Frequently asked questions

 

Procedure

How was the policy drafted?

The policy was drafted over the course of one year in collaboration with the Deans of Faculties, Directors of Interdisciplinary Centres, Human Resources department, and in consultation with the staff delegation. During the drafting process, the University took into account:

• The rules on the promotion procedure as laid out in the University Law;
• A benchmark of similar processes and procedures at other institutions; and
• Differences in staff activities (teaching load, technology transfer, etc.) between Faculties and Interdisciplinary Centres.

Who was responsible for approving the policy?

The Board of Governors.

Under paragraph [1] of the University internal regulations (règlement d’ordre intérieur), policies of a strategic nature, covering the key missions and activities of the University, are approved by the Board.

The Board approved the Competitive Promotion Policy at its 5 April 2019 meeting.

How are applications evaluated?

The evaluation includes two major components: evaluation of the applicant across the assessment areas based on own merits, as well as a ranking among the whole pool of applicants.

The applicant’s performance will be measured along the following areas:

• Research and scholarship;
• Teaching;
• Knowledge and technology transfer;
• Administration and management.

I am a research scientist and would like to apply for an associate or full professorship directly. Is this possible?

The University Law foresees that individuals advance one only level at a time.

I am a senior lecturer. May I apply for promotion to assistant professor?

The law does not foresee the possibility of promotion from senior lecturer to assistant professor as part of the competitive promotion process.

 

Eligibility criteria

I would like to apply for promotion from Research Scientist (Maître-Assistant) to Assistant Professor. What eligibility criteria apply?

Two eligibility criteria apply for promotion from research scientist to Assistant Professor:

• Applicants must have been employed at the University for 60 months;
• Applicants must have spent at least 12 months at another university or research institution abroad (outside Luxembourg) since the completion of his/her doctoral studies.

I would like to apply for promotion from Assistant Professor to Associate Professor. What eligibility criteria apply?

Applicants must have been employed at the University for 60 months to be eligible for promotion through the competitive promotion scheme.

I would like to apply for promotion from Associate Professor to Full Professor. What eligibility criteria apply?

Applicants must have been employed at the University for 60 months to be eligible for promotion through the competitive promotion scheme.

My employment with the University started in 2014. What is the exact cut-off date for the 60 month employment eligibility criteria?

Applicants must have been employed at the University for at least 60 months by 15 May 2019.

I did not spend 12 months at another institution abroad directly following my doctoral studies. May I still apply?

External postdoctoral research experience of at least 12 months is required. The University recognizes the following types of experiences:

• Contractual work undertaken with (an)other institution(s) on a full or part-time basis; and
• Visiting researcher stays carried out on a non-contractual basis but otherwise recognized and recorded by the host institution(s).

The 12 months total experience may be consecutive or cumulated over several periods.

Ongoing or past teaching missions as adjunct lecturer at other institutions do not count towards fulfilment of this eligibility criteria.

What proof is necessary to establish the required external postdoctoral research experience?

Certificates issued by the relevant institution(s) must be submitted at the time of application as proof of fulfilment of this criterion.

These should be signed and stamped certificates on official letterhead from host institutions confirming dates of affiliation.

I have been employed 60 months at the University, but in various functions. Do these all count towards the 60-month eligibility criteria?

Yes. Any individual currently employed at the university for at least 60 months – in whichever position, on full-time or part-time, fixed-term or permanent contract – may request to be considered for promotion as part of the competitive promotion process.

I have received a promotion recently. When may I stand for promotion again?

Individuals who have been previously promoted either through the competitive promotion process or following a positive tenure-track evaluation should wait at least 24 months before requesting to stand for promotion to the next level.

I have changed functions recently following an open call for a professoral position. May I stand for promotion?

Yes, as long as you meet the 60-month employment criteria.

May a contract of employment be accepted as proof of external postdoctoral research experience in lieu of signed and stamped attestations on official letterhead from host institutions confirming dates of affiliation?

Yes, if accompanied by an official letter confirming the separation date with the former employer.

Can a research collaboration without a stay be considered as part of the external postdoctoral research experience?

No.

 

Positions opened

Why are the number of positions opened for each academic rank limited?

The number of promotions to a given professorial rank is limited under the University Law.

For every four (4) new appointments to a given rank, only one (1) appointment may be made by way of promotion (i.e. 25%).

This 25% quota is applicable for appointments to each professorial rank independently.

How many positions have been opened for promotion to Assistant Professor?

Three (3) positions, i.e. the maximum number of positions permitted applying the quota under the University Law.

How many positions have been opened for promotion to Associate Professor?

Five (5) positions, i.e. the maximum number of positions permitted applying the quota under the University Law.

How many positions have been opened for promotion to Full Professor?

Four (4) positions, i.e. the maximum number of positions permitted applying the quota under the University Law.

 

Preparation of my application

How may I apply?

The first step in the application process is to submit your notification of intent by 15 May 2019 by filling out the following form.

Thereafter, you will receive a link to submit your official application. This application is due by 15 June 2019.

For information on the necessary application materials, please consult annex 2 of the Competitive Promotion Policy and the templates available in the Documents [HYPERLINK] section.

What materials are required for the promotion application?

The list of documentation required is laid out in the applicant checklist.

Detailed additional information may be found in Annex 2, “Documents provided as part of application for competitive promotion”, of the Competitive Promotion Policy.

Is there a template I should use for annexes of the application form?

Please use the provided template for the Personal statement.

For Annexes 1-6 of the application, there are no set templates. However, for each annex, please ensure you provide information for all the subcategories as described in the Competitive Promotion Policy, Annex 2 “Documents provided as part of application for competitive promotion”.

These should be clearly marked, and each subcategory should be listed on a separate page. You may utilise whichever layout best suits your purposes.

