New Promotion Guidelines2023

HUSSAINI ADAMU FEDERAL POLYTECHNIC, P.M.B.
5004,
KAZAURE, JIGAWA STATE.
GUIDELINES FOR THE APPOINTMENTS AND

PROMOTIONS
OF ACADEMIC STAFF
MAY, 2023
HUSSAINI ADAMU FEDERAL POLYTECHNIC KAZAURE, JIGAWA STATE

This document was revised and approved by the Governing Council at its……………
meeting held on ………. To take effect from………
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POLYTECHNIC VISION
“A citadel of learning producing graduates with Technological and Entrepreneurial

Skills for self-reliance and Global Competitiveness”.
POLYTECHNIC MISSION
“To create a conducive teaching and learning environment for individuals towards self-
reliance and sustainable National Development”
CORE VALUES
Quality, Hard Work and Diligence
Performance-Based Reward and Recognition System
Openness, Transparency and Accountability
Respect for Human Dignity and Human Rights
Focused and Dedicated Leadership at Each Hierarchy of Authority
TABLE OF CONTENTS
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SUBJECT PAGE
Title Page
Approval Page
Polytechnic Vision
Polytechnic Mission
Core Values
Table of Contents
1.0 INTRODUCTION
2.0 GENERAL RULES
3.0 APPOINTMENTS, PROMOTIONS AND DISCIPLINARY COMMITTEE
3.2 Terms of Reference of AP&DC
3.3 Composition of Appointments, Promotions and Disciplinary Committee
4.0 PROCEDURE FOR APPOINTMENTS AND PROMOTIONS
4.2 Promotions
4.3 Basis for Appointments and Promotions of Academic Staff
5.0 APPOINTMENTS
6.0 POWERS OF APPOINTMENT
6.1 Powers of Council on Appointments
6.2 Powers of the Rector on Appointments
7.0 TYPES OF APPOINTMENTS
7.1 Permanent and Pensionable Appointments
7.2 Contract Appointment
7.3 Sabbatical Appointment
7.4 Visiting Appointment
7.5 Temporary Full-Time Appointment
7.6 Temporary Part-Time Appointment
8.0 VACANCIES
8.1 Advertisement for fresh Appointments
8.2 Processing of Applications
8.2.1 Referees
8.2.2 Fresh Appointments of Chief and Principal Lecturers
8.3 Procedure for Part-Time Appointment
8.4 Confirmation of Appointments
8.5 External Assessment
9.0 REQUIREMENT FOR APPOINTMENT OF ACADEMIC STAFF TO VARIOUS
RANKS
9.1 Assistant Lecturer – CONPCASS 02
9.2 Lecturer III – CONPCASS 03
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9.3 Lecturer II – CONPCASS 04
9.3 Lecturer I – CONPCASS 06
9.4 Senior Lecturer – CONPCASS 07
9.5 Principal Lecturer – CONPCASS 08
9.6 Chief Lecturer – CONPCASS 09
10.0 PROMOTIONS
10.1 General Guidelines
10.2 Procedure for Assessment for promotion of Academic Staff
a. Terms of Reference of the Committee (ASPSC)
b. Quorum
11.0 ACADEMIC POSITION
11.1. Fundamental Requirements for Promotions of Lecturers/Librarian
11.2. Fundamental Requirements for Promotions of Instructors
11.3. Fundamental Requirements for Promotions of Technologists
12.0 OVERALL ASSESSMENT FOR PROMOTION OF ACADEMIC STAFF
12.1 Lecturer/Librarian Cadre
12.2 Instructor Cadre
12.3 Technologist Cadre
13.0 METHODS OF SUBMISSION OF APPLICATION FOR PROMOTIONS
14.0 ALLOTMENT OF POINTS
14.1 Allotment of Points for promotions of academic staff
15.0 APPEALS
15.1 Guidelines for Handling Appeals Arising from Promotions
15.2 Appeals against Rejection at Department or Unit Level.
15.3 Appeal against Rejection at School or Units Level
15.4 Appeal against Decision of the ASPSC
15.4 Appeal against Decision of the Appointments, Promotions and Disciplinary
Committee
16.0 INTERPETATION OF KEY TERMS
APPENDIX A1: ASSESSMENT FORM FOR THE PROMOTION OF ACADEMIC STAFF

APPENDIX A2: ACADEMIC STAFF EXTERNAL ASSESSMENT FORM
APPENDIX A3: ACADEMIC STAFF PROMOTION DEFICIENCY FORM
1.0 INTRODUCTION
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The guidelines for the appointments and promotions of academic staff are derived from the
component of the Scheme of Service of Federal Polytechnics in line with the current trends
and procedures of advancement of employees as clearly stated in the Federal Civil Service
Commission revised guidelines. This strategic document is meant to help the Polytechnic
administration to evolve a more comprehensive format for assessing all grades of academic
staff for appointments and promotions.
2.0 GENERAL RULES

2.1 The Appointments, Promotions and Disciplinary Committee (AP&DC) shall, on behalf of
Council, have the responsibility for all matters pertaining to appointments and promotions
of all categories of academic staff in the Polytechnic.
2.2 Promotion shall be a privilege, and not a right.
2.3 All conversions or change of cadre shall be subject to the need of the Institution
2.4 Promotion shall be once every year and shall normally commerce in June and, save in
exceptional circumstances, shall take effect from 1st January of the following year.
2.5 Staff on study leave shall be entitled to only one promotion while on the leave, except for
part time study. The period for the next promotion begins from when they submit the
certificate.
2.6 Normal promotion from one grade to another shall not be entertained until a staff has spent
at least three years after the first promotion. In exceptional circumstances, accelerated
promotion may be considered for a staff who has distinguished himself/herself in his/her
duties.
2.7 Staff on probation are not eligible for promotion
2.8
2.9 Staff with established disciplinary cases within their promotion periods shall have their
promotion put on hold until their cases are determined.
2.10 A staff exonerated from disciplinary case, shall have his/her promotion back-dated and all
the benefits attached to the promotion.
2.11 No staff shall be considered for promotion unless his/her appointment has been confirmed.
2.12 Publications in journals based in secondary schools and other similar institutions shall not
be considered for promotion.
2.13 Generally, academic staff must be assessed on the primary functions of teaching,
supervising, research, library duties, community services and any additional duties
considered basic for academic staff. These basic academic tasks vary from one category of
academic staff to another, depending on where the staff is posted to carry out his/her
primary duty within the Polytechnic.
2.14 To qualify for promotion, a staff must score at least an average of 50% of three years in the
Annual Performance Evaluation Report.
2.15 If a person scores the required points for appointments and promotions without meeting the
required number of publications, he/she shall not be appointed or promoted.
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2.16 Staff on contract appointment are not eligible for promotion.
2.17 The criteria for appointment and promotion appraisal of academic staff shall be carried out
in compliance with the specific criteria for each of the various categories of staff.
2.18 Applicant must be medically fit and must present evidence of fitness from the Polytechnic
clinic.
2.19 Ex-convict shall not be appointed.
3.0 APPOINTMENTS, PROMOTIONS AND DISCIPLINARY COMMITTEE

