Help with Applying

We hope you will find applying through our website straightforward. This page explains our application process and how to get in touch if you need assistance.

Registering with our jobs site
Registering allows you to apply for jobs, check on the status of your applications and register for email job alerts. To register you will need to provide your email address and a password.

Starting an application
Once you have found a job you are interested in applying for and have read the job description and person specification carefully, click on the ‘Apply now’ button. You will be guided through the stages of the application form. If you have not already registered on our job site, you will need to do so first.

Completing your application
You do not need to complete your application in one session. If you want to take time to think about your answers, just save your application and sign out. You can come back at any point before the closing date to complete your application.

The system will retain information you provide that is specific to you as an individual. This includes your personal details and, for certain positions, your educational qualifications and your work experience. You can change or add information in these sections in any future applications. This information is held confidentially and for a limited period of time.

Information that is specific to the job - where you saw the vacancy, your referees and your application supporting statement, which should be tailored to the requirements of job – needs to be provided for each application.

Making changes
As long as the closing date has not passed, you can amend your application after you have submitted it. Sign in to your account and use the ‘withdraw application’ option. Then, re-find the job on the website and apply again. You will be able to amend your previous application and re-submit it .

Your supporting statement or letter of application
Remember that the selection panel can only make decisions using the information provided in your application.

We recommend that your supporting statement or covering letter uses a concise style to explain fully how your skills and experience relate to the essential and desirable criteria in the person specification.

Closing dates
Applications can be submitted up to midnight in UK time on the closing date. Once you have completed all sections of the application form, submitting your application should only take a few moments. However, depending on the speed of your internet connection, it may take longer. We do not recommend waiting until very close to the closing time to submit your application.

Progress and correspondence
Once the vacancy has closed, the selection panel will review every application and agree which candidates they would like to interview.

All candidates will be notified by email to say whether they have been successful at this stage. If there are any significant delays to the selection process we will inform you by email.

Do I have to apply online?
We prefer applications to be made online as it helps us to provide you and our internal customers with the best possible service. However, if you find it difficult to apply online, please contact us so that we can assist you or discuss alternative methods of application. You can telephone us on +44 (0)1904 328413 or email us at ycl-hradmin@york.ac.uk.

Feedback
We appreciate the time and effort put into your application and that if you are not shortlisted you may find feedback useful. However, we receive around 25,000 applications each year and regrettably we do not have the resources to offer feedback to applicants who are not offered an interview.

Enquiries
If you have any queries or require any further assistance, contact HR by telephone on +44 (0)1904 328413 or email ycl-hradmin@york.ac.uk.

Job Applicant Privacy Notice

This privacy notice is for individuals applying for employment at YCL through our website at https://jobs.york.ac.uk.

It sets out the ways in which YCL gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, UoY is the Data Controller as defined in the General Data Protection Regulation. They are registered with the Information Commissioner’s Office and their registration number is: Z4855807.

Where do we get your data from?
The organisation collects information about you in a variety of ways. These include:

  • Information collected through application forms, CVs and other documents provided as part of an application;
  • Information collected through any correspondence with you during the application process;
  • From forms completed by you during the application or selection process (such as expense claim forms);
  • Through interviews, meetings or other assessments;
  • From information provided to us by third parties, such as referees.

What data do we have?

Personal data including:

  • Your name, address and contact details, including email address and telephone number
  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation
  • Details of your bank account, if you claim expenses in relation to an interview
  • Information about your entitlement to work in the UK
  • Information about your criminal record, if you are required to provide it
  • Information about medical or health conditions, if you have a disability for which we need to make reasonable adjustments to the application and selection process
  • Equal opportunities monitoring information, including information about your age, gender, ethnic origin, nationality and disability status
  • Special category data including information about disability, health, ethnicity and racial origin

What is our legal basis for processing your data?
YCL needs to process personal data during the recruitment process and keep records of that process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Typically, data will be processed:

  • On the grounds of contractual requirement or to take steps to enter into a contract with you e.g to offer you employment at the University
  • Because it is necessary for the performance of a task carried out in the public interest (for information on our public task see our function as set out in our charter)
  • Because it is necessary for our or a third party’s legitimate interests
  • To allow us to comply with our legal obligations
  • To protect your or another person’s vital interests
  • To monitor equality and diversity
  • Because you have given us your consent or, in the case of special category data, your explicit consent


How do we use your data?
YCL may process your personal data (including special category data) for the following purposes:

  • To operate recruitment and selection processes
  • To form the basis of a personnel file, should you be offered employment at the University
  • To enable effective communication with you as a job applicant
  • To check, where necessary, that applicants are eligible to work with children, patients and other vulnerable adults
  • To ensure effective general HR and business administration, including the analysis of applicant numbers and trends to improve our administrative processes
  • To maintain and promote equality in the workplace
  • To respond to and defend against legal claims
  • To provide evidence that the University has met the UK government’s resident labour market test
  • To meet the audit requirements of some of the University’s funding providers
  • To maintain the safety and security of the campus for all users. This may include the use of CCTV for crime prevention and detection purposes

In addition, please note that while on campus you may be captured in photographs or video footage as part of a wider group shot.

These images/recordings may be used by the University for promotional purposes e.g. in the development of the University’s prospectus. If you have any concerns about the use of your image please contact the Acting Data Protection Officer for more information, dataprotection@york.ac.uk.

Who do we share your data with?
YCL may share your data with:

  • Employees and agents of the University, for the purpose of assessing your application
  • Previous employers, individual referees and external peers, to obtain references
  • Third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (eg software and system providers)
  • Other HE institutions or third parties (such as funding bodies) involved in the job advertised
  • The Disclosure and Barring Service, for the purpose of making criminal record checks

How do we keep your data secure?
The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see, https://www.york.ac.uk/it-services/security/.

How do we transfer your data safely internationally?
In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long will we keep your data?
The data in your account at https://jobs.york.ac.uk will usually be kept for one year after your last use of the account. At the end of that period, any personal data is deleted. For some vacancies, we may need to retain data for a longer period to meet contractual and legal requirements.

Paperwork created during the application process, such as shortlisting and interview notes, are destroyed one year after the end of the recruitment process.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

What rights do you have in relation to your data?
Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. If you would like to exercise any of these rights, please contact us at recruitment@york.ac.uk. For all other requests, see https://www.york.ac.uk/records-management/generaldataprotectionregulation/individualsrights/.

Questions or concerns
If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Acting Data Protection Officer at dataprotection@york.ac.uk.

Right to complain
If you are unhappy with the way in which the University has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see www.ico.org.uk/concerns.