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Application materials
Your application materials describe who you are, what you know, what you have done and, most importantly, what you can offer an employer. A well-crafted and well-formatted resume and cover letter will help you stand out from other applicants and are definitely worth the time and effort. A curriculum vitae (CV) is an alternative to a resume typically used in the academic and research fields. The US Federal Government has an alternate preferred format for resumes as well.
Your resume is a marketing document and should be focused on delivering a specific message about you to your target audience. In order to know what to include in your resume, you have to be able to answer the following question:
What do you want employers to learn about you?
Your resume cannot and should not try to tell everything there is to know about you. The only way to know what you should include or exclude is to identify the aspects of your education, experience, skills and characteristics that are relevant to your candidacy. These should comprise the core message of your resume, using strong action verbs. Once you know your core message, you can begin creating your resume
There are three primary types of resume formats: the chronological resume, the functional resume, and the combination chronological-functional resume. Generally, the chronologically formatted resume is recommended. However, the functional format may be more suitable in certain cases: new graduates with minimal work experience, career changers, and those who are returning to the workforce after an extended gap.
Chronological resume
Education, experience, jobs, activities, projects and technical skills are entered individually within specific categories. These entries are made in reverse chronological order, beginning with the most recent. Date ranges are included for each entry.
Functional resume
The functional resume combines transferable skills together under appropriate headings, such as “Event Coordination,” “Leadership,” and “Fundraising.” The employers, positions, and (sometimes) dates of employment are listed in simple form at the bottom of the resume.
Combination resume
The combination resume takes the best of both the chronological and functional resume formats by combining descriptive information on your work history with information on your specific skill areas. Combination resumes are designed for job seekers who already have quite a bit of experience. Like functional resumes, a combination style heavily focuses on the applicant’s skills and abilities right from get-go. For those applying for a position that requires a lot of technical skills and expertise, using a combination format is a good way to showcase these abilities.
Formatting tips
Regardless of format, here are some tips for creating a professional looking resume:
- Use a professional, consistent font across all resume sections
- Use bold or italics to highlight important information
- Use black text only
- Make sure your font is readable, usually at least 10pt
- Align key information along the right and left margins, to make the resume easy to scan
- Use bullet points, rather than paragraphs, to describe your experience
- Consider including horizontal lines to distinguish each section, and/or border, but not if you have to cut content to do so
- Edit for typos, extra spaces and indentations, consistent use of periods, etc.
Learn more
For more in-depth information, explore the following Career Steps online lesson:
While resume construction is a subjective art, the following is an explanation of commonly used sections from the top of your resume down to the bottom. Optional sections should be included if they will enhance your ability to relay your message. Also, standard sections can be renamed to suit your specific needs.
Contact information
Your contact information is the heading of your resume. It should include your name, phone number, and email address. You can also include a personal web URL (can be your LinkedIn profile) if it helps in marketing yourself for a position. We do not recommend including your physical address on your resume.
Summary of qualifications
This is the recommended way to begin a resume in most fields and include 3-5 bullet points that highlight your most impressive skills, experience, and qualifications relevant to the position you’re applying for. Bullet points in your summary of qualifications (and throughout your resume) should be targeted to the position and quantified when possible. “Quantifying” means adding a number, award, or other hard evidence to prove the claim you’re making.
Here are some great examples:
- Four years of experience instructing group exercise classes for up to 40 participants
- Collected and analyzed biological data for a five-year international research project
- Developed and implemented three units of curriculum
- Two years of experience in customer service positions, meeting needs of diverse customers
- Supervised groups of up to 15 students, twice each week for two semesters
Skills
A skills section is especially important for those in technical fields, but can be used by all. The skills section should be tailored to the required skills in the position description, and/or highlights skills that might make you stand out.
For example:
- Develop community partnerships
- Program planning, development and analysis
- Grants development and management
- Bilingual speaking and writing in Spanish
- Group process and facilitation skills
- Quarterly and year-end reporting
Education
Current students and recent graduates usually put the Education section after their Summary of Qualifications (or Skills section if present). Experienced candidates usually place education after their Experience section. Your education section can include honors and GPA if you are a recent graduate and your GPA is about 3.5. Study abroad, research, and other projects can also appear in this section. Do not include your High School information. Use “Anticipated Graduation” to reflect your planned graduation date.
