In January 2001, an agreement was signed between the Department of Personnel Management, the University of Papua New Guinea and the National Academic Staff Association in order to implement a salary structure for UPNG academic staff. According to the agreement, basic salary incremental progression to Step 4 within a salary level will normally occur unless an Executive Dean of the respective School recommends otherwise. However, despite the normal process, staff are expected to apply for incremental progression and to support the application with an academic portfolio. The procedures explained in this document have been designed to implement the provisions of the agreement and to incorporate both accelerated incremental progression for outstanding achievement and promotion.
An accelerated increment refers to the progression through steps within the same salary grade. A promotion is the progression from a lower salary grade to a higher salary grade. However, these rules and procedures do not apply to the award of the Domestic Market Allowance.
Subject to a review process, an academic staff member may progress by annual increments to the top of the relevant salary range. In order to assist the review, any academic staff member applying for progression will be required to submit a report to be known as the “Academic Portfolio.”
An applicant for accelerated progression of two or more increments should provide documentation based on the standard required for promotion applications. The applicant will need to demonstrate in this documentation where her or his achievements may warrant consideration beyond the normal incremental progression.
Application for accelerated increment or promotion with necessary documents must be submitted to the Executive Dean on or before 30th June each year.
Normally, increments will be paid from 1 January of the year following the decision of the appropriate authority.
Application of an accelerated increment or promotion will be judged only on the basis of an applicant’s contribution and achievement since his/her appointment or last award of increment or promotion whichever is the latest.
To be eligible for an accelerated increment or promotion an academic staff member must have:
The authority to grant or withhold an increment rests with the following authority according to the types of award.
|Types of Award||Authority|
|One increment||Executive Dean|
|Double increment||Pro Vice Chancellor|
|Accelerated increment||University Staffing Committee|
|Promotion||University Staffing Committee|
All increment decisions must be reported to the University Staffing Committee.
To apply for an increment, an academic staff member must complete the “Academic Portfolio” and submit it to her or his Executive Dean not later than 30th June. Applications received after 30th June will not be considered. The applicant should provide sufficient details of performance and achievements to support her of his application.
An Executive Dean may request additional information from any applicant, and should endeavour to obtain similar amounts or levels of information from all applicants.
The Executive Dean will normally approve an application for a one step increment up to step 4 on the salary scale. In exceptional circumstances however, the increment may be withheld and the incumbent will informed with a copy to the Human Resources Management Division.
When an Executive Dean is satisfied that one increment beyond step 4 is justified, he or she will approve the application and forward it to the Human Resources Management Division and will also send a copy to the applicant.
When an Executive Dean considers that an applicant has demonstrated outstanding achievement in the previous 12 months, he or she may recommend accelerated progression of two increments. In such cases the nominated Executive Dean will forward all documentation with her or his recommendation to the Pro Vice Chancellor (ASA). After consideration of the recommendation the Pro Vice Chancellor will approve and forward the completed application to the Human Resources Management Division and a copy to the applicant.
When an Executive Dean considers that an applicant has demonstrated exceptionally outstanding achievement over a substantive period of time and exceeding twelve months, he or she may recommend accelerated progression of more than two increments or promotion to higher grade. In such cases, the Executive Dean will forward the application to the full-time academic staff members of the same discipline under confidential note. Each of the academic staff members will review the report and may send a confidential report directly to the Executive Dean under confidential sealed envelope.
The Executive Dean in consultation with the Vice Chancellor will form a School Review Group to review all applications including peer and student assessment. The School Review Group comprises:
The School Review Group will assess all documents and score all applicants for promotion or accelerated increment.
When an Executive Dean considers that an applicant has demonstrated exceptionally outstanding achievement and the School Review Group assessment supports such a claim the Executive Dean will forward the application with his/her recommendation to the Human Resources Management Division. The HRMD will arrange for the recommendation to be considered by the USC and subsequently advise the applicant of the outcome.
When a School Review Group believes that an applicant has not satisfied the accelerated progression or promotion criteria the Dean will:
An academic staff member may appeal against a decision to withhold an increment or promotion only on the ground of procedural matters.
If an academic staff member wishes to appeal, he or she must notify the Director, HRMD of her or his intention in writing, within 10 working days of the date of advice from the Human Resources Management Division.
Application for accelerated increment or promotion from an academic staff member should be accompanied by an Academic Portfolio in five responsibility areas: teaching, research, administration, outreach and distance and continuing education. The Portfolio should contain data & information on five areas as described below:
The teaching portfolio should as a minimum contain data on:
The research portfolio should as a minimum contain data on:
The administration portfolio should as a minimum contain data on:
The outreach portfolio should, as a minimum contain data on:
The distance and continuing education portfolio should as a minimum contain data on:
A score method will be used to assess the performance of an applicant for increment or promotion. Based on the standard appropriate to the academic staff members level of appointment, and consistent with the academic staff member’s duties as set out in the Schedule A performance in each component of the portfolio will be measured by scoring the performance based on the following table:
[INSERT TABLE p45]
This above table provides a variation of 10 point in order to provide an opportunity for an academic staff member to increase the ratio of one or more of the portfolios in a way which best reflects his/her contribution/performance. Based on the above principle, an academic staff member will determine and advise how he/she wishes the 10 point variation to be distributed between the five portfolios.
In order to get increment or promotion an applicant must attain the following level of score. However, score of 80 and above does not guarantee the award of promotion unless some other institutional considerations are favourable.
|Number of Increment||Score|
|Double Increment||80 - 94|
above Step 4
|61 - 79|
|No Increment||60 and below|
The scoring for accelerated increment, is presently under reconsideration. Staff will be advised of any change.
|Highly Probable||80 and above|
|Promotable||71 and above|
|Non Promotable||70 and below|