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Online recruitment system terms of use


Applications for employment at the University of Otago ("the University") are made online through this website. When you wish to apply for a specific vacancy you must complete the relevant application form online and attach copies of any supporting documents such as covering letters, curriculum vitae or resume, and references.

We collect and use this information for the purpose of recruiting candidates and considering their suitability for current and future positions at the University as well as for statistical analysis and reporting purposes. If you obtain a position at the University, we will also use any information you provide for administration puposes.

Before entering your personal information on this website please confirm that you have read this Important Information for Applicants and that you agree to participate in the University's online recruitment programme.

General Information

In order to work at the University you must have New Zealand Residency or hold the appropriate work permit or visa. Further information can be found at the NZ Immigration website.

Visit the New Zealand Immigration website

The University is committed to equal employment opportunities.

You must apply for positions and provide all required information personally unless you are unable to comply with this requirement due to illness or disability. Please contact the recruitment team if you need assistance. Applications completed by recruitment organisations on behalf of applicants will not be accepted.

The information you provide must be complete, accurate and kept up to date. If you obtain employment at the University and the information you have provided is misleading or inaccurate this may be grounds for dismissal.

All offers of employment at the University are made by formal written letter from our Human Resources Division. That letter of offer will contain the terms of employment being offered to you, and only when you have accepted those terms in writing will there be a contract between us. No other University staff are authorised to offer you employment.

When you complete your Candidate Profile you will be asked whether or not you want email advice of any future positions which match your job preferences and interests. If you choose to receive such notifications, you will still need to formally apply for any role for which you would like to be considered.

Personal Information

Personal Information may include your:

  • Curriculum Vitae;
  • Online profile of choices and career preferences;
  • Academic transcripts;
  • Interview notes and other data collected through your job applications at the University;
  • Test results relating to specific job applications; and
  • References obtained by the University in respect of applications for particular positions, and the University's notes about those references.
  • Information collated or created by us from the information provided by you or others.

Collection of Personal Information

We will collect Personal Information directly from you, unless you have authorised us to collect information from third parties such as former employers or referees. We may also make independent enquiries, and collate and create information about you based on the information that you or authorised third parties have provided.

By claiming to hold particular qualifications, diplomas, memberships, or other awards and licences, you authorise us to confirm the authenticity of those claims with the issuing body.

If you accept an offer of employment with the University, your Candidate Profile, curriculum vitae, academic transcript, and any other information obtained about you during the interview process will become part of our employee records. The University will comply with the Privacy Act 1993 in storing, using, and providing access to this personal information.

Storage and Use of Personal Information

Personal Information collected will be stored by Taleo Corporation on behalf of the University in a secure location outside New Zealand. This information remains subject to New Zealand Privacy laws.

We will not disclose your Personal Information to any unauthorised third party. Only those immediately involved in the recruitment process will have access to your information. Any written comments, notes and assessments made during the recruitment process will not be released to you.

You can view your Profile only by using your unique user name and password. You are responsible for the security of your user name and password.

Access and correction rights to your Personal Information

You are able to view and update your Candidate Profile at any time through your secure access to this Website. You may also request access to, and correction of, your Personal Information by contacting us.

Unless you have been appointed to a position at the University, in which case your Personal Information becomes part of your employment record, you may ask us to delete all information about you by emailing us at Once we delete your Personal Information you will no longer be part of the University's online recruitment records and you will only be considered for positions which become available in future if you re-apply through this Website.

Privacy Officer

Any questions, concerns, or complaints, about the collection, storage, or use of Personal Information should be directed to the University's Privacy Officer who is the Registrar.

Contact the University Privacy Officer

New Zealand law

This Website is governed by the laws of New Zealand which control how personal information is collected, stored, and used, and which provide a right of access and correction.

If you access this Website from outside New Zealand you are responsible for complying with the laws of the country in which you are located.


Each time you apply for a position, you will be asked to confirm you have read this information and agree to participate in our process.