goldberg.p65 Application Practices of Recent Academic Library Appointees 71 Application Practices of Recent Academic Library Appointees Tyler Goldberg and Kay Womack Recent academic library appointees were asked to complete a two-part survey. The first part of the study, which focused on the applicants’ per­ ceptions of resume content, was published in the November 1997 issue of College & Research Libraries. The results of part two, which queried specific application practices, suggest that large numbers of applicants will continue to waste both their time and that of those who review their applications despite helpful information available to them. Other librar­ ians are reported as the best source for raising applicants’ awareness of ways to improve their application practices. he application process and the problems frequently found in the application materials that are submitted for professional library positions have been the focus of several resources. Some authors have ex­ amined the proper construction and con­ tent of a resume or cover letter.1 In addi­ tion, many have offered suggestions for improving applications and have noted practices that waste both the applicant’s time and that of potential employers.2 However, despite all this advice, appli­ cants apply for jobs for which they do not meet the minimum qualifications and they overlook the importance of sending all materials requested in a vacancy no­ tice. Moreover, they often submit appli­ cations after the advertised deadline and sometimes forward materials that are ei­ ther unrequested or inappropriate. As the authors of this article previously noted, most guidance on proper application pro­ cedures is not based on original research but, rather, on the experience of those who have reviewed applications.3 In their survey to determine those items applicants for positions in academic libraries thought were important to in­ clude in a resume, the authors also in­ cluded questions to determine some of the practices applicants followed in sub­ mitting their applications. The results of the first part of the survey, which dis­ cussed the resume content perceptions of academic library applicants new to the profession and the sources they consulted in preparing an application, have been reported previously.4 The purpose of this article is to report the findings from the second part of the survey regarding their application practices. Methodology One hundred recent academic library appointees listed in the “People in the News” column of the July/August 1995 through June 1996 issues of College & Re­ search Libraries News were randomly se­ lected to receive a survey that was mailed in October 1996. Because the authors at­ tempted to survey librarians relatively Tyler Goldberg is Team Leader, Content Access, in the Ekstrom Library at the University of Louisville; e- mail: stgold01@gwise.louisville.edu. Kay Womack is Head of the Reference Department in the Bizzell Library at the University of Oklahoma; e-mail: kwomack@aardvark.ou.edu. 71 mailto:kwomack@aardvark.ou.edu mailto:stgold01@gwise.louisville.edu 72 College & Research Libraries January 1999 TABLE 1 Resume Format Used (N = 62) Type of Fonmat % Chnonological 34 Skills 3 Combination 63 new to the profession, whom they defined as librarians holding professional posi­ tions for five years or less, prior to the random selection, appointees with obvi­ ously middle management or administra­ tive titles were eliminated from consid­ eration. After the random selection, the authors analyzed the libraries where the individuals surveyed were employed and found that each geographical region in the United States was included. In addi­ tion, private and public and small, me­ dium, and large academic libraries were represented. The results show that a majority of the respondents had applied for positions for which they did not meet the minimum requirements and that 21 percent submitted applications after the deadline. As previously reported in part one of the survey, the respondents were asked to rate the relative importance of forty- six resume items.5 Questions included in part two were asked (1) to determine if the individuals surveyed met the criterion of being relatively new to the profession; (2) to learn what sources of information might influence the content of their ap­ plications; (3) to find out the type of re­ sumes they used; (4) to elicit information about their application practices on spe­ cific issues; (5) to ascertain if faculty or academic status influenced their decisions to apply; and (6) to discover what sources they used to identify professional vacan­ cies. The questions served two purposes: to gain insight into the survey population’s application practices on cer­ tain issues, and to gather information that could be included in job application workshops the authors had conducted. The results also may suggest whether appli­ cants pay attention to specific advice found in the literature on application preparation. Results Sixty-four responses were received. Be­ cause two respondents had not completed the second page of the survey, their re­ sponses were not included, giving a re­ sponse rate of 62 percent on which the