may also provide the following optional documentation:
- Achievement Relative to Opportunity Statement (ARtO statement) (maximum 1 page)
- For teaching, and teaching and research applicants, a Summative Peer Review of Teaching (SPRT) or Teaching Review Program (TRP) within the past three years, or an equivalent recognised by Adelaide University
- an outline of how panel feedback from an unsuccessful promotion round in the immediate year prior was understood, addressed, and evidenced
- response to the SAR (maximum 1 page)
Refer to the Academic Promotions staff portal page Academic promotion for further information on the application process.
3.4.3 Changes after the closing date
Applications are final at the published closing date. Changes to the application or CV will not be permitted after this date.
An applicant may request that additional information that was not available by the closing date be considered by the panel. Such information includes significant attainments achieved post submission date that are likely to make a material difference to the application. Examples may include:
- the award of a research grant
- conferral of a Higher Education Academy (HEA) fellowship
- the outcome of a recognised award or prize.
Requests must be submitted in writing to People and Culture (P&C) as soon as practicable. The Panel Chair will determine whether the additional information will be accepted for consideration.
3.5 Obtaining a Senior Academic Report (SAR)
The SAR provides the promotion panel with an informed assessment of the applicant’s case for promotion.
3.5.1 Who prepares the SAR
The SAR will normally be completed by the academic leader of the applicant’s unit, such as their Dean of School (or equivalent) with input or advice from other senior staff where appropriate, including the applicant’s line manager.
Prior approval from the Provost is required if the applicant seeks to propose an alternative SAR author, where the applicant believes circumstances may disadvantage their application.
A transitional provision will be in place for the 2026 process whereby the previous senior academic leader from the applicant’s foundation university may provide the SAR.
3.5.2 SAR approach and response
Once the applicant has submitted their application. P&C will request the SAR from the relevant SAR author. P&C will provide a copy of the completed SAR to the applicant.
Applicants may choose to include a one-page written response to the SAR as part of their supporting documentation and may provide this response to P&C within 5 working days of receipt of the copy of the SAR.
3.5.3 Declaring conflicts of interest
Senior academics preparing a SAR must disclose any actual, potential, or perceived conflicts of interest to the Panel Chair, who will determine how it will be managed.
3.6 Obtaining an Independent Assessor Report (IAR)
Independent assessors are experts who provide an objective assessment of the applicant’s academic standing, achievements and influence within their discipline. IARs are not provided to the applicant but are provided to the Panel alone for the purposes of assessment.
The Panel may seek advice from relevant senior academics including the Dean of School (or equivalent), regarding the appropriate independent assessors. Applicants may nominate up to two assessors they wish to include for consideration, and up to two assessors they wish to exclude from those considered.
People and Culture will coordinate the sourcing and management of independent assessor reports in consultation with, the relevant Panel Chair, and the relevant Pro Vice Chancellors. Where they are required, IARs will be sourced after the application closing date.
3.6.1 When IARs are required
IARs are required as follows:
- Level B – no assessor required
- Level C – one assessor may be required
- Level D – two assessors of national standing in the applicant’s field may be required for shortlisted applications
- Level E – two assessors of international standing in the applicant’s field are required for shortlisted applications.
3.6.2 Who can serve as an independent assessor
Independent assessors must:
- hold at least the same academic level (preferably higher) as the level sought, or demonstrate equivalent standing in the relevant field
- be external to Adelaide University
- be recognised experts or leaders in the discipline or relevant industry, profession or research association, appropriate to the applicant’s context.
3.6.3 Declaring conflicts of interest
Independent assessors must declare any actual, potential, or perceived conflicts of interest before they are engaged to provide the IAR to the Panel Chair. Individuals who have collaborated closely with the applicant such as on joint research projects, publications, or as direct colleagues are not considered independent.
If a conflict is identified, an alternate assessor will be sought where possible.
