Frequently asked questions about UCL's recruitment process
*Important information for recruiting managers and EU applicants*
UCL is a global institution and our leaders and academics have been key expert contributors to the Brexit debate since the referendum. UCL welcomes all applicants and values the diversity they bring. We are committed to supporting our international staff in all aspects of their employment with us.
We provide our staff with up to date information on our Brexit pages as soon as is practicable. However, as this is a fast-moving policy area in which there is a lack of clarity on the Government’s position, this notification should be read as correct at the time of writing. If you are an EU national or an eligible non-EU national family member of an EU national and are thinking of applying for a role at UCL or you have accepted a role at UCL it is important that you read this communication to understand your status and how UCL will support you in the event of a no-deal Brexit.
- If you are an EEA or Swiss national or a family member of an EEA or Swiss national and are already resident in the UK
You will still be able to live and work in the UK after 31 January 2020 and therefore you are strongly encouraged to apply for a suitable role or accept a role at UCL. However, after 31 January you may need to demonstrate your continued right to live here.
It may be sensible for you (and your eligible family members), who have not applied under the EU Settlement scheme to do so by 31 January 2020. This means that you will be “in the system” which may help on entry clearance at borders in a no-deal scenario (i.e. evidencing that you were resident in the UK before 31 January 2020 and have the right to enter / reside on this basis.) The deadline for applications under the EU Settlement Scheme in a no-deal scenario is currently set at 31 December 2020. If you have been offered a role at UCL and you would like assistance accessing the EU Settled Scheme app on a suitable android device, contact firstname.lastname@example.org or +44 (0) 203 108 9483 to make an appointment.
- If you are an EEA or Swiss national or a non EEA/Swiss family member of an EEA or Swiss national and are applying for a role at UCL or have been offered a role at UCL and you are not yet resident in the UK
Currently, you will still be able to live and work in the UK after 31 January 2020. However as matters presently stand if you haven’t taken up residence by 31 January 2020 you will not be able to apply under the EU Settlement Scheme. Rather, if you are coming to work in the UK and are intending to stay beyond 31 December 2020, again as matters presently stand, you will be required to apply under the European Temporary Leave to Remain scheme (ETLR). This status will be issued for a maximum non-extendable period of 3 years and you will be able to be apply to the then applicable UK immigration status upon or prior to its expiry.
On being offered a role it may be sensible for you (and your family) to take up residence in the UK – and to apply under the EU Settlement Scheme - on or before 31 January 2020, (albeit that the deadline is presently set at 31 December 2020) if at all possible. If you are lawfully able to do so then you will be treated in the same way as those at 1 above.
If you have been offered a role at UCL and you would like assistance accessing the EU Settlement Scheme app on a suitable device, contact email@example.com or telephone +44 (0) 203 108 9483 to make an appointment. The EU Settlement Scheme app is available on android and apple phones. UCL provides access to android phones.
- If you are an EEA or Swiss national or a non EEA/Swiss family member of an EEA or Swiss national and are applying for a role at UCL or have been offered a role at UCL and you will not be resident in the UK until after 31 January 2020
As matters presently stand, if you are intending to stay beyond 31 December 2020 you will need to apply for ETLR as at 2 above.
The current Government has indicated a shift in policy affecting the timeframe for ending free movement, if the UK leaves the EU without a deal on 31 January.
There are major practical and legal barriers to introducing an alternative new immigration system after 31 January 2020 and again, as matters presently stand we expect the ETLR or a similar scheme will apply to those entering between 1 February 2020 and 31 December 2020.
We strongly encourage you to apply for a suitable role or accept a role at UCL and we will keep you and all of our staff informed of any changes as we learn about them on our Brexit pages here: www.ucl.ac.uk/brexit/
You may also wish to keep an eye on the press and also the government website here: www.gov.uk/brexit
UCL supports all of our prospective and current employees in obtaining the correct immigration status required for their particular circumstances. When we know further details we will signpost you in obtaining the correct leave to remain documentation and we offer an interest-free immigration loan for specialist advice.
