The deadline for online applications is 5pm on 1 May 2025. A new online application to apply for promotion will be released in March 2025. It will be based on the 2024 forms. Further details will be available in March on this page.
What is academic promotion?
In an application for academic promotion, you make a special case that describes how you meet the specific criteria for promotion to a higher grade. The promotion process is separate from the regular annual and biennial academic performance reviews.
Academic promotion usually means a change in job title, but may also be used to progress beyond a salary bar or to apply for additional increments within some salary scales.
Guidance on applying for promotion
- Academic Staff Promotions Policy booklet (PDF)
- Applying for Academic Promotion (videos)
- Changes to the Promotions Policy effective 1 March 2024 (PDF)
- Timeline of dates for Academic Promotion
To find out which promotion(s) you are able to apply for, check the Academic Titles guidelines for your position. The specific criteria for each level of promotion are listed as Schedules in the Promotions Policy, along with all the other information you need to know before you apply.
Applications for promotion open in March each year when the updated policy is released, and applications normally close at the beginning of May. This year, in 2025, the deadline is 5pm on Thursday, 1 May. In March we hold information sessions for staff who are thinking of applying.
Applicants must consult with their Head of Department well in advance of the due date, because applications need to be submitted to HoDs (and Deans in Health Sciences) for comment before being delivered to Human Resources by the due date.
Your promotion application is a significant piece of work – it will require a lot of planning to gather the evidence you need to support your application. Even though the policy is updated in March each year, you should have a look through the current policy as you plan your application. When we release the updated policy we will also provide a list of the changes.
Guidance for clinicians
Are you a clinical teacher working at a hospital or other health provider? You may apply for promotion to either of the following titles:
- Clinical Associate Professor
- Clinical Professor
To be promoted, you will need to show that your academic and professional reputation is such that you would likely be appointed at, or promoted to associate professorial or professorial level.
Promotion information sessions are provided by HR via Zoom. A member of the relevant promotions committee will be there to answer your questions. Please register to attend.
Academic Promotion effective 1 February 2026 – How to apply
Applications are due by 5pm on Thursday, 1 May 2025 for Academic Promotions effective 1 February 2026.
Full applications include a Head of Department Assessment Statement. You will need to check with your academic head about their internal deadline so that your academic head will be able to complete the assessment statement in time for your full application to reach HR by the due date. For most Health Sciences staff, the application also needs to be submitted to the Dean before the due date.
Process for submitting and sharing application documents
Use the online portal to apply for academic promotion
Academic Heads information
The Head of Department and any Senior Academic completing an Additional Assessment Statement for the applicant will access the application in the new online application and submit their Assessment Statement via the online application. For Health Sciences Schools, Deans will complete their part of the Assessment Statements via the online application.
Application for promotion: checklist
To make sure the process goes smoothly, make sure you include the correct documents. The application form and documents to prepare your application is to be read in conjunction with the full promotions policy.
- Academic promotion application form is available in the online Academic Promotion system (see Appendix 2 of the policy)
- A personal statement, addressing how your performance meets the criteria for the promotion you are seeking
- Otago Teaching Profile (unless you are Research Only Staff)
- Copies of reviews of books or artistic performances if available
- Current CV using the standard University format (DOCX)
- Evidence of acceptance of any unpublished manuscripts
- Head of Department Assessment Statement is completed in the online Academic Promotion system (see Appendix 5 of the policy)
- Referees Form* is completed in the online Academic Promotion system (see Appendix 6 of the policy)
* Required for applications for promotion to Associate Professor, Clinical Associate Professor, Research Associate Professor, Professor, Clinical Professor, Research Professor
Applying for academic promotion
In these short videos, experienced academic staff members discuss aspects of a promotion application.
What the committees are looking for in your application
How to provide evidence of your teaching success
Get it done
Key contacts
Contact Promotions and Progression
academic.promotions@otago.ac.nz
+64 3 479 8266