Applying to Working at Western

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1 Applying t Wrking at Western Cntents 1. Abut Wrking at Western Registering and lgin infrmatin My Accunt Infrmatin: updating yur persnal/cntact infrmatin Careers: yur starting pint fr Wrking at Western... 2 a. View all Jbs... 2 b. Apply fr jbs... 4 c. Search Jbs... 4 d. Filter Jbs... 5 e. Print jbs Using the guided applicatin prcess My Jb Applicatins: managing yur applicatins My Jb Applicatins: viewing attachments Mre infrmatin abut PDF attachments a. PDF FAQS b. PDF Trubleshting c. Creating PDF dcuments Sign ut f Wrking at Western Tips and FAQs Need assistance? Trubleshting Cntact us: Our Privacy Statement - read Western is cmmitted t emplyment equity... 16

2 1. Abut Wrking at Western Wrking at Western is ur nline applicatin system fr: Staff psitins (part-time and full-time) Faculty psitins (part-time) Full-time faculty psitins can be accessed at Academic Careers. Jb pprtunities are psted as they becme available. If yu d nt have access t a cmputer, yu are encuraged t visit us n campus. Cmputer access and assistance are available in the Human Resurces Cmmunicatin Centre lcated in the Supprt Services Building, Rm G t Wrking at Western site frm Emplyment Opprtunities. Under Lgging In, select the link that best describes yu: Current r recent Western emplyees (wrked within last six mnths) select I am a current Western emplyee r I have wrked at Western within the past six mnths t lg int My Human Resurces and select Wrking at Western. External applicants (have nt wrked at Western within last six mnths) select I d nt wrk at Western and have nt wrked at Western within the past six mnths. Yu are nw n Careers where yu may view and apply fr jbs. External applicants must register befre applying t jbs. 1

3 2. Registering and lgin infrmatin If yu are a current r recent Western emplyee and need assistance with yur Western user name r passwrd, please visit ur Hw d I webpage. First-time external applicants will select New User r Register Nw and create a user name and passwrd. Befre registering, yu must acknwledge that yu have read and agree t the Terms and Cnditins. External applicants wh have applied befre, shuld select Sign In and lgin with the user name and passwrd that was previusly created. Select Frgt User Name r Frgt Passwrd if yu need assistance. If yu are having difficulty lgging in please read the dcument Having Truble with Wrking at Western r My Human Resurces? 3. My Accunt Infrmatin: updating yur persnal/cntact infrmatin Current r recent Western emplyees will lgin thrugh My Human Resurces and select Persnal Details. External applicants will select My Accunt Infrmatin. Changes t yur cntact infrmatin will be updated n all jbs yu have applied t. 4. Careers: yur starting pint fr Wrking at Western a. View all Jbs - Select View All Jbs and all currently available psitins will list n the Search Jbs page. Drag the scrll bar up and dwn t view jbs. Each jb listing includes the Jb Title, Jb ID Number and Clse Date (the psting will be remved after this date). 2

4 T view the psting Jb Descriptin, click the arrw (>) at right. The psting Jb Descriptin prvides all the details abut the psitin. Select Add t Favrite Jbs t add this psting t My Favrite Jbs under Careers. 3

5 b. Apply fr jbs External applicants must register befre applying fr a jb. Open the psting Jb Descriptin as described in #5a abve. Or, n Search Jbs check the bx beside the psting Jb Title. Next, click Apply fr Jb. Read Using the guided applicatin prcess. c. Search Jbs Use the Search bar at the tp f Careers fr a quick jb search. Type in a key wrd - e.g. Clerk r Ecnmics and click the duble arrw at right. Yu can als search n a specific Jb ID number. Search Jbs will pen and list any jbs which match yur search criteria. Click Clear Search t view all jbs. 4