If you have any specific question relating to this please email firstname.lastname@example.org or telephone the helpdesk on +44 (0) 203 108 9483 (ext. 59483)
FAQs about UCL's recruitment process
- How do I find out about jobs at UCL?
You can use the job search engine to find vacancies that interest you or if you wish to see all current vacancies, you can leave the search criteria as ‘Any’ and click the ‘search’ button for a full list of jobs. By clicking on the ‘Vacancy Title’, you can view the job advert for the vacancy. At the bottom of the page you can find a link to the Job Description and Person Specification which provides full details on the job.
- I can’t find a vacancy I’m currently interested in. Can I be notified of future vacancies?
Yes, you can register for job alerts to receive email notifications when new vacancies come up that meet your specified criteria.
On the UCL Search Engine page, you will find the option to ‘Register For Job Alerts’ in the Navigation menu on the left hand side of the page. If you haven’t previously registered on our online recruitment system, you will need to create a UCL Job Centre account by entering your first name, last name and email address, and creating a password. You will then be prompted to specify your job alerts criteria for vacancy type (full time, part time, job share), job type (e.g. Administration/Managerial Support, Teaching etc.), and salary range.
You can update or delete any job alerts by clicking on the option to ‘Manage Job Alerts’ in the Navigation menu on the left hand side of the page.
- I can’t find a suitable vacancy on your jobsite; can I still apply?
No, we do not accept speculative applications or CVs. You can only apply for a specific vacancy as advertised on our UCL Search Engine page. Therefore we recommend you to register for job alerts and receive notification of new jobs that meet your criteria.
- I have created my UCL Job Centre account; how do I login?
On the UCL Search Engine page, you will find a link to ‘please click here to login as an existing user’. When you click on this link the Application Login page will display, where you will be prompted to enter your username (which is the email address you used to create your account) and your password.
- I’ve forgotten my password. How do I reset it?
If you have already created an account on our online recruitment system and you have forgotten your password, you can click on the ‘Reset Password’ option in the Navigation menu on the left hand side of UCL Search Engine page. You will be prompted to enter your email address to receive an email with instructions on how to change your password.
- How do I apply for a job?
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 at the bottom of the job advert page. If you haven’t previously registered on our online recruitment system, you will need to create a UCL Job Centre account by entering your first name, last name and email address, and creating a password.
- I am a UCL member of staff. How do I apply?
All applicants, including UCL staff members, should apply via the UCL Search Engine page.
- Can I request an application form in an alternative format?
Yes, if you have a disability which makes it difficult for you to apply online, please get in touch with the contact named in the job advert who can assist you and discuss other ways to apply.
- Can I contact someone if I have any questions about a job or the application process?
Yes, if you have a question relating to a specific job, or would like an informal discussion prior to submitting an application, please get in touch with the contact named in the job advert.
- What information do I need to complete an application?
The table below sets out the requirements for the different applications:
Professional Services vacancies Academic/Research vacancies Personal details
Including your name, address and phone number(s).
x x Present or most recent employment
Your current/most recent employer name and address, your job title, employment dates, salary, notice period, and a brief description of your duties.
x x Previous employment
Previous employer name and address, your job title, employment dates, and a brief description of duties.
x Further/Higher education
Details of relevant qualifications and training.
x Secondary education
Details of secondary education and qualifications.
x Professional qualifications
Details of any professional qualifications or membership with professional bodies.
x Statement in support of your application
Clear and detailed explanation of how you meet the essential and desirable criteria for the role (as outlined in the Personal Specification) – you should provide full details on your relevant skills, experience and achievements relevant to the job, giving specific examples where possible.
x Personal information
Whether you require permission or a Certificate of Sponsorship to work on the UK; if you have any ‘unspent’ criminal convictions or pending prosecutions; and if you have a personal relationship with any member of staff or student at UCL.
x x Source of application
Where you saw the vacancy advertised.
x x References
Contact details for a minimum of two employment referees, one of whom must be your present or most recent employer, or course tutor if you are currently a student. Employment references will cover the last three years. OR course tutor if you are currently a student. Employment references will cover the last three years.