following analysis and discussion are based. As previously reported, the au­ thors believe that the population sur­ veyed met the criterion of being relatively new to the profession because 77 percent indicated that they had five years or less of experience.6 In applying for positions that request a vita or resume, an applicant usually chooses a format to follow. Having re­ ceived combination as well as chronologi­ cal and functional resumes, the authors were curious about the format selected by the individuals surveyed. Table 1 summa­ rizes their responses and indicates that the majority used the combination format and very few used the skills or functional format. Table 2 summarizes the respondents’ answers to the following four questions: � Have you ever applied for a posi­ tion when you knew you did not meet the minimum required qualifications? � Have you sent applications that did not include all materials requested in the advertisement? � Have you submitted applications that would arrive after the application deadline? � Have you sent materials such as transcripts or placement files when they were not requested? The results show that a majority of the respondents had applied for positions for which they did not meet the minimum requirements and that 21 percent submit­ ted applications after the deadline. Most applicants, however, neither sent incom­ plete applications nor had unrequested materials forwarded. Application Practices of Recent Academic Library Appointees 73 library applicants use theTABLE 2 skills or functional format.Selected Application Practices Some errors made in appli­ (N = 62) cation practices have more Practice Applied knowing did not meet minimum qualifications Sent application without all requested materials Submitted application after deadline Sent materials that were not requested Responses (%) Yes No 52 48 10 90 21 79 3 97 significant consequences than others, which may simply be a misuse of applicants’ time or may annoy members of a search committee. For ex­ ample, of the application practices reported in table 2, applying for positions for which one cannot meet the minimum requirements, In addition to the questions summa- postmarking an application after the ad­ rized in table 2, the survey population vertised deadline, or failing to include all was asked if they had ever called a library application materials requested in a va­ to obtain more information about an ad- cancy notice may automatically eliminate vertised opening prior to submitting an an applicant. Sending unrequested ma- application and if faculty or academic sta- terials may not remove one’s application tus influenced their decision to apply. from serious examination, but it is unnec­ Forty-two percent reported that they had essary and is likely to irritate those who called a library before applying. Faculty review the applications received for a spe­ or academic status did make a difference cific opening because it wastes their time. in the decision to apply for 34 percent of It is not surprising that a majority (52%) the respondents but did not make a dif- of the respondents had applied for posi­ ference to 66 percent. tions for which they did not meet the A list of sources that can be used to advertise professional library openings TABLE 3 was provided, and respondents were Sources Used to Identify Professional asked to check those they had used. Library Openings Their responses are reported in table 3. (N = 62) Discussion Although Jane F. Spivack has indicated that there are “basically two types of resumes,” which are the chronological and functional styles, Barbara I. Dewey has noted that “a variety of successful [resume] formats can be used” when applying for professional library posi­ tions.7 However, Rosanna O’Neil, Clark C. Wong, and Robert F. Delzell have suggested that the chronological resume format is the one most often used or most preferred.8 This position is not supported in table 1, which re­ ports that approximately one-third of the respondents used the chronologi­ cal format and almost two-thirds used a combination format. In addition, this study indicates that very few academic Responses Source N % Professional/scholarly journals 60 97 Job hotlines 27 44 National 18 29 State 20 32 Local 12 19 Library school/professional 33 53 placement services Newspapers 24 39 National 14 23 Local 21 34 Electronic bulletin boards/listservs 54 87 Internet job sites 29 47 Internal postings 28 45 Employment agencies 3 5 Note: Percentages do not total I00 percent because respondents checked multiple items. 