Relevant courses (optional)
This section can be useful if you have limited work experience relevant to your target job. In addition to the names of courses (course numbers will not mean anything to an employer) you can include brief descriptions of course projects.
Experience
The experience section may include internships, part-time jobs, full time positions, volunteer experience, and temporary employment. Possible headings include Professional Experience, Work Experience, Experience Highlights, and Relevant Experience. Jobs are typically listed in reverse chronological order. When describing your experience, focus on your accomplishment statements, rather than providing a job description. This section should be bulleted, starting every statement with a strong action verb.
Affiliations/honors/community involvement/other activities (optional)
These are optional sections you may include if you want to highlight certain extracurricular activities you believe reflect something important about you, in relation to the type of positions for which you are applying.
Training/certifications/professional memberships (optional)
Place current, not expired, certificates, trainings or memberships you hold and are relevant to your goals.
Learn more
Excellent resources for crafting your resume can be found on the NAU Career Development Pinterest page.
Or explore the following Career Steps online lessons:
Developing application materials: Crafting your resume content
Developing application materials: Crafting a summary of qualifications
You’re welcome to use the following sample resumes for ideas and inspiration. Much like these students, you have an inventory of marketable experiences, so brainstorm how you can best represent your transferable skills and academic/community experiences.
Research and job shadow experience
Coursework and internships
Communication and teamwork skills
International and public service experience
Leadership and public speaking skills
Study abroad & multiple roles in a single organization
Volunteer experience
Assorted undergraduate examples
- B.A. Business Administration Evan Finn
- B.A. Elementary Education Mary Lamberguini
- B.A. International Affairs, Maria Gonzales
- B.U.S. University Studies, Sarah Smith
Assorted graduate examples
- M.A. Clinical Speech-Language Pathology, Brooke Davis
- M.S. Environmental Science and Policy, Joy Thompson
Federal resume examples
Whether you’re a current federal employee or new to the Federal Government, your resume is the primary way for you to communicate your education, skills and experience. The average Federal Resume is 4-5 pages, though it may be shorter for new graduates.
USAJobs.gov is the source to search for and apply to federal jobs. The Resume Builder is the recommended way to develop a resume to meet federal requirements.
Examples
B.S. Environmental and Sustainability Studies, Ingrid French
Learn more
For more in-depth information, explore the following Career Steps online lesson:
Developing application materials: constructing resumes of a different sort
Most professional job and internship postings will ask for a cover letter as part of your application package,. The cover letter represents your chance to communicate very specific information as to why you are qualified for a position, and to let your personality show. While the resume represents the entirety of your relevant education and employment history, the cover letter can be written to focus on your specific qualifications that match a particular job description.
Average cover letters describe how your skills and experience match the requirements of the position; excellent ones demonstrate your knowledge of the organization and why you’re so excited to join them.
Before you write your cover letter, consider: Why are you interested in this organization? In what ways does their mission statement or culture appeal to you? How have you used their products or services? What contributions have they made that you find most impressive? In your first paragraph, be sure to include a brief comment or compliment highlighting your personal connection to the company. This oft-forgotten detail shows that you’ve done your homework. Not only have you thoroughly researched the organization, you’ve taken the time to craft a letter just for them.
The body of the cover letter, typically three short paragraphs, gives you an opportunity to select three of the key requirements for the position and expand on the most relevant skills or experiences that you have. Carefully read the job description and qualifications, and use the same vocabulary to craft examples that match what they’re looking for.
When reviewing your cover letter, employers are evaluating your communication ability through your writing. Make sure that your letter flows well and is grammatically correct. Your cover letter should be presented in a business letter format and be no longer than one page. You may also use your resume header instead of the business format. It’s always important to have someone else edit your letter for any typos that might have snuck through spellcheck.
Internships
Jobs
- Aisha Merriwether
- Bijou Phillips
- Eduardo Montoya
- Hikari Iori
- Kim E. Gibbler
- LeVar Rogers
- Terry O’Shea
Learn more
For more in-depth information, explore the following Career Steps online lesson:
A curriculum vitae (CV) is a detailed overview of your life’s accomplishments, especially those in the academic realm or research field. Just like a resume, a CV will need to be updated frequently as you gain more experience and complete more projects.
