Employment code:

Appendix A6.5

Page contents

1. Role of the Individual Excellence Board (IEB)
2. Membership of the IEB
3. Initial review and appointment of Promotion Interview Panel
4. Reports from referees for the Promotion Interview Panel
5. Guidance for operation of Promotion Interview Panel
6. Guidance and timetable for meetings of the IEB: decision meeting
7. IEB Reporting

1. Role of the Individual Excellence Board (IEB)

1.1 A single Individual Excellence Board (IEB) will be convened to consider all promotions to science roles at band G and above across BBSRC. The Board will be provided with secretarial support by the People and Development Group.

1.2 Senior science roles will be those that fulfil the requirements of a research leader, and involve a significant proportion of science and innovation vital to the establishment's remit. They will also have additional responsibilities in leadership, funding, outputs and contribution.

1.3 The purpose of the IEB is to:

1.4 The IEB will determine which referees to approach and the composition of the Promotion Interview Panel (PIP).

1.5 The IEB will consider the recommendations made by the PIP and make a decision on each candidate's suitability for promotion.

1.6 The IEB is required to consider equality of opportunities for staff and will report annually on the nominations received, numbers successful, etc. The IEB 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.

1.7 The IEB will normally meet twice per year. In exceptional circumstances, the chair of the IEB may accept a Personal Promotion nomination outside of the normal timetable.

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2. Membership of Individual Excellence Board

2.1 The IEB will comprise of an independent chair, two external members from outside BBSRC with relevant expertise/knowledge, and a minimum of two senior scientists (normally PC2 or equivalent in terms of role and experience) representing institutes. Secretariat will be provided by People and Development Group.

2.2 Membership of the IEB is through the BBSRC Appointments Board, which will bear in mind the need to achieve a balance of genders (as well as the importance of other diversity in the membership) and representation of both basic and strategic activities.

2.3 All members of the IEB 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 People and Development Group.

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3. Initial review and appointment of Promotion Interview Panel (PIP)

3.1 The IEB will review all nominations received via the Personal Promotion Panels and should agree the composition of each interview panel.

3.2 All candidates for promotion will be interviewed. A member of the IEB will chair the PIP. The IEB will determine the composition of the PIP ensuring that membership is appropriate to the role of the candidate. The IEB may liaise with the relevant institute regarding membership of the PIP. Where possible the PIP should have a balance of genders. However, the key is to have individuals who are best able to assess nominations.

3.3 The IEB should also identify suitable referees who will be asked to provide a written appraisal of the candidates work.

3.4 The IEB should also consider 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 IEB may agree to consider nominations on an ad hoc basis.

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4. Reports from referees for Promotion Interview Panel

4.1 For candidates nominated for promotion the IEB should identify appropriate referees who are familiar with the area of expertise of the candidate (the Board will take into account referees suggested by the candidate at attachment 6 of the nomination form).

4.2 The IEB Secretariat will obtain opinions for the IEB from up to six referees from outside the candidate's establishment who have relevant specialist knowledge. At least two referees should be active members of internationally recognised non-UK research groups.

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5. Guidance for the Operation of Promotion Interview Panels (PIP)

5.1 The PIP will consist of at least three people (two of whom will be external with skills/knowledge/experience as appropriate to the role) plus a chair from the IEB.

5.2 The PIP will be provided with:

5.3 The purpose of the PIP is to examine in greater detail the candidates work, their personal contribution and their intended future work. Candidates for promotion to band G and above in science roles are expected to demonstrate substantial and significant contributions to the development of their area of work and to have established a reputation within their field of work that is commensurate with the grade to which the promotion is being considered. Candidates should be prepared to be asked about how they meet the criteria for Personal Promotion to the higher grade (as outlined in appendix A6.1)

5.4 Candidates will be required to give a brief presentation on their work.

5.5 Candidates should expect to be questioned in depth on those elements that they have selected as being representative of their most significant work.

5.6 The PIP will take into account any information provided by the candidate about any personal circumstances which may have had an impact on their performance or achievements, for example, periods of maternity leave, part time working, etc. The secretariat should also provide any relevant information regarding the candidate's circumstances.

5.7 The PIP will write a report summarising its conclusions and recommendations for consideration by the IEB.

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6. Guidance and timetable for meetings of the IEB: decision meeting

6.1 After all of the Promotion Interview Panels have been held, the reports and recommendations will be considered by the IEB and a decision will be made on each candidate's suitability for promotion.

6.2 The IEB 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.

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7. IEB reporting

7.1 The chair of IEB will share the outcomes with the chair of the PPB to review consistency in promotions to band G and above across all roles.

7.2 The IEB will report its findings annually in a joint report with the outcomes of the PPB to the Chief Executive of BBSRC and Institute Directors.

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Last updated 31/03/2014
Amendment 173 - March 2014