Frequently asked questions
Please find below answers to FAQs about applying for vacancies at Kingston:
If you need help with your application, please contact HR as follows:
- During office hours on 020 8417 3103 or 020 8417 3157.
- At evenings or weekends you can leave a message on 020 8417 3153.
- If you are a textphone user, please dial 18001 to access the Typetalk service, followed by the phone number.
- Alternatively please email us at jobs@kingston.ac.uk.
Logging in
How do I log in to the system?
You can search and view vacancy details without logging in. You do not need to log in until you wish to apply for a vacancy.
If you have already registered with the site, select log in from the left-hand menu.
I have forgotten my password and can't log in to the system. What should I do?
If you have forgotten your passport, we can email it to you.
I need to change my email address and/or password. How do I do this?
First log in using your existing email address and password; then select the link to 'main details'; then 'modify log in details'.
Can I use a mobile device eg a Blackberry?
You can apply online and access your application after submission using a PC or laptop. However, you will not be able to apply online or access your application using a mobile device such as a Blackberry.
If you are invited for interview or made an offer, you will be emailed with a link to access our system; you will be able to view the email on a mobile device such as a Blackberry, but you will not be able to follow the link to log in to your application and must use a PC or laptop.
Applying for a vacancy
I can't remember the reference number for the job I am interested in. How can I find the details?
Go to the 'new search' page, and search using the 'text search' box. This will find any vacancies with the text entered in the job title or in the advertisement.
Is the online application process suitable for disabled users?
Yes, the system has taken into account any users with a disability and it is AA compliant. If any additional information or support is required please contact HR.
What does the University do to support disabled staff when they apply to the University?
If you are disabled or you have a specific learning difference, (eg dyslexia or dyspraxia) the University can respond to your needs.
We can ensure that:
- information is provided in an appropriate format; and
- adjustments are put in place at every stage of the application process.
You should let us know what you need as soon as possible. Information about available support and who to contact can be found in Supporting Disabled Job Applicants (PDF).
I don't want to apply for a job via the online system. Is there an alternative way of applying?
If you need to apply in an alternative format, please contact HR.
The system is asking me for a password. What should the password be made up of?
Your password:
- must be at least seven characters long;
- must contain letters and numbers;
- must contain upper and lower case characters; and
- must not contain any symbols or special characters.
Do I need to complete the online application in a particular order?
No – although there are some questions asked at the beginning of the application, you can then complete the application form sections in any order.
On the 'summary page', you will see all the application form sections listed, with a tick for those you have marked as complete. You will need to complete all sections before you can submit your application.
Will I be timed out of the system?
These pages will time out after 40 minutes if you do not save or move from one screen to another. If you are timed out, the information you have entered will be saved and you will be taken back to the log in screen.
I am an internal applicant. Who will know about my application?
The recruiting manager and the shortlisting and interview panel will know about your application.
The recruiting manager nominates who has access to application details for the vacancy on the system. If the recruiting manager grants access to someone who is not on the shortlisting or interview panel (such as their PA), HR will hide your application on the system.
Can I make applications for more than one vacancy?
You can apply for multiple vacancies. The information you enter for one application will be copied to subsequent applications, apart from your answers to specific questions such as the 'supporting statement' questions.
Will I be required to verify the salary I enter?
We will ask the appropriate referee to verify your current salary.
I can't see anywhere for me to record details of my referees. Where do I provide this information?
You will not be asked for your referee details in your initial application, but we will email you with a link to complete your referee details online.
Once you have submitted your referee details, you will not be able to access them online. If you wish to change your referee details after you submit them online, please contact HR.
When do you approach referees?
We may approach referees at interview stage or at offer stage. We will not approach a referee if you indicate that you do not wish us to do so.
I have made several applications and my referee details have changed. What should I do?
Once you have submitted your referee details for one vacancy, you will not be able to access them online. If you wish to change your referee details for another application, please contact HR.
How will I know when I have completed each section?
