1. Role of local Personal Promotion Panels (PPPs)
2. Membership of the local Personal Promotion Panels (PPPs)
3. Guidance and timetable for meetings of the PPP: initial meeting
4. Composition of Promotion Interview Panels
5. Reports from referees for the Promotion Interview Panel
6. Guidance for the operation of Promotion Interview Panels
7. Guidance and timetable for meetings of the PPP: decision meeting
8. Reporting to the BBSRC Personal Promotions Board
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 to the Individual Excellence Board (see appendix A6.5). The PPP has oversight of the operation of the local process. The panel 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 the 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 is required to consider equality of opportunities for staff across the institute/Swindon office, and report annually to the Personal Promotion Board on the nominations received, numbers successful, etc. The PPP can ask to see relevant career based information and to have the opportunity to speak to line managers of staff members in order to help assure itself of equality of treatment across the establishment.
1.5 The PPP will meet twice per year. In exceptional circumstances, however, 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 will be determined annually by the institute Director (or in the case of Swindon office, the Director of People and Development Group) in consultation with their senior management group as follows.
2.2 The panel will be chaired by a senior member of staff from the institute/Swindon office and will also comprise:
- Two senior managers from the institute/Swindon office, from a different functional area from that of the chair
- Two senior members of staff from other establishments or other organisations
- An external who could be a member of the institute’s governing body (or Council in the case of Swindon office
- The Head of Human Resources
- A local TUS representative (as observer)
2.3 In agreeing the membership of the local PPP, the institute Director/Director of P&DG should bear in mind the need to achieve a balance of genders, as well as the importance of other diversity issues in the membership. However, the key is to have individuals who are best able to assess nominations.
2.4 All members of the local Personal Promotion Panel are required to have undertaken specific diversity training in personal promotion assessment within the last three years, before undertaking any assessment work. This training will be provided by the establishment.
3.1 The local Personal Promotion Panel will meet shortly after the deadline for receipt of nominations to consider all proposals received and should agree the composition of each interview panel.
3.2 The normal expectation will be for candidates who have submitted nominations to be interviewed. However, for applications for promotion to Band F and below, there may be exceptional circumstances when the PPP deems that an interview is not required. For example, if a prima facie case has not been made, or insufficient or incomplete information has been provided, the PPP may decide not to progress the nomination, but rather send it back to the candidate for further work. Also if a strong and clearly unambiguous case is submitted which the PPP collectively agrees meets the criteria for promotion it may not be necessary for the nominee to be interviewed. In these cases the Panel Report Form (appendix A6.7) should be used.
3.3 For those nominations for promotion to band F and above the panel should also identify suitable referees who will be asked to provide a written appraisal of the candidates work (see 5.1 below).
3.4 The PPP should also consider at its initial meeting in the annual Personal Promotion round 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.
3.5 In special circumstances the local PPP may agree to consider nominations on an ad hoc basis.
4.1 Each Promotion Interview Panel will normally be chaired by a member of the local Personal Promotion Panel. The member of the PPP chosen to chair a particular interview panel will depend on who seems most appropriate, according to the band or area of work of the candidate being considered for promotion.
4.2 The composition of the Promotion Interview Panel should consist of at least three people and will normally be:
- A member of staff (normally at least one band higher than the level of the candidate) from within the establishment but outside the candidate’s line management chain (except for promotions to band G and above in non-science roles)
- A member of staff (normally at least one band higher than the level of promotion being sought) from another BBSRC organisation who works in a similar or relevant work area to the candidate
- Representative from Human Resources
- For candidates nominated to band E/F: one expert in the candidate’s professional/scientific area from outside the employing establishment. They must be suitably distinguished in their field, and able to offer a respected judgement on the suitability of the candidate for promotion.
- For candidates nominated to band G: two experts in the candidate’s professional area from outside the employing establishment. They must be suitably distinguished in their field, and able to offer a respected judgement on the suitability of the candidate for promotion.
4.3 In deciding the composition of the Promotion Interview Panel for a candidate, the PPP should choose members who are appropriate to the level and role of the candidate.
4.4 For promotion to band E and above institutes may also consider operating a shared interview panel across organisations.
4.5 The Promotion Interview Panel should have a balance of genders, and in determining the composition of the panel, the PPP will be mindful of the need to achieve a balance of genders, as well as the importance of other diversity in the membership. However, the key is to have individuals who are best able to assess nominations.
4.6 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 panel should identify appropriate referees who are familiar with the area of expertise of the candidate (the Panel will take into account referees suggested by the candidate at Attachment 6 of the nomination form).
5.2 The local Head of Human Resources will obtain opinions for the PPP from at least three referees (four in the case of promotion to band G and above) from outside the candidate’s establishment who have relevant specialist knowledge.
5.3 For senior research-based cases for promotion to band F, a minimum of one referee should be active members of internationally recognised non-UK research groups.
6.1 The Promotion Interview Panel will be provided with:
- The candidate’s nomination form including the Personal Role Evaluation along with any other supporting information
- For senior research-based cases for promotion to band F, copies of the 6 most significant publications
- Copies of the referees reports (if applicable)
- Criteria for the assessment of nominations for Personal Promotion and guidance notes on taking account of diversity in the career patterns of staff in their assessment (as outlined in ).
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 should be prepared to be asked about how they meet the criteria for Personal Promotion to the higher grade (as outlined in ).
6.3 Candidates for promotion to band E and above will be informed if they are required to give a brief presentation on their work; this will not normally be required for staff at more junior levels.
6.4 For senior research-based cases for promotion to band F, candidates should expect to be questioned in depth on those elements that they have selected as being representative of their most significant work.
6.5 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.
6.6 The Promotion Interview Panel will write a report summarising its conclusions and recommendations for consideration by the local Personal Promotion Panel (and the Personal Promotion Board for promotions to band G and above). A summary of this report will be included in the notification process to candidates.
7.1 After all the Promotion Interview Panels have been held, the reports 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 The Chair of the local Personal Promotion Panel has delegated authority to confirm changes of grade with the Head of HR. In the case of promotion to Band G and above the recommendations will also be required to be ratified by the Personal Promotion Board.
7.3 The Panel will also agree feedback to be provided to both successful and unsuccessful candidates. Candidates should be provided with the summary report from their interview, together with feedback from the panel on the strengths and weakness of their nomination and suggestions for future development. This will be copied to the nominating line manager.
7.4 The PPP will also notify the chair of the PIP of the outcomes from the decision meeting. If the PPP overrules a decision made by the PIP a copy of the PIP report will be included in the paperwork provided to the BBSRC Personal Promotion Board.
8.1 It is the responsibility of the Head of HR to provide copies of all nominations (including reports and outcome etc) 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 31/03/2014
Amendment 173 - March 2014