Application Help and FAQs

Internal Careers


Thank you for your interest in continuing your career at the University of Calgary. 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.


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.

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

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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.

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Step 3 | Upload 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.

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), 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.

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Step 4 | Verify your personal information

After uploading your cover letter / resume, the system will pull your personal information and display it for you. 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.

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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.

Throughout the application process, you will notice the title of the job you are applying listed at the bottom of the application screen. You can click on the arrow to the right of the job title to view the full job posting.

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Step 6 | Complete survey and submit application

On the final step of the application process, you will 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.

Once completed, click the "Submit" button and you will be directed to a confirmation page.

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.

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Technical support

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.

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.

If, when uploading your application document, you get an error message (e.g. ‘Cannot process your resume – it may be too small or the incorrect file. Check the file and try again.’), it is likely as a result of one of the issues listed below.

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.

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, save your document in a text format instead and upload that version.

If that is not an option, email hr@ucalgary.ca 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.


Recruitment and Selection FAQs

Application Status

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.

Changes to a submitted application

Once you have submitted your application there is no way for you to make changes to the attached resume or application details. To get your application corrected, you can either send an email to hrhire@ucalgary.ca with the updated information and/or resume attached (indicating that you require your application updated and for which Job Opening), or you can 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.

It is to your advantage to apply to jobs via the Internal Careers website for the following reasons:

  • More jobs are posted on the internal site then on the external site

  • For AUPE employees who qualify, you must apply via the internal site to have your seniority recognized

  • Being identified as an employee means you have University experience, which often gives you an advantage over external candidates

We do our best to identify internal candidates who have applied through the external career site and update the status of those employees to internal; however, we are not able to catch everyone so we strongly recommend you always be sure to apply through the Internal Career site.

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.

If you are new to your role on campus, it is recommended that you take at least one year to become familiar with your current role before beginning to apply to other opportunities on campus.

At the University of Calgary we encourage open dialogue between managers and their employees regarding their career development goals. To that end, it is strongly recommended that employees discuss their job search plans with their manager.

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

Due to the high volume of applications received for some positions, it is not possible for managers to respond to every internal applicant. As a general rule, only applicants who are moving forward in the selection process will be contacted.

All applicants are assessed relative to the qualifications listed on the job posting. You must meet the minimum qualifications of the job to be eligible for further consideration, however meeting the minimum qualifications does not guarantee you will be interviewed. For AUPE positions, seniority is also an important factor in determining who will be interviewed.

Due to the volume of applications we receive, we do not have the resources to offer consultation services; however, you can visit Navigating Your Career for tips and links to some great resources. Students of the University of Calgary can access additional help through our Career Services office.