74 College & Research Libraries January 1999 minimum qualifications. Kay Womack reported in the three library searches she reviewed that less than 40 percent of the applicants met the minimum require­ ments, with the number dropping to as low as 22 percent in one search.9 Although many sources note that candidates who do not meet minimum requirements can­ not be hired10 and admonish unqualified applicants not to apply so as not to waste everyone’s time,11 these survey results show that many applicants still may hope that minimum qualifications will be over­ looked. Qualifications are considered carefully when writing the ad, and mini­ mum requirements cannot be waived af­ ter they are advertised, unless the search is reopened as Terrence Mech has noted. He has said: “Legally a candidate who does not meet the minimum requirements cannot be hired without reopening the search with a new set of minimum re­ quirements. A candidate who exceeds the minimum requirements can always be hired.”12 Those applicants who are unable to meet the minimum requisites should not apply as advised by Suzanne T. Larsen and Joan S. McConkey, who have said: “If you do not have the skills, edu­ cation, or experience identified as require­ ments for the position, do not apply.”13 Applicants who submit applications after the deadline, as 21 percent of the respondents in the current study indi­ cated they had done, often are rejected from consideration automatically. In de­ scribing her experience, Womack has said that “academic libraries which use an application deadline in the vacancy no­ tice, review only those applications post­ marked on or before the deadline.”14 It is important that applicants learn to recog­ nize the difference between a deadline date and a review date. Mech has reported that a review date indicates when applications are expected but allows some legal flex­ ibility if promising ones arrive late.15 The majority of respondents (90%) said that they did not send an application without all materials requested in an ad­ vertisement. Although only 10 percent of the respondents reported that they had submitted incomplete applications, these individuals are likely to be eliminated early in the review process as Carole McIver and Mech have reported.16 Tyler Goldberg and Kay Womack have noted that submitting an incomplete application suggests one is disorganized or careless and does not create a favorable first im­ pression.17 McIver and Dewey have indi­ cated that the materials requested in the advertisement are essential, they are not negotiable, and applicants should send exactly those items.18 Sometimes applicants include material with an application that is not requested or have placement files, transcripts, and references forwarded before these items are requested. The vast majority (97%) of the respondents in this study indicated that they had not sent transcripts or place­ ment files when they were not requested. Although submitting unrequested mate­ rials may not be as likely to cause the three percent who had done this to automati­ cally be removed from consideration as the other practices reported in table 2, this action may not strengthen their applica­ tions. Not only does this waste the time of the applicant, the person forwarding the material, and those reviewing the ap­ plication, sometimes there is information in the placement file that is detrimental to one’s candidacy. Placement files often contain letters of reference that, as Lois N. Upham has said, “may be of limited value, becoming dated rapidly” and that “may actually be harmful to the job can­ didates.”19 As the authors have previously noted, when sending an application, “Ap­ plicants should submit placement files only if they are requested in the adver­ tisement.”20 Applicants who take the initiative of calling a library to clarify specific issues before applying, as did 42 percent of the respondents, are commended for this ac­ tion. For example, an applicant may want to be sure he or she clearly understands the job responsibilities and may want to ask for a detailed position description, as Delzell and Stuart Hannabus have sug­ gested, before applying.21 It is beneficial http:applying.21 http:items.18 http:pression.17 http:reported.16 Application Practices of Recent Academic Library Appointees 75 to find out if applications are still being accepted before applying long after the advertised review date or when a vacancy notice indicates the position will be open until filled. In the case of an individual who will not receive a required ALA-ac­ credited master of library science or equivalent degree until after the applica­ tion deadline or review date listed in the job advertisement, it is prudent to ask if one’s application will be considered if it is submitted. It may be helpful for both the applicant and those conducting the search to clarify points such as those il­ lustrated above to avoid wasting everyone’s time. In the 1990s, faculty status for librar­ ians has been threatened at a number of academic institutions, including the ones where the authors of this article are em­ ployed. Thus, the authors were interested in finding out if faculty or academic sta­ tus influenced individuals’ decisions in selecting positions for which to apply. The results indicated that it did make a dif­ ference for approximately one-third of the respondents, but it did not influence al­ most two-thirds. According to Dewey, a variety of issues have a role in the impact that rank and status play on a library’s ability to recruit a specific candidate. Among these factors are the candidate’s expectations and how well the local defi­ nition of rank and status compares with similar organizations.22 The question on status elicited some interesting comments. Those who an­ swered yes viewed faculty status in both positive and negative