Probation - Academic Staff
Introduction
Normally, all appointments to the academic staff (whether on a fixed or continuing basis) include a probationary period.
The basis of employment (fixed or continuing) and length of the probationary period is detailed in the letter of offer of employment.
The conditions and procedures governing probationary periods are set out in Clause 22 of the University of Wollongong (Academic Staff) Enterprise Agreement and the Academic Probation Committee Procedures.
The Probation process for Fixed Term and Continuing appointments do however differ. For further information on your form of probation please choose from one of the following:
Procedures for Staff appointed on Continuing Contracts
Application Form
One form is now used for Academic Probation of Employment for Continuing Staff and Academic Promotion, regardless of wether you are Research Only, Research & Teaching or Academic Services. A column on the left hand side of the form identifies which sections you need to complete.
Application form (Word)
If you have difficulty accessing the application form please email julie croft
Committee selection
To view the committee nominees most recently approved by Senate go to Probation Committee Nominees. The final committee will be selected based on availability and gender balance.
Important Dates
For 2008 the following important dates should be noted:
- May Round closing date - 1 April 2008
- May Round hearing date - 12-13 May 2008
- November Round closing date - 1 September 2008
- November Round hearing date - 10-11 November 2008
To assist staff to plan their applications, workshops are held. Staff are encouraged to attend workshops well in advance of applying - at least one year. This allows time for appropriate career development; completion of the career development interviews; gathering of teaching evaluations if necessary; and generally being better prepared.
Workshop dates for 2008 are as follows:
- 20 February 2008
- Starting your Academic Career (Academic Women) - 27 March 2008
- 20 November 2008
Workshops can be booked through Employee Web Kiosk.
Process map - Academic Probation
The following process map has been provided to assist applicants in preparing their submission for continuation of employment. Unless specified, the following dates represent the last opportunity to undertake the described step in preparing for your application. It must be stressed that it is to the advantage of staff involved to prepare well in advance of these dates.
| Action |
May cycle |
Nov cycle |
Description |
Additional Information |
| Establish timing for your probation |
In your first 2 months |
In your first 2 months |
Check your letter of offer to confirm when you must apply for probation. |
|
|
Complete EO Online
|
In your first 2 months |
In your first 2 months |
Every staff member is strongly encouraged to explore the program to better understand their responsibilities as a member of the campus community. |
eoonline.uow.edu.au
|
| Performance Enhancement & Career Development Record |
In your first 2 months |
In your first 2 months |
Performance enhancement and career development interviews are conducted annually in the first 5 years of appointment. The first to occur within two months of appointment and thereafter every 12 months. |
Performance Enhancement & Career Development Record |
| Teaching Evaluations completed |
By 4 April |
By 5 September |
During your probation period, request teaching surveys to be conducted by CEDIR. Ensure requests allow all the required teaching surveys to be completed by week 8. Although 4 to 6 surveys are required, more surveys will allow selection of those which best support your case. |
Guidelines for teaching surveys can be found at CEDIR. |
| Training |
20 Feb & 2 Nov
|
20 Feb & 2 Nov
|
It is strongly recommended that you attend a workshop with PODS regarding the submission of probation applications. |
|
| Requests for extension |
before 3 March |
before 4 August |
Conditions apply, refer to Enterprise Agreement Clause 22.4. Requests go through Head of Unit & Dean to Academic Probations Committee Secretary. Ensure adequate time to allow you to submit an application if your request is unsuccessful. |
Enterprise Agreement Clause 22.4 |
| Performance Enhancement & Career Development |
by 3 March
by 1 April
|
by 4 August
by 1 September
|
Complete your annual Performance Enhancement & Career Development Record and include it with your application. |
Performance Enhancement & Career Development Record |
| Forward teaching surveys |
Notify CEDIR in writing of survey results to be forwarded to the Probations Committee Secretary. |
|
| Forward ULT status |
Request that CEDIR forward a ULT status report to the Probations Committee Secretary. |
|
| Submission deadline |
1 April |
