How is my resume screened? What is the screener really looking for? How does the screening process work? If I apply for a job and don’t hear back should I call? Although each district customizes their process, the variations are usually minor. So, how does it really work?

When you apply for a position, be prepared to wait. Don’t be a pest and call the personnel office to inquire about your status. They are busy people who are filling many different positions. A few directors of human resources will continuously screen resumes as they come on-line. Most HR offices print out the resumes of all qualified candidates and send them to the direct supervisor for further screening. Let’s assume there are 150 qualified candidates in the pile. The goal is to have a screening committee interview about 15 to 18 candidates. How do they get from 150 to 15? If it takes just two minutes to review each candidate’s papers, that’s 300 minutes. I’m sorry to say that each resume will get much less than two minutes. The reviewer is a busy person. Consequently, the reviewer will speed read the resumes. Typos and grammatical errors get tossed out. These kinds of errors connote that you are sloppy and make mistakes. The screener’s first goal is to sort the total pile into three piles. Pile A will contain the “must see”, B “maybe”, and C are of “no further interest”. Those in the A group are: (1) seeking a “good” parallel move; (2) people who hold degrees from outstanding universities; (3) holding a doctorate; (4) qualified internal candidates or courtesy interviews; and (5) people with exceptional accomplishments. The B pile is created in case they can’t get at least 12 to15 into the A pile and then get a second look. The C pile is composed of inexperienced people with little in the way of accomplishments, folks with poor reputations, the “perennial” candidate, and those who have unexplained and suspicious gaps on their resumes.

Outstanding universities, in my opinion, are Ivy League schools or fine schools with which we are familiar. In the New York area, graduate degrees from Columbia Teachers’ College, NYU and Fordham are the most coveted. Under-graduate degrees from fine colleges are also appealing on resumes.

Exceptional and/or interesting candidates are people who have been successful in the business and corporate world; the non-profit sector; the world of entrepreneurs; and the military. When qualified, these candidates, depending on their accomplishments, are often worthy of a good look. Finally, courtesy interviews are given to those who “have friends in high places” (Board members, and/or recommendations from friends of upper level administrators). A courtesy interviewee is generally only guaranteed a screening interview. Then they are on their own.

The screening interview usually takes 10 to 15 minutes. If it lasts longer, then that’s a good sign—it shows interest. The screening committee will likely consist of two or three people. If you’re interviewing for an assistant principal position, you will probably meet the principal, an assistant principal, perhaps the director of human resources, and/or a teacher. Be aware that the screening interview is essentially a “meet and greet”. It’s designed to see if you’re a “regular person” (not quirky, odd in some way, or inappropriate), well spoken, professional, intelligent, easy to engage, likeable, respectful, and seemingly a good fit for the community. They almost always start by asking: “Tell us about yourself”.

Be prepared to answer what I call resume questions. “You’ve been an assistant principal at the ABC School for four years, why do you want to leave now?” “I understand that your school recently hired a new principal, were you a candidate for that position?” “I see you were a dean for two years and then you went back to the classroom. Can you explain this?” They may also ask, what I call, process or “how would you” questions: “Given the teacher evaluation process, walk us through how you would observe a teacher who is not in your area of teacher certification?” Limit your answers to no more than two to three minutes. If they want to hear more, they’ll ask.

They will wrap up the interview with the moderator saying, “We’re speaking to a number of folks. We’ll get back to you within the next couple of weeks. Do you have any questions for us at this time?” Now remember, they are under strict time constraints. They are being polite. They really don’t want to answer a lot of questions. It’s time to thank them for the opportunity, indicate that you look forward to seeing them again, and leave. Then drop the interviewers “thank you” emails. The committee’s goal is usually to reduce the number of candidates to 6 to 8. The next step is going on to the larger committee for a 30-minute interview.

It’s time to wait it out again and hope for the best. If you’re rejected and the moderator appeared to be sincerely approachable, you might want to write a short email thanking them for their efforts and asking if it would be okay to schedule a brief telephone conversation to get constructive feedback.

Good news travels by phone, and bad news comes in the form of a letter or an email. Let’s hope your phone always rings!

Dr. Aronstein is an education career coach who assists school leaders and aspiring leaders create winning resumes, and prepare for job interviews. Learn more at www.larryaronstein.com