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Application Help & FAQs

Submitted by cschasny on Tue, 05/06/2014 - 10:33am

Submitted by cschasny on Tue, 05/06/2014 - 10:54am

Welcome to the University of Calgary Careers' Application FAQ page. Please see below for the step by step process for submitting your online application as well as answers to some common questions related to the recruitment and selection process. Click the grey title bar of the item you are interested in viewing to see the details and click it again to collapse the information.

How to apply for a position

Step 1: Find the job you are interested in applying for

You can search for opportunities using none, one, or all of the following:

  • keyword search

  • job type filter (academic, management and staff, or postdoc)

  • faculty / unit filter

Search Current Opportunities

Once you've found the posting you are interested in applying to, click the "Apply Now" button to open the application window.

Apply Now

Step 2: Accept Terms and Agreements

The first page of the application includes a "Terms and Agreements" section which must be read and agreed to in order to submit your application.

Click the "I Agree" button to move to the next step or, if you do not agree, you can click the "Cancel" button to exit the application.

Provide Employee ID

Step 3: Upload a Cover Letter and Resume

You will be asked to select the best option to share your qualifications – in most cases that includes a cover letter and resume.

PLEASE NOTE: Currently, our online application system only permits one document to be uploaded. To provide a cover letter you must include the letter as page one of your resume.

The University of Calgary encourages all applicants to include a cover letter in their application.

You are provided with several options to upload your application document including via your computer (Upload a Cover Letter and Resume/CV), or via cloud storage options such as Dropbox, Google Drive, and One Drive.

Select the best option for you and follow the instructions to upload your document.

Upload Cover Letter and Resume

NOTE: The accepted file formats indicated (.doc, .docx, .pdf (non-image files*), .txt, .rtf, or .html).

*Please see the Technical Issues section below for more information.

Step 4: Verify Your Personal Information

After uploading your cover letter / resume, the system will pull your personal information and display it for you. Please review and confirm that the information is correct. Your first and last name as well as your email address are required fields.

Edit the information as required and click the "Next" button.

Personal Information

Step 5: Answer the Questionnaire

Depending on the job you are applying to, you may be required to answer an online questionnaire. Take the time to answer the questions carefully and truthfully, as once you submit your application you will not be able to change your answers.

Once completed, click the "Next" button.

Step 6: Complete survey and submit application

You will also be asked to complete an optional Employment Equity Applicant Data Survey. The answers are not attached to your application for the position, but you can choose not to complete the survey by selecting the "Do not wish to disclose" option for each question and it will not adversely affect your application.

Personal Information

Once completed, click the "Submit" button.

PLEASE NOTE: Once you have submitted your application, you will not be able to make changes to your application. Before submitting you can use the "Back" button to make any necessary changes.

Use the "Cancel" button to cancel the application. There will be no record of this application.

Step 8: Confirmation Page

Once the application has been submitted, you will be directed to a confirmation page. You will also receive an email to confirm that your application was submitted successfully.

Issues receiving the confirmation email? See "I did not receive a confirmation email. What do I do?" under the Technical support section.

Submitted by cschasny on Tue, 05/06/2014 - 11:08am

Technical support

How do I set up a job notification email?

New positions are posted frequently, and we encourage you to visit our website for new career opportunities. You can also set up a Job Notification email and the system will send you an automatic email based on the search criteria you enter. View detailed step-by-step instructions on setting up a job notification, or follow the instructions below.

From the main Careers page, enter your desired search criteria using the keyword and/or Type and Faculty/Unit filters and hit the "Search" button.

Search Current Opportunities

To save the search as a Job Notification, click the "Sign up for Job Notifications" button at the top of the search results page. The name of the Job Notification will default based on what was entered in the keyword field. You will be asked to enter your preferred email address and how often you wish to receive the email notification. Check the "I’m not a robot" box and carefully read and follow the instructions to answer the associated question. Finally, click the "Create" button.

You will receive a confirmation email once you have signed up for the notification.

At any time, you can choose to unsubscribe from the notification via a link provided at the bottom of the notification email.

Issues uploading your resume?

If you are getting the following error message after attempting to upload your cover letter / resume document, it is as a result of one of the issues listed below.

Technical Difficulties

1. File Type - The file type used is not a supported option. The system only supports the following file types: .doc, .docx, .pdf (non-image files*), .rtf, .txt and .html.

*NOTE on .pdf Files: Although our system accepts .pdf documents, they must have originated from text files (e.g. converted from a word processing program such as Word). Any scanned .pdf files are image files and cannot be processed by our system.