If, after reasonable efforts to find an appropriate independent assessor, no alternative is available, the Panel Chair may permit the assessment to proceed, provided the conflict is fully disclosed and considered as part of the panel’s deliberations.
3.7 Considering Achievement Relative to Opportunity (ARtO)
All promotion applications are assessed in line with ARtO, consistent with the EA. Panels must consider the quality of performance, impact and significance of an applicant’s sustained achievements in light of the opportunities available to them, while maintaining the standards required for the level sought.
3.7.1 When to include an ARtO statement
Applicants may include an ARtO statement where relevant to explain circumstances that have affected the opportunities available to them with respect to the promotion criteria (Section 3.3 Our promotion criteria). Examples of circumstances are provided in [input supporting guide once confirmed].
If an applicant chooses to provide an ARtO statement, it must be submitted as part of the promotion application before the published application closing date to support a fair and consistent assessment process.
Panels will consider ARtO in accordance with the Adelaide University EA when assessing applications.
3.7.2 What to include
If an applicant provides an ARtO statement, they must:
- explain how the circumstances affected the opportunities available to them with respect to the criteria for the level sought
- provide supporting evidence where appropriate and available, such as confirmation of approved leave or part-time employment.
3.7.3 Maintaining confidentiality and support
Information provided in an ARtO statement will remain confidential to the promotion panel, and the senior academic providing the SAR. If applicants prefer not to disclose personal details, they may request a confidential discussion with the Panel Chair or a senior member of People and Culture prior to the close of applications. The panel will then be advised that the applicant’s opportunity has been affected, without personal details being shared.
For further guidance, refer to the academic promotions staff portal page Recognising academic excellence.
3.8 Promotion criteria category weightings
Academic careers vary across disciplines, academic pathways and workload profiles. Promotion criteria category weightings are not a replication of workload allocation percentages and allow applicants to indicate the relative emphasis of their contributions across the promotion criteria categories.
Weightings must total 100%, fall within the approved minimum and maximum ranges, unless a variation has been approved by the Provost, and align with the applicant’s assigned academic role.
Applicants are encouraged to seek guidance from their line manager before finalising their weightings to ensure they accurately reflect their career focus and achievements.
The table below outlines the approved weighting ranges that applicants may apply across the promotion criteria categories.
Academic Career Type | Research and Scholarship (which may include creative activity) | Teaching and related duties | Administration, Professional activity, Service and leadership and/or community engagement* |
|---|---|---|---|
Teaching and Research Academic | 20-50% | 20-50 % | 10-35% |
Research-focused Academic | 60-90% | 5-20% | 5 – 25% |
Teaching-focused Academic | 5-20% | 60 - 90% | 5 - 25% |
Clinical Academic | 5-55% | 20-55% | 20-25% |
3.9 How applications are assessed
Promotion applications are assessed primarily on contributions, attainments, achievements and impact since the applicant’s last promotion or appointment at level which ever came earlier. Earlier significant achievements and key relevant information may also be included to demonstrate sustained performance and career trajectory.
The assessment process:
- draws on sufficient expertise through a designated promotions panel to support a competent assessment of the application
- is fair, equitable, timely and based on evidence provided through the application process
- considers assigned academic roles, workload profiles and discipline norms
- maintains academic standards, particularly in teaching, research and/or scholarship
- is consistent with university-wide interpretation of academic classification standards
- considers ARtO in the assessment of all applications, including any statement provided by the applicant
- considers evidence of alignment with the University’s values as part of the required application components.
- maintains strict confidentiality of all promotion materials, including applications, supporting documentation, SARs, IARs, panel deliberations and recommendations, in accordance with relevant University policy and legislative obligations
- applicants for Levels D and E may also be invited to an interview as part of the assessment.
3.10 Promotion panel composition and requirements
3.10.1 Panel member requirements
Panel members must:
- complete all required information sessions and learning before participating.
- be at least at the academic level under consideration.
- disclose any actual, potential, or perceived conflicts of interest to the Chair before proceedings. The Chair determines how any conflict will be managed.
