Questions raised at the Professorial Promotions Webinar and their answers:

Question 1: With respect to criteria for professorial pay review - are these the same as the generic academic promotion criteria levels 1, 2 and 3?

Answer: It's really important to look at the website as the criteria are not the same. There is a separate process for Academic Promotions and Professorial Promotions. On the website is a narrative text for each of the bands 1, 2 and 3 that represent the criteria. Look carefully at the wording as the panel use this as a guide to decide if there is a case for promotion.

Question 2: On this page, it says that only professors already at spine point 6 can apply to cross the bar, is that correct?

Answer: No, you can apply from any point in Band 1-1. You could apply in the year immediately after your last promotion for example. The Committee will look very carefully at the evidence provided against the criteria so you are encouraged to think carefully about when is the right time to apply.

Question 3: You mentioned external referees for promotion to Band 2 and 3. If we are applying to cross the bar do we still need to complete that section of the form?

Answer: No you don't need to supply the names of referees if you are applying to cross the bar.

Question 4: The deadline is very tight to get references.

Answer: Please be reassured that the deadline of 2 July is not the deadline for getting references in. You need to provide the names of your referees by the deadline but HR will contact referees on your behalf after that date.

Question 5: Do you have to be at the top of Band 1-2 in order to apply to Band 2?

Answer: No, you can apply from any point in band 1.

Question 6: Just to clarify - as I have this year reached Band 1-1 spine point 6, do I have to apply for promotion to cross the bar if I want to continue to point 7. If I don't, do I just stay at point 6 indefinitely?

Answer: Yes, you do need to apply for promotion to go to spine point 7 and will remain on spine point 6 if you don't make an application for promotion.

Question 7: Is there any leeway on the deadline for references?

Answer: Please see question 4.

Question 8: What are the sections in the new Google form? Is it possible to see what's required before completion of the form?

Answer: There is an example on the website.

Question 9: What happens if you are on a market supplement and already cross into the next band?

Answer: Market supplements are not part of this process. The promotions process looks at what band you are in and not your total salary package. The APC do not discuss individual's salary.

Question 10: Crossing the bar in 1-1 band, is it considered a pay review or promotion?

Answer: This is considered as a promotion.

Question 11: What is the process for applying for a professorial review rather than a promotion? Can I apply for a pay review as well as a promotion?

Answer: The pay aspects are a separate process and there is separate web page that covers this.

Technically you could apply for both pay and promotion but this is not the norm and it would be best to discuss your case before applying for both. We would look at individual circumstances to understand why you would be considering applying for both.

Question 12: If an application is made from Band 1-1 to Band 2 but a case is not supported by the panel would they consider a lower promotion eg. to Band 1-2?

Answer: Yes the APC have flexibility and reserve the right to consider other options. Where the APC are considering offering something different to what has been applied for we would contact you to see if you would be happy to proceed on that basis.

Question 13: Am I at the wrong page?

Answer: That's the webpage for professorial pay review, the promotions page is here.

Question 14: Can you clarify the requirements for crossing the bar within band 1 - the website gives requirements for band 1, but it doesn't differentiate between below and above the bar.

Answer: The website provides guidance on the requirements for promotion.

"In order to progress above the Band 1 Bar, professors must show that their performance at the outstanding levels described above continues on an upward trajectory."
As a Committee we work within the constraints of the requirements provided to Senate and we look to see that there is an upward trajectory and continued excellence commensurate with band 1 broadly as opposed to band 2. Think about it as not doing more of the same but how have you taken the work you do to another level.

Question 15: 10 referee names are asked, how would you select whom to contact? Would you disregard the closest ones (if we say that they know us better), or it would be a blank selection by you? Would it help if we just suggest you whom to contact first, whom we personally prefer?

Answer: We ask for 10 names in case anyone is unable to provide a reference. We ask the HoD to provide the order in which referees should be contacted on their HoD report and we use that order until we have three references.

Question 16: Clicking on the link to the application form does not take me to the form.

Answer: Please email academic-promotions@york.ac.uk if you are having problems so we can resolve this for you.

Question 17: Slightly prosaic question - on the form, the text an applicant enters defaults to blue font. Should we leave it like that, or would it be easier on the eyes of the committee to change it to black?!

Answer: It was done in blue just to highlight which parts are for you to complete but you are free to change as you wish. From an accessibility aspect we are happy to receive your application in whatever font or colour you find works best for you.

Question 18: When does the remuneration committee sit?

Answer: Remuneration Committee do not review pay or promotion applications. Promotion applications are reviewed by the Academic Promotions Committee and pay review applications are reviewed by the Remuneration Sub Group. Remuneration Sub Group normally meet in the last week of September.

Question 19: In terms of the promotions' committee - which areas and levels of the University are represented by members of the committee? (Obviously not looking for names - rather an indication as to the extent to which diversity / BAME communities are represented on the committee).

Answer: The members of the Academic Promotions Committee are available on the website.

Question 20: If a promotion request (eg. between the bands) is not accepted by the Panel, would you still consider an automatic pay review based on the same application?

