Advertising Guidelines

1.0 – General Guidelines
2.0 – Where to Advertise and for How Long
3.0 – Appointments That Do Not Require Advertising
4.0 – Before You Advertise
5.0 – Re-advertising
6.0 – General Structure and Wording
7.0 – Procedures for Advertising


1.0 General Guidelines

UBC Policy #20 requires that all faculty openings, tenure-stream and term, as well as senior administrative opening must be advertised prior to the selection of a candidate. There are many important reasons that positions are advertised:

  • Equal opportunity is afforded to all who seek employment at the University (see UBC Policy 2: Employment Equity)
  • Meets the requirements of Service Canada and Immigration, Refugees and Citizenship Canada (IRCC)
  • Provides for a clear and transparent process
  • Confirms for the successful candidate that they are the best candidate for the position

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2.0 Where to Advertise and for How Long

It is important to advertise as widely as possible in both print and/or online media; we suggest a minimum of 3 places. There are a variety of publications and/or websites that can be utilized: University Affairs, CAUT Bulletin, CMAJ, Nature, Pacific News Group (Vancouver Sun & Province) and the  Globe and Mail. Service Canada requires that you advertise on WorkBC and the National Job Bank. See Section 7.0 below for procedures on how to advertise in these sites and publications.

Please refer to our Faculty Advertising Guidelines Matrix which provides further details on what positions need to be advertised and where.

Vacancies must be advertised for at least one month (unless exception noted below) on the appropriate UBC website/s (normally via eRecuit, but also on the faculty career opportunities page of the department or Faculty) and as follows:

A. Tenure-track or tenured positions must be advertised nationally in the University Affairs, in appropriate newspapers (e.g. “CAUT Bulletin“), and other journals and/or publications.

B. Research Associate positions should be advertised nationally, on the University website and in appropriate publications.

C. Sessional Lecturer positions must be posted in departments for at least two weeks, per Article 2.02 of  Part 7,  Conditions of Appointment for Sessional Faculty Members.

D. 12-month Lecturer positions must be advertised as follows:

  • Where there are existing Sessional Lecturers in the Department, the position must be posted at least within the department (see Article 12 of Part 7,  Conditions of Appointment for Sessional Faculty Members for details). Positions may be concurrently advertised externally.
  • Where there are no existing Sessional Lecturers, or a Sessional is not the successful applicant, the position must be advertised externally, at least locally, e.g. in the newspaper or online.

E. Other term appointments one year or more in length must be advertised at least locally, on the University website and in appropriate publications.

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3.0 Appointments That Do Not Require Advertising

Some positions at UBC do not require advertising and are as follows:

A. The Provost may approve non-competitive appointments in special circumstances including where:

  • The University has an opportunity to appoint an exceptionally-qualified candidate through an externally-funded program such as NSERC’s Faculty Awards.
  • The University has an opportunity to recruit or retain a valuable faculty member by appointing his/her partner to a faculty position – provided the department to which the partner is to be appointed is supportive of the candidate.
  • Please refer to the March 10, 2010 memo from the Provost regarding requesting an advertising waiver.

B. Postdoctoral Fellows

C. Visiting Appointments, for faculty from other academic institutions. These are temporary appointments for individuals who are expected to return to their home institution.

D. Administrative appointments of heads of departments and directors of schools and institutes, when a well-documented case for an internal appointment has been made to the Provost. The decision as to the adequacy of the documentation presented will rest with the Provost.

E. Term appointments less than one year in length except Sessional Lecturers. If a term appointment that was originally less than one year is to be extended beyond one year, the position must be advertised.

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4.0 Before You Advertise

4.1 Develop a detailed profile or description of the position for which you are hiring.

You may wish to refer to the Collective Agreement (Articles 3 & 4 of Part 4 – for Faculty and Articles 2 & 3 of Part 5 – for Librarians) and University Policies for criteria and expectations.

4.2 Obtain approval from Faculty Relations and the Vice Provost.

For the Vancouver Campus, all advertisements for tenure stream positions must be approved by the Provost. In order to request approval, unit’s must create a position and load the ad to Position Management.  Ensure all funding information for the position is included before the ad is submitted for approval. Faculty Relations will review the ad and if no changes are required the position/ad will be be forwarded to the Vice Provost Academic. The ad is reviewed and approval, on behalf of the Provost, is provided.

For the Okanagan Campus, all advertisement for tenure stream positions must be approved by the Provost at UBCO.

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5.0 Re-advertising

In the event a Tenure Stream appointment requires re-advertising, approval must be obtained from the Provost’s Office prior to posting the position again. The re-advertisement request must follow the same procedures for approval as new requests. This allows for the Provosts to be aware of problem recruitment areas. It is also provides for an opportunity to review the ad for possible amendments and improvements. Depending on the length of time since the initial approval, government or UBC policy and procedure changes may also need to be incorporated.

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6.0 General Structure and Wording

See also the UBC Advertisement Template Checklist.

6.1 Structure

The first paragraph of the advertisement invites applications for the position, indicating the position type or rank. Please review the Faculty Appointment Matrix for faculty ranks. Please also clearly identify the location where the successful candidate will be working. In particular, please note whether the location is at UBC Vancouver or UBC Okanagan, especially if a department exists at both campuses.

An advertisement for a faculty position should state what the qualifications for the position are and what the successful candidate will be expected to do once in the position.

The advertisement may contain a statement that “salary is commensurate with qualifications and experience”.

The advertisement should include a statement about the Faculty or Department which describes courses offered, etc.

6.2 Required Elements

For all appointments the advertisement must include the following:

6.2.1 Equity Statement

“UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.”

Although it is not required, the following may also be included: “Appointment may be considered at a higher rank for a member of a designated equity group with exceptional qualifications” or “Appointment may be considered at a higher rank for a woman of exceptional qualifications.”

6.2.2 An Immigration Statement

All vacancies must be advertised within Canada and contain the following statement (immediately following the equity statement):

“All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.”

6.2.3 Start Date

Ads must included the expected start date of the appointment. Tenure stream appointments generally start on either July 1st or January 1st.

6.2.4 Deadline for applications

The deadline date for applications must be at least one month after the date on which the advertisement appears with the exception of postings for Sessional Lecturer positions which must be posted for at least 2 weeks. The deadline can be for receipt of applications or the date on which the search committee will begin reviewing applications.

6.2.6 Accompanying Documentation Required

A list of the documentation required (i.e. CV, statement of teaching and research interests, evidence or record of teaching effectiveness, the names and contact information of referees, and any additional information) and the address to which the application should be sent.

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7.0 Procedures for Advertising

Once the advertisement has been approved, as applicable by the Provost’s Office, departments must place the advertisement themselves.

Faculties are encouraged to use an approved UBC credit card whenever possible. Campus-wide Standing Offer contracts have been set up for the Pacific News Group (Vancouver Sun & Province), the Globe & Mail and TMP Worldwide. Please visit Payment & Procurement Services website for information and the list of preferred vendors.

For the Pacific News Group (Vancouver Sun & Province), the Globe & Mail, simply contact the publication directly to place your order using your P-Card.

Human Resources has created a central UBC account with WorkBC, the BC Provincial Government’s job posting board.  In order to advertise faculty openings on this site UBC Vancouver units will need to set up a sub-account through Human Resources (contact Breeonne Baxter). At UBC Okanagan Alana Jordan will be making the necessary arrangements.  Note that all postings on the WorkBC job bank are automatically forwarded to the Service Canada Job Bank. If your unit does not have one already please contact Breeonne Baxter or Alana Jordan.

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