Employment Advertising

Preparation and Approval of Copy:

The hiring department drafts the employment advertisement and submits it to the appropriate office for approval prior to placement.

Advertisements for all positions are approved by Joy Carlson. Please see the HR website for further information regarding hiring procedures.

Publication Process:

The hiring department decides which publication(s) to use for an employment advertisement, places the ad(s), and is responsible for all advertising costs.

CWU contracts with Graystone Group Advertising to provide a more convenient and cost-effective way to place employment ads. The hiring department provides Graystone Group with ad copy and a list of the publications they wish to use. Graystone provides ad copy and a quote for approval. Because of the number of ads they place, Graystone's prices are usually better than what publications offer CWU directly. Get quotes by emailing ads@graystoneadv.com

If Graystone is not used, the hiring department acquires quotations from the chosen publication and places the ads. Be sensitive to the submission deadline shown for each publication below so the ad will run on the desired publication date.

Obtain Quotation:

The hiring department completes the Request for Advertising Quotation Form (MS Word Format) to acquire a quote for the proposed ad. The Master Order Listing below shows the phone and fax numbers of the most commonly-used publications.

Place the Ad:

The hiring department faxes the completed Employment Advertising Submittal Form (MS Word Format), along with the advertisement, to the publication. The department will use the purchasing card if the cost is within departmental per-transaction limit. If the cost is over the purchasing card limit, refer to the Master Purchase Order number from the chart below.

Please select your account code for the invoice or requisition from the following --

53526 - Employment Search - Advertising & Miscellaneous: use for all non-travel costs associated with employment searches. Includes all advertising charges and non-travel, miscellaneous expenses such as duplicating and mailing costs associated with employment searches.

53870 - Employment Search - Interview Expenses: use for all expenses associated with travel and interviewing, including air fare, mileage reimbursement, lodging, telephone charges, per diem travel costs, and other miscellaneous costs associated with interviewing prospective employees.

Accounts Payable Copies:

If the Master Purchase Order is used, the department provides Accounts Payable with the publication name, department name, Project ID, and a copy of the advertisement by mail (MS7470), fax (1623) or email fischera@cwu.edu.

Master Orders for Advertising:

The following is a list of publications for which a master PO has been established. If the publication with which you desire to advertise is not listed below, and the amount is over your purchasing card per-transaction limit, follow regular requisition procedures. Allow a minimum of three days for processing.

Promotional Advertising

All marketing items including radio, newspaper and television advertising, and imprints on t-shirts or other promotional items must be approved by the Department of Public Relations and Marketing.

Please visit the Graphics webpage for information about the CWU Integrated Marketing Plan, including graphics standards and procedures.