3.1 There shall be a standing committee known as Appointments, Promotions and Disciplinary
Committee (AP&DC)
3.2 Terms of Reference of AP&DC

i. To consider all appointments and promotions and make appropriate recommendations
to Council
ii. To decide the point in the appropriate salary scale at which a member of staff shall be
placed on first appointment or on promotion in accordance with the regulations
approved from time to time by Council.
3.3 Composition of Appointments, Promotions and Disciplinary Committee

i. The Rector ------------------------------ Chairman
ii. Four (4) Members of Council ------- Members
iii. Registrar ---------------------------------- Secretary
In Attendance:
iv Deputy Registrar Council
v Principal Confidential Secretary to the Registrar
4.0 PROCEDURE FOR APPOINTMENTS AND PROMOTIONS

4.1 Appointments
4.1.1 For new appointments into academic positions in the Polytechnic, formal applications from
suitably qualified candidates shall normally be required, and addressed to the Registrar,
Hussaini Adamu Federal Polytechnic, Kazaure, Jigawa State. The applications shall be
screened by the appropriate Head of Department and cleared with the Rector through the
relevant Dean of School for interview into established and funded vacancies. Arrangement
for interview shall be made by the office of the Registrar which shall normally send letters
of invitation for interview to candidates on a date and time determined by the Registrar, as
secretary to the AP&DC, in consultation with the Rector, who is the Chairman of AP&DC.
4.2 Promotions
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4.2.1 Promotions of existing academic staff shall normally take place during annual promotions
exercise to be undertaken by the Polytechnic’s AP&DC.
4.2.2 Such promotion meetings shall be preceded each year by a Call Circular issued by the
Registrar who shall invite submission from Heads of Department of staff who shall have
been screened and cleared by the appropriate Department/ School Appraisal Committees
and recommended to AP&DC for promotion.
4.2.3 The process shall begin within each academic Department from June to September of each
year. Recommendations from the Departments shall reach the School not later than July.
Recommendations from Schools shall, through the Registrar, reach the Academic Staff
Promotion Screening Committee (ASPSC) not later than August. Recommendations from
the ASPSC must reach the Establishment Committee not later than September.
4.3 Basis for Appointments and Promotions of Academic Staff

i. General ability, aptitude and experience
ii. Good disposition, including readiness to accept additional responsibilities.
iii. Evidence of outstanding academic performance
iv. Evidence of sound initiative and experience
v. Evidence of significant contribution to civic activities
vi. Excellent human relation and personal integrity
vii. Respectable appearance
viii. Absence of record of disciplinary case(s) or conviction.
5.0 APPOINTMENTS
5.1 Appointments of staff to established post shall be on pensionable or contract bases or on
secondment or visiting or sabbatical or transfer from such service in Nigeria as the
Polytechnic may accept for that purpose.
6.0 POWERS OF APPOINTMENT

6.1 Powers of Council on Appointments
Council shall appoint all members of academic staff other than those for whom a specified
method of appointment is otherwise provided. Appointments shall be made on such terms
and conditions as the Council may determine.
6.1.1 Appointments to all positions shall be subject to available vacancies as may be determined
from time to time by Establishment and budgetary provisions
6.1.2 Interviews shall be conducted and the results of such interviews shall be sent to the
Chairman, AP&DC by the Dean/Director as the case may be, through the Rector.
6.2 Powers of the Rector on Appointments
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6.2.1 The Rector shall have the power to make temporary appointments of suitable candidates to
vacant posts for up to a maximum of 12 months; pending the procedures laid down for the
interview and assessment of applicants as appropriate. However, the Rector cannot appoint
a Chief Lecturer or Principal Lecturer or Chief Librarian on a temporary basis.
6.2.2 Temporary appointments that are not regularised within 12 months shall lapse or cease.
7.0 TYPES OF APPOINTMENTS

The Polytechnic shall have the following types of academic appointments:
7.1 Permanent and Pensionable Appointments

Only Nigerians between the ages of 18 and 50 years are eligible for permanent and
pensionable appointment. Employees are remunerated based on salary scales, as approved
by the Federal Government.
7.2 Contract Appointment

Contract appointment may be offered to expatriates only when suitable Nigerians are not
available. Nigerians may be employed on contract if;
a. they are pensioners

b. they are 50 years of age or over at the time they are being appointed.
c. They specifically request to be employed on contract terms and it is deemed in the
best interest of the service; and
d. The candidate possesses specialized competencies or skills and provided such are
duly advertised in at least three national newspapers.
i) For non-Nigerians, the provisions of the Public Service Rules
regarding contract appointments shall apply in all cases, except for
those persons married to Nigerians
ii) Spouses married to Nigerians should remain on contract until granted
Nigerian citizenship before being considered for appointment.
7.3 Sabbatical Appointment

This is the appointment offered, for one year, to academic staff. The officer to be appointed
shall be of the rank of Senior Lecturer to Chief Lecturer or their equivalent. The purpose is
for exchange of knowledge, and the employee shall be remunerated as permanent and
pensionable staff.
7.4 Visiting Appointment

This is the appointment offered to academic staff from other tertiary institutions of the rank
of Chief Lecturer or Senior Lecturer and above from a University for the purpose of
exchange of knowledge. Employees shall be remunerated on a percentage of their monthly
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salary at the place of primary assignment or as may be determined by the Governing
Council from time to time. In exceptional cases a Senior Lecturer or Principal Lecturer
may be considered for a visiting appointment.
7.5 Temporary Full-Time Appointment

