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University Careers Services usually give lectures on application procedures and interview techniques during the Autumn.

Application Forms

Most employers print their own individual application forms which allows them to incorporate the particular features they regard as specifically important to them.

These forms vary considerably. Some ask for only the most basic information about you; others will include specific questions appropriate to their operation.

Some will present you with eight of more pages to fill in with facts about yourself. Answering awkward questions such as "List the major achievements in your life to date", and "In what ways do you believe that you are well suited for the position for which you are applying?" will call for time, thought and effort on your part.

Others present multiple choice questions where you will have to tick the appropriate boxes.

Employment Criteria

Employers recruit against specific selection criteria. These are usually set out in the brochures and the job advert. Some jobs need particular technical skills but all require certain personal qualities.

Read brochures and job specifications carefully and identify exactly what combination of skills and experience the employer requires. The 'shopping list' may include: tact, communication skills, drive, commitment, a flexible approach to work, and team working skills.

Demonstrating Your Skills & Experience

Once you have researched the employer and the occupation, you should be familiar with the qualities and skills required. But how do you answer questions such as "What has been your greatest achievement to date", or "Describe how you have achieved a goal through influencing the actions or opinions of others"?

Rather than agonise over your answers, spend some time jotting down everything you have done in the past few years study, work experience, spare time interests, even the challenges of daily living dealing with housemates or landlords can be a rich source of experiences.

Look at each item separately and think of the skills displayed and the lessons learnt. For example, your contribution to a seminar could demonstrate your persuasiveness, effectiveness in a group and your ability to give a presentation.

A bar job involves dealing with people (often under pressure), dealing with money, and having stamina. It involves the ability to memorise and organise.

Did it involve you taking the initiative and suggesting new ways of working, or using your initiative and having your ideas adopted by the employer? It should also have given you an idea of how a business is run, developing your business or commercial awareness skills.

Which of these experiences did you actually enjoy? Did you use any skills which you would be particularly interested in using on a daily basis in future? If you think about this then you should be well on the way to dealing with the inevitable question -"Why are you interested in this type of work?".

Jotting things down in this way will save a lot of time when you come to fill in a form. With this information, difficult questions can turn into opportunities to show that you have what the employer is looking for.

Standard Application Forms (SAFs)

Most firms who do not supply their own forms will usually ask for applications to be submitted on a Standard Application Form (SAF); these are available in Careers Services.

Don't apply on an SAF if the organisation asks you to use their own form.

Applications In Writing

Some employers might ask for applications 'in writing' which usually means by letter and CV.

Making An Application

Before you even think of putting pen to paper you must know exactly what you want to say and why. A form imposes limits of space and, through specific questions and headings, content.

The essential points you want to make must be tailored to fit the form and balanced to make maximum impact.

When applying to a firm through a University 'milkround' you need not attach a covering letter to your application form, but you should do so when posting a form to an employer directly.

General Guidelines

Before you start writing, list what you have done in your life to date. Note down everything you did at school, in your holidays, at University, through your hobbies

It is surprising how forgotten facts can be recalled once you start (What was your grade in GCSE Maths? When did you pass your driving test?).

An hour spent in this way noting your involvements and achievements to date will be well worthwhile. Once recorded, the facts will be at hand for future reference.

Applications you complete should convey as accurately as possible a comprehensive impression of yourself your qualifications, your interests and aptitudes, your outlook on life. What you write and how it is presented will create an effect which will hopefully lead to a positive response on the part of the person who reads it.

Points Worth Noting:

1. Read the specification of the position very carefully.

Does the employer ask for certain qualities or qualifications?

Even if nothing is specified the employer will have some in mind and you can make an intelligent guess at what they are by:

a) Finding out as much as possible about the job you are applying for, its training and career prospects.

b) Finding out about the employing organisation by reading the graduate recruitment brochure. It usually lists openly or indirectly all the qualities, etc. they would expect a good applicant to have. This information may be in the profiles in some brochures.

Having done this, decide what evidence you can provide about yourself which matches the employer's requirements.

2. Read the form through and decide how and where you are going to give your 'evidence'.

3. Photocopy the form and, on a copy, draft out your answers to the questions.

Pay particular attention to any 'open ended' questions such as 'what factors have influenced your choice of career?', 'Why did you choose your university course?', etc.

Don't make the mistake of thinking that these questions are trivial in fact they are very important indeed. They give you the opportunity to express your personality and to distinguish yourself from other applicants.

They are not however an invitation to waffle; the way you handle your replies will indicate how intelligent and clear thinking you are.

4. Follow instructions carefully.

Especially those about using black ink, affixing a photograph (recent and as you would appear at interview, i.e. clean, shaven, well dressed and groomed, and 'normal' looking!), completing the form in your own handwriting, using block capitals where requested.

5. Check your spelling and grammar.

It is often useful to have someone else read through it also.

6. Explain any particular terminology you may have used e.g. 'Special Degree' etc.

Full details of your courses may be helpful in some cases (scientists especially).

