Applicants – how to complete the web-based application form
We look forward to receiving your application for employment at Stockholm University, in response to a vacancy notice. The instructions given here are to be followed by applicants for employment, and they provide a guide to how to use the web-based application form. These instructions also give details about what you should consider when submitting an application. You should, therefore, read them carefully before starting the application procedure.
Questions relating to the post applied for or the application procedure should be posed during office hours on working days: 9:00–16:00. Contact at the top of the page will provide contact details relevant to the post for which you are applying. FAQ will provide answers to frequently asked questions concerning the web-based application for employment.
The application procedure itself is described in more detail below. We discuss here some important factors to consider when submitting your application:
Use only the web-based application form for your application
Employment at Stockholm University can be sought solely through the web-based application form. You register as an applicant using the form. The system will send a confirmation automatically from the registrator to your e-mail address when you have submitted your application. The confirmation confirms that the application has been received, and contains a copy of it.
Work through the application in stages
It is not necessary to complete the application in one session: you can return to your details as many times as you want, provided that the deadline for application has not passed. It is not possible to change your details after you have submitted the application. You can, thus, log out and return later in order to complete the application, without losing any of the information you have entered.
Select language
It is possible to change the language and obtain the application form in English using a drop-down menu at the top of each page. It is also possible to change back to Swedish using this menu.
Limited capacity in certain fields
Certain fields specify a limit to the number of characters that can be entered. One A4 page is approximately 4,500 characters includes spaces.
Required fields
Fields in the application form that have an asterisk (*) are required fields and must be completed. The application cannot be submitted unless all required fields have been completed.
Automatic save
There is a button that you can use to save the information that you have entered, but even so, the system itself saves the information at regular intervals (every 10 minutes). This does not affect your work while completing the form, and it prevents information being lost if you should be logged out due to the session expiring.
Deadline for applications, and reminders
Note that times are given in Swedish time. It is not possible to submit an application after the deadline (which is midnight Swedish time on the date specified). You will receive a message that the deadline is approaching if you are working on the application as the deadline approaches.
Completing the web-based application form
Instructions are given below describing how to apply for the post that has been advertised.
1. Log-in page
This is the starting page for the web-based application form. You enter this page from the link in the advertisement on the Stockholm University website.
New users
You must create a new account using the link Create an account located centrally in the page, in order to complete the web-based application form. You specify a username, password and e-mail address in the fields displayed, and then click on Create user. This will create your account, and you can then click on Continue in order to continue with the application.
Existing users
If you already have an account, log in using your username and password in the fields on the log-in page. This will take you to your application.
If you have forgotten your account details, click on Forgot your user information? The details will then be sent to your e-mail address.
2. Complete the web-based application form
After logging in, you will see the web-based application form for the post for which you are applying. The form will be empty if this is a new application. If you have already started to complete the form, the information you have given will be displayed. If the application has been submitted, the information given is displayed, but it is not possible to change it or resubmit the form.
The post for which you are applying and its reference number are displayed at the top of the page. The pages into which the application form is divided are displayed at the left, and each page contains fields that are to be completed in order to fill in the application. Note that you can switch between the pages at any time, and complete them in any order. Page 1 is displayed after you log in. You can also complete the fields on a page in any order.
The information you supply is automatically saved when you choose a new page from the menu, and it is possible to save the information manually using a button at the bottom of the page. Make sure that you complete all required fields (which are the fields labelled with an asterisk.)
Navigation buttons Back and Next are located at the bottom of the form. These allow you to go backwards and forwards, respectively, in the application form. There is also a button here for saving the information.
Instructions are available for the various fields on the pages, explaining what is to be specified in any particular field.
3. Appendices/Attachments
Appendices can be attached by clicking on the link Attach document that is located next to the relevant fields.
4. Preview your application
You must preview your application when you finish work on it and before you submit it, in order to ensure that it is complete and can be read. The preview is carried out by clicking on the button Create preview, which generates a link to a preview function. If you change the application after you have previewed it, you must click on the Create new preview button in order to repeat the preview procedure. If you are satisfied with the result, close the link (or PDF-file) and complete the application by checking the box "I have examined my application and by placing a checkmark in this box I declare that it is complete".
5. Submit
Finally, submit the application by clicking on the Send button, which is located on the last page. This button becomes active when you confirm that the application is complete. If you have failed at this stage to complete any of the required fields, you will receive a reminder to provide the information that is missing. The system will display the relevant pages, and you can easily see what it is that is missing.
The form becomes locked once it has been submitted, and it is not possible to change it or resubmit it.
6. Confirmation of the application
When the application has been submitted, a PDF-file is created that is sent to the registrator, who registers the application. You will receive confirmation by e-mail that the application has been received. This confirmation is your receipt. The confirmation will contain a copy of the application and a list of the files you attached.
Last updated:
January 14, 2013
Page editor:
Tarja Kohandani
Source: Human Resources Office