This is the appointment offered to experts for a period of 6 months to 1 year to academic
staff of the ranks of Senior Lecturer to Chief lecturer in the area of specialization for the
purpose of the dissemination of knowledge. Employees shall be remunerated as may be
determined from time to time by the Polytechnic.
7.6 Temporary Part-Time Appointment
This is the appointment offered to experts in their fields or academic staff in other
Polytechnics or other higher institutions of learning to complement shortages in academic
departments for the purpose of the dissemination of knowledge. Employees shall be
remunerated as may be determined from time to time by the Polytechnic.
8.0 VACANCIES
i) Vacancies on the establishment shall normally be advertised. Promotions may, however,
be made from among serving employees of the Polytechnic to fill any vacancy. Any
departure from this rule shall be subject to the approval of the Governing Council.
ii) Notification of Vacancies: Heads of Departments shall send a list of all positions
approved in the estimates in line with the Strategic Plan, including likely resignations,
to the Registrar during December of every year.
8.1 Advertisement for fresh Appointments

i) All vacant positions, except the ones to be filled by promotion are to be filled by
internal and external advertisement
ii) Advertisement of vacancies shall be made by the Registrar preferably during the
months of January and February so as to enable internal processes and appointments to be
completed in good time.
iii) The advertisement shall specify all conditions such as, qualifications required for the
vacant post, as well as mode of application.
8.2 Processing of Applications

i) All applications shall be directed to the Registrar.
ii) The Registrar shall forward a copy of every application to the Head of
Department concerned through the Dean/ Director as soon as possible after closing
date of the advertisement for short listing of candidates for interview.
iii) The Head of Department shall short list all applications, after appropriate
consultation with his/her Departmental Screening Committee and submit the
applications with both shortlisted and non-shortlisted candidates to the Registrar
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through the Dean/Director, as the case may be.
Iv) The Rector shall approve the shortlists of candidates at all levels before they are
invited for interview.
8.2.1 Referees
i) Candidates shall be required to ask three referees to submit report on them. One of
the referees should be the applicant’s present employer/Head of Department, where
applicable.
8.2.2 Fresh Appointments of Lecturer 11 and above
i) Shortlisted candidates for the ranks of Lecturer 11 and above shall be required to
submit three copies of each of their publications or other evidence of research for
the effective assessment of their applications.
ii) Candidates shall be expressly informed that publications mean materials published
in scholarly journals or by recognised publishers as further defined under
publications in this Guidelines.
iii) The publications in (ii) above, together with the interview report shall be forwarded
to AP&DC for the purpose of establishing a prima facie case.
iv) Three copies of the publications of candidates (Principal and Chief Lecturers) with
established prima facie cases shall be sent out for external assessment
v) On receipt of a minimum of 2 positive external assessors’ reports, the Rector shall
present such reports to the AP&DC for consideration and recommendation to
Council for approval.
8.3 Procedure for Part-Time Appointment

i) Proposals for part-time teaching appointments shall be made by the Head of
Department, through the Dean, through the Registrar to the Rector. Such proposals
shall normally be accompanied by the candidates’ curriculum vitae.
ii) An appointment under this heading not lasting for more than a year can be
approved by the Rector. Appointments lasting for more than a year are to be
referred to the AP&DC for consideration and recommendation to Council for
approval. In any case, no appointment under this heading shall be renewed for more
than four times giving it a maximum allowable life span of five years
8.4 Confirmation of Appointments

i) All appointments made on permanent basis shall be subject to two (2) years’
probation, and thereafter, subject to consideration for confirmation.
ii) Staff whose appointments are due for confirmation shall apply to the Registrar
through their Heads of Department.
iii) All appointments subject to confirmation shall terminate after two (2) years unless
confirmed or extended by Council upon the recommendation of AP&DC.
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iv) Appointments may be confirmed to retiring age. However, the probation period
may be extended/deferred or the appointment terminated after due notice has been
given to the member of staff concerned.
v) Confirmation to retiring age after the probationary service shall be on the receipt of
positive recommendation from his/her Head of Department through the Dean of the
School.
vi) A Staff on probation shall not be granted training or study leave.
vii) A recommendation for non-confirmation shall be made only after the member of
staff concerned has been warned of his/her shortcomings in writing and has been given
sufficient time to remedy this.
8.5 External Assessment

The publications, qualifications and other relevant data in respect of any candidate for the
post of Chief or Principal Lecturer and their equivalent requiring external assessment shall
normally be sent to three assessors appointed from outside the Polytechnic. No
appointment to such a post shall be made unless at least two positive reports on the
candidate have been received and considered by AP&DC.
The external assessors shall be given a maximum of three (3) weeks period within which
to submit their assessment. If by the end of the three (3) weeks no report has been received
from an assessor, another assessor shall be appointed.
ii) The assessors shall be required to comment and give detailed assessment of each of
the publications, relating it to the discipline and indicating their opinions of the
extent of its contribution to the advancement of knowledge in the field useful to the
profession concerned.
iii) The assessor must after rating the publications state if candidates are appointable or
not appointable.
iv) In a situation that the candidate fails to secure a minimum of two positive responses
from the three assessors, the process of appointment shall be terminated and the
candidate so informed.
9.0 REQUIREMENTS FOR APPOINTMENT OF ACADEMIC STAFF TO VARIOUS

RANKS
Appointments to all academic positions must be predicated on the fact that the candidate
must have obtained an honours degree not below second class lower from a recognised
University or higher institution of equivalent status; or a Higher National Diploma (HND)
from a recongnised Polytechnic or a higher institution. This must exclude honours degrees
or HND Certificates obtained through correspondence or extra-mural studies. All
candidates must meet the minimum qualifications set out before appointment to the
respective ranks indicated below.
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9.1 Assistant Lecturer – CONPCASS 02
By direct appointment of a candidate possessing a good Bachelor’s Degree (minimum of Second
Class Lower Division) in relevant discipline plus NYSC discharge or exemption certificate.
9.2 Lecturer III – CONPCASS 03