2. Image Files (including scanned .pdf documents) - As noted above, our application system cannot accept scanned .pdf documents as they are seen as an image file and can’t be read by our parsing software. If possible, please save your document in a text format instead and upload that version.

If that is not an option, please email with your document attached along with the title and Job ID# of the posting you wish to apply to.

3. File Error - If you have confirmed the file type you are using is an accepted format, there may have been an issue when the file was originally saved. Open the file and save it again (following the guidelines above) and try uploading it once more.

I did not receive a confirmation email. What do I do?

Once your application has been processed successfully to our system, a confirmation email will be sent to the email listed in your application. In general you can expect to receive the confirmation email within the hour.

NOTE: The email comes from which you may need to add to your email account’s safe list to ensure it is received in your Inbox.

If you do not receive the email within an hour - and you’ve confirmed it did not land in your Junk Mail - there may have been a delay in the processing of your application. These delayed applications are monitored and any issues will be corrected within one (1) business day, at which point you will receive the confirmation email. If waiting one business day is not an option (for example, if the job’s deadline is today), you can re-submit your application.

Submitted by cschasny on Tue, 05/06/2014 - 11:12am

Recruitment and Selection

Can I learn the status of my application?

The University of Calgary is unable to provide this information due to the high volume of applications received. As stated in all job postings, only those moving forward in the selection process will be contacted. Most job openings are filled within 6-8 weeks, therefore, if you have not heard within that time, you can assume you will not be considered further for the position.

New positions are posted frequently, and we encourage you to continue to visit our website for other career opportunities. You can also set up a job notification where the system will send an automatic email to you based on your search criteria when a position is posted that matches the criteria you have set. See "How do I set up a job notification email?" section above for instructions.

Can I update the resume for a submitted job application?

Once you have submitted an application, the system will not allow changes to the attached resume or application details. The only way to update your application is to submit a second application for that position. When more than one application is received from the same individual, it is assumed the most recent one should be used.

Can I apply for more than one posting with the same resume?

The University of Calgary encourages applicants to tailor their cover letter and resume to be specific to the job they are applying to. Therefore, applicants should apply for each position separately so they can attach the corresponding cover letter / resume to each job individually.

How long does the selection process take?

Most competitions are filled within 6 to 8 weeks; therefore, if you have not heard from the University of Calgary within that time, you can assume that you will not be considered further for that position.

When will I be contacted?

We are unable to respond to every applicant due to the high volume of applications received. Only applicants who are moving forward in the selection process will be contacted.

Why wasn’t I contacted for an interview?

All applicants are assessed relative to the qualifications listed on the job posting. You must meet the minimum qualifications of the posting to be eligible for further consideration. However, meeting the minimum qualifications does not guarantee you will be interviewed. Positions are screened by the associated hiring manager(s), so you are encouraged to continue to apply for positions for which you meet the qualifications.

What can I do to improve my chances of finding employment with the University of Calgary?

Every opportunity is considered separately. The number of positions you apply for does not increase your chance for being hired. We encourage all interested applicants to apply for positions for which they qualify. Every application will be given equal consideration in the hiring process.

Can I get feedback on my application / resume?

Due to the volume of applications we receive, we do not have the resources to offer consultation services. The Government of Alberta has an excellent website ( that provides assistance such as job search tools, cover letter and resume tips and networking advice.

Students of the University of Calgary can access additional help through our Career Services office.

Do I need a cover letter to apply for a job at the University of Calgary?

For professional positions, it is encouraged that you include a cover letter with your application. Our online application system only permits one file to be attached to your application, so please include your cover letter with your resume in one file.

Does the University of Calgary hire international candidates?

The University of Calgary has employed international candidates where it has been difficult to recruit Canadians or Canadian Permanent Residents. These individuals are eligible to be considered for employment with the University of Calgary provided they have or can obtain legal entitlement to work in Canada (i.e. work/study permit, Social Insurance Number).

If I have a disability, will the University of Calgary accommodate my needs?

The University of Calgary strives to create and maintain a positive and productive learning and working environment in which there is respect for the dignity of all persons and fair and equitable treatment of individuals in our diverse community. We are committed to ensuring that the diversity of our staff and faculty reflects our local and national community. To that end, we also offer accommodation to applicants with disabilities to ensure fair and equitable assessment. If you require accommodation in the selection/interview process, email to make your accommodation request. Find out more about diversity at the University of Calgary.

Still need help?

Contact the Integrated Service Centre

Email or call (403) 220-5932

Agents are available Monday through Friday, 8:30 am to noon and 1:00 to 4:30 pm.