Answer: We have in the past passed the papers to Remuneration Sub Group for consideration for a pay review but this isn't something that would happen automatically.

Question 21: What time scale is considered for upward trajectory for crossing the bar - since becoming a professor / last 3 years?

Answer: We don't have a set time interval that we use to assess the cases. We look at the trajectory, we look at the application in it's entirety from a holistic perspective. It's not about counting time it's about achieving a level of excellence that's increasing. That is one of the key factors that the Committee considers.

Question 22: Do you have any advice on who to select for referees? Balance of internal, national and international? Also, when we ask them if we can submit their names, can we advise about what will be expected of them?

Answer: Don't make assumptions that just because somebody knows you they will provide an outstanding reference. You should make sure you have a mix of internal and external referees and national and international if you can. Not everybody will have contacts in the wider networks.

Think about what their standing is in your field. Can they comment on the substance of your work or on the influence or significance of your leadership.

Think long and hard about who you are choosing,why you are choosing them and what do they know about the work you are presenting in your application.

Question 23: Can you say something more about evidence. For example, should we be requesting colleagues to provide quotes on our contribution eg. with respect to our roles and how we have carried them out?

Answer: Academics are, to an extent, defined by outputs - monographs, papers, reviews, edited books, grants etc. Some applications do have some quotes which is fine but the APC will look at the application in its entirety and it's important to complete the different sections and make sure the evidence is as strong as it can be. Appropriate quotes can be helpful but you must ensure they are relevant.

You must also ensure you tell us about any conflict of interest there may be with the person providing the quote.

Question 24: Could you share that link (committee membership) and the ToR in this chat please? Sorry, but I can't find it

Answer: Please see question 19

Question 25: If an application is made from Band 1-1 to Band 2 but a case is not supported by the panel would they consider a lower promotion eg. to Band 1:2?

Answer: Please see question 12

Question 26: how are the top two points of Band 1-2 (11 and 12) awarded - as part of pay review or instead of promotion to Band 2.

Answer: You would need to make an application for a pay review to move to spine point 11 or 12. The Academic Promotions Committee could send the application to the Remuneration Sub Group but wouldn't make a decision on this themselves.

Question 27: On the form it does explicitly have sections that want evidence since last promotion, so I assume that for most of us that means since being promoted to Prof.

Answer: This would be any promotion so it could be your promotion to Chair or promotion to band 1-2 if you are band 1 but it could also be when you were promoted to band 2 if you are applying to move to band 3.

Question 28: If a candidate is too busy with managing the upwards trajectory to apply this year, but then applies in a subsequent year when things (work and life - the times are not easy) have stabilised, will that be held against the applicant?

Answer: No not at all. It's important that you apply when you think you are ready.

Question 29: Coming back to the question "...If a promotion request (eg. between the bands) is not accepted" - the answer from Prof Tendler basically means that one should apply both for promotion AND pay review? otherwise, one can simply lose a year in terms of salary increase if the promotion is not accepted? Possibly, such failed promotion requests should automatically go to the pay review anyway?"

Answer: APC would look carefully at the level of remuneration and consider whether it's appropriate to send the application to the Remuneration Sub Group for consideration of a pay review.

Question 30: Would people who head global agencies in which we have had impact (such as producing an impact case for REF) be listed as evidence of impact? Would this be advisable as for example 1 name among the first 3 on the list?

Answer: If you include the name of somebody involved in the study as a referee they should declare their involvement to determine if there is a potential conflict of interest. It's entirely appropriate to name individuals you have collaborated with as long as we understand the nature of that relationship."

Question 31: I really appreciated Kiran's view of the application process, advising applicants to focus on the story of their significant achievements, the impact they had on the academic community. However, the automatically generated google form seems to require us to present everything. The empty form already has 39 pages! Can we customise the form and focus it only on major achievements?
Another attendee: 39 pages does seem excessive given the short amount of time between now and the forthcoming deadline

Answer:

• Please do not customise the form as it is a standard template and helps the Committee to find each element in the same order on each application.
• It is up to you to provide the story, the narrative for the Committee to asses. It's important to include all relevant information to support your application in line with the requirements.
• It's up to you to make a value judgement on what you think is important but remember, if you don't include it then the Committee will not know about it.
• Once you have a rough draft ask people who know you and who you trust, to review your application as they may be able to spot any missing details.
• Include everything that helps to move the story along based on the requirements.
• Make sure each piece of evidence shows what the impact was, what the significance was, how did that help influence, shape or bring about the kind of change your work has had.

Question 32: When asked to provide evidence since last promotion, is this to be interpreted as since being promoted to Chair (Band 1-1) or since crossing the bar to Band 1-2?

Answer: Please see question 27.

Question 33: What is the success rate for professorial promotions? How many grade 3 female professors are there? (I heard 9% but I wonder how that translates to actual numbers).

Asnwer: See a Google Sheet on Professorial promotions success rates and professor numbers June 2021.

Question 34: Can we ask how many male band 3 professors there are for comparison? And what is the male/female ratio of band 2 professors? Thanks.

Answer: Please see question 33.