6 d. Filter Jbs On the left panel f Search Jbs use the filter t select which jbs display in the main panel. This feature is very useful when there are many jbs t scrll thrugh. On a mbile device, click the filter icn t pen the filter. Yu can filter by clicking n a link belw the fllwing categries: Psting Type (faculty, staff r student) Full-time r Part-time status Faculty/Unit Emplyee Grup, and Jb Psted In (year/ mnth). The number in brackets fllwing the categry name indicates hw many jbs are currently available. Fr example, under Psting Type click Faculty t display nly faculty pstings. T view jbs within a specific faculty, select a link under Faculty/ Unit. Click Save Search t save and name yur search criteria fr future use. Yu can access My Saved Searches frm Careers. Jbs that meet yur search criteria will display prvided the applicatin clsing date has nt passed. External applicants must register t use the Saved Searches feature. When dne, click Clear Search r X t remve the filter(s). On a mbile device, click Selected Filters and then click Clear All r X t remve the filter(s). e. Print jbs Open the psting jb descriptin and select File / Print t use the print feature n yur brwser. Depending n yur brwser, yu may have better results by cpying and pasting the text int a wrd prcessing dcument t print. 5

7 5. Using the guided applicatin prcess a. Select the jb(s) yu wish t apply t On Search Jbs check the bx beside the Jb Title. Nte: Yu can apply t ne jb at a time using a mbile phne. If yu wish t apply t multiple jbs at the same time please use a cmputer, laptp r tablet. If yu wish t uplad different cver letters yu shuld apply t each jb separately. Please ensure yu have the required qualificatins fr each psitin. Click Apply fr Jb. b. Save yur applicatin (recmmended) As yu mve thrugh the steps, yur applicatin will autmatically save. Hwever, it is gd practice t save every ten minutes. Wrking at Western will time ut after a perid f inactivity. T avid lss f wrk, click the menu buttn at tp right and select Save as Draft. Yur applicatin will be saved in draft status and yu can submit at a later time. c. Step 1 f 5: Start Read the Terms and Cnditins. Yu must indicate yur agreement by checking the bx t prceed. Click Next t prceed Step 2. 6

8 d. Step 2 f 5: Resume/CV Click Attach Resume. Click My Device and chse the file (must be PDF frmat) yu wish t uplad. Read Mre Infrmatin abut PDF Attachments. Click Uplad and wait fr the file t uplad. Click Dne. Repeat these steps fr Attach Cver Letter. Review the files yu upladed. Click Change Resume r Change Cver Letter t replace a dcument. Click Next t prceed t Step 3. 7

9 e. Step 3 f 5: Supprting Attachments (faculty psitins and staff research psitins) Nte: Publicatins and Presentatins are nw added as an attachment (previusly yu typed in this infrmatin). Click Add Attachments. Select the Attachment Type. Type an Attachment Title. Click My Device and chse the file (must be PDF frmat) t uplad. Read Mre Infrmatin abut PDF Attachments. Click Uplad and wait fr the file t uplad. Click Dne. Click Use Different Attachment t replace a dcument and fllw previus steps. Click Dne. Click the plus sign + t add additinal attachments. Fllw the previus steps t uplad files. Click Next t prceed t Step 4. 8

10 f. Step 4 f 5: Applicatin If yu have previusly applied t Western, yu may need t re-enter sme infrmatin with the new step-by-step applicatin prcess the first time applying after Nvember 29, The infrmatin includes Secndary (high schl) educatin, Licences, Certificates, Memberships, Hnurs and Awards. Subsequent applicatins will bring frward the infrmatin. The guided prcess will step yu thrugh each sectin f the applicatin. Cmplete the fllwing sectins t ensure that Western hiring managers can fully review and assess yur applicatin: Educatin indicate Highest Educatin Level frm the drp dwn. Degrees are required if pst-secndary educatin is cmpleted r in prgress. Wrk Experience add yur wrk experience details and address. Languages indicate languages ther than English Any ther relevant sectins. Cmplete the questinnaire sectins. Click Next t prceed t Step 5. NOTE fr mbile device users: Step 5 may take a few minutes t lad depending upn yur device. A prcessing icn (lks like a wheel) may flash r display. Please be patient and wait until the page finishes lading befre prceeding. 9

11 g. Step 5 f 5: Review and Submit Review yur applicatin t ensure yu have included all attachments and cmpleted yur infrmatin accurately. Click each sectin t review. Click Mdify if yu wish t make changes. Click Submit when ready t apply. Yu will receive a cnfirmatin message. Click View Submitted Applicatin t view again. Nt ready t submit? Click the menu buttn at the tp right and select Save as Draft. Click Careers r click the menu buttn at tp right t select anther actin such as Sign Out. 10