On the summary page, a tick will appear by each section marked as complete. At the end of each section, there is a check box for you to mark the section as complete. You must mark each section of the application as complete before you can submit your application.
I had a break in my employment history. Is there anywhere I can record this?
You can enter a break as if it was period of employment, with an appropriate description eg 'career break' in the 'job title' field.
I want to go back to a different part of the application form but I can't see a 'back' button. How do I navigate back to the main page?
To return to the 'summary page', use the link to 'summary page' at the top of the page, or the 'save' or 'cancel' links at the end of the page.
What do the disability dropdown options on the equality monitoring page mean?
The complete list is as follows:
- No known disability
- Blind or serious visual impairment
- Cognitive impairment (eg autistic spectrum disorder or resulting from head injury)
- Deaf or serious hearing impairment
- General learning disability (eg Down's syndrome)
- Long-standing illness or condition (eg cancer, HIV, diabetes, chronic heart disease or epilepsy)
- Mental health condition (eg depression or schizophrenia)
- Other type of disability
- Physical impairment or mobility issues (eg difficulty using arms or using a wheelchair/crutches)
- Specific learning disability (eg dyslexia or dyspraxia)
- Prefer not to say
A general learning disability (as defined by the World Health Organisation) is 'a state of arrested or incomplete development of mind'. Somebody with a general learning disability is said also to have 'significant impairment of intellectual functioning' and 'significant impairment of adaptive/social functioning'. Someone with a general learning disability will, to greater or lesser degrees, have difficulty understanding, learning and remembering new things, and in generalising any learning to new situations. This may also affect a number of social tasks, for example communication, self-care, awareness of health and safety. A general learning disability is present from childhood, not acquired as a result of accident or following the onset of adult illness.
A specific learning disability affects the way information is learned and processed. It is neurological (rather than psychological), usually hereditary and occurs independently of intelligence. A specific learning disability includes: dyslexia; dyspraxia or development co-ordination disorder; dyscalculia; and attention deficit disorder.
What does 'single parent or carer' mean on the equality monitoring page?
We collect this information in order to monitor the fairness of our procedures to single parents and carers.
The definition of carer is an individual who is or expects to be caring for a disabled or sick adult who:
- is married to, or the partner or civil partner of the individual; or
- is a near relative of the individual; or
- falls into neither category but lives at the same address as the individual.
The 'near relative' definition includes parents, parent-in-law, adult child, adopted adult child, siblings (including those who are in-laws), uncles, aunts or grandparents and step-relatives. Carers are protected against discrimination in similar ways to disabled people.
What happens to the information provided on the equality monitoring form?
Equality monitoring information helps the University to ensure its practices do not discriminate against any equality group. We monitor the success of staff from different equality groups in recruitment and career progression, and use the data to promote equality. The information in the equality monitoring form is confidential to the Human Resources department.
We submit our staff data to the Higher Education Statistics Agency annually, without any risk of personal identification. We also use summary data within our annual equality reports.
Can I cut and paste text from a Word document into the 'supporting statement' section of the application form?
Yes you can, although not all formatting will be retained.
Can I attach my CV to my application?
Yes. Go to the 'supporting document upload' section.
Is there a limit to the number of documents I can upload to support my application?
You can upload two documents to support your application. There is no limit to the size of each document file.
How do I submit my completed application form?
Once you have completed all the sections, follow the link to finalise and submit your application.
Can I view my application once I have submitted it?
Yes, you can log back in at any time and view your application.
Can I edit my application form before I submit it?
Yes, you can click on the links to any section to edit the application before you submit it.
Can I spell check my application form?
It is not possible to spell check, so we advise you to complete the application in a text processing package first, using its spell check facility, before copying and pasting into the application form.
Alternatively, you can use Google tool bar – read more about how to access this option.
Can I edit my application form once I have submitted it?
No, you can change your application online, but once it is submitted the original details may already have been saved or printed by the recruiting manager.
Please contact HR if you wish to edit your application after you have submitted it.
I want to update something on my CV but I have already submitted my application. What can I do?
Please contact HR if you wish to update your CV after you have submitted your application.
