Article 16: Promotion

16.01 A Member who requests consideration for promotion shall submit such request, together with the documentation which the Member believes is relevant, to the Member’s Chairperson, Head, Director or Chief Librarian no later than 15 September in the academic year in which such consideration is to occur.

For instructor Members, promotion shall occur when a probationary appointment is converted to a continuing appointment or a University Teaching Fellow. Procedures for instructor Member promotions and/or converting a probationary appointment to a continuing appointment are given in Articles 12 and 15 of this Collective Agreement.

Consideration for promotion shall be by a committee within the Member’s Department, School, Library or similar unit, elected by the members of that unit, and by the Chairperson, Head or Director, and professional librarian Members by the Chief Librarian. In no case shall deliberations be transacted in the absence of a quorum, which shall be two-thirds (2/3) of the members of the Committee (rounded to the nearest whole number). In the event of a resignation from the Committee before the Committee has begun to interview candidates, the resulting vacancy shall be filled by election. If interviews with candidates have commenced, the vacancy shall remain unfilled for the balance of the deliberations.

For Continuing Education Members, consideration for promotion shall be by the College of Continuing Education Promotions and Tenure Committee as set out in Article 37. Except to the extent as modified by the said Article 37, the provisions of this Article 16 shall apply to Continuing Education Members.

The recommendation of the committee, and of the Chairperson, Head, Director or Chief Librarian, together with all documents and other evidence on which they are based, shall be passed to the Faculty level as provided by Clause 16.02 by 30 November of each year.

16.02 Consideration for promotion at the Faculty level shall be initially by a committee within the Member’s Faculty, elected by the members of that Faculty. For professional librarians, the Library System Appointments Committee described in Clause 11.08 of this Collective Agreement is the Faculty-level committee. Recommendations from such a committee shall be made by 15 February. In no case shall deliberations be transacted in the absence of a quorum, which shall be two-thirds (2/3) of the members of the Committee (rounded to the nearest whole number).In the event of a resignation from the Committee before the Committee has begun to interview candidates, the resulting vacancy shall be filled by election. If interviews with candidates have commenced, the vacancy shall remain unfilled for the balance of the deliberations.

Consideration for promotion shall be then by the Dean or Vice-President, whose recommendation shall be made to the President by 31 March. The recommendation from the Dean or Vice-President shall indicate any dissent from the recommendation at the level of the Department or similar unit or by the Faculty committee.

In any case where a member of the Faculty committee has participated in the current promotion proceedings of a Member by:

(a) providing a written or oral submission to the committee referred to in Clause 16.01, or

(b) serving as a member of the committee referred to in Clause 16.01,

he or she shall not participate in the promotion proceedings for that Member at the Faculty level.

16.03 Upon receipt of the recommendation of the Dean or Vice-President, the President may then recommend to the Board that the Member be promoted. If promotion is not recommended or is denied, the President shall inform the Member, in writing, and give the reasons with specific reference to how the Member stands with respect to the criteria for promotion. In either case the Member shall be informed of the final decision, including reasons where appropriate, by 31 May.

16.04

(a) Before a Member is formally considered for promotion, both at the Departmental and Faculty level, he or she shall be informed and given the opportunity to be heard or to present a written statement. At any stage of consideration a Member may request that promotion not be considered or that consideration be terminated or deferred, and such requests shall be honoured. If promotion is not recommended or consideration is deferred (unless the Member has requested that consideration be terminated or deferred), the Member shall be given the reasons for this action, in writing, with sufficient particularity to assist the Member to understand the decision and with specific reference to the duties specified in Clause 20.04 together with each of the criteria and standards specified in Clause 16.06 and, if appropriate, Clause 16.11, and these reasons shall be given by the committee, the Chairperson, Head, Director, Chief Librarian, Dean or Vice-President, who made the recommendation or decision. Where the Faculty committee, Dean or Vice-President does not concur with the recommendation at
the Departmental level, a copy of the reasons shall be sent to the Chairperson of the Department or other such unit.