9.2.1: By direct appointment of a candidate possessing a good Bachelor’s Degree (minimum of
Second Class Lower Division) in relevant discipline plus at least two conferences/seminar papers
and one journal article publication with at least three years teaching/research or industrial work
experience.
9.2.2: By direct appointment of a candidate possessing relevant Master’s Degree plus at least one
conference/seminar papers.
9.3 Lecturer II – CONPCASS 04

9.3.1: By direct appointment of a candidate possessing a good Bachelor’s Degree (minimum of
Second Class Lower Division) in relevant discipline plus at least one journal article publication
and two conference/seminar papers with at least six years teaching/research or industrial work
experience.
9.3.2: By direct appointment of a candidate possessing relevant Master’s Degree plus at least six
years’ teaching/research or industrial work experience or a Doctorate Degree in relevant discipline
plus three publications and three journal conference/seminar papers.
9.4 Lecturer I – CONPCASS 06

9.4.1: By direct appointment of a candidate possessing relevant Master’s Degree plus at least six
years’ teaching/research or industrial work experience and two journal publications plus two
conference/seminar papers or a Doctorate Degree in relevant discipline plus three years
teaching/research or industrial work experience plus two journal publications and five
conference/seminar papers.
9.4.2: Membership of relevant professional body is mandatory.
9.5 Senior Lecturer – CONPCASS 07

9.5.1: By direct appointment of a candidate possessing relevant Master’s Degree with at least 12
years’ teaching/research or industrial work experience. Such a candidate must have published a
total of three conference/seminar papers, three journal publications, or contribution of two
chapters in a standard text book(s).
9.5.2: By direct appointment of a candidate possessing a Doctorate Degree in relevant discipline

with at least nine years’ teaching/research or industrial work experience plus three journal
publications and four conference/seminar papers.
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9.5.3: Membership of relevant professional body is mandatory.
9.6 Principal Lecturer – CONPCASS 08

9.6.1: By direct appointment of a candidate possessing relevant Master’s Degree plus at least 15
years teaching/research or industrial work experience. Such a candidate must have published a
total of 5 conference/seminar papers, 3 journal publications or contribution of 2 chapters in a
standard textbook.
9.6.2: In addition to 9.6.1 above, candidate must have:

(i) Evidence of ability to initiate and supervise research work.
(ii) Must be registered with relevant professional body.
9.7 Chief Lecturer – CONPCASS 09

9.7.1: By direct appointment of a holder of a Doctorate Degree in the relevant field(s) from a
recognised institution with at least 12 years of teaching/applied research/industrial work
experience or a holder of Master’s Degree in relevant field plus at least post qualification cognate
experience.
9.7.2: In addition to 9.6.1 above, the candidate should have;

(i) Registration with relevant professional body
(ii) Evidence of community service.
10.0 PROMOTIONS
10.1 General Guidelines
i. Promotion means the elevation or advancement of an employee to an office or position
of higher rank on the ground of merit. For this purpose, an upward regrading to
overcome a previous anomaly in appointment or following the acquisition of higher
qualification shall not be regarded as promotion.
ii. Soon after receiving a notice from the Registrar, Heads of Department/ Academic
Units shall commence the promotion assessment of each staff using the relevant
appraisal form and this will thereafter be considered at the various promotion
committees, that is, Department, Schools Appraisal Committee, Academic Staff
Promotion Screening Committee and the Appointment, Promotion and Disciplinary
Committee
iii. The assessment of employees for promotion shall take into account, among other
things, the character, efficiency, loyalty, productivity and devotion to duty of the staff
concerned. In order to provide an objective basis for a continuing assessment, all Heads
of Department are required to submit an annual evaluation report on the relevant form
on every staff within the Department.
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iv. The annual evaluation report shall be written in triplicate on the relevant form. The
report shall include an appraisal of the work and character of staff member in respect of
whom it is written for the preceding 12 months.
v. Refusal to assess a staff by the Head of Department and refusal to complete the
appraisal form by a staff is misconduct, which attracts appropriate sanctions.
vi. The promotion of a staff whose character is reported to be unsatisfactory shall be
delayed until such a staff is cleared after due investigation by a disciplinary committee.
If misconduct is confirmed, such a staff shall have his/her promotion stopped for one
year before reconsideration, without back dating the promotion.
vii. For the position of Senior Lecturer and above, 50% of publications must be housed in
journals of candidates’ area of specialization.
viii. Where members of staff are on leave of absence, the years of such leave of absence
shall not be counted as earned periods for promotion.
10.2 Procedure for Assessment for promotion of Academic Staff

i. Assessment for promotion shall normally be conducted once a year in the second
quarter. The process shall begin within each Department/Unit. Recommendations from
the Departments/Units shall go to the Head of Department, to School Assessment
Committee and to the Establishment Committee. The Establishment Committee shall
forward its recommendations to the Management, which shall forward its
recommendations to AP&DC through the Rector.
ii. The Department Appraisal/Assessment Committee shall consist of the Head of
Department (as chairman) all Senior Lecturers, Principal Lecturers and Chief Lecturers
or their equivalent in the Department.
iii. The School Appraisal/Assessment Committee shall consist of the Dean (as Chairman)
Chief Lecturers, Heads of Departments.
iv. In the event that an application fails either at the Department/School level, the
candidate concerned must be officially informed immediately by the Head of
Department/Dean stating why the application was unsuccessful.
v. Obtaining the minimum qualification for the rank in the point system, in the manner
prescribed in the guidelines does not automatically mean that a candidate will be
promoted to a particular position. Such a score merely qualifies the candidate to be
considered by the various assessment committees of the Polytechnic.
vi. For any promotion from one level to another there must be evidence of outstanding
performance after last promotion.
vii. At all levels of appraisal, original publication shall be presented. In the case of online
publications, Downloads should indicate the URL, DOL and the date of downloads
11.0 ACADEMIC POSITION
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All candidates must meet the minimum qualifications set out before promotion to the respective
ranks indicated below:
11.1. Fundamental Requirements for Promotions of Lecturers/Librarian

