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Developing Recruitment Advertisements

An effective job description attracts a qualified diverse applicant pool while also maintaining compliance standards. The comprehensive descriptions below will help departments craft a job advertisement that will interest top candidates in their field.

Combined Ad Text

Combining recruitments on a single ad will save departments on cost as they prepare their recruiting budgets. Some examples of a combined ad can be:

  • All the similar title code positions in a division
  • The tenured and tenured-track position
  • All the lab or program positions for the department

Each position of the combined ad must have:

  • Recruitment Title
  • Link to apply to the recruitment
  • Brief overview of the position
  • Qualifications of the position

Position Description Components

The position description is where the department describes the duties and responsibilities for the position.

The position description components will be:

Statement of the department’s commitment to diversity
  • Example: “The Department of (name) within the Division of (or, School of) [name] at UC San Diego is committed to academic excellence and diversity within the faculty, staff, and student body.”
What the position will be doing
  • Example: “The Department of Chemistry and Biochemistry ( within the Division of Physical Sciences at UC San Diego invites applications for a tenure-track faculty position in XXXXX for research in the field of XXXXX, teaching graduate students, and mentoring PhD students.”
Job duties
  • An effective way to communicate the job duties is to:
    • Keep them current and accurate
    • Use action verbs
    • Keep the number of duties to just the main key duties of the position (5-7)
    • Use bullet points or a numbering system for easy reading for the applicant
  • APM links to the title code being recruited
  • An explicit, non-comparative, and verifiable statement of the “Required Qualifications” and/or “Preferred Qualifications” with descriptions of the knowledge, skills, and abilities for the position.
    • Example: “Applicants must have a Ph.D. in Mathematics, 2-5 years of academic teaching, research and mentoring experience.” 
    • Example: “Ph.D. in Mathematics or expect to complete Ph.D. prior to start of the appointment is required.”
Salary statement
  • Example: “Salary is commensurate with qualifications and based on University of California pay scales.”
Application materials
  • Tip: Use the appointment file as an indication on what the applicant would need to have to apply for the position.
Reference requirements

Qualifications, application materials, and reference requirements will all be populated in separate pages in Recruit. Recruit will auto populate the apply link on the apply page.

Institutional Reference Check

Institutional Reference Checks are required for tenure and security of employment title searches.  These searches include additional disclosures and applicant instructions. The following additional items are required in the ad text:

  • Add required text and link to Description field.  Example: "The University of California is committed to creating and maintaining a community dedicated to the advancement, application, and transmission of knowledge and creative endeavors through academic excellence, where all individuals who participate in University programs and activities can work and learn together in a safe and secure environment, free of violence, harassment, discrimination, exploitation, or intimidation. With this commitment, UC San Diego requires all candidates for academic appointments with tenure or security of employment to complete, sign, and upload the Institutional Reference Check release form entitled “Authorization to Release Form” into RECRUIT as part of their application."

Work Authorization Inquiries

The wording of work authorization must be very careful to follow the law and to avoid any semblance of discrimination. Employers are not permitted to ask for proof of work authorization prior to employment. However, if a position attracts a lot of international applicants, but will not be available to provide visa sponsorship, departments must clearly specify this in the position description.

The approved text that departments can use in a job description is:

  • Applicants will be required to show proof of work authorization at the start of their appointment. (upon hire)
  • This position does not sponsor work authorization.

Departments can also ask the following questions:

  • Are you authorized to work in the U.S.?
  • Will you now or in the future require sponsorship to work within the United States?