FACULTY ADVERTISING GUIDELINES
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Create your position announcement
 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.
 The official position announcement should be detailed and include at minimum the
required elements.
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Complete and circulate faculty employment requisition form.
 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 (eoaa@utep.edu)
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.
 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.
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Determine advertisement/recruitment strategy.
 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.
 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.)
 Graystone Advertising Group (located in Bridgeport, CT) Contact: Linda Reed,
(800) 544-0005, lreed@graystoneadv.com
 To proceed with advertising:
 Verify advertising budget.
Faculty Search & Selection Handbook, Rev. 5/09
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FACULTY ADVERTISING GUIDELINES
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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).
 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.
 Have ad quotes in writing.
 Have contact information of ad executive.
 Approve ad proofs (ensure most updated copy of ad text is being used).
 Verify publication dates.
 Verify that publishing company has everything they need to place the ad (ie:
readable files/attachments, billing information, etc…).
 Authorize the placement of the ad.
 Complete and maintain Faculty Advertisement Summary Form available on the
UTEP Forms Mine at http://admin.utep.edu/Default.aspx?tabid=1099 .
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Obtain documentation of advertisements placed.
 Request tear sheets from individual publishers or from Graystone Group.
 Print any web-based or list-serv postings.
 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).
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Remove external advertisements and submit ad-related
documentation.
 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.
 Review and update Faculty Advertisement Summary Form.
 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.
 Maintain copies for department files.
Faculty Search & Selection Handbook, Rev. 5/09
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