Creating the Requisition/Recruitment Plan

NOTE:  As of Sept. 10, 2018, the University of Iowa has a new system for managing advertising, applications, and searches for staff and health care jobs, therefore, this Recruitment Manual for P&S and faculty searches will be revised to reflect the university’s transition to the new Talent Acquisition system (OTAC). Information in this manual pertaining to faculty searches is still applicable until such time as the faculty requisitions migrate to the new OTAC system. Please contact Talent Acquisition support ( in University Human Resources with any questions about the OTAC system.

Developing the recruitment plan is one of the most important aspects of the search process. Including a broad spectrum of strategies in the plan will yield a more diverse pool of qualified applicants.

As noted in the university’s Operations Manual (Section III, Chapter 9.6), searches for faculty, and professional & scientific (P&S) positions which are 50% full-time equivalency or greater and extend for one year or more require an affirmative action search.

  1. Preparing the faculty, and P&S Requisition/Recruitment Plan

P&S Requisition/Recruitment Plans are electronic forms created in the Jobs@UIOWA application (accessed through the Human Resources Employee Self-Service website) and routed through the workflow transaction system.

  1. The Essential components of the recruitment plan include:
  • Names of all individuals serving on the search committee.
  • List of all advertising resources being utilized.
  • Copies of all advertisements, position announcements, professional contacts, and mailing lists.
  • Approval signatures from the departmental executive officer and collegiate dean/vice president via the workflow transaction system.
  • Approval of advertisements and position announcements by Equal Opportunity and Diversity at the beginning of the search process, prior to publication or distribution of position announcements.
  1. To create a P&S Requisition/Recruitment Plan:
  • Log in to the Employee Self-Service website using your HawkID and password.
  • Click the Administration tab.
  • Under the Systems tab, click Jobs@UIOWA to enter the HR Web Transaction System. (Please note that the PDF iconRequisition/Recruitment Plan Training Manual which includes detailed instructions for completing the form, can also be accessed from this web page.)
  • Click Faculty/P&S Requisition/Recruitment Plan.
  • Follow the instructions as provided in the R/R Plan Training Manual on page 2.
  • Within the Requisition/Recruitment Plan there are Help buttons which provide additional details about each field on the form.
  • If you need additional assistance, please send an e-mail to or call 319-335-0705.
  1. Common Errors when Completing the Requisition/Recruitment Plan 
  • A targeted advertising resource is needed to address the underrepresentation of women and/or minorities if applicable.
  • Regional or national advertising resources are not provided when required.
  • The university’s Equal Employment Opportunity / Affirmative Action statement is not included in the external advertisement. The university’s updated EEO Tagline that should be used is as follows:

The University of Iowa is an equal opportunity / affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

  • Position qualifications listed on the job line position announcement must match the qualifications listed in the external advertisement.
  • The external advertisement and/or the job description are not attached.
  • The complete list of all search committee members is absent and/or search committee diversity representation such as gender, racial, ethnicity does not exist.
  • The number of references needed by applicants in the position announcement is not included.
  • The equivalent combination of education and experience language in the educational requirement section of position announcement is not included.
  • The position qualifications are not easily measurable and are not consistent with the UI job description qualifications.
  • The position announcement contains misspelled words, errors.
  • Biased language exists within the position announcement, which can be construed as a bias for younger employees e.g., words such as “energetic”, “enthusiastic”, and “young scholar”.
  • The advertisement of multiple level positions does not list all required qualifications for each position.
  1. Advertising Requirements

The scope of advertising required for P&S positions is based on two criteria: (1) underrepresentation within the job group and (2) the pay level of the position.

Positions in job groups that are underrepresented for women or racial/ethnic minorities in the university’s current workforce require advertising targeted toward the underrepresented group. Refer to the Underrepresentation Reports on the Diversity at Iowa website for a list of job titles determined to be underrepresented for women and/or minorities. Targeted recruitment resources are also available on the Equal Opportunity and Diversity website. There are three levels of advertising for P&S positions: local, regional and national. For positions that are 50% full-time equivalency or more for one year or more.  The advertising requirements are as follows:

Minimum Advertising Level Non-Organized P&S Organized P&S (SEIU)
   Pay Level Pay Grade
Local   2-4 1-8
Regional   5 9-11
National   6 & above 12 & above
  • Local advertising is defined as advertising minimally media or internet resources in Iowa City, Cedar Rapids, Des Moines, and Quad Cities, Eastern Iowa or other metropolitan areas in Iowa.
  • Advertising with University of Iowa resources may supplement but not replace other local advertising.
  • Regional advertising is defined as means advertising minimally media or internet resources that target midwestern metropolitan areas beyond the state of Iowa.
  • National advertising is defined as advertising minimally with media or internet resources that target metropolitan areas throughout the U.S.
  1. Advertising Resources

Examples of acceptable advertising resources include: print media (newspaper, journal advertisements, and publications of professional organizations), websites, listservs, and professional contacts. See Advertising Resources

  1. Use of the Internet in Position Announcements

Electronic media is increasingly the primary resource used in job searches by employers and job seekers. Examples of electronic media include listservs, bulletin boards, job banks, websites, and job boards of associations and organizations serving professionals in fields relevant to the requirements of the position. When advertising electronically, you may provide a link to the website where your department’s job postings are listed. See Advertising Resources.

  1. Social Media Guidelines

In an effort to educate our employees about the benefits and risks of social media similar to the education provided to our students on this subject to minimize personal and future career risk, suggested guidelines for use of social media are provided below.  These guidelines are intended to support the creative and innovative use of social media by employees to further university purposes in a manner that minimizes personal, professional and institutional risk.

