Staff Jobs Application System FAQ

Below are answers to the most common questions regarding the application system used for staff jobs at IU. Looking for faculty or foundation jobs? Visit jobs.iu.edu.

General Information

How can I set up my account to be notified of jobs that are of interest to me?

When you are on the "View All Jobs" page and you have set your preferences (see above), click "Create Job Alert". You will be asked to name and save your search. Afterward, any new postings that match your criteria will be emailed directly to you as they are posted.

How do I retrieve my user name if I have forgotten it?

If you have forgotten your user name and need to retrieve it, go to the candidate gateway, click “Sign In” and click “Forgot User Name”. From there, you will be asked to enter your email address and your user name will be sent emailed to you.

How do I reset my password if I have forgotten it?

If you have forgotten your password and need to reset it, go to the candidate gateway, click “Sign In” and click “Forgot Password”. From there, you will be asked to enter your user name and provide the answer to your secret question that you provided when creating your account. An email will be sent to the email address on file. Follow the instructions in the email to reset your password.

How long are job postings available?

The length of time a job posting is available varies. Each job posting will remain open for a minimum of five business days; however, the university reserves the right to take postings down at any time. We recommend checking for new jobs at least once a week so that you do not miss out on an opportunity, or creating Job Alerts for yourself.

How frequently are job postings added?

Generally, new job postings are added each business day.

Do jobs remain posted after the position has been filled?

Jobs do not remain posted after the position has been filled.

How do I update my contact information?

Current IU Employees: If you are an employee that needs to change your name or contact information, you must do so in the Personal Details section within Employee Self Service. Please note that you cannot update your IU email address. If you have questions or need assistance, please contact IU Human Resources at or (812) 856-1234.

Non-IU Employees: Log into your account and then click on "My Contact Information". Make your changes, and then click "Save."

Browsing and Applying for a Job

If I am a current IU employee, how do I apply to jobs at IU?

Visit Jobs.iu.edu, and under Staff Positions, click "Current IU employees". Or you can open your Employee Center at one.iu.edu. Click on the Careers tile. Select "View All Jobs" and then click on any of the jobs to view more details about that particular job. From there, you can click on "Apply for Job". Complete the application for employment by following all steps and clicking "Next". Click "Submit" once your employment application is complete and ready to be submitted.

If I am not a current IU employee, how do I apply to jobs at IU?

Visit Jobs.iu.edu, and under Staff Positions, click "All external candidates". Either sign in or register for a new account. Select "View All Jobs" and then click a job to view more details about that job. From there, you can click on "Apply for Job". Complete the application for employment by following all steps and clicking "Next". Click "Submit" once your employment application is complete and ready to be submitted.

Is there a way to narrow the job search to match my specific preferences?

Yes, you can quickly target your search preferences. When viewing all jobs, click on links available in the left column to narrow your criteria. To reset and view all jobs, click on "Clear Search". Alternatively, you can remove individual selections by clicking on the criteria below the "Clear Search" button.

What types of documents can I upload, and how do I upload them?

Typically, candidates will upload a resume and cover letter. You will also have the option to add:

  • A Portfolio (examples of work, writing skills, etc.)
  • Professional References (letters of recommendation)
  • A Reference List (list of references with name and contact information)
  • Supplemental Materials
  • Transcripts

Simply browse your system for the document, upload the document, and click "Done" to save the upload.

What are the acceptable document file types I can upload?

When uploading a document, the acceptable document uploading file types are .doc, .docx, .odt, .pdf, .rtf, and .txt.

Who should I address my cover letter to?

When addressing your cover letter, we recommend “Dear Hiring Committee” or “To Whom It May Concern”.

During the application process, the system is asking me to enter the last four digits of my social security number (SSN). What should I enter I do not have an SSN or do not know the last four digits of my SSN?

If you do not have a Social Security Number (SSN), please enter 9999 as the four digits in the appropriate answer box.

Managing Applications

Where can I see a list of jobs for which I have applied?

To see a list of all jobs that you have applied to, including the application status for each job:

  • Current IU employees: Visit your Employee Center at one.iu.edu. Click the Careers tile. Within the My Job Applications page, you will see a complete list of the jobs to which you applied, as well as the most current application status.
  • Non-IU employees: Visit the Jobs at IU career site via Jobs.iu.edu, and click “Browse Staff Jobs”, then sign in to your account. Within the My Job Applications page, you will see a complete list of the jobs to which you applied, as well as the most current application status.

If I am an IU employee, does my supervisor get a notice when I apply to a job at IU? Who can see when I apply to other IU positions?

There are no notices set up for supervisors to know when their employees have applied to any jobs. Only those associated with the job posting (i.e., HR, the search committee) will see applicants.

I applied for a job that is now re-posted. Do I have to apply again?

Every once in a while, the department may have a need to re-post a position. In those cases, if you have already applied for the position, there is no need for you to apply again.

Once I apply to a position, how long might it take for someone at IU to contact me?

This time varies from position to position, based on how long the position has been open and the hiring needs of the department. Generally, you can expect to wait up to six weeks to be contacted. In some cases, it may be sooner than that. In the meantime, you can always log into your account to view any status changes to your application.

How do I withdraw my application?

To withdraw a submitted application for employment, log into the system and click on "My Job Applications". Click "Withdraw" to the right of the job title for which you are trying to withdraw. Click "OK" on the display page to finalize your decision to withdraw.

What if I accidentally withdraw my application?

If you accidentally withdraw your application for employment, you will need to find the job posting and apply again, assuming the job is still allowing for applications to be submitted.

What if I accidentally applied to a job as an external candidate rather than an internal candidate (current IU employee)?

You will need to reapply to the job using the Internal Candidate Gateway (Careers tile). Once you have reapplied, you will need to withdraw your application on the external candidate gateway. If the job is no longer posted, please contact IU Human Resources at or (812) 856-1234 for assistance.

How do I change something on my application for employment?

If the posting is still live on our Career Center, log into your account and go to "My Job Applications" withdraw from the posting, and then reapply for the position.

If the posting has been closed/removed from the Career Center, contact IU Human Resources at or (812) 856-1234 for assistance.

What is the start date of the position?

This time varies based upon how long the position has been open, the hiring needs of the department, etc. This can be discussed during the interview process.

How do I contact the hiring committee?

Hiring committees are managed at a department level, and IU Human Resources does not give out contact information for the hiring committee.

Online Job Offers

I received an email informing me that I have an online job offer. What are the next steps?

To view, accept, or reject an online job offer, please follow these steps:

  1. After logging in to the system, click "My Job Notifications" where your online job offer(s) will be displayed.
  2. Click on the job offer itself to view the details of the online job offer.
  3. Check the box next to "I acknowledge that I have received and understand the job offer details for the position listed." You have the option to send documents back to the recruiting team and enter comments.
  4. Choose "Accept" or "Reject"’ for your decision.
  5. Click "OK" on the display page to accept or reject the job offer.