- be competent in academic promotion processes and conduct deliberations and assessments in line with the [Protocol for Academic Promotions Panels].
3.10.2 Panel composition
Promotions panels are formed to reflect diversity and experience as follows:
- gender balance: equitable gender representation
- experience: the majority of the promotions panel must have served on a promotions panel at the same level for at least two years.
3.10.3 Assessment and governance pathway
The below table outlines the assessment and governance pathway for academic promotion at the different academic levels.
Academic Promotion Level | Promotion Panel | Panel Composition | Approver |
|---|---|---|---|
Level B-C | College Promotion Panels | Quorum: Minimum five members.
Additional considerations:
| Vice Chancellor |
Level D-E | University Promotion Panel | Quorum: Minimum seven members.
Additional considerations:
| Vice Chancellor |
3.11 Notifying applicants of the outcome
Once the relevant delegated authority has approved promotion outcomes, applicants will be notified of their promotion outcome in writing.
3.12 Providing feedback
To support future applications, unsuccessful applicants will receive constructive feedback from the Panel. The applicant’s line manager will be included in the feedback process to support development and performance planning conversations.
3.13 Lodging an appeal
Appeals may only be lodged by an applicant within 20 business days of being provided the written outcome notification and are permitted only on procedural grounds.
3.14 Considering out-of-round promotions
In exceptional cases, a College Pro Vice Chancellor (or Future Industries Institute Director where equivalent) or Deputy Vice Chancellor of a Portfolio that includes academic staff members, may request the Provost, and Deputy Vice Chancellor - People and Culture consider a promotion outside the standard promotion round.
4. Who holds a responsibility within this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
4.1 The University Council is required to:
- note aggregated outcomes of academic promotion rounds, as reported by the Vice Chancellor and President.
4.2 The Vice Chancellor and President is required to:
- approve outcomes of academic promotion rounds and report outcomes of the academic promotions round to Council for noting.
4.3 The Provost and Deputy Vice Chancellor is required to:
- review academic promotions outcomes and recommend to the Vice Chancellor and President for approval
- chair the University Promotions Panel for Levels D and E or nominate a proxy
- inform applicants of outcomes at Levels D and E.
4.4 The [Promotions Panels at various levels] are required to:
- assess applications and supporting evidence against Section 3.3 Our promotion criteria
- apply EA standards and relevant policy when making recommendations
- make recommendations to the delegated authority
- declare and manage conflicts of interest in accordance with university policy
- conduct interviews where required
- provide constructive feedback to support transparency and performance planning.
4.5 The College Pro Vice Chancellor is required to:
- recommend promotions to Levels B and C to the Provost
- chair College Promotions Panels for Levels B and C
- participate in the University Promotions Panel for Levels D and E or nominate a proxy
- provide input into the suitability and ranking of independent assessors where required.
- inform applicants of outcomes at Levels B and C
4.6 The Dean of School or equivalent is required to:
- prepare the Senior Academic Report (SAR), where requested
- provide input into panel deliberations, where requested
- provide input into suitability or ranking of independent assessors where required.
4.7 The line manager is required to:
- provide timely advice, feedback and support to applicants.
4.8 People and Culture is required to:
- manage the promotions calendar, application system and documentation
- support due diligence processes for promotion rounds, in accordance with university policy, legal obligations and procedural fairness
- coordinate the sourcing and management of independent assessor reports in consultation with relevant Panel Chair and College PVC (or equivalent)
- provide guidance, training and administrative support
- support equity, confidentiality and conflict management
- issue formal outcome notifications on behalf of the delegated authority
- report outcomes and drive continuous improvement.
4.9 Academic staff (applicants) are required to:
- discuss their readiness for and intention to apply for promotion with their line manager
- prepare a clear, evidence-based case aligned with Section 3.3 Our promotion criteria
- provide all required documentation
- submit a complete application by the deadline
- act with honesty and integrity in all submitted materials.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of definitions.
