3.0.18 Employment Advertisements

DESCRIPTION

When creating and posting external employment advertisements it is important to ensure adherence to university marketing identity and style standards. The university's policy and procedures relative to employment advertisements are outlined in detail below.

POLICY

This policy has been established to ensure consistency of all external advertisement of university positions. External advertisements are supplemental to internal postings and recruitment/hiring policy requirements. Recruitment resources such as businesses, organizations, professional associations, alumni groups, listservs and trade journals can be utilized by departments to aid in the search process. S/C/Ds needing assistance in identifying other potential recruitment resources may contact the Employment Service Center.

After potential resources are identified, all advertisements for Wayne State University employment that require payment are to be handled through the Procurement & Strategic Sourcing (Refer to administrative policy 2.1 General Guidelines), and/or are to be placed on a University Procurement Card following Procurement Card guidelines and procedures (Refer to administrative policy 2.7 Procurement Card).

All advertisements should be completed in accordance to the university's identity and style standards as set forth by the Division of Marketing and Communications (Refer to http://mac.wayne.edu/).  University employment advertising to the level of associate/assistant vice president/dean and higher should be submitted to the Marketing and Communications Editorial Services department for review prior to such advertisements being placed with external sources. In addition, because of the university's commitment to affirmative action, all employment advertisements will include the affirmative action statement "Wayne State University is an equal opportunity/affirmative action employer."

Employment advertising to levels below associate/assistant vice president/dean and higher may be submitted directly to the Procurement & Strategic Sourcing in accordance to procurement policies and procedures (Refer to administrative policy 2.2 Initiating a Request).

S/C/D representatives are responsible for reviewing university and administrative policies regarding employment related matters. (References Human Resource Policies and APPM 3.0.1_Approval_of_Personnel_Action.htm).

 PROCEDURES

Responsibility

Action

Initiating Department

  1. Create employment advertisement. Refer to Employment Advertisement template samples:
  2. Forward employment advertising to the level of associate/assistant vice president/dean and higher, to the Marketing and Communications Editorial Services Department in accordance with APPM 2.2.1 Special Approvals.

Marketing and Communications Editorial Services

  1. Review employment advertisement for advertisements at the level of associate/assistant vice president/dean and above.

  2. Provide feedback regarding edits required, if necessary.

  3. Return approved employment advertisement to the requesting department to initiate the Banner Purchase Requisition or Procurement Card process, as listed below.

Initiating Department

 

For employment advertising there are two options:

Option 1

  1. Complete an online Banner Purchase Requisition for employment advertisement by following instructions in the Banner RAPP training manual.
  2. Upload a copy of the advertisement and any appropriate supporting documentation (e.g. internal approvals, vendor receipt, etc.) into Banner via WebXtender (Refer to APPM 2.2.2 Generating a Requisition).

Option 2

(Available for advertisements placed with vendors that only accept credit cards as the payment method).

  1. Send a request to http://mailto:procard@wayne.edu requesting an exception for the employment advertisement to be placed with the vendor.
  2. Contact the vendor directly, upon receipt of approval from the Procurement Card Team, and place the employment advertisement using a procurement card.
  3. Upload a copy of the advertisement and any appropriate supporting documentation (e.g. internal approvals, receipt, etc.) to the Procurement Card online monthly reporting tool (Refer to APPM 2.7 Procurement Card).

Procurement and Strategic Sourcing

For Option 1 above:

  1. Review and approve or disapprove the online Banner Purchase Requisition and assign to a Buyer.
  2. Issue purchase order.
  3. Transmit the purchase order, copy of the employment advertisement, and any additional supporting documentation (quotes, etc.) to the vendor

For Option 2 above:

  1. Review and approve or disapprove the exception request.
  2. Communicate approval or disapproval to initiating department via e-mail.
  3. Direct initiating department to employment advertisement resources, if request is approved.

SCOPE

This policy covers all academic and non-academic university positions.