Author: Tiffany

Q: Can an ATS system be configured to automatically exclude resumes that include certain words?

Q: Can an ATS system be configured to automatically exclude resumes that include certain words?

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Q: Can an ATS system be configured to automatically exclude resumes that include certain words?  I frequently read about the need to include certain keywords in my resume so applicant tracking systems can easily find them. However, I’ve never seen anything on the need to exclude certain words. Does HR ever set up their ATS to exclude resumes from their systems that mistakenly list sex, age, race, and other protected categories? I am concerned because my university still includes the word “woman” in its title, and I am curious if this is part of why I rarely receive interviews from places that require a full online application versus just emailing a cover letter and resume.

TA: I can’t say that I’ve ever heard of an Applicant Tracking System (http://en.wikipedia.org/wiki/Applicant_tracking_system) being set up to exclude applications based on certain keywords.  As you mentioned, I’ve always heard of these systems scoring applications and giving higher points to those that included specific keywords (like a relevancy rating).  So more keywords = higher relevance and higher score.  Not so much the opposite (certain keywords = lower score, or even excluded from consideration.)  Additionally, it strikes me as highly unlikely that a company could set up an ATS to screen out and exclude from consideration any resume that contains the word “Woman”.

So maybe your question is really, Why am I less successful with ATS applications than with emailed applications?  There are any number of reasons that are possible here, but let’s start with a few that immediately come to mind:

  1. Perhaps larger companies use Applicant Tracking Systems and smaller companies don’t.  If that’s the case, it might also be logical to conclude that larger companies have larger budgets to advertise and recruit nationally, thus building larger, better qualified, more competitive applicant pools.
  2. Maybe your emailed resume looks better than the application that you build within the ATS.  Carefully crafted resumes and cover letters say a lot about a candidate’s style and attention to detail.  All of that attention and detail can be lost when you enter data into an ATS.  Solution?  If given the option, upload a copy of your resume and cover in addition to the application information you enter into the ATS.  I know it may seem redundant—it’s really the same information, right?—but the time and attention you put into that cover letter and resume won’t be lost on the reader.
  3. Finally, sending an email to someone is a much more personal experience than just entering your data into a large applicant system.  Maybe that personal connection—on both ends—is lost with an ATS.  If you can find a hiring contact for the position, send a brief email to introduce yourself, express your interest in the position, let them know you’ve submitted your materials online, and attach a copy of your cover letter and resume.  While you’ve met the technical requirement of applying online, you have also established a personal connection that could be helpful as you proceed through the hiring process.

Make sure your resume and cover letter are top notch and ready to be shared.  Also make sure it’s ready for a technology-savvy world (See: Resume Writing Tips for a Technology-Savvy World, http://jobsearch.about.com/od/resumewriting/a/resumetechtips.htm).

Q: Is there a bias against local candidates? Do you know why libraries would always bring in people from outside rather than hire locally?

Q: Is there a bias against local candidates? Do you know why libraries would always bring in people from outside rather than hire locally?

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Q: I’ve worked in academic libraries for many years and I completed my MLIS (distance) in 2010.  I have applied for every job that I’m qualified for in my state.  While I get interviews and am invited to campus, the offers always seem to go to out of state candidates.  Is there a bias against local candidates?  Do you know why libraries would always bring in people from outside rather than hire locally?

TA: Well, there’s definitely no simple answer to why libraries hire other candidates.  There are so many factors that contribute to hiring decisions.  The most basic reason is that libraries like to hire the best qualified candidate for the position, and with a national search (that draws candidates from all over the country) that can mean a pretty competitive pool.  It’s good to hear that you stand out among the applicants and continue to get invitations for on campus interviews—that can build confidence in your application materials and your ability to identify positions that are a good fit for your interest and experience.  If you’re not making is beyond the in-person interview, it may be time to break down those experiences, and your performance, to see if there’s something you can improve upon.

Right after you complete an in-person interview, it’s okay to be completely exhausted.  Even if it was a wonderful experience (yes that can actually happen) you’ve been “on” all day long, and that can take a lot out of a person.  But it is also one of the best times to reflect on how things went throughout the day, while memories and experiences are still fresh in your mind.  You should use this time immediately following the interview to process and record your thoughts about the experience.  Did you enjoy the day?  Was the job what you expected?  Were people nice?  Is this an environment you could work in?  Additionally, take some time to reflect on your performance.  Were there any questions that surprised you?  Did you have everything you needed?  Could you have been more prepared?  How was your presentation?  Did people seem to enjoy spending time with you?  Each interview should be preparation for the next.  Although this can be a little tricky, you can always ask why the offer went to another candidate.  You may not get many specifics, but it’s okay to ask “Is there anything I can do in the future to be a more successful candidate?”  And if you have a professional contact at the hiring institution, you can also seek their input regarding your performance as a candidate.  It is absolutely essential, however, that you keep it positive and keep the questions about you, not the other candidates.  Asking for constructive advice on your interview is okay; asking why the other candidate was better or why the offer went to someone out of state is not okay.

