Careers: How to Use the Online Application System (Taleo)

This page provides information on how to use our online application system (Taleo) to apply for positions at the University of Toronto.

U of T uses an online application system (also referred to as the Taleo system) for most of our job postings. Visit our Careers Page to vew open job positions on our Taleo system.

This system:

  • Lets you create a profile to keep track of the positions you’ve applied for;
  • Provides confirmation that your application has been accepted;
  • Allows you to edit submitted applications up until the posting closing date; and,
  • Notifies you via email of jobs that match your skills and interests.

Please note that these instructions only apply to positions posted on Taleo.

Technical Requirements
Creating a Profile
Searching for Positions
Closing Dates
Frequently Asked Questions
Where to go for help

Technical Requirements

Recommended Operating Systems

  • Windows: Vista, 7, 8, and 10
  • Mac OS X 10.9 and above

Recommended Browsers (JavaScript required)

Windows / PC

  • Internet Explorer (IE): versions 7 through 11
  • Chrome: version 37 and greater
  • Firefox: version 32 and greater


  • Safari 7 or 8

Note: The site may not function as expected if JavaScript has been disabled in your browser.

Mobile devices (i.e. iPhone, iPad, Blackberry, Android devices, etc.) and legacy browsers (i.e. AOL, Netscape, Internet Explorer 6) are not supported at this time.

Please avoid using the back and forward buttons in your browser. This may interrupt the application process and cause you to lose valuable data you have entered. Use the navigation buttons within the website.

Creating a Profile – Staff-Appointed Internal Applicants

An Internal Candidate Profile has been created for all employees who hold staff-appointed roles. Staff-appointed University of Toronto employees can access their Internal Candidate Profile by logging in to Taleo with their UTORid and password.

If you need assistance accessing your Internal Candidate Profile, or have questions about your job application history, please contact the Strategic Recruitment Centre at

If you need help with your UTORid and password, please contact your Campus Help Desk for assistance.

Please note that staff-appointed employees may also create a separate Candidate Profile using the instructions below. However, any applications submitted using a separate Candidate Profile can only be made via the External Job board and will not be identified by the system as internal applications.

Creating a Profile – External Applicants

Creating your username

When deciding on a username, pick something that is easy to remember and make note of any capital letters as the system is case sensitive. Also please note that the system will not accept spaces in a username.

Creating your password

When creating a password, write it down in a safe place for future reference. Please use the following criteria when selecting a password:

  • It must contain between 6 and 32 characters. Use only characters from the following set: ! # $ % & ( ) * + , – . / 0123456789 : ; < = > ? @ ABCDEFGHIJKLMNOPQRSTUVWXYZ [ \ ] _ ` abcdefghijklmnopqrstuvwxyz { | } ~
  • It must contain at least 1 letter
  • It must contain at least 1 numeric character
  • It must not contain more than 2 identical consecutive characters (AAA, iiii, $$$$$ …).
  • It must not contain your user name.

If you have forgotten your username and/or password, simply use the “Forgot Your Password” and/or “Forgot Your Username” links found on the Login page to retrieve your username and/or reset your password. Note: on the Forgot Your Password page, fill in only the email address field to retrieve your Username.

You do not need to create a profile for each position you apply for. You can use your Username and Password to access your account to apply for multiple jobs and to be notified of positions that match your qualifications and interests.

My Jobs page

Select the “My Jobs” tab at the top of your profile to view all the positions you have applied for – even those past their closing date, and all positions you have saved as draft but not yet submitted. Click on the job title to review the job description, use the “view submissions” link to review your application.

Setting notification options

If you would like to receive an email when jobs that match your qualifications are posted on the U of T Taleo site, select the Job Posting Notification option using the checkbox at the bottom of the Personal Information page of your profile. You can refine your search based on function, location and division or faculty. If you have already created a profile, you can update your profile to opt in or out of receiving notifications by selecting the “My Account Options” link at the top of the page and editing the selections in your Correspondence box.

Character limits

Please note that there are character limits for your cover letter and resume when using the plain text fields in U of T’s Taleo system. When copying and pasting plain text cover letters and resumes, please note that leading and trailing spaces, as well as spaces between characters and words, are counted as characters.

If you receive a notification that you have exceeded the character limit for your application, you must remove parts of your text to accommodate the system. If you are certain that your text should be accepted, delete your Temporary Internet files and try again.

Searching for positions

From our ‘Careers‘ page you will find four main categories for our current opportunities:

  • Faculty & Librarian Opportunities;
  • Staff Opportunities;
  • Student Opportunities; and
  • Other Opportunities (including UTemp and CUPE 3902 Unit 1 positions)

Please note:

  • For jobs posted on Taleo, you can search for positions using a job number, keyword search or you can filter by job field, campus, and/or department.
  • Currently, not all positions listed on the faculty page use the online application system.

Closing Dates

All positions on this site list a closing date, which is the last date for submissions. Positions close at 11:59 pm on the closing date. The job will no longer appear on the U of T Taleo website after this date and late applications will not be accepted.

Frequently Asked Questions

For more information about applying to the University of Toronto and for basic troubleshooting, please see our general Frequently Asked Questions page.