  1. Best Practices to Enhance the Diversity of the Applicant Pool

It is vital that the hiring department and search committee devote time to developing strategies to enhance the diversity of the applicant pool.

  • Develop a broad knowledge of the applicable marketplace and where to target the search to yield a diverse applicant pool.
  • Consider non-traditional advertising venues.
  • Maintain ongoing professional contacts with colleagues at other institutions to solicit nominations of well-qualified women and minority applicants.
  • Advertise positions in a variety of publications and with professional organizations that reach diverse populations.
  • Personally invite women and racial/ethnic minorities to apply for position openings.
  • Solicit the names of prospective applicants from caucuses of women and racial/ethnic minorities within relevant professional and academic associations.
  • Review applicant pools from prior searches to identify potential women and minority applicants for current or future searches.
  • Utilize the Equal Opportunity and Diversity’s listing of Targeted Recruitment Resources (See Advertising Resources).
  1. Diversity in Employment Guidelines

Each member of the university community contributes to the development and maintenance of a healthy academic and working environment in which diversity is valued. Executive, administrative, and managerial positions have a unique responsibility for promoting a fair and equitable environment.

A checklist for assessing candidates' diversity skills in accordance with this policy can be found PDF iconhere.

The university’s Diversity in Employment Guidelines states that position descriptions and announcements for senior leadership positions must include job-related experience with and/or commitment to diversity as a required qualification.

These guidelines apply to all open positions at pay level 6 or higher in the non-organized professional and scientific classification, and for faculty appointments with significant administrative responsibilities.

Including the diversity leadership requirement in the position description and announcement informs candidates of the university's commitment to diversity and encourages them to be forthcoming about such experience during interviews. In addition to soliciting prospective candidates, the language serves to communicate the university's support to the general public.

The following samples of language may be used to satisfy this requirement. This information can also be found on the Equal Opportunity and Diversity’s website.

  • Demonstrated commitment to promoting a diverse environment.
  • Demonstrated knowledge of the principles of affirmative action and equal opportunity.
  • Demonstrated commitment to human rights and equality.
  • Demonstrated experience promoting a diverse workforce/academic environment.
  • Demonstrated knowledge of effective strategies for working with diverse faculty, staff, and students.
  • Demonstrated experience working effectively in a diverse environment.
  • Demonstrated commitment to diversity in the educational community.
  1. Applicant Self-Identification Forms

As required by federal regulations, the University of Iowa requests information from job applicants to monitor and report on its equal employment opportunity and affirmative action programs. Equal Opportunity and Diversity accommodates this policy with the Applicant Self-Identification Form.

Submission of this information is voluntary. The information will not be shared or used in making employment decisions. If applicants choose not to answer these questions, they will not be excluded from consideration for employment.

The Applicant Self-Identification Form is available for use if the position is not being advertised on Jobs@UIOWA (See the university's Electronic Forms website under “Equal Opportunity and Diversity”). Otherwise, this information is embedded within Jobs@UIOWA.

(Faculty Searches Only) If uploading an applicant’s resume/cover letter through the manual process, a paper Self-Identification form will need to be sent to the applicant to include the requisition number, position title, and department/unit name which are to be forwarded to EOD.

  1. Internal Searches 
    1. P&S Searches- Non-UI Health Care Org Units

Requests to conduct an internal P&S search may be made while creating your P&S Requisition/Recruitment Plan. Once you have selected the target applicant group (e.g., all UI orgs, general university orgs, department only) if the job title you are filling is underrepresented for women and/or minorities, you will need to email all current (regular) eligible staff in that group using the following language. List recipients in the bcc field. If you wish to make significant changes to this message, please contact EOD (5-0705 or to discuss the modifications prior to sending the emails to potential applicants.

Template email message when filling a position from an underrepresented job group- Send the following message to all current (regular) staff who are eligible to apply:

Subject Line:   New UI Internal Job Posting

You may be interested in applying for a new UI internal job opportunity. The department of (department name) in (Org or College name) is advertising for a (Job Title) (Job Code) at pay level __). To view detailed information about UI internal P&S opportunities visit Jobs@UIOWA, click the link for “Internal”, and log in with your HawkID and password. Search for Requisition # (Req. #) to view detailed information about the current job opportunity.

The University of Iowa is an equal opportunity / affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

  1. P&S Searches- UI Health Care Org Units

Requests to conduct an internal search may be made while creating your P&S Requisition and Recruitment Plan.  Please complete the PDF iconInternal Search Justification form and attach it to your Requisition and Recruitment Plan.

  1. Using External Search Firms
  • Obtain a statement of approval from an appointing authority (Dean, Vice President, Department Chair, and Vice Provost) to begin the process to secure a search firm.
  • Contact the University Purchasing Department for guidelines to begin the process.
  • Once an external firm has been secured, it is recommended that the hiring department contact EOD to schedule an orientation session with search firm representatives to review UI’s Search and Selection procedures.
  • The same Search and Selection process applies even when hiring departments choose to employ search firms to assist them in recruiting and selecting candidates.
  • All applicants must apply by submitting their applicant materials through the workflow transaction system.
  • All search forms Requisition/Recruitment Plan, Pre-Interview Report and the Search and Selection Summary need prior approval from the office of Equal Opportunity & Diversity before advertising positions, campus interviews and extending offers of employment.

(Faculty Searches Only) If uploading an applicant through the manual process, a paper Self-Identification form will need to be sent to the applicant to include the requisition number, position title, and department/unit name which are to be forwarded to EOD.