Academic Appointments Manual

Recruit and Appointment

Tenured/Tenure-Track Faculty

Assistant Professor (or equivalent title)



Job Posting and Advertisements

Before drafting the description, the individual department should meet to discuss the position for which it would like to advertise. Various issues should be addressed at this meeting including rank, desired research and instructional areas, expectations, perceived role in the department, and the department’s immediate and future needs.  The result of these deliberations should be brought to the Dean for his/her consideration.  The Dean must approve the search before any further action can be taken.  In Newark, the Chancellor must also approve the search before any further action can be taken.


Each recruitment effort starts with a position description, including the position and rank, which should accurately and clearly describe the full range of responsibilities and duties for the position, as well as a brief description of desired research and instructional areas, required skills or experience.  The ad should specify what is required for a complete application (e.g., cover letter, statement of research and teaching interests, publications, writing sample, list of references, etc.); when review of the applications will begin and any deadlines; and where materials are to be sent, including name, position and address of the individual.  If the department plans to interview at a particular professional meeting, pertinent contact information should also be included.


All position announcements, both internal and external, and all classified advertising should be written in sexually neutral language and contain the statement that “Rutgers University is an equal opportunity/affirmative action employer committed to diversity.  Women, minorities, and members of under-represented groups are encouraged to apply.” On occasion, units may desire to use more detailed language in their advertisement for a specific audience.  For advice on the appropriateness of alternative statements, administrators need to consult the Office of the Vice President and General Counsel at (732) 932-7697 or

The Recruitment Process


All academic personnel positions covered in this manual should be obtained by a broad search that will result in a nondiscriminatory applicant pool.  After receiving the appropriate approval to advertise, the department should then place an advertisement in the appropriate venues. The units will want to prepare advertisements of the position to be placed in appropriate professional and scholarly journals, and/or their websites, as well as sources appropriate to the position. Many units choose to publish classified advertisements in The Chronicle of Higher Education, Academe, and the The New York Times.  They also elect to advertise in web advertisements on career websites such as,, and Individual units are responsible for the expense related to these advertisements, there is no cost for advertising on


The Search Committee


Each unit has their own policies and procedures for how they review applications, select candidates for campus visits and recommend candidates for hire.  Typically, there will be a search committee that will have representatives from the field in which the school is looking to hire.  Membership on the search committee also varies.  In some departments the entire department constitutes the search committee, in other departments only the tenured members of the department participate, and in others a representation of fields and ranks is desired.  Prior to compiling a list of possible committee members the department should establish what the role of the committee will be.   




The search committee should develop a list of clearly defined criteria arranged in order of importance by which applicants will be evaluated.  These criteria, based on the position description, must relate to the essential functions of the position and be applied uniformly to all candidates.  It is the responsibility of the Search Committee to make every effort to treat all candidates who are interviewed in an equal fashion.  All candidates should be seen by a reasonable and representative number of voting members of the department or discipline.  Although conversations with candidates take their own directions, the format and content of the interview should be uniform.  All questions directed to applicants should be related to the position for which they have applied.  The committee might want to draft a list of questions and topics in advance to discuss during the interview and agree on a rating system for the candidates.  Questions concerning race, religion, national origin, ancestry, sex, sexual orientation, marital status, age, or disability should only be asked once the appointment is made and for administrative purposes only.  After each interview, the interviewers’ evaluations should be put in writing and retained in department files with all other documents related to the search for two years.  In most schools, the dean will make the final selection of the candidate to hire. For specifics about this process, consult the bylaws of specific units.




The University is committed to attracting and maintaining a highly talented and diverse faculty. If the candidate pool for a faculty position is not diverse or the pool does not contain qualified candidates, additional outreach should be taken which may include networking, advertising in more targeted publications and websites or extending the job search.

Units are responsible for tracking the candidates that apply for an open position.  The UPF-1F is the form that is used to collect information regarding the gender and ethnicity of the candidates and is used to complete federally mandated Affirmative Action Reports.  The form, along with instructions, may be obtained at  No appointment can be finalized without completing this form.

To discuss this form or methods for collecting information for this form, contact the Office of Employment Equity at 732-932-3020, ext. 4030.

Related Information

The New Jersey Law Against Discrimination (LAD) prohibits job discrimination on the basis of race, creed, color, national origin, ancestry, age, and marital status, affectional or sexual orientation, sex, atypical hereditary cellular or blood trait, liability for service in the Armed Forces of the United States, or familial status. The law also applies to physical disability unless the nature and extent of the disability “reasonably precludes the performance of the particular employment.

Title VII of the Civil Rights Act of 1964 Prohibits discrimination against any individual with respect to hiring, discharge, compensation, and all terms, conditions, and privileges of employment because of race, color, religion, sex, or national origin.

Title IX Education Amendments of 1972 prohibits discrimination based on sex in education programs and activities that receive federal financial assistance. Title IX covers all programs of a school or college that receives financial assistance including academics, extracurricular, and athletics.

Presidential Executive Order No 11246 (1965) prohibits discrimination by federal contractors against any employee or applicant for employment on the basis of race, color, religion, sex, or national origin. Requires the employer to take affirmative action to expand employment opportunities for women and members of minority groups - defined as American Indian or Alaskan Native, Asian or Pacific Islander, Black, and Hispanic - and to eliminate practices that have the effect of excluding or limiting their employment. Also requires a written affirmative action plan, including goals for overcoming the underutilization of minorities and women in the employer’s workforce.

The Rehabilitation Act (1973), Section 503 prohibits discrimination against any employee or applicant for employment because of physical or mental disability regarding any position for which he or she is qualified. Requires the employer to take affirmative action to employ, promote, and otherwise treat qualified individuals with disabilities without discrimination based on their disability. Also requires a written affirmative action plan, but hiring goals need not be established. Affirmative action does require that an employer take steps to accommodate a qualified worker with a disability unless accommodation poses an undue hardship.

The Equal Pay Act (EPA) of 1963 prohibits employers from discriminating on the basis of sex in paying salaries for equal work requiring equal skill, effort, and responsibility and performed under similar work conditions.

The Vietnam Era Veteran’s Readjustment Act of 1974 prohibits discrimination by federal contractors against applicants or employees because they are covered veterans in regard to any position for which they are qualified. Requires that employers take affirmative action to employ, advance in employment, and otherwise treat covered veterans without discrimination based on their disability or veteran’s status. Also requires a written affirmative action plan, but hiring goals need not be established.

Covered veterans are: disabled veterans, recently separated veterans (veterans within 3 years of their discharge or release from active duty), veterans who served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized (referred to as “other protected veterans”), and Armed Forces service medal veterans.

The Age Discrimination in Employment Act (ADEA) of 1967 prohibits employers from failing or refusing to hire, or from discharging, or from otherwise discriminating against any individual with respect to compensation and all terms, conditions, and privileges of employment because of the individual’s age. Exceptions to the prohibition against forced retirement include certain high-level executives, public safety personnel, and until 1994, tenured faculty age 70 and over.

Title I of the Americans with Disabilities Act (ADA) of 1990 prohibits employers from discriminating against any qualified employee or applicant for employment because of physical or mental disability. In addition, it requires employers to make reasonable accommodations for qualified individuals with disabilities unless doing so would impose undue hardship.

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