Academic promotion is the formal process through which eligible academic staff may apply to progress to a higher academic level in accordance with the Enterprise Agreement and the Academic Promotion Procedure. Promotion recognises a high quality of performance appropriate to the level sought, demonstrated through sustained achievement and impact across the relevant promotion criteria, and assessed through a fair, evidence-based process that considers assigned academic roles, workload profiles, discipline norms and Achievement Relative to Opportunity.
Academic Staff Activity Report (ASAR) refers to a comprehensive static dashboard that provides an overview of an academic staff member’s activities and outcomes over the past five years of their employment, pulling data from various foundation university legacy systems.
Achievement Relative to Opportunity (ARtO) means assessing an individual’s accomplishments in light of the opportunities available to them. This approach recognises the quality, impact, and significance of what has been accomplished relative to the opportunities accessible - such as those shaped by career stage, role scope, or personal circumstances - ensuring fair, inclusive, and equitable evaluation of demonstrated performance.
Google Scholar allows researchers to showcase their academic publications. It provides a platform for researchers to manage their academic work, track citation metrics and increase visibility as a researcher.
Independent Assessor Report means a report provided by an expert in their relevant field who provides an objective assessment of the applicant’s academic standing, achievements and influence within their discipline.
Individual Academic Profile (IAP) refers to a consolidated static record drawn from foundation university legacy systems that captures a staff member’s academic achievements - including teaching activity, graduate research supervision and completions, publications, and research income.
Open Researcher and Contributor identifier (ORCiD) refers to a unique, persistent digital identifier that helps track, evaluate and report academic staff research output. It is designed to solve the problem of name ambiguity and link scholars to their work.
ResearchID refers to an identifier that consolidates multiple research profiles and presents an individual webpage listing that includes all publications and achievements from multiple sources.
ScopusID refers to is a unique 11-digit identifier automatically assigned to authors when their publications are indexed in the Scopus database. The Scopus author profile is the record associated with that ID—it compiles your Scopus-indexed publications, citation metrics, name variants, and institutional affiliations.
Senior Academic Report (SAR) refers to a formal, non-confidential evaluative report prepared by the Dean of School (or equivalent) who should seek input from other senior leaders to complete the SAR and inform the promotions panel’s assessment of an applicant against the promotion criteria for the level sought. It provides contextual commentary on the applicant’s performance, leadership and impact relative to their assigned academic role, workload profile and discipline norms, and is advisory in nature and not determinative of the outcome.
Summative Peer Review of Teaching (SPRT) refers to a formal peer review process for evaluating an academic staff member's teaching for professional development purposes, probation or promotion.
Teaching Review Program (TRP) means a formal peer-review of a teaching session conducted by the University to generate verified evidence of effective teaching practice. The resulting observation report may be submitted by academic staff as part of their application for promotion, conversion to an education-specialist appointment or for university teaching awards.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | [Professional Development Policy] |
Policy category | Corporate |
Approving authority | Vice Chancellor and President |
Policy co-owners | Deputy Vice Chancellor – People and Culture |
Responsible officers | Executive Director, Organisational Capability |
Effective from | 6 July 2026 |
Review date | 2 years after date this version is approved |
Enquiries | Policy Unit policy.enquiries@adelaide.edu.au |
Replaced documents | None |
7. Legislation and other documents related to our procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
Category | Documents |
|---|---|
Related procedures | [Planning, Development and Review Procedure] [Professional Development Procedure] |
Related policies |
[Remuneration Policy] [Workforce Management Policy] |
Related documents | [Adelaide University Enterprise Agreement] |
Referenced legislation |
8. History of changes
Date approved | To section/clauses | Description of change |
|---|---|---|
6 July 2026 | N/A | New procedure |
At the time of writing, some organisational details within Adelaide University are still evolving. Square brackets [ ] are used to indicate placeholders or areas where information may be refined, clarified, or confirmed. These will be updated as the University’s arrangements are finalised.