• Section 1 - Purpose
• Section 2 - Authority
• Section 3 - Scope
• Section 4 - Procedure
• Out of Round Promotion (Disruption Based)
• Eligibility
• Out-of-Round Promotion (Rewards Based)
• Eligibility
• Application
• Application Requirements
• Assessment of Applications
• Implementation
• Equity and Transparency
• Section 5 - Compliance

Section 1 - Purpose

(1) This procedure sets out the requirements that apply to out-of-round academic promotions at RMIT.

(2) Out of round promotion is used in exceptional circumstances outside the annual promotion round for staff affected by significant disruptions, and for high-performing staff who have been awarded or received competitive external recognition.

(3) Out-of-round applications are not intended for responding to external job offers. Staff seeking consideration in response to an external offer should have a discussion with the relevant Dean relating to counter offers.

Section 2 - Authority

(4) Authority for this document is established by the Academic Promotion Policy.

Section 3 - Scope

(5) This procedure applies to all RMIT academic staff currently appointed at Level B, C, or D who meet the prescribed eligibility requirements for promotion and have:

1. experienced a specific circumstance that prevented participation in the most recent annual promotion round; or
2. been awarded prestigious grants, awards, or fellowships, including recognition for excellence in teaching, research, or service as appropriate to the discipline.

Section 4 - Procedure

Out of Round Promotion (Disruption Based)

(6) This procedure supports staff who miss the annual promotion round due to significant disruptions such as extended leave (e.g., medical, parental, or personal reasons).

Eligibility

(7) This procedure is used only where the Dean or equivalent believes a convincing case can be made that an out-of-round promotion:

1. is warranted due to a significant disruption that prevented participation in the annual round.
2. is supported and approved by the relevant committee and Deputy Vice-Chancellor or nominee.

(8) Staff must have completed at least 12 months of continuous service at RMIT and passed probation. In exceptional cases, the minimum service period may be reduced to 6 months, subject to Dean approval.

(9) Applicants will follow the same application procedure as the annual round of promotion process specified in the Academic Promotion Procedure Levels C, D and E.

Out-of-Round Promotion (Rewards Based)

(10) This procedure is used only for recognition and retention of high-performing existing academic staff who have been awarded a grant, award, or fellowship of acknowledged high national or international standing that may attract an external offer from an institution of equal standing. This includes recognition for excellence in teaching, research, or service or other competitive external recognition appropriate to the discipline.

(11) To support such a promotion, the achievement must be of demonstrable significance and clearly reflect that the staff member is already functioning at the level to which they are seeking promotion. Evidence should show alignment with the criteria and expectations of the higher academic level, ensuring the promotion is both merited and strategically justified.

Eligibility

(12) Staff must have completed at least 12 months of continuous service and passed probation. In exceptional cases, this may be reduced to 6 months with Deputy Vice-Chancellor approval.
Applications must be supported by the Dean and approved by the relevant Deputy Vice-Chancellor or nominee.
A previous unsuccessful promotion decision must be followed by persuasive evidence of a significantly stronger case.

Application

(13) Applicants will follow the same application procedure as the annual round of promotion process specified in the Academic Promotion Procedure Levels C, D and E.

(14) The intent to apply for an out of round promotion must be endorsed by the relevant school Dean, their equivalent or nominee before application submission.

Application Requirements

(15) Applications must be initiated by the Dean or equivalent, who will identify eligible staff and coordinate the application process to ensure consistency and fairness.

(16) If there has been a previous decision not to promote, there must be persuasive evidence of a significantly stronger case for promotion.

Assessment of Applications

(17) In considering the promotion case, the College Deputy Vice-Chancellor will:

1. assess the application against the same promotion criteria and standards of performance for the level being sought as set for the annual promotion round.
2. provide their recommendations to the Deputy Vice-Chancellor Education within five (5) working days of receiving the submission, indicating whether they support the promotion.

(18) The Deputy Vice-Chancellor Education will review the submission and recommendation, ensuring consistency with university promotion standards. The Deputy Vice-Chancellor Education holds final decision-making authority and will also ensure that the outcomes are communicated in a timely manner.

Implementation

(19) The Executive Officer will communicate the outcome to the Dean or equivalent.

(20) The Dean is responsible for providing updates to the applicant.

(21) If the promotion is approved, People & Culture will update the staff member’s record to reflect the promotion and issue a new contract. The promotion will take effect from the date stipulated in the application.

(22) If promotion is not approved, the Deputy Vice-Chancellor Education may recommend the payment of a market loading as an alternative.

(23) The Dean (or nominee) is responsible for supporting the applicant to manage the implications of the promotion outcome, both in workload planning and career development.

Equity and Transparency

(24) The University is committed to ensuring transparency in promotion decisions. A summary of out-of-round promotions, including rationale and outcomes, will be reported annually to the Academic Promotion Committee.

Section 5 - Compliance

(25) Breaches of this Procedure are monitored by the RMIT People Promotions Team and reported on an annual basis to the Deputy Vice-Chancellor Education. 

(26) The Deputy Vice-Chancellor Education reports breaches on an annual basis to Academic Board. 

(27)  Breaches of this procedure are reportable via the Organisational Breach Reporting Form and are managed in accordance with the Compliance Breach Management Procedure.