The most noticeable difference between most CVs and most resumes is the length. Entry-level resumes are usually limited to a page. CVs, however, often run to three or more pages and there is no limit on length as you gain more experience.
Sometimes, the application for a position will let you know whether or not a CV is requested. If you’re not sure, it never hurts to ask the agency whether a resume or CV would be more appropriate for the position.
Generally, CVs are used to apply for academic and research positions, awards, fellowships, and grants. In both CVs and resumes, information is usually organized chronologically within sections.
Name and contact information
Just like a resume, include your name, phone number, email, and URL or LinkedIn (if you have one). Some people include both personal and department addresses to emphasize their current academic affiliation. You can include your name and page numbers on subsequent pages as a footer or header. Do not include your date of birth, ethnicity, marital status, or other personal information.
Areas of interest
List your different areas of academic interests.
Education
A list of your degrees earned or in progress, institutions, and years of graduation in reverse chronological order with the most recent one being first.
Dissertation or thesis
Include the title, a brief description, and your advisor and committee names. For engineering and sciences, if you decide to describe your research more completely in the “Experience” section, you may want to simply list the title of your dissertation in this section. For a new candidate in humanities or social sciences, the dissertation should be featured prominently in this section.
Grants, honors, and awards
A comprehensive list of grants received, honors for your work, and awards you may have received for teaching or service.
Employment and experience
This section may include separate lists of teaching experiences, laboratory experiences, field experiences, volunteer work, leadership, or other relevant experiences. List experience in reverse chronological order.
Publications and presentations
A list of your published articles and books, as well as presentations given at conferences. If there are many of both, you might consider having one section for publications and another for presentations. List publications in a citation format that is appropriate for your field. You can combine these items under a “Publications/Presentations” section if you do not have many publications or presentations.
Scholarly or professional memberships
A listing of the professional organizations of which you are a member. If you have held an office or position in a particular organization, you can either say so here or leave this information for the experience section.
Special training
List any special, related training you have received through your university, department, or other professional organizations. Such training might include courses on teaching, research techniques, or computer applications.
You’re welcome to use the following examples for ideas and inspiration.
For more in-depth information, explore the following Career Steps online lesson:
Developing application materials: Constructing resumes of a different sort
Professional references are people who feel comfortable saying truly wonderful things about you. These are people who know your strengths, work ethic, technical skills, and what you have to offer an organization. Before your job search, ask 3-5 people to be professional references. Supervisors are ideal, but professors, coaches, and coworkers are also appropriate. Putting people on your list without asking them is exceptionally rude and often results in a less-than-spectacular reference. Supply your references with a copy of your resume and job description of each position you’re applying for, so they can tailor their comments accordingly. Since your references are going out of their way to support your career, it’s polite to let them know when they should be expecting a call. You may also want to send off a periodic thank-you note updating them on your search. Ask how they prefer to be contacted.
References should be listed on a separate sheet of paper following your resume and presented only after they have been requested. Use the same page heading as the resume to make it look like a professional package. Aim to include three to five contacts, and include their name, title, organization, phone, email address, and their relationship to you.
Interviewing
A job interview is your personal opportunity to showcase your strengths. Preparation, self-assessment, and practice are the keys to a successful interview. Well-prepared candidates feel more comfortable and will more effectively represent their strengths and qualifications to the interviewer. Keep in mind that the interview is simply a conversation. It’s a time where an employer can assess your qualifications and where you can assess the employer as well.
In order to effectively prepare, it is important to know the interview format(s) you may experience. Interview formats can vary based on the position you are applying for, how far along you are in the interview process and even things like the size and culture of the organization. Interview formats each range from quite structured, where all of the questions are predetermined, to unstructured, where the questions are created on the spot.
Consider how your approach may change with the following formats:
Screening Interview
Employers use screening interviews to get a quick handle of a candidate’s ability to perform in a job. These interviews are typically short (15-45 minutes) and the questions are focused on job-specific tasks. Screening interviews may be conducted over the phone or via video call.
Traditional Interview
The candidate meets with an interviewer one-on-one. There might be a single interview, or the candidate might meet with a series of individuals in a row.
