Combining Application and Resume Documents

[NWdev]

Finished up and sent off a application package via email for an IT
position today.

Unfortunately it's unclear whether the package will be accepted due to
it being minutes (< 10) late.

Had everything ready and formatted into separate documents about an
hour prior to the deadline; but ran into some rather ugly formatting
issues when they were merged -- particularly the WSDOT standard
application form.

Given that the request is for the application form, letter of
interest, and resume be "(combined into one document)" I opted to do
so rather than send them as separate attachments.

I can understand the desire to combine documents to have a complete
packet of materials on an applicant; however it may be helpful (and
less stressful??) if there were a brief note on the WSDOT employment
notices/here indicating some of the formatting pitfalls with this
document merge.

Although I consider myself well versed in troubleshooting formatting
issues, I hadn't anticipated taking 30-45+ minutes to fix tables that
shift placement when merged with standard letters/resume margins and
spacing. As it is the issue may have cost an opportunity by a matter
of minutes.

Perhaps others are having this issue as well?

[Michaela]

Hi,

I understand your frustrations and we have spoken about offering a
"how to" for the application process. For the most part we will not
disqualify applicants if their application is received 10 minutes late
because we know that things happen. At the same time as an applicant,
unless you saw the job opportunity today, it is a good practice not to
wait until the deadline to apply.

To answer your question about offering a note about how to fill out
the application. We have pondered over this and have decided that if
candidates need an instructional on how to fill out the application,
it is probably too difficult. Therefore, we are working on designing
a simpler application to make the overall process quicker and easier.

However, to solve the immediate problem, here are some helpful tips.
If you're having formatting problems when you paste in your resume and
letter of interest, it probably means that you have conflicting tables
in those documents. To avoid the table settings of your resume
transferring over to the WSDOT application:
1) select each page of your resume (you have to do it one page at a
time) and copy it.
2) When in the WSDOT application, go to the "EDIT" toolbar and select
paste special.
3) In the paste special options, select "enhanced metafile". This
will paste it as a picture so that way your tables will not distort.

If you have any other questions, feel free to call the recruiter.
Their number is posted at the bottom of the job announcement. If you
have any other questions, feel free to give me a call anytime at
360.705.6932

Michaela

[NWdev]

Thank you for your prompt reponse and excellent tips.

I absolutely agree -- if you can avoid a last minute submission it
helps!

A follow-up to my prior posting.

Here are some additional tips for applicants who may find themselves
experiencing similar formatting issues with the merged document:

If you’re committed to sending a Word document –
+ The key as Michaela notes is to paste from your documents
*into* the WSDOT application (versus pasting the application into your
documents) to avoid
having the tables and text pick up the styles of your letter
and resume.
Some position announcements note this sequence which is
important to avoiding the issue.

BUT if you're still seeing shifts...
+ Check the table properties – the application tables are left
justified with a margin of -.13.
You may need to check the advanced properties to see that the
table margins are set to 0.
You still have to shift the margin via the top ruler.
+ Watch out for text that automatically resizes to match other
styles in your document.
Similarly for paragraph spacing and margins. Both will need to
be resized and spaced to match the format of the separate document.

Better yet – SKIP Word altogether!!
+ Send the document as a merged PDF by converting each
individual document to PDF format, then open one document and merge
them.
+ Remember to have the documents complete as you can’t add text
after it’s in PDF form – or at least not as readily.

Hopefully this will help someone avoid the frustration of having a
package ready, but being foiled by a mis-formatted WSDOT application
form.

Some ideas for future application processes...

It may help to remove the Word document form fields (with the possible
exception of checkbox fields) from the downloadable WSDOT application
form unless they’re being used for automation – though since they can
be removed by applicants I’d imagine they wouldn’t be.

One consideration is a multi-page form in PDF format -- including a
page that serves as an extendable "Job History" section (similar to
Federal SF171 forms). That might eliminate some of the formatting
issues, but would mean that word documents would need to be converted
and merged into a PDF format -- which could be resolved through a web-
based translation process that uploads the documents, converts them to
PDF and appends them to one another. Lots of solutions, just a matter
of how your process works best for the reviewers and the applicants.

Thank you again for your response.

[Michaela]

Hi Again,

Thank you for your follow up. I have to admit that I am not the most
technically savvy person so your insight is helpful as well for
applicants. Since we are currently working on the new format, your
comments are much appreciated and we will use them. This makes me
really happy to hear as well because this was what I originally
created the google groups for: public communication across the board.
Not only does this help us to know what we can improve on, it also
helps answer questions many of our other applicants have! Thank you
again.

Michaela