I am a staff-appointed employee – how do I apply to positions using the Internal job board?

Staff-appointed employees must log in to the Internal job board (and / or the USW Appointed job board, as applicable) using their UTORid and password. This will verify your staff-appointed status with the University.

If you need assistance accessing the Internal Job board, or have found discrepancies in your job application history, please contact the Strategic Recruitment Centre at

If you need help with your UTORid and password, please contact your Campus Help Desk for assistance.

How is my information stored?

Our applicant tracking system tracks a Candidate Profile separately from each of your job applications.

Each job application contains information specific to your submission for a particular job opportunity.

Your Candidate Profile contains details such as your name and contact information, as well as your attachments, your most recent plain-text resume & cover letter, and other such data. Your Candidate Profile also contains your indicated preferences related to Job Posting Notifications, the type of position you’re seeking, and your preferred work location(s).

When submitting a new Job Application, information is automatically populated from your Candidate Profile for your convenience, and any changes made to these details will automatically update your Candidate Profile.

How do I change / update my personal information?

To update your personal information (e.g. contact information, education, career preferences) you will need to log into the online system and edit the relevant information in your profile. It will be automatically changed for all positions to which you have applied.

These details can also be updated when applying to a new role, or editing an existing job application.

  • 1. To review and / or update your application follow these steps:
  • 2. Access your usual Career Section (i.e. External, Internal, USW, Faculty, etc.)
  • 3. Under Candidate Profile on the right, click “Access my profile”
  • 4. Login with your user name and password
  • 5. To make modifications, click “Edit” next to the relevant section (e.g. Personal Information, Preferences, Education etc.)
  • 6. Make the required change(s) in that section
  • 7. Click “Save and Continue”

Please note that if you delete any attachments for a position that you applied for and are being currently being considered for, the hiring manager will no longer have access to these documents.

Can I delete a profile I’ve submitted?

Please contact to have your profile removed. However, please be aware that if you delete your application, it will be removed from any jobs for which you are being considered. Please note that Staff-Appointed profiles will not be deleted by request.

How will I know if you received my application or profile?

All completed applications are automatically acknowledged by a confirmation email between 24 to 36 hours following submission. Regrettably, we are unable to respond to inquiries regarding the individual status of applications.

Should your qualifications meet the stated requirements of the posting for which you have applied, a member of our recruiting team or hiring manager may contact you to arrange an interview. Given the volume of applications we receive, we regret that only those applicants selected for an interview will be contacted.

How do I review my application that I submitted online?

How do I review my application that I submitted online?

If you have submitted your application for a position, you can review and make changes to your application prior to the closing date.

  1. To review and/or update your application follow these steps:
  2. Access your usual Career Section (i.e. External, Internal, USW, Faculty, etc.)
  3. Click on “My Jobpage”
  4. Login with your user name and password
  5. Under the Completed Submissions section, find the job that you want to review/update
  6. Click “View Submission”
  7. To make modifications, click “Edit” next to the relevant section (e.g. Resume and Letter, Questionnaire, Personal Information, etc.)
  8. Make the required change(s) in that section
  9. Click “Save and Continue”
  10. Repeat steps 6 to 8 (if necessary)
  11. Click “Submit” when all changes/updates are completed.
  12. You will see the “University of Toronto – Job Application – COMPLETE” page. This acknowledges that your updates to your application have been submitted and received.

What kind of files can I attach to my candidate record?

You can attach a copy of your resume if you wish to submit it along with your candidate record. We recommend that you attach only a generic resume as these attached files follow you on each application. If you prefer to tailor your resume for each application, you should copy-and-paste your resume into the text box provided.

You may attach a cover letter in PDF format, or copy-and-paste it into the text box provided.

If the position asks you to submit references and other materials, you can submit these documents with your application. Please note that the search tool that recruiters use to search for candidates will not be able to analyze the content of some attached files (mostly image files and zip compressed files).

Once you attach a file, you are unable to go back and edit the document, though you can remove it and upload a revised version. Please be cautious when removing attachments, as they may be associated with active submissions. Removing and re-uploading a file will not automatically attach it to the job submissions the prior file was associated with. 

Please note that you may upload a maximum of 15 attachments to your Taleo profile.

What if I want to submit tailored resumes for each job that I am applying?

For each application, you may cut and paste your resume into the resume box provided. If you are copying and pasting from a Word document, you may lose your formatting.

If you choose to attach your specific resume, please save your attachment beginning with the naming convention of: FirstInitial LastName – Posting Number (e.g. J Doe – 0600083). If you have more than one resume attached, please specify the resume that you would like the recruiter and hiring manager to review for the position that you are applying in the “comments about the file” section.

NOTE: All attached files will be connected to future applications and there is a maximum of 15 attachments per candidate.

Can I delete my resume(s)?

You can delete some or all of the files. However, please note that if you delete a resume for a position that you applied for and are being currently being considered for, the hiring manager and recruiter will no longer have access to your resume.

Where to go for help

If you require further information about our online application system, please visit our Frequently Asked Questions page or send an email to for help with staff applications or for help with academic applications.

Please note that these are not alternate emails for sending applications or resumes.