UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.3 Employment Policy 3.3.12 Classified Vacancy Advertising

04/01/90 -Originated 05/15/98 -Reviewed w/ changes -Reviewed w/o changes Human Resources - Author

Classified Vacancy Advertising

Scope

This policy applies to all advertising for classified vacancies, and refers specifically to advertisements in newspapers, magazines, or internal postings on bulletin boards.

Policy

To assure consistency and compliance with legal requirements, all advertisements for classified vacancies at UTMB must be submitted for approval to the Human Resources Department (HRD), or to the Correctional Managed Care (CMC) Human Resources Department for CMC vacancies, which will coordinate all advertisements.

Procedure

• The primary contact for employment at UTMB is through HRD and all responses to employment ads must be processed through HRD or CMC Human Resources Department for CMC vacancies for proper recording, monitoring, and tracking for governmental reporting purposes as well as internal controls. • The employing department prepares the appropriate Purchasing Department documentation designating the advertising source (vendor), account number, ad size, estimated cost, and dates to be run. • Advertisement layout (written text and graphics), must be consistent with guidelines established by the Office of University Relations. Assistance in preparing advertisements is available through the Staffing Services of HRD. • CMC Regional HR Offices will submit written ad requests to CMC HR-Galveston which will evaluate the requests for appropriateness, prepare ads, and place the ads in the appropriate publications. • Vendors requiring prepayment must submit a written request on vendor's letterhead prior to processing for payment.