12 6. My Jb Applicatins: managing yur applicatins Frm Careers click My Jb Applicatins t see a list f all applicatins and attachments. Details fr each applicatin display including the status. Draft applicatins shw a status f Nt Submitted. If the status is Nt Submitted and the psting is still active, yu can update yur applicatin by clicking the arrw at right. Yu cannt change r update an applicatin if the status is Submitted. Fr example, if yu accidentally mitted imprtant infrmatin r an attachment. If the psting is still active, yu can reapply t the same jb. G t Careers t select the jb and reapply. Only yur mst recent applicatin will be cnsidered. When reapplying t the same jb, it is recmmended t withdraw the previus applicatin (see next bullet). Yu can withdraw an applicatin submitted with errrs r missins. Yu can als withdraw an applicatin if yu n lnger wish t be cnsidered fr the psitin. Click Withdraw at right. Click Cancel if yu d nt wish t g thrugh with this actin. A message will display if yu are n lnger able t withdraw an applicatin at this pint in time during the review prcess. Otherwise, click OK and yur applicatin will be remved frm the cmpetitin and the status will change t Withdrawn. 11

13 7. My Jb Applicatins: viewing attachments T view yur attachments, g t Careers and select My Jb Applicatins. Yu can pen and view yur resumes/cvs, cver letters and ther PDF attachments. Nte: Adding r remving PDF attachments is cmpleted during the applicatin prcess. Read Using the guided applicatin prcess. Yu are nt able t add r delete attachments under My Jb Applicatins with the exceptin f adding references. If the University requests references, click n the plus sign + belw My Cver Letters and Attachments. Under Attachment Type click Reference and type an Attachment Title. Next, cmplete the uplad steps. Please nte that references are visible n all jbs that yu have applied t. 8. Mre infrmatin abut PDF attachments a. PDF FAQS Any dcuments submitted must be upladed as a PDF file. Micrsft Wrd and ther frmats cannt be upladed. Can I passwrd prtect my PDF file? - N, we cannt accept passwrd prtected files. Hw large can my PDF file be? - Yur PDF file shuld nt exceed KB. Can I uplad ther types f files? - N, at this time we nly permit PDF files. b. PDF Trubleshting I m getting the message Invalid PDF dcument detected - There are a number f reasns yu may receive this message. If yur dcument has been crrupted r is nt a true PDF file, the system will reject it and generate this message. Recreate yur PDF dcument and try uplading it again. Files that cntain a virus will als be rejected. Try recreating yur PDF dcument ensuring yur virus prtectin sftware is running. Yur file may be passwrd prtected. Recreate yur PDF dcument ensuring yur dcument is nt passwrd prtected. The name f yur file must be n mre than 64 characters and cntain n punctuatin. 12

14 c. Creating PDF dcuments PDF (Prtable Dcument Frmat) is a file frmat that retains the frmatting yu intended. Many recent versins f wrd prcessing sftware, such as Micrsft Wrd can generate PDF dcuments. There are als freeware PDF generatrs available n the internet. Hw t save yur Micrsft Wrd 2013 Dcument as a PDF in Windws Create r pen an existing Micrsft Wrd 2013 dcument. Click the File tab and select Save as Adbe PDF. A new windw will pen at this pint. Select the lcatin and flder where the dcument will be stred. In the File Name bx, enter a name* fr the file, if yu haven't already. Click Save. Fr mre infrmatin, please refer t ffice.micrsft.cm Hw t save yur Micrsft Wrd 2010 Dcument as a PDF in Windws Create r pen an existing Micrsft Wrd 2010 dcument. Click the File tab and select Save As. A new windw will pen at this pint. Select the lcatin and flder where the dcument will be stred. In the File Name bx, enter a name* fr the file, if yu haven't already. In the Save as Type list, select PDF (*.pdf) frm the drpdwn. Click Save. Fr mre infrmatin, please refer t ffice.micrsft.cm Hw t save yur Micrsft Wrd 2007 Dcument as a PDF in Windws Create r pen an existing Micrsft Wrd 2007 dcument. Click the Micrsft Office Buttn pint., pint t the arrw next t Save As, and then click PDF r XPS. A new windw will pen at this Select the lcatin and flder where the dcument will be stred. In the File Name list, enter a name* fr the file, if yu haven't already. In the Save as Type list, select PDF (*.pdf) frm the drpdwn. Click Publish. Fr mre infrmatin, please refer t ffice.micrsft.cm d. Scanning Dcuments Yu may create PDF files by scanning yur dcument. Scanning can create very large files which can cause prblems uplading. It is recmmended that yu scan in grey scale r black and white, rather than clur fr best results. Yu may als want t keep yur file t a manageable size by scanning at a lwer quality setting. e. Viewing PDF dcuments - Yu need Adbe s Acrbat Reader fr Windws r Mac. Click Adbe image n this page t dwnlad a free cpy if it s nt currently installed n yur cmputer. 13