S/N From To Requirements
1. Assistant Lect. Lecturer III/ Three years satisfactory service
/Librarian II Librarian I
2. Lecturer III Lecturer II /Snr. i. 3 years satisfactory service
/Librarian I Librarian ii. one journal article or two (2) conference
seminar/papers
3. Lecturer II/Snr. Lecturer I/Prin. i. 3 years satisfactory service
Librarian Librarian ii. Two (2) conference/seminar papers One (1)
additional journal article
4. Lecturer I/Prin. Snr. i. 3 years satisfactory service
Librarian Lecturer/Asst. ii. Two (2) conference /seminar/papers Two (2)
Chief Librarian additional journal articles or one (1) meaningful
chapter contribution in standard textbook
iii. possession of academic higher degree
iv. Certificate of registration with professional
body/learned society
5. Snr. Prin. Lecturer/ i. Three (3) years satisfactory service
Lecturer/Asst. Chief Librarian ii. Three (3) conference/seminar papers
Chief Librarian iii. Three (3) additional journal articles or two (2)
meaningful chapter contributions in standard
textbook or one (1) standard textbook
v. Evidence of community service
vi. Cumulative output shall be subjected to external
assessment
6. Prin. Lecturer / Chief Lecturer i. Three (3) years satisfactory service
Chief Librarian ii. Three (3) conference/seminar papers
iii. Four (4) additional journal articles or three (3)
meaningful chapters in a standard textbook or
one (1) standard textbook
v. Evidence of community service
vi. Cumulative output shall be subjected to external
assessment
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11.2. Fundamental Requirements for Promotions of Instructors
1. Higher Snr. Instructor Three (3) years satisfactory service
Instructor
2. Snr. Prin. i. Three (3) years satisfactory service
Instructor Instructor II ii. Evidence of independent practical project or
exhibition of independent practical project or (1)
journal article or two (2) conference/ seminar papers
read since last promotion
3. Prin. Prin. i. Three (3) years satisfactory service.
Instructor II Instructor I ii. Evidence of one (1) additional independent practical
project or exhibition and one (1) journal article or (2)
conference/seminar papers
iii. Evidence of community service.
v. Possession of relevant Postgraduate Diploma (PGD)
4. Prin. Asst. Chief i. Three (3) years satisfactory service since.
Instructor I Inst. ii. One (1) additional independent practical project or
exhibition or two (2) conference/seminar papers and
two (2) journal articles or (1) chapter contribution.
iii. Evidence of community service
5. Asst. Chief Chief i. Three (3) years satisfactory service since last
Inst. Instructor promotion.
ii. Evidence of two (2) independent practical projects or
exhibitions or three (3) conference/seminar papers and
(3) journal articles or 2 chapters or (1) textbook
Note Below:
a) An Instructor with relevant Degree or Academic Master Degree shall be converted to
Lecturer cadre, subject to satisfying the cumulative requirements for equivalent rank in the
Lecturer cadre.
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b) Independent practical project or exhibition shall have evidence of originality and relevance
to officer’s field of specialization.
c) An Instructor with relevant Degree or Academic Master Degree must apply for the
conversion to equivalent rank in the lecturer cadre.
11.3. Fundamental Requirements for Promotions of Technologists

1. Technologist Technologist I Three (3) years satisfactory service
II
2. Technologist I Snr. Technologist Three (3) years satisfactory service and (1)
conference/seminar/workshop paper.
3. Snr. Prin. i. Three (3) years satisfactory service
Technologist Technologist ii. Certificate of registration with professional
iii. One (1) Conference/Seminar paper.
4. Prin. Asst. Chief Tech. i. Three years satisfactory service.
Technologist ii. Certificate of registration with professional
iii. One (1) independent Practical Project
iv. One (1) Conference / seminar.
5. Asst. Chief Chief i. Three years satisfactory service
Tech. Technologist ii. Evidence of independent practical project or
exhibition.
v. One (1) Journal article
vi. Two (2) Conference / Seminar
Note Below:
Independent practical project or exhibition shall have evidence of originality and relevance to
officer’s field of specialization.
12.0 OVERALL ASSESSMENT FOR PROMOTION OF ACADEMIC STAFF

12.1 Lecturer/Librarian Cadre
S/N RANK MINIMUM REQUIRED
1 Assist Lecturer/Librarian II – Lect III/Librarian I 16 out of 40 (40%)
2 Lect III/Libr I – Lect II/Snr Libr 28 out of 70 (40%)
3 Lect II/Snr Libr – Lect I/Princ Libr 30 out of 76 (40%)
4 Lect I/Princ Libr – Snr Lect/Asst Chief Libr 35 out of 87 (40%)
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5 Snr Lect/Asst Chief Libr – Princ Lect/Chief Libr 36 out of 90 (40%)
6 Princ Lect – Chief Lect 38 out of 95 (40%)
12.2 Instructor Cadre

1 Higher Instr – SnrIntr 18 out of 44.5 (40%)
2 SnrInstr – PrincInstr II 22 out of 55 (40%)
3 PrincInstr II – PrincInstr I 23 out of 57.5 (40%)
4 PrincInstr I – Asst Chief Instr 24 out of 59 (40%)
5 Asst Chief Instr – Chief Instr 26 out of 64.5 (40%)
12.3 Technologist Cadre

1 Technologist II – Technologist I 17 out of 43.5 (40%)
2 Technologist I – Snr Tech 22 out of 54 (40%)
3 Snr Technologist – Princ Tech 23 out of 56.5 (40%)
4 Princ Tech – Asst Chief Tech 24 out of 59 (40%)
5 Asst chief Tech – Chief technologist 26 out of 64.5 (40%)
Note Below: For all cadres, the promotion applicant must satisfy all fundamental requirements.
13.0 METHODS OF SUBMISSION OF APPLICATION FOR PROMOTIONS

Submission shall be bound in three (3) hardcopies and a soft copy. All submission should start
from Departments/Units for deliberation and scrutiny. Applicants for promotion shall adhere to the
following order of items needed to be submitted.
1 Cover Page
2 Table of Content
3 Application for promotion must be endorsed by officer’s HOD and Dean
4 Assessment form duly completed and endorsed by Officer.
5 Letter of first appointment.
6 Letter of confirmation of appointment.
7 Letter of last promotion.
8 Curriculum Vitae (CV).
9 Academic and other certificates must be presented according to the year obtained
10 Certificate of Professional membership/learned society where applicable.
11 Conference papers, in order of presentation. Each conference paper will have its certificate
of presentation as its first page.
12 Journal articles and certificates if any should be arranged in order of publication
13 The cover of all journal articles must accompany the article
14 Book submitted as per the requirements mentioned above
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15 Chapter contribution shall be in a standard text book
16 A letter of acceptance for journal publication
17 Previous and current output shall be bound in one copy.
18 Evidence of community service may include but not limited to membership of
NGOS, donations, verifiable community project or service, a newspaper article on topical
issue and informative program presentation on radio or TV etc
19 Evidence of any other duty assigned and executed by the officer.
14.0 ALLOTMENT OF POINTS