I want to upload another document to support my application but I have already submitted it. Is this possible?
Please contact HR if you wish to upload another document after you have submitted your application.
Can I complete part of my application form and finish it at a later date?
Yes, you can partially complete a form and return to it later. Please ensure that you finish and submit your application before the closing date of the vacancy. If you do not submit your application before the closing date, it will not be considered for shortlisting.
There seems to be a problem with my application and I can't submit it. Is there anyone I can contact for help?
Please contact HR for any help with the system.
How do I withdraw my application?
You may withdraw your application online at any time before you have submitted it, using the link at the top of the page. If you wish to withdraw your application after you have submitted it, please contact HR.
When will I hear if I have been successful?
We will email you with the outcome of shortlisting, usually within a week of the vacancy closing date.
Interview stage
When and how will I hear if I have been shortlisted for an interview?
We will email you if you have been shortlisted for an interview, with a link to book your interview time online.
Will I be able to choose an interview date/time?
You will be able to choose an interview slot on a first come, first served basis. Usually all interviews are on a single date as we convene a panel of interviewers.
Will I receive confirmation of my interview arrangements?
Once you have booked an interview online, we will email you again to confirm the details.
What information does the University ask for from referees?
The University asks referees specific questions to ensure that fairness is maintained and only takes into account relevant information that is provided.
What are the different types of interviews that I may be invited to attend?
A number of different interview formats may be used and you will be advised of the format if you are invited to interview. These may be:
- Panel interviews – these involve several people sitting as a panel to conduct the interview. This type of interview is the most common at the University. Panels should be mixed in terms of gender and ethnicity and there will be a panel member who is external from the faculty/department.
- Telephone interviews – telephone interviews are increasingly used for candidates who are abroad and not able to easily travel. If you are offered a telephone interview, it is important to remember that you will be asked the same questions as you would at an on-site interview.
- Presentations – you may be asked to do a presentation as part of your interview. You will be notified of the presentation topic and the duration when invited to interview.
- Tests – testing is increasingly common and you may be asked to take a test or series of tests as part of your interview process. You will be notified of whether there will be a test when invited to interview.
- Tours – you may be given the opportunity to have a tour round the faculty or department of the job you have applied for. This allows candidates to gain an understanding of the working environment. You will be notified of whether there will be a tour when invited to interview.
Where can I find information on how to find the University?
Read more about how to find us.
I am applying from abroad. Is there anywhere I can get more information and advice about working and living in the UK?
Read our advice for international staff for helpful guidance on how to make a smooth transition to living and working in the UK, and specifically working in the UK higher education system.
I have been advised that I am a 'reserve' candidate. What does this mean?
Reserve candidates may be called on to attend interviews at short notice.
I can't make the date of the interview. What should I do?
Please contact HR. If it is a panel interview, unfortunately it's unlikely we will be able to offer an alternative interview date.
I would like to withdraw from the interview. Who should I contact?
Please contact HR.
When and how will I hear if I have been successful at interview?
The recruiting manager we telephone or email you as soon as possible after the interview.
I have been unsuccessful after interview and would like some feedback. Who should I contact?
Please email jobs@kingston.ac.uk and we will contact the relevant recruiting manager to provide you with written feedback.
Offer stage
I have been sent an email confirming my offer; will I be sent a hard copy of the offer letter?
The email will include a link to the online 'offer zone' where you can view the offer and other relevant information and accept the offer online. We will also send a hard copy by post for your information.
Do I need to print, sign and return a copy of my offer letter?
You should accept the offer online. You do not need to return the hard copy.
I have a question about my offer. Who should I contact?
Please contact HR or the recruiting manager.
I do not wish to accept the offer. What should I do?
You can reject the offer online but please also contact HR.
What information will I receive about my first day?
Approximately two weeks before your start date we will email you with information about what you need to do on your first day, including when and where to arrive and what to bring with you.
When should I provide you with my bank and personal details?
We will ask you to bring your bank and personal details when you start and update them online.
