Search and Hire - Advertising Phase
Before the advertisement for the position is written, the department should clarify its hiring needs, so that the ad will attract the right candidates and the hiring process will be more likely to result in a successful hire.
The position should be advertised nationally by whatever means appropriate, minimally with ads in national professional journals, by letters to appropriate departments at other institutions, and, if applicable, through job services at annual professional meetings. Email and web postings are excellent supplements but will not substitute for ads in national print journals. Thirty days should elapse between the first appearance of the ad in a national journal and the closing date.
Check specific college or school requirements as to whether ads must also be reviewed by the dean's office before publication.
It is required that a copy of your ad be physically posted within your department to satisfy department of labor requirements. Refer to the ISSO website on ad postings.
Faculty Ad Guide and Template
Academic Human Resources (AHR) and International Students and Scholars (ISS) will collaborate in a review process to ensure that advertisements adhere to University of Washington and federal employment standards and requirements. The purpose of the Faculty Advertisement Guide and Template is to facilitate the rapid development, approval and publication of advertisements for faculty and academic staff positions that require a national search at the University of Washington.
- The Faculty Advertisement Guide is a document that details the procedures, guidelines, and requirements for publishing advertisements as part of a national search.
- Adobe PDF format (.pdf)
- Microsoft Word format (.doc)
- The Faculty Advertisement Template accompanies the Faculty Advertisement Guide. It serves as a template that ad authors can use to answer the questions required in the Faculty Advertisement Guide.
- Microsoft Word format (.doc)
- Rich Text format (.rtf)
- Adobe PDF format (.pdf)
Advertisement Approval Process
Once approved, your ad will automatically be posted to the faculty and academic staff employment page on the AHR website. Academic Human Resources (AHR) will notify you via e-mail that your ad has been approved. You will receive an approval document containing a unique Affirmative Action number (AA#), a link to the online Affirmative Action Information Request form, and a link to the Applicant Flow Report to be completed once the hire is made. Please be sure to include this Affirmative Action Information Request link in your letter of acknowledgement to qualified candidates. This is a vital requirement in support of the affirmative action plan for the University.
Once you receive the Advertisement Approval Document you may post your ad in a national journal as well as other sources proven to generate a diverse and qualified candidate pool.
Advertisement FAQ's
How do I know my faculty advertisement is in compliance?
- Academic Human Resources coordinates reviews of all advertisements, for compliance with University policy requirements, U.S. Department of Labor requirements, as well as equal opportunity and affirmative action federal laws.
Where can I find help in writing an appropriate faculty advertisement?
- Refer to the Faculty Advertisement Guide
What can I do to ensure the advertisement meets University rules and federal requirements?
How do I recruit for a diverse applicant pool?
- Refer to the Faculty Recruitment Toolkit
How do I begin the review and approval process?
- Download the Ad Template and complete the form
- Submit your completed Ad Template and advertisement for review to acadpers@u.washington.edu.
- There is no need to send your advertisement to multiple offices.
How can I get a faculty advertisement posted to the University of Washington web page?
- Academic HR maintains the faculty positions web page.
- Ads are automatically posted after going through the required review process.
How do I get my posted advertisement removed or changed on the faculty advertisements web page?
- Indicate on the packet cover sheet of a new hire packet whether you would like the ad for the position to be removed, or whether you would like it to remain on the website. Otherwise, it will be removed automatically.
- If you would like your ad removed or changed at any time prior to submitting the new hire packet to Academic Human Resources, contact your AHR Specialist or send a request (including the ad number) to acadpers@u.washington.edu.
How do I track applicant data information and how do I submit my faculty applicant flow report?
- Once your advertisement is reviewed and approved, Academic HR will email you an AHR Advertisement Approval. Save this approval for future reference during and at the close of your search.
- This AHR Ad Approval contains important information concerning your advertisement posting and search. It includes the unique link to the affirmative action information request and the faculty applicant flow.