ways. Some indi­ cated a preference for faculty status for reasons relating to tenure and status. One respondent felt that academic or faculty status “further validates the perception across campus of librarians as profes­ sional colleagues.” However, several re­ spondents would choose not to apply, especially because of the requirements of tenure. As one noted, “Tenure places ex­ tra burdens on overworked librarians and fosters a competitive work environment; I prefer not to have it.” Several respon­ dents noted that several factors, includ­ ing faculty status, would be consider­ ations for accepting a job. Applying only showed interest, but factors that would be considered in accepting a job would include salary, duties, geographic location, local environment, challenges and oppor­ tunities for growth, and type of status. It may be helpful for both the applicant and those conducting the search to clarify points such as those illustrated above to avoid wasting everyone’s time. The sources that respondents relied on the most to identify professional vacan­ cies are not completely unexpected. It is interesting to note that professional and scholarly journals continue to be the source that most used, with electronic bulletin boards/listservs a close second. Because those completing the survey are new to the field, it is not totally surpris­ ing that library school or professional placement services were used by more than 50 percent. The number that used internal postings is somewhat unex­ pected. In addition to the results seen in table 3, other sources given were library school newsletters, networking, word of mouth, friends/librarians, cold calling, and ALA and ACRL conferences. Specific sources mentioned were The Chronicle of Higher Education, the library hotline, and the University of Illinois job database. A number of authors have offered ad­ vice on advertising sources. Some have directed their discussions to the job seeker.23 Elizabeth A. Lorenzen specifi­ cally has provided information for those interested in using the Internet in a job search.24 Others have focused on the employer ’s needs in their reviews of ad­ vertising sources.25 Knowing what sources applicants check the most to find professional library openings is beneficial not only to other applicants, but also to employers who want to use their funds wisely in advertising their vacancies to meet equal opportunity and affirmative action requirements, and to attract well- qualified candidates. Combining the re­ http:sources.25 http:search.24 http:seeker.23 http:organizations.22 76 College & Research Libraries January 1999 sponses on the use of bulletin boards, listservs, and Internet job sites indicates that electronic sources are an important means of advertising and identifying va­ cancies, in addition to professional and scholarly journals and library school and professional placement services. Conclusion Because this discussion reported on the survey responses of librarians relatively new to the profession, the authors do not know if the results would be similar for librarians who have been employed in academic libraries for a longer period of time. However, it is encouraging to learn that very few applicants forward unrequested application materials such as transcripts or placement files and that a large number of applicants realize the value of contacting libraries to clarify questions about an opening before apply­ ing. This study indicates that faculty or academic status does not influence the decision of most applicants when choos­ ing to apply for a position. The results point out that of those un­ qualified librarians who applied for po­ sitions, more than 50 percent knew they did not meet minimum requirements. In addition, approximately 20 percent may have failed to qualify for some positions simply because they did not meet adver­ tised deadlines and 10 percent may have been eliminated automatically at times because they did not submit all requested application materials. These findings sug­ gest that large numbers of applicants will continue to follow some application prac­ tices that will waste both their time and that of those who receive and review their applications, regardless of attempts to raise their awareness through advice given in professional publications, on listservs, and at workshops. Although all these resources have been consulted by the respondents, as the authors previ­ ously reported, the majority of applicants consult other librarians when they want assistance in applying for library posi­ tions and preparing application materi­ als.26 Thus, professional colleagues who have an opportunity to work with appli­ cants on an individual basis have the best chance of helping them to maximize their prospects for interviews and, ultimately, for receiving job offers as professional li­ brarians in academic libraries. Notes 1. Kay Womack and Tyler Goldberg, “Resume Content: Applicants’ Perceptions,” College & Research Libraries 58 (Nov. 1997): 540–549; Philip C. Howze, "10 Job Hunting Tips for New Librar­ ians," C&RL News 58 (July/Aug. 1997): 490–491; Suzanne T. Larsen and Joan S. McConkey, "Ap­ plying for Professional Positions," C&RL News 56 (June 