What file format should I use to upload the annexes to the application?

Files should be submitted in .pdf format

Please note that each question prompt only accepts one (1) uploaded file. You can upload multiple files either by compressing them into a .zip file or creating a .pdf portfolio.

How do I choose the weighting of the assessment areas?

When allocating weightings, you should:

• Consider the weighting of your case carefully;
• Consult the Dean or Director of your entity, who must confirm your weighting choice;
• Selected weightings should reflect the importance of each area of assessment in relation to your achievements.

Weightings should add up to 100% and meet the minimum and maximum requirements of the weighting scale defined in the Competitive Promotion Policy, section “Weighting of assessment areas”.

Where do I get the list of courses I have taught at bachelor and masters level?

The Office of the Rector will provide you with an export of the list of courses taught, as recorded in the official database (ACME).
The course descriptions will not be included. You are kindly asked to provide these separately.

Which years of activity are taken into consideration for the promotion evaluation?

Applicants may submit evidence from across their career span, however, particular focus should be made on activities in the last five years.

May I include articles/manuscripts which have been accepted by a journal or publisher?

Yes. Applicants should include the official letter from the publisher confirming the impending publication and, as applicable, the link to the forthcoming article.

For the key summaries, does an abstract count as a summary?

Yes, but the applicant may also state why s/he considers the paper to be key.

Teaching portfolio: Where do I get an extract from the University course management system (ACME) regarding my teaching activity?

The competitive promotions team will forward you an ACME export stating the courses taught. You will be asked  to complete it with the course description(s).
In case you note discrepancies on the export, kindly contact the course director and the study and programme administrator in order to request updates.

Teaching portfolio: I do not have a teaching peer review report. Does that disqualify me?

No.

Teaching portfolio: How do I present evidence on innovative teaching and learning activities, assessment practice and experience evaluating study programmes?

Applicants are invited to prepare a descriptive narrative statement outlining such activities and include annexes of examples i.e. syllabi/course outline, assessment tasks, nomination as study programme evaluation committee member.

Teaching portfolio: What constitutes feedback from students on learning experience?

This includes but is not limited to: Written comments of students on course evaluation; letters from students (preferably un-solicited); statements from alumni.

Teaching portfolio: Course evaluation : Due to low student participation, the result is not statistically significant. Should this be included?

You may cite students' comments as part of the exercise.

Teaching portfolio: Student feedback: Am I allowed to include individual letters from students/alumni?

Yes.

 

Referees

Who should I choose for a referee?

Referees chosen to comment on research and scholarship:

These should be individuals with whom you have not worked directly but who are recognised in the field, are research active, and are familiar with the appropriate field of research.

They should be able to look at your work and provide an objective assessment of its quality.

Referees chosen to comment on other areas of assessment: One of your referees must be able to comment on the contributions to other areas of assessment.

I do not belong to a department or research unit. Who will provide one of the mandatory letters of reference?

The Rector will designate the appropriate individual after consultation of the Dean or Director of your entity.

Do referees need to have a full professorship or equivalent?

No, but they must be recognised experts in their field.

May referees be professor emeritus?

Yes.

May referees be selected from public research institutions or private R&D entities?

Yes.

I have co-published with a potential referee. Is he/she eligible as a referee?

Referees should not be co-authors.

Is an external service provider (a.e. from abroad) eligible as a referee?

If the person reported to you in this capacity, he/she may not act as referee.

I have co-edited with a potential referee.
Is he/she eligible as a referee?

No.

I have co-published with a potential referee in the same book, but there has not been any direct interaction.
Is he/she eligible as a referee?

Yes.

I have commented on someone's work in the past but not co-published.
Is he/she eligible as a referee?

Yes

I serve as a member of the CET for a colleague's doctoral candidate.
Is the colleagues eligible as a referee?

Yes, for external members.

What if a referee does not speak English? Will a reference letter also be accepted in French or German?

The reference letter must be in English, there is no guarantee the committee members speak French or German.

I have co-published with someone in the past but not in the last 5 years.
Is he/she eligible?

No.

A potential referee has been an invited speaker at a conference I have organised in the past.

Is he/she eligible?

Yes

A potential referee has been invited to serve as a lecturer in the framework of a Master/Bachlor programme.

Is he/she eligible?

Yes

 

Committees

Who sits on the External Evaluation Committee?

Members of the External Evaluation Committee hold the equivalent of a full professorship at another University or research institution and are internationally recognized for their expertise; they have had experience participating in evaluation activities for funding agencies, another universities, or research centres.

Nominations will be made later this spring.

Who sits on the Internal Promotion Review Committees?

Committee members will be Full Professors at the University of Luxembourg and internationally recognized for their expertise.

Each committee member is appointed by the Rector upon proposal by the Deans / Directors.

How were the disciplines for the internal committees determined?

The disciplines were determined based on two key criteria: relative closeness of disciplines as well as number of full professors who could serve on the committees for a given discipline.

Will the External Evaluation Committee receive the Internal Promotion Review Committee's input and opinion reports?

Yes.

 

Decision

If promoted, what will my new salary be?

In 2020, the salary grids as laid out in the collective bargaining agreement will take effect. Salaries will be aligned with the grid.

 

Other

I am a postdoctoral researcher/research associate. Why is there no process foreseen for promotion from postdoctoral researcher to research scientist?

The current promotion policy defines the modalities of the promotion scheme foreseen in the Law of 27 June 2018 on the organisation of the University of Luxembourg.

The University Law regulates only promotions from Research Scientist (Maître-Assistant) to Assistant Professor, from Assistant Professor to Associate Professor and from Associate Professor to Full Professor.

Promotion schemes for other staff categories will have to be addressed at a later date.

 

For further questions and guidance, please contact competitive.promotion@uni.lu.