Getting Started

What is UTORecruit?

UTORecruit is a web-based application designed by Taleo that is used to post faculty and staff positions on 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) securely online.

Features include the following:

  • Automatic email acknowledgment of applications.
  • Batch email correspondence to candidates.
  • Search committees can view candidate materials securely over the internet at their convenience
  • 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).
  • Prescreening questions can be asked, which will facilitate an initial review of applications to ensure candidates meet the minimum qualifications.
  • All application materials are housed on a secure server compliant with University of Toronto privacy policies.

How Does it Work?

  1. It starts with the creation of a requisition (the job posting/advertisement) by the Academic Search Administrator (ASA), normally a staff member in the recruiting department. Note: prior approval to search is required before posting a requisition.
  2. The requisition is forwarded through the system to the Dean’s Office (for multi-departmental Faculties), then to the Provost’s Office for review and approval.
  3. Once approved, the ASA posts the job to the U of T careers site.
  4. The text of the job ad is automatically posted to Inside Higher Ed and the Provost’s Office places a print and web advertisement in University Affairs. This advertising is to comply with HRSDC regulations.
  5. Candidates submit applications online using the system. See Helping Applicants With UTORecruit for links to assist this process.
  6. If desired, external letters of reference (sent by referees outside the system) can be uploaded to the system and added to candidate applications.
  7. The ASA (often in consultation with the search committee chair) uses the Candidate Management functions to move candidates through the Candidate Selection Workflow from the department review list to the search committee review area, where they can be viewed by the search committee.
  8. Candidates selected for an interview are moved by the ASA to the interview step in the system, and if a candidate is successful they can be marked as hired after the appointment process has been completed.
  9. Correspondence can be sent to unsuccessful applicants in bulk batches if desired.

Important Terms in UTORecruit

Academic Search Administrator (ASA): Staff who manage the academic search process within UTORecruit. Usually responsible for posting a requisition, managing candidates, and sending correspondence using the system (Recruiter in the previous version of UTORecruit.)

Approver: All academic requisitions require approval from the Dean’s Office (for multi-departmental Faculties) and from the Provost’s Office before they can be posted on the University of Toronto careers site. Approvers must be added to requisitions as collaborators and an approval path must be set and initiated by the ASA. Approver accounts are easy to identify as they all have Approver in the title (e.g., Approver Provost, Approver Medicine, etc.). See Approval Process for Academic Requisitions.

Approval Path: The process by which requisitions are queued for approval through the Request Approval function. In multi-departmental Faculties, the approval path is: 1. Approver [Faculty] then 2. Approver Provost. In single-departmental Faculties, only the Approver Provost is used. See Approval Process for Academic Requisitions.

Academic Support Team (AST): User support for UTORecruit for academic recruitment is provided by the AST. Please contact System-related and technical issues and user set-up are the responsibility of the system administrator (

Candidate: Job applicants. All candidates have a unique numerical ID in the system. Please include this number if you require assistance with a particular candidate’s submission.

Candidate Selection Workflow (CSW): Refers to the Steps and Stages in the UTORecruit Candidate Management functions through which applicants progress in the recruitment process. The Steps Department Review, Search Committee Review, Interview, Offer, and Hire comprise the CSW.

Collaborator: UTORecruit users who access requisitions and candidates in the system. The search committee and approvers must be added to the appropriate requisition in order to access the information attached to this job. If additional ASAs work with you, they must be added as collaborators to the requisition. All collaborators must have a user name in UTORecruit before being added to requisitions. See add search committee members and add approvers.

Hiring Manager: Search Committee Chair, who is normally the Chair or Dean managing the search for which you are creating the requisition. This person must have a user name in UTORecruit in order to be added to the requisition. See add search committee chair.

Posting and Sourcing: After a requisition is approved, the ASA posts the job ad on the University of Toronto careers site through the Posting and Sourcing process in UTORecruit. See Posting a Requisition on the U of T Careers Site.

Prescreening Questions: Questions can be asked of applicants within the online application process to gather more information such as dissertation title, a professional designation like a medical license or P.Eng, or to assess if the candidate has a particular skill. These questions are added to the requisition by the ASA at the time it is created. See prescreening questions.

Requisition: A job posting that appears on the U of T careers site. All academic recruitment on UTORecruit begins with the creation of a requisition. See Creating a Requisition.

Requisition Number: All requisitions have a unique identification number. Please use this number in all correspondence with the AST and/or system administrator.

Template: A predefined frame for a requisition which designates the rank and stream of an academic position (e.g., Assistant Professor/Tenure Stream or Lecturer/Teaching Stream), which is then customized with text and fields appropriate to the position being posted. All requisitions start with the selection of a template. The correct template must be selected or the posting will not be approved; it will need to be cancelled and a new requisition must be started. See choose the job template.

University Affairs: Canadian publication in which all academic jobs postings at the University of Toronto are advertised on Part of the requisition creation process involves populating fields used to create our advertisements in this publication. See University Affairs advertising deadlines for more information.