Faculty advertising guidelines and templates

It's important to advertise as widely as possible in both print and/or online media and in accordance with Policy HR11 – Employment Advertising​​​​.

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. Additionally, term appointments should be advertised on the National Job Bank.  Tenure stream positions do not have to be places on National Job Bank, however it is imperative that these openings are posted widely. Units may want to make use of the advertising feature on the Graduate and Postdoctoral Studies (G+PS) website, which provides access to a number of posting sites without cost to the unit.

See the section on advertising procedures below for details on how to advertise in these sites and publications.

Vacancies must be advertised for at least one month (unless exception noted below) on the appropriate UBC website/s and as follows:

• 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. As per Policy HR11 – Employment Advertising, a minimum of four places, including the UBC website must be utilized.
• Research Associate positions should be advertised nationally and in appropriate publications. It is recommended to advertise in two places in addition to the requirement to advertise on the UBC website.
• 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.
• Lecturer positions should be advertised nationally and in appropriate publications. It is recommended to advertise in two places in addition to the requirement to advertise on the UBC website. Note that at the head’s discretion the position may be posted internally only, if the appointment is filled by a candidate who is currently a sessional lecturer in the unit (see Article 12 of Part 7, Conditions of Appointment for Sessional Faculty Members).
• Other term appointments one year or more in length must be advertised at least locally, on the UBC website and in appropriate publications.

Some positions at UBC don't require advertising, as follows:

• The provost may approve non-competitive appointments in special circumstances. Please refer to the advertising waiver information in section 5.2 of Policy HR11 – Employment Advertising for details.
• Postdoctoral fellows
• Visiting appointments, for faculty from other academic institutions. These are temporary appointments for individuals who are expected to return to their home institution.
• Adjunct, clinical and honorary appointments
• Administrative appointments of heads of departments and directors of schools, 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.
• Emeritus appointments
• 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.

• Develop a detailed profile or description of the position for which you're 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.
• Obtain approval from UBC's faculty relations department and the vice provost for tenure stream appointments. Advertisements of term appointments don't require this approval.

Vancouver Campus

All positions for tenure stream positions must be approved by the provost. As part of the approval workflow Faculty Relations will review the ad, and if no changes are required, the position/ad will be be forwarded to the Vice Provost Academic for review and approval.

Okanagan Campus

All position for tenure stream positions must be approved by the provost at UBCO. As part of the approval workflow Human Resources will review the ad, and if no changes are required, the position/ad will be be forwarded to the Provost's Office for review and approval.

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.

For structure, required elements, and sample phrases, review the UBC Faculty Advertisement Checklist and Guidelines (updated January 2025)

For faculty ranks, review the Faculty Appointment Matrix.

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 and Procurement Services website for information and the list of preferred vendors.

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

Human Resources has a central UBC account with the National Job Bank. Postings placed on the National Job Bank will automatically appear on the WorkBC site, the BC Provincial Government’s job posting board. In order to advertise faculty openings on the National Job Bank,  UBC Vancouver units will need to set up a sub-account through Human Resources (contact Faculty Relations). At UBC Okanagan Trisha Kasawski will make the necessary arrangements. If your unit does not have one already please contact Faculty Relations or Trisha Kasawski.

Policy HR11 – Employment Advertising provides that in special circumstances the responsible executive may waive UBC’s advertising requirement. Refer to section 5.2 of Policy HR11 for full details. 

A request for a waiver must be made and fully approved IN ADVANCE of any job offer using the UBC Employment Advertising Waiver Request Form (HR11):

Waiver Request Form

The UBC Employment Advertising Waiver Request process is as follows:

1. Department, Faculty or Provost’s Office completes the UBC Employment Advertising Waiver Request Form (HR11) and:
   • Attaches appropriate and relevant supporting documentation (e.g. CV for faculty appointments), and
   • Obtains Requestor’s signature as outlined by the relevant UBC policy, and 
   • Dean's Offices reviews requests made by Departments.
2. For faculty positions the Dean's Office forwards form with supporting documentation:
   • For UBCV requests, to Central HR Advisory (hr.info@ubc.ca)
   • For UBCV requests requiring the President’s approval, to the Director, Human Resources, Office of the President, Office of the Provost and VP Academic, Office of the VP Research and Innovation (patrizia.todaro@ubc.ca) 
   • For UBCO requests, include the hiring request form with your submission to Human Resources (ubco.hr@ubc.ca).
3. Faculty Relations/Human Resources will review the rationale and supporting documentation to facilitate completion of approval process.
4. Once approval has been obtained a copy of the form with the necessary approval will be returned to the Department and/or the Dean's Office.
5. When processing the appointment, the initiating unit must attach the approved Employment Advertising Waiver Request Form to the Business Process in Workday. The Initiator will need to ensure that the appropriate reason is selected in the Business Process to indicate that a waiver has been approved: 
   • Approved special circumstances (Waiver Exemption – HR11 5.2); attach approved UBC Employment Advertising Waiver Request Form (faculty/staff).