15 9. Sign ut f Wrking at Western T sign ut f Wrking at Western click the menu buttn and click Sign Out. 10. Tips and FAQs Tips Stay active and save frequently - Yu will be lgged ut after a perid f inactivity. T avid timing ut, click the menu buttn and select Save as draft. Read 5b - Save yur applicatin. Navigatin - D nt use the Frward r Back arrw buttns n yur brwser's tlbar. Instead, use the Next and Previus buttns that appear within the applicatin. Adjust yur pp-up blcker settings - The system will ntify yu if yur sessin is abut t time ut (this ntificatin des nt ccur fr external applicants). Yu will have tw minutes t click the OK buttn n this helpful ntificatin windw t ensure yur sessin remains active. T adjust yur pp-up blcker settings please read the dcument Having Truble with Wrking at Western r My Human Resurces? 14

16 FAQs Can I preview an applicatin? Srry, there is n ptin t preview an applicatin. Will my prir applicatin(s) be available fr me t view r use? Yu can view yur prir applicatins. Yu cannt change r update a previusly submitted applicatin. When yu apply t a new psitin, infrmatin previusly submitted will be brught frward*. Read My Jb Applicatins: managing yur applicatins. *If yu have previusly applied t Western, yu may need t re-enter sme infrmatin with the new step-by-step applicatin prcess the first time applying after Nvember 29, The infrmatin includes Secndary (high schl) educatin, Licences, Certificates, Memberships, Hnurs and Awards. Subsequent applicatins will bring frward the infrmatin. Wh d I address my cver letter t? Human Resurces des nt prvide hiring manager infrmatin as hiring ccurs within departments. Dear Hiring Manager is an apprpriate salutatin fr any cver letter. What if there is nt enugh space t type a psitin title r prgram name? - Cmmn acrnyms r abbreviatins are acceptable. Shuld I include references nw? - References are nly required at an interview stage. Read My Jb Applicatins: viewing attachments t learn hw t uplad references if requested by Western University. Will I receive ntificatin if the jb vacancy has been filled by anther candidate? - We thank all applicants wh apply; hwever, nly thse selected fr an interview will be cntacted directly. When the hiring prcess has fully cmpleted, an ntificatin will be sent t all applicants. Please nte this prcess may take up t a few mnths fr sme jb pstings. 15

17 11. Need assistance? Trubleshting If yu are having difficulty with web pages nt lading crrectly please read the dcument Having Truble with Wrking at Western r My Human Resurces? If yu are having difficulty with the system, try deleting all "ckies" and temprary files via yur brwser's Tls > Optins menu. Make sure yu have nly ne brwser windw pen while ging thrugh the applicatin prcess. Mre than ne brwser pen may cause cmplicatins in yur applicatin sessin. If yu did nt receive an when yur applicatin was submitted, check yur junk mail and ensure yur settings allw frm Upside dwn questin marks appear thrugh cpy and paste f characters such as bullets, dashes and qutatin marks. T prevent these characters frm appearing, cpy and paste text thrugh a text editr such as Micrsft Ntepad. T remve, delete the and retype the character. Candidates are nt penalized fr this system frmatting errr. Cntact us: Fr further infrmatin r assistance, please cntact Western Human Resurces at r 12. Our Privacy Statement - read 13. Western is cmmitted t emplyment equity Western is cmmitted t emplyment equity and diversity in the wrkplace and welcmes applicatins frm wmen, members f racialized grups/visible minrities, Abriginal persns, persns with disabilities, persns f any sexual rientatin, and persns f any gender identity r gender expressin. Western is cmmitted t ensuring that each individual will have genuine, pen and unhindered access t emplyment pprtunities. Accmmdatins are available fr applicants with disabilities thrughut the recruitment prcess. If yu require accmmdatins fr interviews r ther meetings, please cntact Human Resurces at r phne Learn mre abut diversity in the wrkplace frm Western's Equity & Human Rights Services website. 16

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