7. Avoid leaving gaps.

Both in the sense of unfilled spaces (instead write 'none' or 'not applicable', etc.) and in the sense of 'missing' periods in your life history which may give rise to suspicion in the reader's mind.

Equally do not pack the form. Spare a thought for the employer with 200 of these to read!

8. Include everything which demonstrates how you 'match' the job.

Demonstrating that you have (or expect to get) certain qualifications is easy, but how can you demonstrate that you possess the qualities (skills, aptitude, temperament) asked for.

The best way is by citing something you have done which demonstrated those qualities, or helped you develop them. Selling encyclopaedias might have given you tenacity, endurance and a thick skin; waitressing could have developed your patience, tact and stamina.

Think through all the jobs you have done (paid or voluntary), positions of responsibility held - even sports and hobbies - and decide if any required skills or aptitudes relevant to the job you are applying for are demonstrated.

Make the most of your unique experiences and achievements if you have any, mention any other things you think are important; holiday courses attended, prizes won, voluntary work undertaken. Decide what your selling points are and make the most of them.

9. Be careful to give full information about your involvement in sports activities, societies, etc.

You may be asked to state why you like to do these things or what you have gained from them. Also note any positions of responsibility and your successes.

10. Remember to highlight those factors that are particularly appropriate to the specific application you are submitting.

This will probably mean that you must make sure that you have some information - not only about the job requirements, but also about the organisation to which you are applying - before you can adequately answer the relevant questions.

11. On most forms there is a section headed 'Additional Information'; try not to leave this space blank.

If you have no specific data to add which has not been mentioned elsewhere, you should use this section to make a statement in support of your application - avoiding generalisation and remembering what the employer is looking for.

12. Once you are happy with your answers, fill them all in on the actual application form and, take a photocopy of it once complete for future reference.

This will not only help trigger your memory before actual interviews, but also help you when filling out other forms.

13. Make good use of a card index or ring binder.

Taking a separate sheet for each firm to which you apply, keep a note of dates when you:

• You first wrote to the employer;
• Received response letters;
• Submitted your application;
• Dates of interviews, etc.

Also note useful points about the firm and about the interviews.

By this system you can check how your applications are progressing and notice any unanswered enquiries.

References

It is standard practice for employers to ask for references - normally two, but sometimes three.

The first should be an academic referee - usually your supervisor, but you could use the head or another member of the department.

The other is a personal referee, someone (not a relative) who knows you as an individual; a family friend, a neighbour or hall warden, or perhaps a former employer who could comment on you as an employee as well.

Don't name referees without first consulting them to seek their permission.

You should also advise them on what you are applying for. Consider briefing them on what the job involves and what the employer is looking for.

Make sure they have relevant information about you.

It is also a good idea to keep referees informed on your progress. Give their full title (e.g. Professor, Dr.), status (e.g. Head of Department, Warden) and their correct address including the postcode.

General Comments

Extra Information

Occasionally, for example if you are a mature student with extensive experience, you may wish to attach an extra sheet to your form.

However, some employers dislike this, arguing that the form tests your ability to be concise and pertinent.

Attach extra information only if it is short and unquestionably relevant - recruiters are busy people and will not thank you for wasting their time.

Biodata Forms

Several organisations have now started to use 'biodata' forms as an alternative to the traditional application form.

These ask seemingly straightforward factual questions which you answer by marking the most appropriate response - for example, "How many non fictional books have you read in the last year:

• 6 or less?;
• 7-12?;
• More than 12?

The forms are usually designed for an organisation which employs lots of people in similar jobs so that a 'profile' of an average employee can be obtained.

Your responses are then matched (often by computer) to this profile.

Don't try to guess the 'right' answers - these forms are more sophisticated than they seem. The only realistic course is to answer the questions honestly.

The video "Looking Good on Paper" is an excellent introduction to the art of the application form and CV. You should find this in your University Careers Service.

Online Applications

The age of the paper application form is certainly not past, but increasing numbers of employers now invite you to visit their website and apply online.

Advantages for you:

• No more struggles to make your handwriting legible
• Easy correction of mistakes (no crossings out or Tippex)
• No postage costs.

When you have got into the website and found the form, what do you do next?

The first thing is to try to print out a copy and draft your answers. Employers will expect your application to be as well constructed as it would be on a paper form - so it also needs time to prepare.

Follow the instructions, check things such as number of words, how to submit, and who to contact if things go wrong.

You may not have to complete the form in one session, since you can often save your work and come back later but don't forget your password.

Run off a paper copy before you submit it. It is easier to proofread a paper copy than it is on-screen, and this way you will also have a copy ready to refresh your memory prior to interview.

Don't leave things to the last minute - what if the system is down on the day you wish to submit your form?

Late applications may not be accepted, and certainly never improve your chance of success, no matter how good an excuse you may have.

This content is © The University of Hull. Edited and reproduced with kind permission from John Franks - Head of Hull University Careers Service. All Rights Reserved.