1 Sep |
Staff who wish to be considered by the Academic Probations Committee are required to lodge an application in the approved format. |
Application Form |
| Referee & Peer review follow-up |
2-16 April |
3-24 September |
Nominated referees and Peer reviewers (where appropriate) will be contacted on your behalf. In the event that a reference or peer review is not received you may be asked to contact your referee/peer reviewer or to provide an alternative. |
|
| Scheduling |
early May |
late October |
You will be advised of the date and time of your hearing. Applicants and Heads must be available on the day for interviewed. |
|
| Hearings |
12-13 May |
10-11 Nov |
The committee meets to cosider applications. |
|
| Notification |
20 May |
18 Nov |
Applicants have been notified of results. |
|
| Appeals |
No later than 10 working days after notification |
No later than 10 working days after notification |
Applicants who wish to appeal a decision must provide written notification to the Vice-Chancellor no later than 10 working days after official notice. Refer to Appeal Procedures for more detail. |
Academic Promotion & Probation Appeal Procedures |
Procedures for staff appointed on Fixed Term Contracts
Application Forms
New procedures relating to the Probation of Fixed Term Academics were introduced in November 2005. The application form which can be accessed through the link below provides guidlines and instructions to assist with the completion of your application.
If you have difficulty accessing the application form please email julie croft
Process map - Academic Probation
The following Process Map has been included to assit you to plan and submit your application for probation in accordance with your probationary requirments.
The map provides the last possible dates for events to occur, however, it must be stressed that it is to the advantage of staff involved to prepare well in advance.
| When |
What |
Additional Information |
| In your first two months |
- Check your letter of offer to confirm when your probation period will end.
- Review the Enterprise Agreement and Academic Probation Committee Procedures.
- Develop a probation plan in consultation with your Academic Supervisor.
- If you are in a teaching role, liaise with CEDIR to develop your Teaching Portoflio including a Teaching Evaluation Strategy and timing and enroll in ULT.
- Complete an initial Career Development and Performance Enhancement interview with your Academic Supervisor.
- Complete EO Online. Every staff member is strongly encouraged to explore the program to better understand their responsibilities as a member of the campus community.
|
Enterprise Agreement
CEDIR guidelines for new staff
Performance Enhancement & Career Development Planner
EO Online
|
|
10 weeks prior to the end of your probation period
|
If you are in a teaching role, notify CEDIR in writing of the survey results that are required and ensure that they will be available within the required timeframe.
Those in teaching roles should also request an ULT enrollment status report.
|
Guidelines for teaching surveys can be found at CEDIR. |
|
6 to 8 weeks prior to the end of your probation period
|
If your probation period is 6 months or less (Contracts less than 3 years), 6 weeks prior to the end of your probation period,
or,
if your probation period is 12-18 months (Contracts of 3 or more years), 8 weeks prior to the end of your probation period,
submit your application to your Academic Supervisor. Include all parts of your application. Teaching roles should include teaching evaluations and their ULT enrolllment status report.
|
Application form
|
|
What happens next ?
|
Once you have submitted your application, if relevant, the referees nominated on your application will be contacted on your behalf and their input will be collected over the next 3 weeks.
Your Academic Supervisor will use the information that you have provided, in addition to referee input if relevant, to provide a recommendation that will be submitted to the Deputy Vice-Chancellor Operations through your Dean.
Where your recommendation has been successful and has been approved by the Vice-Principal (Administration) you will be advised.
Where your recommendation has not been approved, your application will be referred to a Probation Committee. The Committee will be convened to consider your case and you will be asked to attend. A decision will be made and you will be advised of the outcome.
|
|
| Appeals |
Applicants who wish to appeal the decision must provide written notification to the Vice-Chancellor no later than 10 days after official notice. Refer to Academic Promotion & Probation Appeal Procedures for more detail. |
Academic Promotion & Probation Appeal Procedures |
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