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Common Reasons for Interfolio Ad Send Backs

This post outlines common reasons that Interfolio job ads are returned to units by the Academic HR (AHR) and International Scholars Operations (ISO) teams. Please review closely to ensure your ads accurately address all of these common pitfalls.

For more details and examples, check out the OAP Interfolio Ad Creation Training.

Returns by the AHR Team

Ads are commonly returned by the AHR team when they do not adhere to the guidance below.

  • Position descriptions must include the following details:
    • Position title must be drafted in the correct order: rank, position, area of specialization
      • For example: Clinical Assistant Professor of Thoracic Surgery
    • FTE must be included: full-time, part-time, or specific FTE percent
    • Service period must be included: 9 or 12 month
  • Tenure status should be explicitly stated: tenured, WOT, tenure eligible, or not tenure eligible
  • Location should include the city and state where the selected candidate will work.
    • Note that only listing a specific building or medical center such as Harborview does not meet the guidelines.

Internal Notes must include the following required information:

  • Position ID field: Hiring plan number, if applicable.
    • If the position is not on the hiring plan, enter “n/a”
  • Hiring Plan field: Description of where the ad will be posted (1- and 2-DEP/UNDEP only)
  • General Notes field: Unit’s affirmative action goals and good faith efforts to reach underrepresented demographics
    (Note: Internal Notes content does not appear in the published ad but are used to ensure compliance with University recruitment policies.)

Returns by the ISO Team

Ads are often returned by the ISO team if the Qualifications section does not align with the following guidance:

  • Requirements should be included in the Qualifications section, not in the position description.
  • Qualifications section should only include minimum requirements, attributes that a candidate must have to be considered for the position.
  • Position requirements should be concrete and able to be documented for USCIS paperwork.
  • Preferences must not be included. Review the training linked above or contact the ISO team for tips and examples.

Job Description Examples

1- DEP/UNDEP Example: Applies to positions eligible for permanent residence. These ads are reviewed by AHR and ISO.

The Division of Cardiology, Department of Medicine, School of Medicine is seeking a full-time cardiac imaging specialist to join our academic section of cardiac imaging. This individual will primarily provide cardiac imaging services in the University of Washington (UW) Heart Institute to patients at the University of Washington Medical Center in Seattle, Washington, the main teaching hospital and quaternary medical center in the UW Medicine system. Primary duties include performance and interpretation of advanced echocardiographic imaging examinations. The successful applicant would be appointed to the full-time faculty at the University of Washington at the rank of Assistant or Associate Professor (without tenure due to funding), commensurate with experience. University of Washington faculty engage in teaching, research and service, and the successful candidate will supervise trainees in imaging labs, serve as a research mentor for trainees, provide research mentorship and attend on clinical services and in cardiology clinic. This position has an annual service period of 12 months (July 1 – June 30). Anticipated start date will be July 1, 2021.

3-DEP/UNDEP Example: The unit is responsible for ad content for 3-DEP/UNDEP positions.

The University of Washington School of Law in Seattle, Washington is seeking Affiliate Instructors to fill instructional needs in the JD and Non-JD programs. The affiliate track is part-time, non-benefits eligible on a 12 month basis. Teaching assignments are determined quarterly and for 3-6-9 month terms. Compensation is set by a salary schedule and delivered in the quarters in which the successful candidate teaches. When not in paid teaching status, the candidate will switch into courtesy unpaid academic status and will enjoy access to certain UW resources such as the libraries and gym. This is an open-rank search and successful candidates will be appointed commensurate with experience. These teaching opportunities are in the traditional JD doctrinal courses, several experiential programs, clinics, and other degree programs and concentration tracks including trial advocacy. Instructional needs may arise spontaneously, and all applications will be reviewed for open teaching needs at the time the application is received. Reappointments are contingent upon instructional needs, performance and funding. The anticipated start date is August 1, 2021.

Third-Party Provider Security Breach Potentially Exposed Washingtonians’ Personal Data

In late December, a security breach involving a third-party software service provider used by the Office of the Washington State Auditor (SAO) might have exposed sensitive data belonging to some Washingtonians.

This data includes personal information from approximately 1.6 million unemployment claims–including fraudulent claims–made in 2020, as well as other information from some state agencies and local governments.

SAO is currently investigating the breach and the scope of the impact. They will notify affected individuals as quickly as possible. Read more about the incident on the SAO’s dedicated web page.

Updates to ISO Visa Request Tool

On January 15 OAP will release some updates to our visa request tool. Due to the updates there will be an outage from noon to 2pm when the tool, including visa request forms, will be unavailable. These updates introduce a new required J-1 amendment form and functionality for creating new and managing existing requests.

Here’s what you will notice:

  • The new J-1 amendment form:
    • Will be required going forward to change program dates, biographic information, funding information, or certain other information for J-1 exchange visitors.
    • Can be created from an existing visa request, in which case most of the fields will be filled in already, or they can be created “from scratch”.
    • Does not replace the Request Family DS-2019 form and cannot be used to add J-2 dependents at this time.
  • A new launch page that allows administrators to easily find existing visa requests and create new requests.
  • The ability to manage visa request files from the submitted J visa requests and submitted H visa requests pages.
    • Instead of emailing files through ISO’s ticketing system (RT), department administrators will be able to upload files by browsing to a list of visa requests and selecting Actions -> Manage files.
    • ISO will also be able to send files to department administrators through the visa request tool. Whenever a file is added, department administrators will receive an automated update.
    • Note: Files sent to or from ISO by email will not appear; only files uploaded via the visa request tool will be visible.
  • “Copy to new” functionality for J-1 and H-1B visa requests from the submitted J visa requests and submitted H visa requests pages:
    • Administrators will be able to select an existing visa request and use Actions -> Copy to New to create a new visa request from that existing request. This can be used to facilitate extension requests.
  • School/college/campus (S/C/C) level access can be granted for designated administrators to see all visa requests for that S/C/C. Access can be requested by contacting acadvisa@uw.edu.

The above improvements have been made based on unit feedback; we appreciate any additional comments on this tool!

2021-01-15: The updates are live; form links have been added.