Frequently Asked Questions: Applying to a Job Posting

Get answers to questions frequently asked by our applicants. Please contact Human Resources if your question isn't shown, or if you need further details from any of the answers below.

General questions

 

  1. How do I contact Human Resources if I have questions or need assistance?
    You can send an e-mail with your questions or request to askhr@fanshawec.ca.
    This e-mail account is monitored frequently.
  2. Is applying online the only way to apply for a job?
    Yes, for all full-time positions. All applications must be submitted through Fanshawe’s online application system. Paper applications, applications sent via email or fax will not be accepted, unless directions to do so otherwise are specifically indicated in the job posting for non-full-time opportunities. Fanshawe's online application system is available on any computer with access to the internet. Consult your local library or employment resources centre for computers with internet access available to the public at no cost.
  3. I saw a job posting for Fanshawe College on another website (i.e. Indeed or LinkedIn). Can I apply through their website and be considered in the competitive recruitment process?
    No. To be considered for a position at Fanshawe College, you must apply directly through Fanshawe’s online application system.
  4. Can I apply for a job if I reside internationally, but I am legally entitled to work in Canada?
    Yes. If you reside internationally you may still apply to a job posting. Your application will be considered in the competition recruitment process if you are legally entitled to work in Canada.
  5. If during the recruitment process I need some type of accommodation what should I do?
    Fanshawe College provides accommodations to job applicants with disabilities throughout the recruitment process. If you are a job applicant requiring an accommodation at any stage of the recruitment process please contact Human Resources at askhr@fanshawec.ca or call 519-452-4246 and we will work with you to meet your accommodation needs.

 

Account questions

 

  1. What is the difference between an account and an application?
    Account: The very first time that you apply for a job posting using Fanshawe’s online application system you will create an account. Your account contains information such as your name, address, contact information, educational and employment history and other pertinent information.
    Application: An application is separate from your account. When you apply for a job posting you are creating an application which is unique to each job posting that you apply for.
  2. Can I make changes to my account information?
    Yes, updates to your account (your name, address, contact information, educational and employment history and other pertinent information) can be made anytime and will only be reflected on new applications – not previously submitted applications. Once you log into your account you can make changes by clicking on "Edit Application."

 

Technical questions

 

  1. What do I do if I forget my password?
    From the main login page, you have the option to reset your username/password. Please click on “I Forgot My Username/Password.” You will then be redirected to the below screen.
    Forgotten Username / Password screen capture
    If you forgot your Username, please enter in your email and click on “Retrieve Username.” Your username will be emailed to the email address that you input when creating an account. If you do not receive an email within a few minutes please check your junk/spam folder. Please note: entering in an email is not mandatory. If you did not include your email address when creating an account you will not be able to use this option.

    If you forgot your password, but remember your username you can input your username to retrieve your secret question which will allow you to log back into Fanshawe’s online application system. Enter in your username, then click on, “Retrieve Secret Question.” Then, once you answer your secret question you will be provided with the steps to login.

 

Job posting questions

 