x x Equal opportunities
Information you provide in this section on your ethnicity, sex, religion etc is completely confidential and will be not seen by any person involved in the selection process. It will only be used to help us monitor the effectiveness of our Equal Opportunities Policy.
x x Upload CV
Your CV should address each aspect of the Person Specification within the Job Description for the job (as provided within the job advert). CVs should not exceed 512 KB.
x Supporting documents
Attach any relevant documentation in support of your application (the job advert or Job Description may specify if any particular supporting documents are required, such as a publication record for your research work). It is also recommended that you submit a cover letter so that you can provide a clear and detailed explanation of how you meet the essential and desirable criteria for the role (as outlined in the Person Specification).
- Why do I have to provide details of my referees on my application?
We request that you provide contact details for a minimum of two referees who we can get in touch with for an employment or academic reference. References however will not be requested without your prior permission and in most circumstances only once you have accepted a conditional offer. References for academic and research posts may be taken up prior to interview however your consent will be requested prior to this.
- I am an overseas national from outside the European Economic Area (EEA) who needs permission to work in the UK. Can I apply?
UCL is a global institution and welcomes all applicants and values the diversity they bring. We have a legal responsibility to ensure all our employees are eligible to work in the UK. If you are an overseas national from outside the EEA and currently do not have permission to work in the UK, you would need to apply for a visa to work in the UK.
There are certain, limited circumstances in which we might be able to sponsor an overseas migrant under a Tier 2 (General) visa to obtain this right to work. Only jobs that are deemed by UK Visas and Immigration (UKVI) to be at graduate level and meet the Resident Labour Market Test (RLMT), including minimum salary levels, can be considered for a Tier 2 (General) application, unless they are classified by UKVI as Shortage Occupation Roles. The RLMT requires UCL to demonstrate that there are no suitably qualified resident workers to fill the vacancy. Further information on visas and immigration is available on the Gov.UK website: www.gov.uk/browse/visas-immigration.
- Can I save my application and come back to it?
Yes, by clicking on ‘Save a Copy’ you can return to it at any point before the closing date to complete it. When you log back in, click on ‘Returning Applicant’ to view your uncompleted as well as submitted applications.
- How do I find out the deadline for submitting my application?
The closing date for applications will be specified in the job advert, with the latest time for submission at 11.59pm (UK time) unless otherwise stated.
- Can I update my application once I've submitted it?
No, once you have submitted your application for a specific vacancy you cannot make any changes to it. You are also unable to submit another application for the same vacancy. If you need to clarify something after you have submitted your application, please email the named person on the job advert with further information.
- I would like to apply for more than one vacancy; can I just submit one application?
No, you will need to complete and submit one application for each vacancy. However once you have completed one application, most of the information you enter will be stored against your account and will therefore appear when you complete any further applications. This information can be amended for future applications, and you should ensure to update sections of the application that are specific to the vacancy, such as the Statement in Support of Your Application, CV, Supporting Documents, and the Source of Application.
- How do I know that my application has been received?
Once you have submitted your application you will automatically receive an email confirming we have received it.
- Can I track the progress of my application?
Yes, once you have submitted your application, you can go to the Application Login page to log back into your UCL Jobs Centre account. From here you will be able to view the status of your application(s), print a copy of your application, and edit your personal details.
- What happens to my application once it's submitted?
Once the job advert for the vacancy has closed, the selection panel will review all applications against the criteria outlined in the Person Specification within the Job Description. As soon as a decision is reached, we will contact shortlisted candidates to arrange an interview.
We will also email candidates who have not been shortlisted for an interview to advise them that we are not progressing with their application at this time. Should you wish to receive an update on your application please contact the named person on the job advert.
- Can I get feedback on my application?
Whilst we appreciate the time and effort put into completing your application, regrettably due to the number of applications we receive we are not able to provide feedback to candidates who are not invited to an interview.
- Can I find out when the interview will be held?
Yes, the interview date will be specified in the job advert where possible. If the interview date is not confirmed at the time of advertising, you will be notified with good time to prepare if you are shortlisted for an interview.
- How is the interview conducted?
All interviews will be conducted by a panel consisting of a minimum of three people, normally including the Line Manager of the vacant job.