Here’s the simple answer to a very complex question: We don’t know that libraries “always bring in people from outside.”  What we do know is that, to date, you’ve made it as far as the on campus interview, without receiving an offer.  Take some time to gather your own thoughts and feedback from others to analyze your on campus interviews and learn from those experiences in order to perfect your future performance.

Here are some resources about interview prep that might help:

Q: Can you suggest any ideas for how a relatively new reference librarian might acquire the experience necessary to cross over into collection development post MLIS?

Q: Can you suggest any ideas for how a relatively new reference librarian might acquire the experience necessary to cross over into collection development post MLIS?

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Q:  I’m a recent LIS graduate and have been a reference librarian for two years, but I have long been interested in collection development. Prior to that, I worked as an assistant in a special library doing copy cataloging and collection maintenance, and in a university law library, also doing collection maintenance. Unfortunately, due to limited availability of a collection development class in my program, I never took it and only learned in my last quarter before graduation when I asked to have my practicum in collection development that the class was a prerequisite. Thus I was pushed into reference, and while I’m content in my role, I still often wonder about a career in collection development. I have no clue how I might one day make the transition, especially since it’s such a specialized area of work. Can you suggest any ideas for how a relatively new reference librarian might acquire the experience necessary to cross over into collection development post MLIS?

TA:  Several ideas come to mind when I think about your question of how to get into collection development after a couple of years as a reference librarian.  Here are a few:

  • Seek specialized training through a professional association; attend workshops and professional meetings in the area of collection development.
  • Take a continuing education course in collection development through an ALA-accredited library school.  Or, consider the possibility of a Certificate of Advanced Study (a post-MLS program) and specialize in collection development.
  • Reference librarians know a lot about the collection, so look for ways to build opportunities into your current position.  In many libraries, the lines between reference and collection development are being blurred by the liaison or subject specialist role, where librarians are arranged by subject and not function.  If your current employer doesn’t offer enough opportunity to explore collection development, and you’re willing to dive into the job market, maybe a subject specialist or liaison type position is your bridge to a position that has exclusive responsibility for collection development.
  • Look for a professional mentor who is already a collection development librarian.  And how do you find that kind of mentor?  Well, since you asked…
  • Conduct a few information interviews—Ask others who have the job you want how they got there, what they love about their job, and what they would change.  Be sure to watch your vocabulary when describing your current situation.  What you’ve described above can be heard as a bit negative (I was “pushed” into reference) and perceived as less-than-careful planning in library school (I “only learned in my last quarter before graduation…”).  Focus on the future and your career aspirations.
  • Pursue an additional degree that would support your move into a collection development position.  Many librarians engaged in collection development have an additional degree beyond the MLS that allows them to specialize deeply in a specific subject or discipline.
  • If your current employer offers a sabbatical or research leave, develop a research project around the intersection of reference and collection development.  At the end you’ll know more about your areas of interest and have a deliverable that you can share with others.
Q: I have a professional dilemma…Do you have any thoughts on how I might get started?

Q: I have a professional dilemma…Do you have any thoughts on how I might get started?

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Q: I have a professional dilemma, and I would be so grateful for any insight or encouragement you might be able to offer me.

In June 2011, I completed library school thinking that I wanted to be a public librarian. Actually, I was pretty certain of this, even though I had minimal experience working in public libraries. My background is actually in special (government/law and art) libraries.

Shortly after earning my degree, I was offered a part-time librarian substitute position at a local large urban public library system. I have worked as a public reference librarian for one year now, and I have decided that it’s not for me. In addition to this, I have applied for countless internal job postings within the public library organization and I’ve had no luck. I think someone is trying to tell me something that I’ve ignored for a long time.

I feel like a fool, and like I have to start over. However, I am eager to get my career back on the right path and continue to pursue something more personally fulfilling. For the last four years, I have been employed part-time at a government law library and I absolutely love it. Even though there may not be a full-time or professional position for me there, I want to continue to pursue a career in government librarianship, perhaps in a science or engineering library. Do you have any thoughts on how I might get started?