(b) It is the responsibility of the Department or other similar unit committee, Faculty Committee, Dean and the President to ensure that their recommendation on promotion is made with consistency in the application of criteria and standards within the same Faculty or other such unit for candidates assessed in the same academic year and allowing for appropriate differences based on academic discipline.

16.05 Subject to Clause 14.05, when promotion is granted it shall take effect from the beginning of the following academic year.

16.06

(a) Except for instructor Members, the criteria for promotion of Members of the teaching and research staff shall be the same as those for tenure. Promotion is based upon positive evidence of actual achievement and accomplishment in those duties and responsibilities which, in accordance with Clause 20.04, constitute the individual Member’s workload, and not on years of service. Where promotion is being considered to the rank of Professor, the standards in Clause 16.11 shall also apply.

(b) Faculties, Schools, Departments and similar units may add to or define these criteria more precisely in accordance with the provisions of this Collective Agreement, and copies of the additions or definitions shall be made available to all Members of the Faculty, School, Department or similar unit concerned. The criteria for promotion of professional librarian Members shall be those specified in Article 11, and in the case of any conflict between Article 11 and this Article 16, Article 11 shall apply.

(c) Each Faculty is responsible for establishing, by Faculty regulations, the standards it considers appropriate in respect of criteria for promotion within Dalhousie. The standards for part-time Members may differ from those for full-time Members. Members of the Faculty shall be given a written copy of these standards.

16.07 When a Member holds a joint appointment in two or more Faculties, Schools, Departments or similar units he or she may be considered for promotion in any of these units. During consideration for promotion in one unit, there shall be consultation with the other unit(s) in which the Member holds appointments, but promotion shall not be denied in one unit merely because of failure to reach agreement. Promotion may be granted in one unit, subject to the provisions of this Clause 16.07, even if not granted in others.

16.08 Where a Faculty is not organized into Departments, Schools, or similar units, Clause 16.01 shall not apply; the Dean shall seek the recommendations referred to in Clauses 16.10 or 16.11 and promotion procedures shall start at the Faculty level. Where the Member’s appointment is in a research centre or institute not forming part of a Faculty, Clause 16.02 shall not apply and the Vice-President shall seek the recommendations referred to in Clauses 16.10 or 16.11. For Members holding appointments in the College of Continuing Education, the College shall be treated as a Faculty without Departments and the Dean shall be the Dean of the College of Continuing Education for the purposes of Clauses 16.02 and 16.08.

16.09 Consideration of promotion from Lecturer to Assistant Professor may be requested if the Member claims to have acquired the equivalent of the appropriate qualifications indicated in Clause 14.05. By mutual agreement of the Member and the Dean, consideration may occur at other times. In these cases, promotion, if granted, shall take effect in accordance with Clause 14.05.

16.10 On the initiative of the Member or appropriate Chairperson, Head, Director or Dean, a Member may be considered for promotion from the rank of Assistant Professor to that of Associate Professor but, failing such an initiative, the Dean shall inform the Member by 15 August, in the fifth year of his or her appointment as Assistant Professor, that he or she is eligible to be considered for promotion to the rank of Associate Professor. Where consideration for promotion to the rank of Associate Professor takes place in the same year as tenure is awarded, written recommendations in support of the latter shall count also as evidence for the promotion, and no other shall be required. In any other case, the Chairperson, Head, Director or Dean may obtain written recommendations, normally two.

In choosing the names of persons to be approached for recommendations, the Chairperson, Head, Director or Dean shall consult the committee, referred to in Clause 16.01, and the Member; at least half of the persons approached shall be the choice of the Member. The Member and the Chairperson, Head, Director or Dean shall each be entitled to comment on the suitability of the persons approached.

16.11 On the initiative of the Member or the appropriate Chairperson, Head, Director or Dean, a Member may be considered for promotion from the rank of Associate Professor to that of Professor, but failing such an initiative, the Dean shall inform the Member, by 15 August, in the fifth year of his or her appointment as Associate Professor, that he or she is eligible to be considered for promotion to the rank of Professor.

