Faculty Advertising Guidelines
□ Create your position announcement
Ø The position announcement must be fully reviewed/approved prior to advertising (per approvals on faculty requisition form). The text submitted with the requisition is considered the official position announcement and after approval will be posted on the UTEP website by Human Resource Services.
Ø The official position announcement should be detailed and include at minimum the required elements.
□ Complete and circulate faculty employment requisition form.
Ø Faculty Employment Requisition Form (available on the UTEP Forms Mine at http://admin.utep.edu/Default.aspx?tabid=1099 ) with attached position announcement should be submitted via email for approvals as follows:
· Created by Department Chair/Administrative Assistant and emailed to the respective Dean.
· Dean reviews requisition and position announcement text and forwards email approval (and attachments) to the Equal Opportunity Office () with “cc” to Department Chair.
· Equal Opportunity Office reviews and forwards email approval (and attachments) to the Budget Office and/or Office of Research & Sponsored Projects, as appropriate, with “cc” to Provost/VPAA’s office, Human Resources, Dean, Department Chair, Search Chair and College Administrative Officer.
· Budget Office reviews and forwards email approval (and attachments) to the above distribution list with “cc” to Equal Opportunity.
· If changes are made to the requisition or position announcement at any point in the chain of approval, re-save the new document(s) so that only the updated versions of the document(s) are forwarded. Prior to forwarding requisitions or position announcements that have been changed/edited, notify the document creator (Department Chair) and Dean so changes can be discussed before being finalized.
Ø While the employment requisition and position announcement are routing via email, departments who have elected to place their own ads may research ad rates, deadlines and issue dates, but no ads may be placed until the hiring official is notified by HRS that all approvals have been received.
□ Determine advertisement/recruitment strategy.
Ø Departments who have elected to have HRS place ads for their position will be contacted by their college’s HR Representative upon receipt of the fully approved requisition and position announcement by HRS.
Ø Departments who have elected to place their own ads may do so by contacting each publication/website/list-serv and following the individual ad placement instructions for them (this means you will receive separate bills for each ad placed) OR by utilizing Graystone Group Advertising to place ads (this means you will receive one bill encompassing all ads placed.)
Ø Graystone Advertising Group (located in Bridgeport, CT) Contact: Linda Reed, (800) 544-0005,
Ø To proceed with advertising:
· Verify advertising budget.
· Review sample position announcement templates for options. The full position announcement text should be used whenever possible (i.e. what you submitted with the requisition form), however if there are space or financial constraints, you may post abbreviated versions that include a link to the UTEP web posting. However, certain elements of the position announcement are still required in these cases—The University’s name, Position Title/Department and EEO statement. Then, you should include the link to the faculty employment web page www.utep.edu/employment where potential applicants can view the full announcement. Other than as described above, external ads should not vary in content from the position announcement posted on the UTEP website.
· Get initial quotes, sizes, deadline and issue dates from each publication or from Graystone.
· Remember to consider the affirmative action/diversity efforts you listed on the employment requisition.
□ Finalize external advertisement(s).
Ø HRS will notify the hiring official once the fully approved requisition has been received and the position announcement has been posted on the UTEP website.
Ø Have ad quotes in writing.
Ø Have contact information of ad executive.
Ø Approve ad proofs (ensure most updated copy of ad text is being used).
Ø Verify publication dates.
Ø Verify that publishing company has everything they need to place the ad (ie: readable files/attachments, billing information, etc…).
Ø Authorize the placement of the ad.
Ø Complete and maintain Faculty Advertisement Summary Form available on the UTEP Forms Mine at http://admin.utep.edu/Default.aspx?tabid=1099 .
□ Obtain documentation of advertisements placed.
Ø Request tear sheets from individual publishers or from Graystone Group.
Ø Print any web-based or list-serv postings.
Ø Make sure all copies/print-outs have name of publication, list-serv or website and issue date (if print publication) or dates posted (if list-serv or website).
□ Remove external advertisements and submit ad-related documentation.
Ø When the application receipt deadline has passed (if applicable to your search), or when the position has been filled or has closed without filling, contact publication/website/list-serv or Graystone Group to remove any announcements still posted.
Ø Review and update Faculty Advertisement Summary Form.
Ø Submit Faculty Advertisement Summary Form and copies of all postings as described above to the Equal Opportunity Office at the close of the search. This information must be retained per State records retention guidelines and is also required when the applicant hired applies for visa or permanent residency, if applicable.
Ø Maintain copies for department files.
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