  1. Should I use more than one version of my cover letter or resume when applying for a job posting?
    As each job posting you apply for may have different qualifications listed, it is recommended that you modify your resume to highlight your knowledge, skills, abilities and experience that is specific to the job posting that you are applying to.
  2. There are no appropriate job postings for me to apply to. Can I still submit an application?
    Fanshawe does not accept unsolicited resumes. Applications can only be submitted to posted positions. We encourage you to monitor our website on a regular basis for job opportunities that you are interested in.
  3. I do not meet the minimum qualifications listed on the job posting. Am I able to apply?
    Yes. You are welcome to apply to any job posting that you are interested in. However, your cover letter and resume will be assessed based on the minimum qualifications listed on the job posting.
  4. Am I able to apply for more than one job posting at a time?
    Absolutely! You are welcome to apply to any job posting that you are interested in.
  5. I have applied for many jobs that I believe I meet the qualifications for but I have never been contacted for an interview.
    Our job postings are very competitive and we receive an extremely high volume of applications. Each job posting lists the minimum qualifications (knowledge, skills, and abilities) that are required to do that job. The information you include in your cover letter and resume are assessed by comparing it to the minimum qualifications that are listed on the job posting. Once the applications are reviewed only applicants that meet the minimum qualifications that are listed on the job posting may qualify for an interview.
  6. What does all of the information mean that is included on the job posting?
    Our job postings include the following information:
    Requisition Title: This is what the job is called.
    Position Description Link: This link provides you with a detailed job description of the position.
    Posting Number: This number is specific to the job posting and it is recommended that you reference the posting number in your cover letter.
    Campus Location: This identifies which campus of the College the position is located at.
    Department: This is the department that the position is in.
    Employment Group: Whether the role is non-union or if unionized, and if unionized it identifies which union.
    Closing Date: This is the final date that resumes will be accepted. Postings close at midnight on the closing date.
    Pay Details: This is the rate of pay.
    Hours of Work per Week: This identifies the minimum amount of hours per week that will be worked and the shifts for this position. Please note that shifts are subject to change in accordance with the Collective Agreement (if applicable).
    Summary: This outlines if the job is permanent, temporary, part-time or casual. It also identifies and provides a brief overview of the duties for the position.
    Qualifications: This outlines the minimum level of education, experience, knowledge, skills, and abilities that are required for the job.

 

Completing my application

 

  1. Do I have to complete all of the information in each of the sections?
    All fields marked with an asterisk (*) are required information and must be completed for each section. Entering in your email and phone number is not a mandatory field, but it is recommended that you fill it out for contact purposes.
  2. Do I have to manually fill out the “Education History” and “Employment History” section during the application process?
    These fields are not marked with an asterisk (*) and are not a required field. By filling out these sections you are filling out an application which is in addition to your cover letter and resume. If you choose to not fill out these fields please ensure that all of the relevant information is captured in your attached cover letter and resume.
  3. What kind of files can I attach to my application?
    As you will see during the application process you will have the option of clicking on the “attach” button to upload a resume, cover letter, or other documents pertaining to the job posting. Accepted files are .doc, .docx, .rtf, .pdf, or .txt extension. You may also copy and paste your resume and cover letter into a text box, however, this option is not recommended as it does not work for everyone and you may experience difficulties with the formatting. References, and transcripts are not required at this stage of the application process. Please only submit the documents outlined in the application.
  4. When I apply for a job posting do I need to upload a new cover letter and resume each time?
    When you click on the “attach” button to upload a document you will see previous cover letters and resumes that you uploaded when applying for a job through Fanshawe’s online application system. You also have the option of uploading a new document, or you can copy and paste your cover letter and resume into a text box, however, this option is not recommended as it does not work for everyone and you may experience difficulties with the formatting.
  5. I have uploaded a file and realized it was the wrong document or it contained an error. How do I change it?
    Once you have uploaded a document, you will have the option to click on, “remove,” and you can remove the incorrect document. You can then click on “attach” and upload the correct document. You can only click on, “remove” if you have not completed the application process. Once you have completed the application you are not able to make changes.
  6. Do I have to create an application in addition to my cover letter and resume?
    Yes, each time you apply for a job posting an application is created in Fanshawe’s online application system. Your account will retain previously entered information such as your name, address, contact information, educational and employment history and other pertinent information which will flow through to your application. All of this information can be updated when you apply to a new job posting as you will create a new application at that time. The application is in addition to any documents that you upload such as a cover letter and resume.
  7. What do I do if I time out of the application process or I can’t see the “attach documents,” section?
    If this occurs you will need to exit out of your current application. You will then need to go back to the job posting that you are applying for and click on, “apply for this posting,” and then log in again to complete. If you just log back into your account, you are not in the job posting and will not be able to complete your application.