14.1 Allotment of Points for promotions of academic staff
1. Academic Qualification (Maximum 13 points)
a. PhD 5
b. Masters 4
c. Bachelor Degree/HND
i. First Class/Distinction 3
ii. Second Class Upper/Upper Credit 2
iii. Second Class Lower/Lower Credit 1
d. Teaching Certificate/ND 1
2. Teaching (Maximum 38 points)

a. Quality of teaching 1pts per course
i. No. of courses taught - (maximum of 7 Pts.) within promotion period
ii. Contact hours/work load - 0.5 for each contact hr (Maximum of 7 Pts.)
within the promotion period.
iii. Project supervision - 1pts per project (Maximum of 5 Pts.) within the
Promotion Period
iv. External Examiners Report - 1 pt per paper max. of 2pts within promotion
period
v. Punctuality - 4 points within promotion period
b. Experience in Teaching/Research- (cognate experience) 0.5 pts/yr max. of 7 pts
c. Industrial Experience
i. SIWES supervision/Field Trip - 2Pts maximum within promotion
period
ii. Consultancy experience - 2 pts maximum.
d. External Examination/Supervision or review of journal articles/conference papers- 2
pts maximum.
3. Publications/Independent Practical Projects/Exhibition (max. 21 points)

i. Conference/Seminar/Workshops papers - 0.5 per paper (max 2 pts)
ii. Technical Report -0.5 per report (max. of 2pts)
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iii. Journal Article/Independent personal - 1pt local and 1.5 pt High ethical per paper
Project/Exhibition (max 6pts)
Note: For a joint article/IPP/Exhibition, the collaborating authors shall have same point.
iv. Standard Textbook - 4 pts Per book
v. Chapter in a Textbook - 1.5pts per chapter
vi. Editing of Standard Textbook/Journal - 1.5pts per book/journal
vii. Compilation of bibliography or Index - 1 pt
4. Administrative Experience/Community Service (13 points)

i. Directorship 2pt. per year (max. of 4pts)
ii. Headship of Department 1.5 pt. per year (max. of 3 pts)
iii. Department/College responsibilities 1 pt per year (max 2 pts)
iv. Membership of Standing Committee 1pt per Cttee (max 2 pts)
v. Membership of Ad-Hoc Committee 0.5pt per Cttee (max 1 pt)
vi. Community Service 0.5 per comm. Ser. (max 1 pt)
5. Membership registration with professional body/Learned society - 3 points
15.0 APPEALS
15.1 Guidelines for Handling Appeals Arising from Promotions
A Candidate not recommended for promotion at any point in the assessment or appraisal process
may petition in the manner prescribed below:
15.2 Appeals against Rejection at Department
i. The appeal shall be addressed to the Dean of the School through the Head of
Department within 14 days on receipt of the information.
ii. The appeal shall first be discussed by the Department Assessment Committee before
being transmitted, with appropriate comments, to the Dean by the Head of Department.
iii. The Dean shall present the appeal, together with the comments of the Head of
Department to the School Assessment Committee.
iv. The decision of the School Assessment Committee shall be final.
15.3 Appeal against Rejection at School Level

i. The appeal shall be addressed to the Chairman of the ASPSC through the Dean of the
School and through the Head of Department.
ii. It shall first be discussed by the School Assessment Committee
iii. The comments, together with the appeal shall be forwarded to the ASPSC
iv. The decision of the ASPSC shall be final.
15.4 Appeal against Decision of the ASPSC
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i. The appeal shall be addressed to the Chairman of the Appointments, Promotion and
Disciplinary Committee of the Council, through the Chairman of the ASPSC, through
the Dean of the School and through the Head of Department.
ii. It shall first be discussed by the ASPSC
iii. The comments, together with the appeal shall be forwarded to the Appointments,
Promotions and Disciplinary Committee of Council.
iv. The decision of the Appointments, Promotions and Disciplinary Committee shall be
final.
15.5 Appeal against Decision of the Appointments, Promotions and Disciplinary

Committee
i. Appeal at this level can only be accommodated where the candidate provides fresh
evidence that was not available to the Appointments, Promotions and Disciplinary
Committee at the time of its earlier decision.
ii. The appeal shall be addressed to the Chairman of the Appointments, Promotions and
Disciplinary Committee through the Dean of the School.
iii. The comments of the School Assessment Committee together with the appeal shall
be forwarded to the Appointments, Promotions and Disciplinary Committee.
iv. The decision of the Appointments, Promotions and Disciplinary Committee on this
matter shall be final.
v. Appeals should reach the Chairman of the Appointments, Promotions and
Disciplinary Committee not later than 3 weeks from the decision of the Committee.
16.0 INTERPETATION OF KEY TERMS

1. Satisfactory Service
a. Absence of disciplinary case within the promotion period
b. Attaining minimum required points from the Service section of Evaluation Form
2. Conference/Seminar/Workshop Papers Presented at any of the following:

i. Academic papers presented internally at College.
ii. Academic papers presented at National or International level organized by
Academic Institutions, Professional bodies National or International Organization
or Agencies.
iii. Papers presented of local, national or international workshop organized by
recognized bodies.
3. Reputable Journal, must have the following

i. ISSN
ii. Editorial Board composed of credible professionals
iii. Credible Consulting/External Assessors
22 | P a g e
iv. Published by recognized academic institutions, professional bodies or publishing
companies.
4. Standard Textbook (Tetfund Standard)

