Advertisement documents

A carefully drafted and complete advertisement is an important component of a broad and inclusive search. The language in the advertisement serves as a broad description of the job position, the criteria that will be used to evaluate candidates, and the requirements to apply. A strong advertisement sets a positive tone for the entire search process.

Only advertisements that have been approved as part of the Search Plan may be posted or published (including “long ads” and “short ads”). Any proposed modifications of approved advertisements must be resubmitted to OFEW for approval prior to posting or publication. Additionally, if it is necessary to extend the deadline, proposals to re‐advertise the position must be resubmitted for approval to OFEW through AP Recruit.

The required elements of advertisements are based on ensuring that the University meets its obligations as a federal contractor, meets additional requirements of the Federal Department of Labor, follows University of California policies, and uses best practices for reaching a broad and inclusive pool.

See Appendices for the following resources:

Upload all advertisements relevant to the recruitment (for example, a long ad, a short ad, an ad for UC Berkeley, etc) in AP Recruit. In the comments section indicate which advertisement is intended to be posted on AP Recruit and the Higher Education Recruitment Consortium (HERC) by naming that advertisement “Ad for UCB and HERC.”

Diversity Recommendations for Advertisement Text

Family Responsive Ad Language

Statement that Berkeley is committed to addressing the family needs of faculty, including dual career couples and single parents.

  • "The department is also interested in individuals who may have had non‐traditional career paths or who may have taken time off for family reasons (e.g., children, disabled, or elderly), or who have achieved excellence in careers outside academe (e.g., in professional or industry service).”
  • “The University is responsive to the needs of dual career couples.”

Diversity Ad Language

Statement of departmental or school commitment to diversity that makes clear that faculty contributions to diversity and equal opportunity are valued in the selection process.

  • The department seeks candidates whose research, teaching, or service has prepared them to contribute to our commitment to diversity and inclusion in higher education.”
  • “The school/department is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching, research, and service.”
  • “The school/department is interested in candidates who have engaged in service towards increasing the participation of individuals from groups historically under‐ represented in higher education.”
  • “The school/department is interested in candidates who have an understanding of the barriers facing women and people of color in higher education.”
  • “The school/department is interested in candidates who have a record of success advising individuals from groups underrepresented in higher education.”
  • “The school/department is interested in candidates who will bring to their research the perspective that comes from a non‐traditional educational background or understanding of the experiences of those under‐represented in higher education.”
  • “The school/department is interested in candidates who have research interests in subjects that will contribute to the understanding of diversity and equal opportunity.”


Posting and publishing advertisements

All advertisements for academic recruitments are automatically posted to the following locations:

Central posting of academic job advertisements to these locations meets the University’s OFCCP diversity outreach compliance requirements. However, committees must also use discipline-specific locations and are strongly encouraged to continue to post job advertisements on websites, listservs, and blogs that serve a diverse audience within the specific field or specialization (for example, Science, Nature, the Modern Languages Association, the Society for the Advancement of Chicanos and Native Americans in Science, Association for Women in Science, National Society of Black Engineers, etc.).  An inclusive list of advertising sites is available on the UCLA Faculty Diversity and Development website.

Print Ad Requirement

Until September 2011, all ads for tenure‐track and tenured faculty appointments had to be published in at least one print source for a minimum of 30 days before the closing date to comply with U.S. Department of Labor regulations. This was particularly important if the applicant pool included international candidates because the application for permanent residency required such documentation.

In September 2011 the U.S. Department of Labor issued a statement indicating that a print advertisement is no longer required when conducting a faculty recruitment. Instead, an electronic or web‐based national professional journal may be used. The written guidance from the U.S. Department of Labor states:

An employer may use an electronic or web‐based national professional journal to satisfy the provision found at 20 CFR 656.18(b)(3), which requires use of a national professional journal for advertisements for college or university teachers. The electronic or web‐based journal’s job listings must be viewable to the public without payment of subscription and/or membership charges. The advertisement for the job opportunity for which certification is sought must be posted for at least 30 calendar days on the journal’s website. Documentation of the placement of an advertisement in an electronic or web‐based national professional journal must include evidence of the start and end dates of the advertisement placement and the text of the advertisement.

Support for posting job advertisements in additional locations through Job Elephant

Job Elephant (http://jobelephant.com) is available to assist with most advertising, at no cost. The Berkeley campus representative is Michael Ang (michael@jobelephant.com).

You can work directly with Job Elephant to place the job advertisement in any additional locations to those posted automatically by OFEW (see above). Job Elephant posts the advertisement and provides a single invoice of exactly the charge from the journal or online site. This saves the extra work of paying invoices to each location. Job Elephant can also suggest other potential locations where ads in the relevant field are typically successful, and, most importantly, will provide data at the end of the recruitment on how many times the ad was viewed at each location and how many times individuals clicked on the link to AP Recruit to apply. This will allow departments to maximize recruitment efforts and dollars in future recruitments.

Prior to submitting the search plan and advertisement to the Office for Faculty Equity & Welfare

Contact Job Elephant (michael@jobelephant.com) with information regarding the search. You can send a list of places where you want to post the ad. Be sure to include the link and/or full name of the journal, organization, or publication and specify if you are requesting an online posting, print ad, or both.

Job Elephant will also provide a list and the cost of additional niche sites and/or publications that have performed well for your particular job for your consideration. They will help you finalize the list of locations for placing your advertisement. For more information, please visit http://jobstats.com.

After the search plan and advertisement have been approved by campus

Email the approved job advertisement as a Word document to michael@jobelephant.com. Job Elephant will only bold the job title and the ‘apply to’ link (when applicable). There will be no italicizing, underlining, etc. Please include a chart-string in your email (if applicable), and contact information for sending the invoice, including name, phone number, and email address.

With the above information Job Elephant will email back the following for your review

Job Elephant will send you a listing of all the sites/publications, start date and pricing, and a copy of the text that will be used in the posting/print ads.

Job Elephant will use a shortened URL called apptrkr.com in place of your “apply to” URL, which is approved by the Office for Faculty Equity & Welfare. Apptrkr.com will redirect job seekers to your requested page where they can apply and at the same time allow Job Elephant to collect response rate data for each of your ads so they can better track the response rate. For more information, please visit http://jobstats.com .

HERC category

Select the category that most closely aligns with the recruitment area. This will inform how the position is posted on the Higher Education Recruitment Consortium (HERC).

Ad sources

Provide all locations where the advertisement will be published, posted, or distributed, in addition to those that the University supports automatically. Evidence of all advertising and outreach is required in the Search Report at the end of the recruitment. The advertisement must be published in at least one national professional journal for labor certification purposes (online is sufficient).

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