What Chairs Must Know About UTORecruit

What is UTORecruit?

Two tips for a successful search using UTORecruit

Plan your candidate management process

Access and Technical Issues

Need Help?

What is UTORecruit?

UTORecruit is a web-based application designed by Taleo that is used to post faculty and staff positions at www.uoftcareers.utoronto.ca .  UTORecruit facilitates online applications for tenure and teaching stream positions and is also a program designed to manage search materials (e.g. CV, application materials, reference letters) onlin in a secure environment.

Features include:

  • Automatic email acknowledgment of applications
  • Batch email correspondence to candidates
  • Search committees can view candidate materials securely over the internet at their convenience
  • Pre-screening questions can be asked which will facilitate an initial review of applications to ensure candidates meet the minimum qualifications
  • Applicants are asked to indicate their gender and if they are Canadian/Permanent Resident and this information is provided to aid in the search process
  • The Chair can review applications before sending them to the search committee for review (the online application process attracts a wide pool of applicants, some of whom may not have the minimum qualifications for the position)
  • All application materials are housed on a secure server compliant with University of Toronto privacy policies.
The information below details how to use the system to manage your academic search process.
 
Normally, a staff member in your department (referred to as the Academic Search Administrator or ASA) creates your job ad (called a requisition) within the UTORecruit system and it is forwarded to your Dean's Office (in multi-departmental faculties) and then the Provost’s Office for approval.  Once approved, the ASA can complete the posting process and the job will be on the University of Toronto careers website.  From there candidates can submit their applications online.  It will also appear in University Affairs and Inside Higher Ed
 
As the Search Committee Chair, you have access to the materials created by the ASA.  As a first step, please speak to your ASA about your log in details or refer to the instructions here.

Two Tips for a successful search using UTORecruit

1. Plan your candidate management process

2. Ensure everyone accesses UTORecruit early to avoid delays and frustration

Plan your candidate management process

  • Decide NOW whether to accept online applications only.
    • We strongly advise you do not accept applications both online and via other methods (e.g. email/mail).  Our experience shows that the combination means your staff will be managing two search processes – one online and one off - which can be costly in terms of time and in some cases overtime or temporary staff costs. 
    • See the model job posting for wording of the application instructions
  • Candidates can change their application while the position is still open on the University of Toronto website.  Therefore:
    • It is best not to access applications until after the closing date.
    • Schedule the first search committee meeting at least 3-5 business days after the job closing date.  This allows you and your staff to ensure:
      • All candidate materials are received including reference letters
      • Any materials you wish to upload are added to the applicants’ files,
      • Unsuitable applications are rejected
      • Any login/password issues are fixed so search committee members can access the materials
  • Reference letters cannot be submitted through the system.  However, if desired, they can be uploaded for view by the search committee.
    • Please note this process can be time consuming; we recommend letters be uploaded only for a “long” short list of applicants or only for those shortlisted. 
    • Letters do not need to be kept in UTORecruit but must be collected and maintained as part of the search.
    • More information about reference letters and UTORecruit can be found here.

 

Access and Technical Issues

  • Please encourage all search committee members to try their login/password early in the search process (and well in advance of the first meeting) so technical support can be provided if required.

Need Help?

If you require technical support or advice about your academic search, please contact us.