JS1-2 Tips and sample academic job seeker log
If you are applying for multiple positions, you will quickly find that it is easy to lose
track of the status of each application. It is very important to organize your
materials from the very beginning of your search, as this will help you be sharp and
prepared in the event that you are unexpectedly contacted via telephone for an
interview. Maintain organized files of position announcements, materials submitted,
and information about respective institutions. We recommend the notebook method
for tracking job searches, using a three hole-punch notebook. Make sure you have
pockets to put materials in, so you don’t have to three-hole punch everything, and
you can take the “pocket” portion and go to an interview.
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Divide the notebook into sections by position and keep the following
information in the pocket for each position.
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Position announcement, including where and when it was published,
because sometimes positions are advertised slightly differently in
different places.
A copy of all application materials submitted.
Acknowledgment letters received.
Notes about any conversations with members of the search
committee.
Notes from interviews and relevant telephone conversations.
Additional research gathered about that institution, for instance,
number of undergraduate student majors, background of members of
the search committee, specialties of the department, internet
information about the institution or department, and comments from
friends or acquaintances about the institution or department. A note
about notes: these are for you, to help you remember. It’s ok to write,
“bald guy interested in Celts of the Siberian Steppes.”
Rejection or offer letters.
A copy of your letter of acceptance or your rejection, should you
decide this job is not for you.
A list of dates and addresses for all correspondence.
If you happen to be applying for non-academic and academic positions
simultaneously, you may want to consider a way to differentiate the two
searches, perhaps by color-coding the two types differently or dividing the
Mary Beth Averill, PhD
www.writeonmba.com
(541) 349-9999
Hillary Hutchinson, MA, MEd www.transitioningyourlife.com (843) 225-3224
notebook into two parts. Two different notebooks is NOT recommended, since
the object is to have all the deadlines and notes accessible in one place when a
potential employer calls.
You are probably wondering how to keep track of what you have in this bulging
notebook of information. Keep a log at the front of the notebook. This is your
centralized record or logbook of dates associated with each position. This can
help you prioritize applications, meet crucial deadlines, and better manage the
process. (See the sample log sheet next page.)
Mary Beth Averill, PhD
www.writeonmba.com
(541) 349-9999
Hillary Hutchinson, MA, MEd www.transitioningyourlife.com (843) 225-3224
JS1-2 Sample academic job seeker log
Institution
Illinois
Wesleyan
University
Contact
June
Williams,
Chair Dept.
of History
IWU PO
Box 2900
Bloomingt
on, IL
617022900
University
of Nebraska
at Kearney
Dr.
William
Potter
Chair of
Search
Cmte,
History
Dept. UNK
Kearney,
NE 68849
(308) 8658509
Area of
expertise
sought?
Early
European
civilization
Deadline
12/1/13
11/24/13
Materials
mailed
(what and
when)
CV, cover
letter,
letters
from Prof.
Long,
Prof. Chin,
& Prof.
Guthrie.
CV, cover
letter,
journal
article,
statement
of teaching
philosophy
syllabi
from 113
& 114,
letters
from Prof.
Long,
Prof. Chin,
& Prof.
Guthrie.
Materials
Acknwldg.
11/10/13
Interview
schedule
AHA1/9/2014
Interviewed
with Prof.
James Winn
& Prof. June
Williams
11/12/13
AHA1/10/2014
Interviews
w. Amy
Potter, Steve
Smith
Addition
al
material
s
12/11/20
13. Sent
teaching
video,
conf.
paper,
journal
article.
Thank
you
letter
sent
1/13/14
N/A
1/14/14
Mary Beth Averill, PhD
www.writeonmba.com
(541) 349-9999
Hillary Hutchinson, MA, MEd www.transitioningyourlife.com (843) 225-3224