1995): 415–417; Carol MacAdam, "Job Hunter's Workshop: How to Find and Land the Right Job and Survive the Transition," Serials Librarian 25, nos. 3–4 (1995): 358–359; Rita Broadway, "Job Descriptions vis-à-vis Applications: A Match Often Not Made in Heaven," Serials Librarian 21, nos. 2–3 (1991): 199–200; Tyler Goldberg and Kay Womack, "Academic Applicants: Make A Good First Impression," C&RL News 51 (Sept. 1990): 702–704; Clark C. Wong, "Job Search: Strategies to Improve Your Success Rate," Ohio Media Spectrum 40 (spring 1988): 40–41; Barbara I. Dewey, "Writing and Analyzing Resumes and Cover Letters," in Barbara I. Dewey, Library Jobs: How to Fill Them, How to Find Them (Phoenix, Ariz: Oryx Pr., 1987), 62–73; Robert F. Delzell, Finding a Position: Strategies for Library School Graduates (Occasional Papers no. 153) (Urbana: Univ. Of Illinois, Graduate School of Library and Informa­ tion Science, 1982), 6–10; Jane F. Spivack, "Finding a Job," in Jane F. Spivack, Careers in Information (White Plains, N. Y.: Knowledge Industry Publications, 1982), 183–197; Thomas Gaughan, “Re­ sume Essentials for the Academic Librarian,” College & Research Libraries 41 (Mar. 1980): 122–127. 2. Howze, "10 Job Hunting Tips for New Librarians," 490–491; Kay Womack, "Applying for Professional Positions in Academic Libraries: Meeting Minimum Requirements," Journal of Aca­ demic Librarianship 23 (May 1997): 205–209; MacAdam, "Job Hunter's Workshop," 357–361; Larsen and McConkey, " Applying for Professional Positions," 415–417; Broadway, "Job Descriptions vis- à-vis Applications," 197–200; Goldberg and Womack, "Academic Applicants," 701–705; Terrence Mech, "Recruitment and Selection of College Librarians," in Gerard B. McCabe, Operations Hand­ book for the Small Academic Library (Westport, Conn.: Greenwood Pr., 1989), 72–75; Billy R. Application Practices of Recent Academic Library Appointees 77 Wilkinson, "Recruitment and Selection," in Sheila Creth and Frederick Duda, Personnel Adminis­ tration in Libraries 2d ed. (New York: Neal-Schuman Publishers, 1989), 109; Wong, "Job Search," 40–41; Dewey, "Writing and Analyzing Resumes and Cover Letters," 62–79; Delzell, Finding a Position, 6–11; Spivack, "Finding a Job," 182–197; James M. Hillard, "Advice from an Employer to Applicants," American Libraries 12 (October 1981): 359. 3. Womack and Goldberg, "Resume Content,” 540. 4. Ibid., 540–549. 5. Ibid., 541–545. Womack and Goldberg provide a more detailed description of the com­ plete methodology and the results of part one of the survey in their earlier publication. 6. Ibid., 542–543. Womack and Goldberg describe in more detail the questions asked and the responses which were used to arrive at this conclusion. 7. Spivack, "Finding a Job," 184; Dewey “Writing and Analyzing Resumes and Cover Let­ ters," 63. 8. MacAdam, "Job Hunter's Workshop," 359; Wong, "Job Search," 41; Delzell, Finding a Posi­ tion, 6. 9. Womack, "Applying for Professional Positions in Academic Libraries," 208. 10. Womack, "Applying for Professional Positions in Academic Libraries," 205–209; Janet Swan Hill (October 12, 1993), "Ignoring Qualifications," Libraries Administration and Management Discussion List [Online]. Available e-mail: libad@umab.bitnet; Mech, "Recruitment and Selec­ tion of College Librarians," 68; Dewey, "Writing and Analyzing Resumes and Cover Letters," 73. 11. MacAdam, "Job Hunter's Workshop," 358; Larsen and McConkey,"Applying for Profes­ sional Positions," 415; Stuart Hannabus, “Job Search-1,” New Library World 83 (June 1982): 75. 12. Mech, "Recruitment and Selection of College Librarians," 68. 13. Larsen and McConkey, "Applying for Professional Positions," 415. 14. Womack, "Applying for Professional Positions in Academic Libraries," 209. 15. Mech, "Recruitment and Selection of College Librarians," 69. 16. Broadway, "Job Descriptions vis-à-vis Applications," 198; Mech, "Recruitment and Selec­ tion of College Librarians," 70. 17. Goldberg and Womack, "Academic Applicants," 702. 18. Broadway, "Job Descriptions vis-à-vis Applications," 197–198; Dewey, “Writing and Ana­ lyzing Resumes and Cover Letters,” 60. 19. Broadway, “Job Descriptions vis-à-vis Applications,” 198–199. 20. Goldberg and Womack, "Academic Applicants," 704. 21. Delzell, Finding a Position, 9; Hannabus, “Job Search–1,” 75. 22. Barbara I. Dewey, "The Job Offer," in Barbara I. Dewey, Library Jobs: How to Fill Them, How to Find Them (Phoenix, Ariz: Oryx Pr., 1987), 109. 23. Elizabeth A. Lorenzen, "Librarian for Hire: Internet Surfing for Job Search Success," Tech­ nicalities 15 (Jan. 1995): 11–14; Delzell, Finding a Position, 5–6; Spivack, "Finding a Job," 174–175. 24. Lorenzen, "Librarian for Hire," 11–14. 25. Douglas G. Birdsall, "Recruiting Academic Librarians: How to Find and Hire the Best Candidates," Journal of Academic Librarianship, 17 (Nov. 1991): 278–279; Mech, "Recruitment and Selection," 67–68; Wilkinson, "Recruitment and Selection of College Librarians," 106–107; Bar­ bara I. Dewey, "Legal Requirements and Job Advertising,” in Barbara I. Dewey, Library Jobs: How to Fill Them, How to Find Them (Phoenix, Ariz: Oryx Pr., 1987), 49–57. 26. Womack and Goldberg, “Resume Content,” 545, 547. mailto:libad@umab.bitnet