Panel Interview
In this format, a candidate will be interviewed by multiple interviewers at once. Interviewers typically ask pre-determined questions in a round-table format. When answering questions, be sure to address all of the interviewers and not just the person who asked the question. Organizations find this type of format beneficial in order to gain multiple perspectives in evaluating a candidate.
Group Interview
A group interview brings together multiple candidates to be interviewed at the same time. Through this format, an interviewer may be evaluating your ability to work effectively and listen to the thoughts of others. Be sure to thoughtfully listen to the responses of the other candidates and, if possible, integrate their thoughts into your unique responses.
Presentation
Sometimes a candidate is asked to prepare a short presentation on a topic related to the position they are interviewing for. Often these presentations are open to multiple individuals, including prospective colleagues and key stakeholders. The presentation is typically followed by an open question and answer period.
Step One- Research
Research the organization before the interview to demonstrate your knowledge of the position for which you are interviewing, the prospective employer, and the employer’s industry. This should include researching the organization’s services, products, departments, mission, locations, competitors, and reputation. Finding current event information that pertains to the organization can also be useful- discussing your perspective of these events during an interview can display your industry knowledge and analytical thinking skills.
Step Two- Self-assessment
What are your top skills and strengths? Be ready to express why you are the right person for the job. Ask the employer to provide you with a complete job description before the interview, if you don’t already have one. Analyze the job description and match your skills, education, experience, and interests to the employer’s expectations. Think about actual examples that you can share during the interview that demonstrate your abilities to fulfill the duties on the job description. Review the Behavioral Interview worksheet to help you prepare to answer questions using the STAR model.
Step Three- Create your own questions
Typically you will have the opportunity to ask your own questions towards the end of the interview. Prior to your interview, consider at least 3 questions that you would like to ask. Your questions should be designed to elicit helpful information for you and to show the employer your ability to inquire about thoughtful topics. Consider questions that focus not only on the job you are applying for but also show your understanding of the larger organizational operation. Avoid questions that bring up topics such as salary, benefits, or vacation time. These are issues that can be addressed when discussing compensation after you have been offered the job.
Step Four- Positive first impressions
There are several ways that you can impress your potential employer before the interview begins:
- Arrive 10-15 minutes early for the interview. Do not arrive more than 15 minutes early as the employer may feel rushed to see you. Use the time prior to the interview to review the office environment. If interviewing virtually, arrive at least 5 minutes early.
- Greet everyone you meet prior to the interview professionally and with a smile. Often employees who are not part of the actual interview, such as front desk staff, will be asked for their impressions of you from casual introductions.
- Most interviews call for professional attire from candidates. Even though some organizations have casual dress policies in their work environments, dressing professionally when interviewing with these types of organizations is still appropriate as your attire will show that you are taking your interview seriously. It is recommended to dress professionally for virtual interviews as well.
The core of any interview consists of the questions you will be asked during the conversation. Employers are evaluating both the content of your responses as well your ability to confidently communicate your message. While it may be a popular strategy, reviewing a long list of potential interview questions and then attempting to create (and then memorize) your best response is not the ideal way to prepare. Instead, as a candidate, you are better off thinking about the types of questions that you may be asked and then tailoring the experiences you want to communicate. Most interview questions can be divided into three categories.
Traditional Questions
Any interview will certainly have a variety of traditional questions that focus on topics such as your career goals, your thoughts on topics like leadership and teamwork, and your work ethic. The key to answering these questions effectively is simply to respond directly and honestly. In all likelihood, there is no “right” answer to these questions. Instead, employers are most interested in your overall work style and ability to communicate.
Technical Questions
For some jobs, employers will want to know if you have the specific skills that are required to complete the job tasks. In these situations, you may be asked some technical questions. These questions are usually not designed to be easy and getting the “right” response, while preferable, may not be crucial. When responding to technical questions, employers are evaluating your logic in solving a problem. Therefore, walk the interviewer through your thought process in arriving at your response.