If you are invited to attend an interview, you will be provided with full details including who you will be meeting, what you need to bring (including evidence of your right to work in the UK and any relevant qualification certificates), and information of any other selection methods that will be used, such as a presentation and work-based test. You will also be asked if there are any particular arrangements or reasonable adjustments that could be made so you can fully and fairly participate in the selection process.
- How can I prepare for my interview?
There are a number of things you can do to prepare for your interview including:
- Conduct your research – find out as much as you can about UCL, the department or division you are interviewing with, and who you will be interviewed by. Lots of information is available on our website, which you will find useful to know before you meet with the selection panel.
- Analyse the job – familiarise yourself again with the Job Description and Person Specification so that you are clear on what the job entails. The selection panel will be looking for evidence that you meet the criteria for the job as outlined in the Person Specification.
- Think of specific examples – based on the Person Specification criteria, come up with some specific examples from your current and previous work or academic experience that demonstrate to the selection panel that you are the best candidate for the job.
- Read through your application form and CV – be prepared to explain or elaborate on details you provided when applying for the job.
- Get your documents ready – you will be advised in your interview invitation what to bring with you, such as evidence of your right to work in the UK, so ensure that you have the correct documentation ahead of your interview.
- Plan your journey – make sure know where you are going for your interview and plan in advance your route to get there, allowing for any potential transport delays. Bring the phone number of the person who invited you to the interview just in case you get lost or are running late.
- When will I find out if I have been successful?
After the interview you will be contacted as soon as possible and informed whether or not you have been successful. We will provide interview feedback where requested. All offers of employment are conditional subject to proof of right to work in the UK, receipt of references and any other requirements relevant to the job (for example a Disclosure and Barring Service (DBS) check).
- How does UCL use the equal opportunities information I provide in my application?
UCL has a commitment to ensuring that people are recruited on the basis of merit, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief (including lack of belief), sex and sexual orientation. The information you are asked to provide will be separated from your application and will not be used as part of the selection process in any way. This information will be treated in strict confidence and will only be used to help us monitor the effectiveness of our Equal Opportunities Policy.
- How can I withdraw my application?
On the main page of the UCL Search Engine page, or if you’ve logged into your UCL Jobs Centre account, you will find the ‘Returning Applicant’ option in the Navigation menu on the left hand side of page. From here you will be able to view the status of each application submitted and select ‘Withdraw application’ against the relevant vacancy. The status will change to ‘Withdrawn by Candidate’ and you will see an onscreen message acknowledging that you have chosen to withdraw your application for that particular job.
- How does UCL use and protect the information I provide?
The information you provide will be used to assess your application against the requirements for the job, to confirm references, verify educational background and qualifications, and for any other purpose relevant to your application and our recruitment processes. It will also be used for statistical purposes.
Your information will be held securely and access will be restricted to those who are involved in the recruitment process. By submitting an application you consent to the processing of your personal data for the purposes described above.
If your application is successful your information will be retained and will form the basis of your employee file. Records of all unsuccessful applications will be kept by UCL for a period of 12 months from the date that an appointment decision is notified, together with brief notes. Applications contained within the online recruitment system (ROME) are automatically kept for 12 months before being archived, so they are no longer visible to recruiting departments but the information is available to candidates to re-use for future applications.
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected, by contacting the Data Protection Officer at email@example.com.
If you have any questions about how we use and manage your personal information, you are welcome to contact the Data Protection Officer.
- I am experiencing technical issues with my application; what should I do?
On the main page of the UCL Search Engine page, or if you’ve logged into your UCL Jobs Centre account, you will find a Navigation menu on the left hand side of page which contains an FAQs section with guidance on how to resolve technical issues. If you are unable to fix the issue based on the guidance provided, you will see on screen the option to select ‘No’ to the question ‘Did this resolve your problem?’ This will display an online form which you can complete and submit to the technical support team; alternatively you can email firstname.lastname@example.org. They will look into your query and respond within two working days. Please ensure that you give as much relevant information as you can to enable the team to deal with your query quickly and effectively.