Subject to Clause 16.06(a), promotion to the rank of Professor shall be recommended only when solid evidence is established that the Member has attained standards of competence in both teaching and scholarship appropriate to a new full Professor and that the Member has attained and is likely to maintain a high level of effectiveness in teaching and/or scholarship and that his or her teaching or scholarship represents a significant contribution to his or her discipline or to the University.

The Chairperson, Head, Director or Dean shall obtain written recommendations from persons outside Dalhousie University, normally four, unless the Member and the Dean agree that such letters are inappropriate. Any request for a written recommendation shall include the text of this Clause 16.11.

In choosing the names of persons to be approached for recommendations, the Chairperson, Head or Director shall consult the committee, referred to in Clause 16.01, and the Member; at least half of the persons approached for recommendations shall be the choice of the Member. The Member and Chairperson, Head, Director or Dean shall each be entitled to comment on the suitability of the persons approached.

When promotion is considered principally on the ground that the Member has attained and is likely to maintain a high level of effectiveness in teaching, the solid evidence required shall include peer evaluations and/or student evaluations subject to Clause 18.09. Other evidence may include, but is not limited to: development of new courses; updating of existing courses; effective use of innovative teaching aids and techniques; development of innovative teaching aids and techniques; involvement in curriculum development; organization of field schools, laboratories or clinical practica; successful direction of the research of undergraduate and/or graduate students; successful public and/or continuing education activities; publication or production of books, articles, films or recordings which elucidate and advance teaching effectiveness; formal recognition as an excellent teacher.

16.12 There is no limit as to how often a Member may request promotion or how often a Member may be put forward by the committee mentioned in Clause 16.01. When a Member has been considered for promotion and promotion has not been recommended, requests for promotion by the Member and recommendations that the Member be promoted by the Member’s Departmental committee must address the reasons mentioned in Clause 16.04 and/or Clause 16.03 of this Collective Agreement, which were given in the last year in which the Member was not recommended.

Promotion Appeals.

16.13 Subject to Clause 16.14, a Member who has been denied promotion may elect either to appeal the decision of denial or to grieve the denial in accordance with the provisions in Article 29. Subject to Clause 29.04(e), if the Member elects to appeal, then no grievance or arbitration shall arise from the decision of denial of promotion, including the decision of the University Promotion Appeal Committee.

16.14 A Member shall have no right to appeal the decision of denial of promotion where the Department or similar unit Committee, the Chairperson, Head or Director, the Faculty Committee and the Dean concur that promotion ought to be denied.

16.15 A Member who elects to appeal the decision of denial of promotion may initiate the appeal by writing to the President within twenty-one days of the written notification of denial. The President or his/her delegate shall then submit the matter on appeal to a University Promotion Appeal Committee. This Committee shall be composed of three members selected within the same time periods, in the same way and from the same panel as a University Tenure Committee, as set out in Article 15 of this Collective Agreement.

16.16

(a) The University Promotion Appeal Committee shall consider whether the Member has met the appropriate criteria and standards for promotion to the rank in question and shall report its decision to the President and Member. The Committee shall determine its own procedures in accordance with the rules of natural justice. The Committee need not conduct a hearing unless requested to do so by the Member or the President and can invite the Member and other persons considered appropriate by the Committee to make representations to the Committee. The Member shall be informed of the final decision including reasons no later than four (4) months following the establishment of the Committee.

(b) It is the responsibility of the University Promotion Appeal Committee to ensure that their recommendation on promotion is made with consistency in the application of criteria and standards within the same Faculty or other such unit for candidates assessed in the same academic year and allowing for appropriate differences based on academic discipline.

16.17 Subject to Clause 29.04(e), the decision of the University Promotion Appeal Committee shall be binding on the Member, the Association, the President and the Board. Where the decision of the Committee is not unanimous, the decision of the majority of members thereof shall be deemed to be the decision of the Committee.