Behavioral Questions
Through this popular interview format, interviewers want to learn about your potential future success through your past behavior. The key in answering a behavioral question is to accurately describe a situation from your past that displays a specific example of the skill they are asking about. Behavioral questions should never be answered with your general thoughts or theory on a topic. Employers are looking for you to describe an actual and specific past experience using the STAR technique. This technique allows you to break your experiences down into specific components and is a great way to prepare for behavioral questions. The best way to prepare for a behavioral interview question is to consider the possible topics that an employer may bring up during the interview. Review the Behavioral Interview worksheet to help you prepare. To answer questions using the STAR technique just keep in mind the following:
S– Describe the initial Situation and any relevant background information
T– Explain the Task that you set out to accomplish
A– Detail the Action(s) you took to complete the task
R– Highlight the positive Result(s) and major learning outcomes from the experience.
Learn more
For more in-depth information, explore the following Career Steps online lesson:
Interview skills: Formulating interview success strategies
Graduate school
Continuing your education through a graduate or professional program is an option to consider as you work your way through your current degree. While many students seek professional employment upon graduation, some NAU students plan to immediately continue their education on a full-time basis after graduation. Many others will continue their education on a part-time basis and even more will continue their education at some point after they have started their professional careers. Below are some things to take into consideration when exploring the possibility of graduate school.
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Making the decision Tab Open
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Preparing for graduate school Tab Closed
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Many students, at some point in their undergraduate (or even graduate) career, will ask themselves “Should I continue my education after graduation?” There are some key things that you should consider in order to help you reach the best personal conclusion.
Do I know why I want to continue my education?
Graduate and certificate programs are almost always very focused on a specific subject area. The students who get the most out of these programs are the ones who are passionate about their field of study and have specific plans about how they intend to utilize their degree upon graduation. Choosing to continue your education without a vision for how it will help you in your future can lead to participating in an unfulfilling experience.
Do my professional goals require more education?
Some careers, such as law, medicine, social work, teaching, and accountancy require state or national certification that can only be achieved at the highest levels through further education. If you desire to work in one of these types of fields it is imperative that you further your education at some point. You may be able to work your way up in other careers through a combination of your undergraduate degree and hard work without furthering your education.
Is the time right?
Continuing your education right after graduation is a tempting proposition. After all, you are a good student, you enjoy taking classes and applying for graduate programs may seem less stressful than applying for jobs. While starting a graduate program right after graduation is certainly right for some students, others find that gaining professional experience, not to mention earning a salary, helps them tremendously when they decide to start graduate school at some point in the future. Some graduate programs, such as business administration, actually require that students have a number of years of professional experience prior to starting graduate studies. This way, students can apply their newly acquired professional knowledge in the classroom.
Why pursue graduate school?
Employment opportunities
In many career sectors, a master’s degree is replacing a bachelor’s as the minimum requirement for employment. While holding a graduate degree is not guarantee of success, it opens many more doors for employment.
Career advancement
Earning a graduate degree is evidence of persistence, determination, intellectual prowess, and the ability to handle challenging environments- sought-after qualities for individuals filling manager and director positions. An employee who has demonstrated success in a long-term situation that requires stamina, discipline, leadership, and the ability to work well with others is going to be in line for growth opportunities within his or her organization.
Financial reward
According to the US Census Bureau, workers between the ages of 21 and 64 with a master’s degree or higher earn nearly 30 percent higher annual salaries than workers who don’t.
Recognition and credibility
An advanced degree makes a difference on a resume. It says something about who you are and the dedication you have to your chosen field.
Think back to when you first applied to be a college student. What factors did you consider in choosing a school? Now that you are applying for graduate school, it is important to consider some of these same factors…and some new ones as well.
Find the right specialty
As a graduate student, you will likely have more of an opportunity than you did as an undergraduate student to research academic areas that are appealing to you. For example, while universities across the country have graduate programs in psychology, the area(s) of focus for many of these programs may be quite different. As a potential student, be sure to review the specialties and focus areas for the various schools you are considering.
Look beyond the obvious
You can learn a lot about a program from its website, but that shouldn’t be your only source. The institution is important but the details beneath the surface are bigger. In order to gain an understanding of the program that’s right for you, you should strive to identify the people you could have the opportunity to learn from while sifting through the fine details. Utilize your network and find the superstars or experts in your field. Who do you look up to? The people you’re surrounded by have a strong impact on your experience. It’s not about where you learn but who you could learn from.
