Information for job applicants

Application process

The following will provide you with useful information as regards the online recruitment procedure at the University of Dundee. We recommend that all potential applicants read the following, so as to ensure that when they are completing their application(s), they are aware of the information we require, and how it will be used.

As stated previously, should you have any questions regarding the online application process, please contact the People Support team responsible for the area in which the vacancy has arisen.

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General guidance

• We prefer all job applications to be submitted online, via our website. However, if you do not have access to a PC with an Internet Connection, or perhaps if you have a disability which makes it difficult for you to apply online, please contact the People Support team responsible for the area in which the vacancy has arisen.
• We do not accept speculative CV's.
• Email is the preferred method of communication, and all correspondence will be sent to the email address you registered / login into your account with. For applicants with no email access, communication will be issued to a preferred postal address.
• When applying, you will be asked at least one question prior to being asked to register / login to your account. This is our Privacy and Legal Statement - please see below, the others (if asked), are asked as they are linked to a requirement of the post which is mandatory. Your response will dictate if your application can / cannot proceed.
• Questions or fields marked with a '*' are mandatory and must be answered.
• You may be asked to provide a text response to a direct question. The response you provide will be used by the recruiting department during the shortlisting process. It is therefore important that your response demonstrates how you meet the desired, and possibly even the essential criteria, as detailed in the Job Description.
• Once you have completed all sections of an application, you will be prompted to Submit your application. Prior to submission, you can follow the 'View / Print Summary' link to review the content of your application. Any changes you wish to make, should be made prior to submission.
• When an application is submitted, a confirmation email will be sent to the email address you registered / login into your account with.
• Referees - Please complete details and the number required. You are required to provide the details of two referees for Grades 1 - 6, and and three references for Grades 7 and above.
• For Grade 1 - 6 posts, references will only be requested for the successful candidate. For Grade 7+ posts, once the recruiting department have decided on a shortlist, the referees of all shortlisted candidates will be contacted, and asked to provide a reference on that persons suitability for the vacancy. (Unless of course you have advised that they cannot be contacted immediately.) The People Support team will also issue Invite to Interview correspondence to shortlisted candidates. This will (in the main) be issued by email, and to the address you registered / login to your account with.
• Unsuccessful candidates will receive an email to advise that their application has not been successful. This may however take several weeks to be issued, as it will be dependant on the time taken by the department to appoint.

Privacy and legal statement

The personal data you provide on our jobs website is held by Lumesse acting on behalf of the University of Dundee. This information, including sensitive personal data such as equal opportunities monitoring data, is collected for recruitment and selection purposes only, or where there is a specific requirement for us to do so (such as Equal Opportunities monitoring or UKVI rules). Your information will be held securely and disclosed only to those who need to see it as part of our business processes. This may include external advisers or agencies acting on our behalf.

Equal opportunities monitoring data will not be disclosed to any member of the selection panel. This data is used to help us evaluate the effectiveness of our equality policies, and meet our statutory obligations. All reports based on this data will be constructed to prevent identification of any individual.

We will only keep your personal data for as long as there is a clear business need for it (normally one year since you last logged into your account), or where there is a legal requirement such as those from UKVI. If you are appointed, we will retain the personal data provided in your application as part of your employee record.

Interviews

• Invites to interview will be issued by email. For applicants with no email access, communication will be issued to a preferred postal address. The invite will take 1 of 2 forms :
  • If the People Support team have pre-arranged the interview times, the email received will confirm that your application has been shortlisted, and the following as regards the interview itself : date, time, duration, type of interview (panel, presentation, PC skills test, etc.), location of, and the person you should ask for on arrival.
  • If the People Support team have not pre-arranged the interview times, the email received will ask you to log into you account. You should then look to the section : Invite to Interview (URGENT), and select the link 'Available interview times for position'. This will then allow you to select your preferred interview time from the times listed. Once selected, you will receive a follow-up email confirming : date, time, duration, type of interview (panel, presentation, PC skills test, etc.), location of, and the person you should ask for on arrival.
• Assistance for expenses towards Travel and/or Accommodation are available. Guidance on what is / is not acceptable is detailed on the Interview Expenses Claim Form. If you are unsure if you can claim expenses for the post you are coming to interview for, or indeed if you require assistance in booking travel and/or accommodation, please contact the People Support team responsible for the area in which the vacancy has arisen.

Offer of employment

• If after interview you are offered the position, you will receive a Conditional Offer of Employment. This will again (in the main), be issued by email. This conditional offer will ask for confirmation of some of your personal details, and copies of items such as : passport, birth certificate, qualification certificates, etc.
• Upon receipt of the information requested in the conditional offer, and once we have concluded all checks, a formal offer of employment will be issued to you. You will receive this by both email and hard copy to your preferred postal address.

Monitoring of Equal Opportunities

Whilst completing your application, you will be asked to provide information for equal opportunities monitoring purposes. Please rest assured that this information is not made available to those engaged in the shortlisting process.

Additional information on the University of Dundee's policies on Equal Opportunities, Equality, and Diversity can be found on the Equality and Diversity pages.