i. Shall not be less than 50 pages.
ii. Shall have ISBN
iii. Shall have table of contents
iv. Shall have a preface
v. Shall have bibliography or reference.
vi. Shall be relevant to officer’s area of specialization
5. Chapter in Textbook
Shall be in standard Textbook and relevant to officers’ field of specialization
6. Practical Project
A product created by an individual or group with evidence of originality. The project must
be accompanied with project report.
7. Exhibition
i. A Public show of products with evidence of original and relevant to the officers’
field of specialization
ii. For local exhibition (within Polytechnic) the Management shall invite an external
assessor to the exhibition.
iii. For National/International exhibitions, assessment report or certificate shall be
submitted
8. Community Service
Evidence of community service may include, but not limited to, the followings:
i) Membership of an NGO,
ii) A donation,
iii) A verifiable community project or service,
iv) A newspaper article on a topical issue or an informative programme
v) Presentation on radio or television
9. Professional Body – Member of professional body relevant to the officer’s discipline

includes but not limited to Fellow/Associate/corporate membership.
10. Contact hours/Work Load: Is the number of hours for courses calculated per week
contact to students.
23 | P a g e
11. Consultancy Experience: The provision of expertise or strategic advice that is presented
for consideration and decision-making.
12. External Examination: An examination prepared or conducted outside the polytechnic

where the examination or assessment is given.
13. External Examiners Report: A report on the procedure, conduct and outcomes of the
examination, this could be provided in various forms and by various means.
14. Publication: Definition of Publication: An original work issued to the public for
advancement of knowledge in any of the following forms:
1. Articles published in reputable journals
2. Chapters in relevant books
3. Published conference papers
4. Creative works/exhibitions in fields such as Art, music, graphic design, engineering etc
5. Research Reports, book reviews
6. Project design, project implementation/supervision. It an academic writup reviewed and
24 | P a g e
APPENDIX A1
HUSSAINI ADAMU FEDERAL POLYTECHNIC KAZAURE

P.M.B. 5004 Jigawa State- Nigeria
ASSESSMENT FORM FOR THE PROMOTION OF ACADEMIC STAFF
A - PERSONAL DATA
Name………………………………………………………………….…………………………
Department ………………………………………………….……………………………………
School/Unit………………………….………………….. Present rank ………………………….
Present salary /COMPACASS………………………………………………………………….
Date of first appointment……………………………..………………………………………...
Date of present appointment………………………….………………………………………….
Rank/promotion (in view)…………………………………..………………………………………
B - EDUCATIONAL QUALIFICATIONS (Maximum 14 Points)

Qualification Points scored
PhD (5 points)……………………….. ………..………..
Masters (4 points)…………………… …..……………..………..
First Degree and its equivalent:
i. First Class/Distinction (3
points)………………….……………………………….……………
ii. Second Class Upper/Upper Credit (2 points)…………………………..…………………
iii. Second Class Lower/Lower Credit (1 point) ………………………………………………
Teaching Certificate/ND (1 point)
…………………………………………………….………………
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Sub-Total ……………………………………………………
C - TEACHING / Research / Library Service (Maximum 37 points)

1. Workload (Maximum 7 points) (Attach course allocation letter)
Course Name/Code Points (1points per course)
……………………………………………. ………………………….…
……………………………………………. …………………………….
……………………………………………… …………………….
……………………………………………… ………………………
……………………………………………… ………………………
2. Experience in Teaching/Research/Lib. Serv (Maximum of 7points) ……yrs x 1.0 point

(Cumulative)
3. Contact Hours (Maximum of 7 points) ……………… units x 0.5 point

(2 hrs of library service = 1 lecture contact hr)
4. Punctuality (3 points) ……………………………………………………………………..
5. Industrial Experience
1) SIWES Supervision/Field Trip (2 points) …… (Attach letter of nomination)
2) Consultancy (2 points) ………(Attach letter/evidence of participation)
6. External Examiners Report (maximum of 2 points) (Attach report)

………………………………………………………………………………………………
….……….
7. External Examination/Supervision/Review of journal article/conference papers

(maximum of 2 points)(Attach appointment letter) ………………….………
8. Project Supervision (5 points) ………… unit x1.0 point………… (Attach title(s) of

project and year)
Sub-Total ………………………..…………………………..
D- PUBLICATIONS/INDEPENDENT PRACTICAL PROJECT/EXHIBITION

(Maximum of 21 points)
1. Seminar/Workshop/Conference Papers (out of 2 points) …………. x 0.5 ………………
2. Technical Report (Out of 2 points)………………….. x 0.5…………………………..
3. Journal Article/Independent Personal Project/Exhibition 1pt local (out of 6 points)
……………………………………………………………………………………………
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4. Standard Text Book (4 points per book) …………………………………………………
5. Chapter in Text Book (1.5 points per chapter) (maximum of 3 points)
……………………………………………………………………………………..……….
6. Editing of Standard Text Book/Journal (1.5 points per each edited) (Out of 3 points)
………………………………………………………………………………………….…
7. Compilation of Bibliography or Index (0.5 points per each max of 1 point)
Sub Total …………………………………………………………………..
E. ADMINISTRATIVE EXPERIENCE/COMMUNITY SERVICE (Max. 13pts)

1. Deanship/Directorship (2pt/yr) ………………………………………… (max. of 4pts)
2. Headship of Department (1.5 pt/yr) ……………………… (max. of 3 pts)
3. Departmental/School Responsibility (1pt/yr) ………… (max. of 2 pts)
4. Membership of Standing Committee (1.0pt/C’ttee) …. (max. of 2 pts)
5. Membership of Ad Hoc Committee (0.5pt/C’ttee) …… (max. of 1pts)
6. Community Service (0.5pt/C’ttee service) …………… (max.of 1pt)
Sub Total ………………………………………………………………..
F. Membership registration with professional body/learned society …..(max 3 pt) (Attach

certificate)
Sub Total …………………………………………….……………………………….
Total ……………………………………………………..………………….…………….
Officers Signature ……………………….…………Date ……………………….
G. OVERALL ASSESSMENT
1. Minimum Number of Points Required ………………………………………………….
2. Total Number of Points Scored ……………………………………………………………
3. Recommendation of Departmental Screening Committee……………….……………...
……………………………………………………………………………………….…
Chairman’s Signature…………………………………Date ……………………………..…….