 

Submitting my application

 

  1. Can I review my application before submission?
    Yes, if you have previously applied to a job using Fanshawe’s online application system, once you log in and click on, “apply for this posting” a previous application will appear and you will have the option to click on “edit general application,” “view general application,” or “continue with this data.” If it is your first time applying to a job at Fanshawe you will have to create an account/ application before applying to a job and will have the opportunity to review it before submitting it. Each application is separate and is attached to the job that you are applying for.
  2. Once I have submitted my application to a job posting can I make changes to my application?
    Once you submit your application you are not able to make any changes. When applying to a job posting please ensure all information is correct before you submit it as that is the information that will be reviewed by Human Resources and the hiring manager.
  3. The Closing Date for submitting an application to a job posting has passed. Can I still apply?
    Late applications are not accepted so please ensure to submit your application through Fanshawe’s online application system before the job posting’s closing date. Job postings close at midnight (12am) on the closing date. Job postings that have a closing date that indicates, “Open until filled,” may be removed at anytime so if you are interested please apply as soon as possible.
  4. I have submitted my application for a job posting. Will I automatically be considered for other similar jobs?
    No. In order to be considered for a job posting you must apply to that specific job posting in order to be considered for that position.
  5. How do I know that my application has been received?
    Once you attach your documents (resume, cover letter, or other pertinent documents), and click, ”finished attaching documents,” and then click, “yes,” you will reach the final page of the application, which will provide you with a confirmation number. The confirmation number lets you know that your application is complete and has been received by Human Resources. Fanshawe’s online application system is not email driven so you will not receive a confirmation email. If you need to contact Human Resources to inquire about the posting please reference the posting number and not the confirmation number.
  6. Can I make changes or retract my application?
    Once you have submitted your application to a specific job posting you are not able to make any changes to that application or documents that you have uploaded. If you applied to a job posting and no longer wish to be considered you may withdraw your application by clicking on the “withdraw application” button under the “status” column in your account. Human Resources does not receive a notification that you withdrew from the competition, so if you have been contacted regarding the job posting, please also contact Human Resources advising of your withdrawal. Please note: once you withdraw, you will not be able to re-apply for that same posting.
  7. How long will my application be kept on file?
    Applications are only reviewed and considered for the specific job posting that you applied for.

 

Hiring process questions

 

  1. How does Fanshawe assess my application once I have applied?
    Each job posting lists the minimum qualifications (knowledge, skills, and abilities) that are required to do that job. The information you include in your cover letter and resume are assessed by comparing it to the minimum qualifications that are listed on the job posting. Once the applications are reviewed only applicants that meet the minimum qualifications that are listed on the job posting may be invited for an interview.
  2. If I am selected for an interview how will I be made aware?
    If you are selected for an interview, Human Resources will send you an email using the email address indicated on your resume. Please ensure to check your email often as well as your junk/spam folder. If Human Resources does not receive a response from you within 24 hours, we will follow up with a phone call. Due to the high volume of applications that are received only applicant’s selected for an interview will be contacted.
  3. What does the interview process look like?
    When you are invited for an interview you are made aware of who will be sitting on the interview panel. The interview panel will usually include two to three people, including a representative from Human Resources and the hiring manager. Interviews are typically no longer than one hour in duration, but can vary depending on the position that you have applied for. The questions asked are directly related to the knowledge, skills, and abilities related to the job that you applied for. Some positions may require additional assessments such as testing, a presentation, or a teaching demonstration. If additional assessments are required this information will be included in interview invitation email.
  4. At what point in the competitive recruitment process do you request references?
    If you are selected for an interview, Human Resources will request that you provide a minimum of three references. References must be work related and they must be supervisory. When providing your reference information it is best to include correct contact information and your references preferred way to be contacted (work phone, cell phone, email, etc.). You can confirm this information when you ask your reference for permission to use them as a reference.
  5. At what point in the competitive recruitment process would my references be contacted?
    References are the last step in the process, once assessments and interviews are complete. Sometimes we do more than one interview or assessment. You would be made aware by Human Resources before your references are contacted.
  6. Will I be able to see the status of my application? How will I know when a position has been filled?
    When you log into your account you will automatically see a list showing all of the positions that you have previously applied to. Each posting you have applied for will be listed in the "status" column. The status column shows the current status of the posting. Your status will remain as “in process” throughout the competitive recruitment process. Once the position has been filled, it will indicate, “filled,” in the “status” column.
  7. How would I know if I am successful in the competitive recruitment process?
    If you are successful to a posting competition, Human Resources will contact you to provide a verbal job offer. Candidates that have been interviewed and were not successful in the competitive recruitment process will be notified of the outcome of the competition.