Review the numbers, part I
Admissions committees review many factors when considering graduate applications. Two of the objective factors that most schools heavily consider are undergraduate GPA and standardized test scores. You may want to review the average admissions GPA and test scores for various schools. A word of caution: keep in mind that numbers are an important factor, but only one of many factors that schools consider. Your personal statement, letters of recommendation and reasons for pursuing a degree are also important.
Review the numbers, part II
In addition to the school wanting you, you should also want the school because of their track record. Most large graduate specialties such as law, business and medicine report graduation statistics like average salary upon graduation, placement rate and average student debt upon graduation. Compare the programs you are considering against each other to see how they measure up.
Financial considerations are typically a large part of the decision when choosing to attend graduate school, and what program to select. GradSense can help you navigate some of the financial considerations of furthering your education, including calculating what your degree may be worth, providing tips for small savings that add up, and navigating loan repayment.
Resources for support
Here are some ways that advisors, faculty, and others can help:
- How to identify skills and resources to help you to have a strong GPA
- How to build professional relationships with faculty
- How to find faculty mentors and how to work closely with one
- How to develop and demonstrate excellent leadership and professional skills
- How to set up and engage in undergraduate research
- How to disseminate research through conferences and presentations
- How to publish research in academic journals
Graduate coordinators exist in many of the NAU departments and can assist students looking to continue their education
Reflection point
Take some time to research graduate and other continuing education programs. Complete the Graduate School Research Worksheet to help you identify the best programs for you! Remember to consider your (and your family’s, of applicable) personality, values, skills and strengths, interests, life experiences, and needs and wants, similar to if you were searching for a job. Members of the LGBTQIA community may want to utilize the following resource to view summaries of laws that affect LGBTQIA individuals and their families on a state-by-state and issue-by-issue basis.
The process of applying to graduate school is time-consuming and one that you’ll likely find more challenging than when you applied for your undergraduate degree. Admissions committees spend a great deal of time reviewing applications in order to admit the best class possible. As a result, they will ask for a great deal of information from you.
Admissions test
Most schools require applicants to take a standardized admissions test. Your results on this test help admissions committees compare all applicants on an even playing field. It is important you spend time preparing for your test. Some students enroll in a prep course through a company that specializes in test preparation; these courses can be quite expensive but some students find them beneficial. Other students will prepare through independent study which can be accomplished by taking multiple practice exams. Keep in mind that the test you will be required to take will vary depending on your intended program.
Letters of recommendation
You will typically be asked to provide letters of recommendation as part of your application. Letters should come from those people who can speak positively about your ability to successfully complete graduate studies. Past professors are usually good candidates. Former supervisors could also be good as long as they can write about your abilities as they relate to some of the skills that are needed in graduate school. Be sure to give your references several weeks to write your letter and always provide them with a resume ahead of time to help them with the process.
Personal statement
Writing your personal statement, or statement of purpose, can be quite time-consuming. Schools are evaluating two primary factors in this statement. First, they want to understand your unique reasons for pursuing a graduate degree. Second, schools will use this statement to evaluate your writing ability. In terms of content, you may want to make sure that your statement informs the reader about what led you to this point and how you intend to use your education in the future.
Timelines
Application due dates will vary depending on the program, the terms in which students are admitted and the anticipated number of applicants. The process of researching schools, preparing for your exam and writing your personal statement can take several months so be sure to leave yourself plenty of time.
Resources for support
Here are some ways that advisors, faculty, and others can help:
- Identify graduate schools that are the best match
- Create a graduate school timeline
- Understand how to best complete application forms
- Prepare documents such as a graduate school personal statement and resume
- Identify specific faculty members and how to approach them for letters of recommendation
- Find resources to prepare for a graduate school entrance exam
Northern Arizona University offers many graduate programs in fields as diverse as biotechnology, health, business, environmental and sustainable systems, and teaching. Many of the NAU graduate degrees can be pursued through the Western Regional Graduate Program, allowing students from participating states to earn their degree at the cost of in-state tuition.
For additional information on graduate programs at NAU, including dates and deadlines, workshops, and new graduate student orientation, you can explore the NAU Graduate College website. Students can visit the Graduate College to meet with a department representative and learn more about programs of study. For students interested in pursuing a premed academic track, the Gateway Student Success Center offers workshops, advising, and resources on preparing competitive applications and scholarship submissions.