Recommendation by the School Screening Committee ……………………………………………
………………………
Chairman’s Signature …………………..……………… Date ………………………………

Recommendation by ASPSC ………………………………………………..
Rector’s Approval
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Signature ……………………………………….. Date …………………………………..
APPENDIX A2

P.M.B. 5004 Jigawa State Nigeria
ACADEMIC STAFF EXTERNAL ASSESSMENT FORM
SECTION A (STAFF PERSONAL DATA)

Name of Staff …………………………………………………………………………………
Status ………………………………………………………….……………………………………
Title of paper ……………………………………………………………………………………
Purpose of Assessment …………………………………………………………………………….
SECTION B (ASSESSMENT)
Appropriateness of topic (5 marks) ………………………
Quality of Journal/publication (5 marks)………..……………
Abstract (5 marks)
………………………..………
Introduction / Statement of purpose (10 marks) …………………..
Content (45 marks)
…………………….……..
Where applicable, contents are broken as follows:
 Literature review (5 marks)
 Methodology (10 marks)
 Result/Data presentation (15 marks)
 Discussion (15 marks)
Conclusion / Recommendation (10 marks) ………………………………………
Contribution to knowledge (10 marks) ……………………………………….
References (10 marks)
……………………………………………….…
28 | P a g e
Total score (100%)
…………………………………………………
SECTION C (RECOMMENDATION)
Suitable / Not suitable
………………………………………………………………………………………
NB: Only score of 50% and above are suitable for promotion
SECTION D (DETAILS OF ASSESSOR)

Name …………………………………………….……………… Signature and Date ………
Rank
………………………………………………………………………………………………….
Address
……………………………………………………………………………………………..………
29 | P a g e
APPENDIX A3

P.M.B. 5004 Jigawa State Nigeria
ACADEMIC STAFF PROMOTION DEFICIENCY FORM
SECTION A (STAFF PERSONAL DATA)

Name of Staff ……………………………………………………………………………………..
Department ……………………………………………………….………………………………..
Status
………………………………………………………………….………………………………
DEFICIENCIES IN PROMOTION SUBMISSION
Please refer to your submission dated on the above-mentioned subject. The Academic Staff
Promotion Screening Committee has identified the following deficiencies in your submission.
1. ………………………………………………………………………………………………
2. ………………………………………………………………………………………………
3. ……………………………………………………………………………………………..
4. …………………………………………………………………………………………….
You are expected to remedy the identified deficiencies above and submit within one week for
further consideration of your submission.
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Thank you.
Committee Secretary
………………………………………
31 | P a g e

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HUSSAINI ADAMU FEDERAL POLYTECHNIC, P.M.B.

GUIDELINES FOR THE APPOINTMENTS AND

HUSSAINI ADAMU FEDERAL POLYTECHNIC KAZAURE, JIGAWA STATE

“A citadel of learning producing graduates with Technological and Entrepreneurial

APPENDIX A1: ASSESSMENT FORM FOR THE PROMOTION OF ACADEMIC STAFF

2.0 GENERAL RULES

3.0 APPOINTMENTS, PROMOTIONS AND DISCIPLINARY COMMITTEE

3.2 Terms of Reference of AP&DC

3.3 Composition of Appointments, Promotions and Disciplinary Committee

4.0 PROCEDURE FOR APPOINTMENTS AND PROMOTIONS

4.3 Basis for Appointments and Promotions of Academic Staff

6.0 POWERS OF APPOINTMENT

6.2 Powers of the Rector on Appointments

7.0 TYPES OF APPOINTMENTS

7.1 Permanent and Pensionable Appointments

7.2 Contract Appointment

a. they are pensioners

7.3 Sabbatical Appointment

7.4 Visiting Appointment

7.5 Temporary Full-Time Appointment

8.1 Advertisement for fresh Appointments

8.2 Processing of Applications

8.3 Procedure for Part-Time Appointment

8.4 Confirmation of Appointments

8.5 External Assessment

9.0 REQUIREMENTS FOR APPOINTMENT OF ACADEMIC STAFF TO VARIOUS

9.2 Lecturer III – CONPCASS 03

9.3 Lecturer II – CONPCASS 04

9.4 Lecturer I – CONPCASS 06

9.4.2: Membership of relevant professional body is mandatory.

9.5 Senior Lecturer – CONPCASS 07

9.5.2: By direct appointment of a candidate possessing a Doctorate Degree in relevant discipline

9.6 Principal Lecturer – CONPCASS 08

9.6.2: In addition to 9.6.1 above, candidate must have:

9.7 Chief Lecturer – CONPCASS 09

9.7.2: In addition to 9.6.1 above, the candidate should have;

10.2 Procedure for Assessment for promotion of Academic Staff

11.0 ACADEMIC POSITION

11.1. Fundamental Requirements for Promotions of Lecturers/Librarian

11.3. Fundamental Requirements for Promotions of Technologists

12.0 OVERALL ASSESSMENT FOR PROMOTION OF ACADEMIC STAFF

12.2 Instructor Cadre

12.3 Technologist Cadre

13.0 METHODS OF SUBMISSION OF APPLICATION FOR PROMOTIONS

14.0 ALLOTMENT OF POINTS

2. Teaching (Maximum 38 points)

3. Publications/Independent Practical Projects/Exhibition (max. 21 points)

4. Administrative Experience/Community Service (13 points)

5. Membership registration with professional body/Learned society - 3 points

15.3 Appeal against Rejection at School Level

15.4 Appeal against Decision of the ASPSC

15.5 Appeal against Decision of the Appointments, Promotions and Disciplinary

16.0 INTERPETATION OF KEY TERMS

2. Conference/Seminar/Workshop Papers Presented at any of the following:

3. Reputable Journal, must have the following

4. Standard Textbook (Tetfund Standard)

9. Professional Body – Member of professional body relevant to the officer’s discipline

12. External Examination: An examination prepared or conducted outside the polytechnic

HUSSAINI ADAMU FEDERAL POLYTECHNIC KAZAURE

ASSESSMENT FORM FOR THE PROMOTION OF ACADEMIC STAFF

B - EDUCATIONAL QUALIFICATIONS (Maximum 14 Points)

C - TEACHING / Research / Library Service (Maximum 37 points)

2. Experience in Teaching/Research/Lib. Serv (Maximum of 7points) ……yrs x 1.0 point

3. Contact Hours (Maximum of 7 points) ……………… units x 0.5 point