1. Role of local Personal Promotion Panels (PPP)
2. Membership of the local Personal Promotion Panels (PPP)
3. Guidance for the initial meeting of the PPP
4. Composition of Promotion Interview Panels (PIP)
5. Reports from referees
6. Guidance for the operation of PIP
7. Guidance for the second meeting of the PPP
8. Reporting to the BBSRC Personal Promotion Board (PPB)
Personal Promotion Panels
1.1 Each establishment is required to establish a local Personal Promotion Panel (PPP) which is responsible for considering personal promotion nominations from staff, and referring those nominations for promotion to band G and above in science roles (as set out in para 2.5 A6: main page to the Individual Excellence Board (see appendix A6.4).The PPP will be provided with secretarial support by the local HR office.
1.2 The PPP will determine which referees to approach (where necessary), and also the composition of the Promotion Interview Panel (PIP) to be established for a candidate.
1.3 The PPP considers recommendations made by Promotion Interview Panels, and agrees the decision to be made on individual cases. The chair of the PPP has delegated authority from the institute Director (or in the case of Swindon Office, the Director of People and Development Group) to approve the change of grade of an individual with the appropriate HR officers, except for promotion to band G and above, which are required to be ratified by the Personal Promotion Board.
1.4 The PPP will report annually to the Personal Promotion Board on the nominations received, numbers successful, etc., including equal opportunities data..
1.5 In exceptional circumstances the chair of the PPP may accept a Personal Promotion nomination outside of the normal timetable.
2.1 The composition of the local Personal Promotion Panel is determined by the institute Director (or in the case of Swindon office, the Director of People and Development Group).
2.2 The panel will be chaired by a senior member of staff from the institute/Swindon office and as a minimum include:
- Two senior managers from the institute/Swindon office, from a different functional area from that of the chair
- One senior member of staff from another establishment/organisation
- An external
- The Head of Human Resources
- A local TUS representative (as observer)
3.1 The local Personal Promotion Panel will meet shortly after the deadline for receipt of nominations to consider all nominations received.
3.2 For those nominations for promotion to band F and above, the panel should review the suggested referees and may suggest alternatives.
3.3 The PPP should also consider at its initial meeting whether it wishes to see relevant career based information of any other staff who have not been nominated, in order to help assure itself of the equality of opportunities for all staff and to avoid discrimination.
3.4 In special circumstances the local PPP may agree to consider nominations outside of the normal timetable.
4.1 The PPP will decide on the composition of the PIP. Each PIP will normally be chaired by a member of the local personal promotion panel who should be the most appropriate person according to the band or area of work of the candidate being considered for promotion.
4.2 The composition of the PIP should be relevant to the level and role of the candidate and consist of at least three people. In addition to the chair there will be as a minimum a representative from HR, and for promotion to band G or above, an external who works in the candidate's professional area..
4.3 The local HR Office will advise candidates of the composition of their interview panel when confirming the date of interview.
5.1 For candidates nominated for promotion to band F and above the PPP should agree appropriate referees who are familiar with the area of expertise of the candidate (the Panel will take into account referees suggested by the candidate).
5.2 Referees will be asked to complete the report form at appendix A6.5 and sent a copy of the personal promotion criteria.
6.1 The Promotion Interview Panel will receive a copy of the candidate's application and referee reports.
6.2 The purpose of the interview is to examine in greater detail the candidates work, their personal contribution and their intended future work. Candidates may be asked to give a presentation.
6.3 The Promotion Interview Panel will take into account any information provided by the candidate about any personal circumstances which have had an impact on their performance or achievements, for example, periods of maternity leave, part time working etc. The representative from HR should also provide any relevant information regarding the candidate's circumstances.
6.4 The Chair of the Promotion Interview Panel will complete the promotion panel feedback form for consideration by the local Personal Promotion Panel (and the Personal Promotion Board for promotions to band G and above). This form will be shared with the candidate.
7.1 After all the Promotion Interview Panels have been held, the promotion panel feedback forms and recommendations will be considered by the local Personal Promotion Panel and a decision will be made on each candidate's suitability for promotion.
7.2 Promotion panel feedback forms will be circulated to members of the PPP. The PPP may decide to accept the recommendations and meet only by exception to consider cases where there is a not a clear and unambiguous recommendation by the PIP or there is no consensus amongst the members of the PPP on whether to accept the recommendation.
7.3 In all cases the Chair of the PPP will also sign the promotion panel feedback form, adding any additional comments from the PPP as appropriate.
7.4 The Chair of the local Personal Promotion Panel has delegated authority to confirm changes of grade with the Head of HR except in the case of promotions to band G and above which must also be ratified by the Personal Promotion Board.
7.5 Candidates will be provided with a copy of the promotion panel feedback form.
8.1 It is the responsibility of the Head of HR to provide copies of all nominations (including reports and outcome etc.) and the summary data sheet on each applicant to the Personal Promotion Board as requested by the People and Development Group. Other information will also be sought, for example, relating to the numbers of nominations considered, numbers successful, etc. in relation to various diversity categories.
Last updated 19/06/2015
Amendment 183 - June 2015