TA:  Dear “Professional Dilemma”:

Please know that you are not alone when it comes to reassessing a career path.  Some enter library school on one path, and exit on another.  Other times, it takes some experience in the profession to realize your true calling lies elsewhere.  But don’t worry, or criticize yourself.  Just prepare yourself and take the necessary steps to get where you want to go.

First, you’re not starting over.  You might be taking a step back, but you’re not at the very beginning.  Over the course of the last several years, you’ve gained professional experience that will translate from one library to another.  You’ve also learned where your strengths and interests lie, so don’t take that for granted.  Check out the other articles about transferable skills and how to market those on your application materials.

Second, we say all the time that librarianship is a very small profession.  That truth is amplified for special librarianship.  This is a tight group of professional colleagues who know, work with, and recommend others in their professional circles.  Make this work for you in three ways: one, stay close to your colleagues in the government law library where you’ve been working (think: future references and recommendations); two, start creating and working a professional network of other special librarians doing what you want to do (see other articles on informational interviews); and three, find a mentor who can walk with you through all of this and introduce you to others in the profession.

Finally, sit down and do some written exercises to help you identify what you want in the future for your career.  Assess what you have and what you need to achieve these goals, and create an action plan.  Just as you would plan any other event, thoughtful consideration, measurable goals, and an action plan will help you get there.

Q: How can I get my foot in the door of a law library with no formal coursework or experience in such a library?

Q: How can I get my foot in the door of a law library with no formal coursework or experience in such a library?

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Q: I have spent 14 years at home with my kids who are now going off to college. I would like to find a full-time librarian job, but the MLS I earned in the 1980’s seems really out-of-date in today’s job market. Also, having been a special librarian, I am now drawn to law libraries. How can I get my foot in the door of a law library with no formal coursework or experience in such a library? I have considered getting a Paralegal degree to compliment my MLS, do you think this would be an advantage? Thanks!

 

TA: First things first, you need to do something to get your MLS up to date.  I would suggest you look into library science programs (online or in person) that offer the Certificate of Advanced Study.  Something like that will give you the opportunity to explore current topics and technologies in the profession today. You may also have an internship or field experience requirement as part of the certificate program, which will allow you to step into a place of employment and gain some valuable experience while building professional contacts and a network of colleagues.  If you would like to specialize in law libraries, you could consider a field experience or internship at a law library to give it a try.  If it remains of interest, you may want to consider pursuing the paralegal degree.

Q: What advice would you give to someone who is trying to make a career change into the library profession?

Q: What advice would you give to someone who is trying to make a career change into the library profession?

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Q: What advice would you give to someone who is trying to make a career change into the library profession? I have my MSIS and much experience in human resources, but I want to make a change into something I am more passionate about…namely, working in a library. I am already volunteering at two special libraries. What else can I do to make myself more marketable? Is an internship my only choice?  Thank you.

 

TA: The MLS and related experience working in libraries will make you a marketable candidate. Your experience in human resources could also be a real asset if marketed correctly in your application materials.  You want to be careful and balanced with how you present your HR experience.  On one hand, it gives you an advantage when it comes to the supervisory and management aspects of a professional position; on the other hand, you need to be careful that you’re not “pricing yourself out of the market.”  So be sure to talk about your experience and the strengths you would bring to the position, but also make sure you’re framing your application as a career transition.  Try to build on your volunteer experience to see if you can work yourself into a paid position–and experience that will build an attractive resume.

Q: I am looking to return to the field of librarianship…

Q: I am looking to return to the field of librarianship…

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Q: I am looking to return to the field of librarianship. I have worked in non-librarian jobs using the information management skills I developed as a librarian. These skills are very valuable in corporate settings but I would very much like to return to academic librarianship. To complicate matters I have been out of the professional workplace for a couple of years taking care of my ill parents.  I am considering getting a post-master’s certification. I have a ALA MLIS. Do you think this could help me in the job market? I am a very talented individual and think I have a lot to contribute but I am concerned about my time out of work.  Thank you for your input. Any suggestions you have for re-entering the field would be greatly appreciated.

 

TA: Your research and information management skills in the corporate setting are indeed valuable skills and are likely to transfer nicely into a research-based academic library.  The Certificate of Advanced Study would certainly bring you up to date with a current degree and give you the opportunity to explore today’s industry trends and technologies.  You could also select classes and internships that focus on academic libraries, which would allow you to refocus your experience and career.  Be sure to check out our other articles on Transferable Skills and Getting Started.