All qualifications must be strictly job-related. All descriptions of the position in advertisements or announcements must include the minimum or required qualifications. If preferred qualifications are included, there should be wording indicating which qualifications are required and which are preferred (note Section E for positions that may include visa sponsorship). Consider if adjectives used may discourage a certain gender from applying.

Education requirements should be clearly defined, including whether ABD candidates will be considered. If possible, it is best to be flexible about arbitrary numeric measures such as years of service -- this may exclude otherwise qualified candidates.

Physical requirements should generally be avoided except for those that may be essential for the particular position. Any physical requirements should be written to convey the position’s actual requirements without limiting the physical demands to specific abilities. The OAA will review any physical requirements for ADA compliance to ensure they are necessary for the position and are not unduly restrictive. Note that accommodations are available in the hiring process for individuals with disabilities, and departments should contact HR for assistance.

Indiana University’s commitment to diversity can be noted through preferred qualifications such as:

• “Demonstrated success working with a diverse faculty and student populations.”
• “Experience working in a diverse workplace.”
• “Ability to contribute positively to a multicultural campus.”
• “Experience with a variety of teaching methods and curricular perspectives.”
• “Ability to interact with a diverse student and faculty community.”
• “Experience with specific scholarly areas [e.g. Latinx studies, Asian history, health care in communities of color, etc.]”

The following items must be included in all forms of recruitment announcements or advertising related to the position:

• Indiana University East
• name of department
• title of position
• expected appointment start date
• appointment type and rank
• accurate description of duties and responsibilities
• minimum qualifications (although others may be listed as well)
• education requirements (required credentials must be obtained by date of appointment)
• contact information (i.e. phone, email)
• timelines (e., when review of applications will begin)
• link to the position in university application site (PeopleAdmin)
• AA/EEO/Non-Discrimination statement
• Whether immigration sponsorship is available

An early posting of advertisements allows for a broader application window.  This mitigates the risk of rushed decisions, administration errors, visa delays, and scheduling conflicts. This also increases the likelihood of a larger and more inclusive pool of candidates. Deadlines for applicants to submit their application materials for all academic positions should be set no earlier than two weeks from the posting (note Section E below regarding advertising for positions that may include visa sponsorship). 

One of the following statements regarding application deadlines should be included:

• “Applications received by (date) will be assured full consideration; however, the search will remain open until a suitable candidate is found.”
• “Review of applications will begin (date).  The search will remain open until the position is filled.”
• “Review of applications will begin immediately.”

All applications received after the deadline must be treated consistently; for example, if one late application is reviewed, then all late applications should be reviewed.

The following statement will appear in PeopleAdmin automatically but MUST be included on any external posting advertising the position:

“Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status.”

All academic openings will be posted in People Admin, unless the University has contacted a search firm to coordinate the application process, and, in such case, the search committees should still participate in the advertising planning process. If a position posting will not appear in People Admin, search firm information should be included on the Vacancy Notice.

Academic postings may also be advertised externally, which is the responsibility and at the cost of the department. Search advertisements can be online; print ads are no longer required. Tenure/tenure-track faculty positions and other academic positions involving college-level instruction (excluding visiting and adjunct faculty) where the person appointed may need visa sponsorship, require recruitment and must be advertised at a national level. In addition, a national search for a visiting position is encouraged if that position may be converted into a permanent position.

In accordance with ACA-77, Advertising Policy for Academic Instructional Positions, if the position could potentially include visa sponsorship, the advertising plan must include a national professional journal (such as The Chronicle of Higher Education), which contains articles, not just job postings. The ad must be posted for at least 30 calendar days on the journal's website, and documentation of the ad and the relevant posting dates should be retained. Only minimum requirements for the position can be listed. Preferred qualifications cannot be listed nor can any of the criteria be subjective (e.g., demonstrated success in working with diverse student populations). The criteria must be objective and measurable (e.g., one year of experience in working with student diverse populations). Consider having the advertisement reviewed by the Office of International Services or the Office of the Vice President and General Counsel to ensure it meets visa requirements.

Other academic positions outside the tenure/tenure-track and teaching ranks (i.e., research associates, post-docs, etc.) may use advertise externally, including websites and contacts that encourage candidates from diverse backgrounds to apply (women, minorities, veterans, and individuals with disabilities.) These positions should have an application deadline no earlier than two weeks from when the advertisement appears.

Positions posted on PeopleAdmin are automatically posted to:

• The Higher Education Recruitment Consortium (HERC) (https://www.hercjobs.org), an academic recruiting service
• Insights into Diversity
• Higher Ed Jobs
• WorkForce One (state job board)

In addition, the following are recommended types of recruiting resources:

• Targeted Sources: There are general academic publications focused on women and minority populations in higher education, such as Diverse Issues in Higher Education and Women in Higher Education. Many discipline-specific organizations also have specific recruitment venues for diverse groups; check organizational websites for these sections. Consider recruiting resources for veterans and individuals with disabilities as well.
• Discipline-specific Publications: Academic positions should also be posted in discipline-specific organizations, journals, and/or websites. There is no requirement to pay for these postings; however, departments should consider the most widely accessed job posting locations in their discipline.
• Direct/Email Announcements: Direct contact with comparable departments at other Big Ten universities or peer institutions is recommended for reaching prospective candidates, as these announcements will most likely be posted to graduate student sites. They should be treated like any other announcements and include all the above information, including the EEO statement, requirements, and application deadlines.
• Colleague Contacts: A recruitment plan should include having department faculty members contact colleagues to publicize an opening with their students and solicit potential candidates’ nominations. Direct contact from a search committee or a faculty colleague’s referral has been shown to increase applications by diverse candidates.
• Conferences: When attending conferences, faculty members should use the opportunity to seek potential new department members. Faculty members should encourage potential candidates to apply and give them a business card or position announcement so they will have a personal contact in the department. Additionally, conferences are an excellent place to connect with colleagues to solicit nominations.

If the search is likely to result in international candidates, the search committee should seek advice from the Office of International Services (OIS) regarding visa requirements. It is the policy of Indiana University that only individuals who are U.S. citizens or permanent residents may be granted tenure. Non-U.S. citizens who are not permanent residents in tenure-track positions may continue to progress in probationary tenure status but may not be granted tenure until permanent residence in the U.S. has been obtained. When appointments to positions with tenure are offered to non-U.S. citizens who are not permanent residents, they will be temporarily appointed to tenure-probationary positions until permanent residence in the U.S. has been obtained. At that time, the appointment will be converted to a tenured position, as originally offered. For a tenure/tenure-track position, it is permissible to indicate in the ad that U.S. citizenship or lawful permanent residence status is required for tenure.

In ads for academic positions, it is required to indicate if, and which type of visa/sponsorship will be supported by the department. If the department has limitations, it is recommended to indicate that in the posting. For example: “H-1B sponsorship is not available for this position.” Remember that candidates may not be asked about their immigration status during the interview process. Please contact HR with any questions.