The purpose of this section is to provide information about the recruitment in AP Recruit. The information is used to set up the search, collect data for reporting purposes, and determine national availability data by gender and race/ethnicity for the recruitment area.

Recruitment name

Senate searches should use a name close to the approved search area and must use the following format:

“Job Title – Area of specialization if applicable – Department/school/college.”
For example:

  • Assistant Professor – Chemistry – College of Chemistry
  • Associate/Full Professor – Biostatistics – School of Public Health
  • Assistant Professor – Cellular Engineering – Bioengineering
  • Assistant/Associate/Full Professor – U.S. History – History

It is necessary to follow this format for consistency because the title appears on the Recruit website, which is then “scraped” automatically for posting to other online locations.



OFEW will place the advertisement here (removing information about application requirements that will otherwise be redundant on AP Recruit). AP Recruit will display the advertisement as listed in the Description field on the AP Recruit apply page.

Approved search area

Area approved by the EVCP for the faculty FTE.


If the position needs to be cross-listed in more than one department please contact OFEW.

Academic year

The year in which the search is being conducted.

Salary control number

The approved number provided to the department by the EVCP (or “FTE number” or “salary authorization number”).

Application submission dates

For all recruitments, applications are considered “complete” in AP Recruit when all required materials are uploaded and letters of reference have been requested through the system (if required), even if the reference letters have not arrived. It is not necessary to allow a longer window of time specifically for letters of reference (however, if the advertisement states that letters are required, a candidate will need to provide them, ideally before selection to the shortlist. A candidate cannot be put forward as the Proposed Candidate without the required letters).

The “open/close/final” option is used in all senate faculty recruitments, rather than those that are open until filled or are pools that remain open for at least one year (the Initial Review Date/open until filled option)

The “open date” is the date on which the search goes live, the “close date” is the last day for applicants to begin an application, and the “final date” is the last day for applicants to modify their application. It is optional to have a different “final date” for individuals to complete their application; these are typically not more than one week out from the “close date.” 

Key features of open/close/final recruitments:

  • Open, close and final dates remain editable by the analyst throughout the length of the search.
  • All completed applications are viewable to the search committee, even if the Close or Final dates are subsequently extended.

Search breadth

Identify if the search is in an open/general area or specific (e.g., History versus Native American History).

Initial search allocation

Indicate if the search is newly allocated or relisted following a failed search in the past.

Title codes that are applicable for the position

Select the type of position being sought, for example, 1100: Professor – Academic Year. You can find all title codes online in the AP Recruit Help area, or alternatively, begin typing the name of the job position and select from the list. Important: Select all applicable title codes! Once the search is launched the title codes cannot be changed and new ones cannot be added. Proposed candidates can only be hired into a title code approved as part of the search plan. For Assistant Professor level searches it is strongly recommended that the title code for Acting Assistant Professor be included.


Up to five specialties may be selected to most closely represent the search area. These areas are used to determine the national availability pool for the recruitment (more information is available in the Diversity Benchmark and Goals section).

Recruitment contact information

Specify the HR analyst who will serve as the contact person for applicant and referee questions. A department email address can be used for this purpose if desired.