Demographic differences in students' knowledge of electronic resumes.

Chaney, Lillian H. ; Green, Catherine G.

INTRODUCTION

The increased use of technology has brought about numerous changes in the recruiting practices of many businesses (Charles, 2000; Quible, 1995). One such change is the increased acceptance of electronic resumes (Jennings, Carnes, & Whitaker, 2001). Electronic resumes are resumes that are formatted so that they may be scanned by computer or transmitted via e-mail (Eyler, 1999).

According to Roever (1997), scanning technology has had a significant impact on the way businesses process resumes. Many companies are currently using automated applicant tracking systems, which involves the use of resume-scanning software (Eyler, 1999). These systems are designed to search for key words that represent the qualifications of the employee they are seeking (Ream, 2000).

Resumes submitted should, therefore, be scanner friendly. In other words, they should be formatted so that the scanner will read the information correctly (Solly & Fischer, 1996). Because today's job seekers are very knowledgeable about computers and use them regularly as a communication and research tool, this trend toward increased employer acceptance of electronic resumes provides applicants with an efficient process for expediting the job search (Jennings et al., 2001; Quible, 1995).

The new technologies have had a significant impact on the job search process. In addition to increased communication between employers and prospective employees via electronic mail, job seekers are accessing corporate Web sites and Internet job boards, such as Espan, Monster Board, and Job Trak (Curry, 1998; Ream, 2000). To use the technology effectively, job hunters must have a knowledge of the correct format for electronic resumes.

ADVANTAGES AND USE OF ELECTRONIC RESUMES

Many employers are realizing the advantages of investing in resume-scanning systems. These advantages include the speed with which employers are able to identify potential employees who have the qualifications needed for the open position and the cost savings of being able to screen job applicants electronically rather than manually. Recruiters and hiring officials are aware of the time and effort saved by using technology in employee recruitment and selection (Charles, 2000).

Job seekers are also recognizing the advantages of using electronic resumes, which include the exposure to numerous prospective employers and the objective nature of the initial screening. Applicants also know that their resume will receive wide exposure through Websites of companies and professional associations, through bulletin board services, and through resume banks. In addition, job seekers, by sending their resumes electronically, are demonstrating a knowledge of technology, which may be viewed positively by some employers (Bonner & Chaney, 2002; Gunner, 2000).

Use of the Internet in the job search has increased markedly in the last decade. According to Criscito (2000), "in 1995 only 5% of the 8,000 resumes Microsoft received monthly were sent electronically. In 1999, that number had changed to 50%, and the number of resumes had increased to 10,000 a month" (p. 2). The impact of electronic resume-management (ERM) systems on the employment process has been the subject of a number of studies. A 1993 study (Yate, 2000) determined that 78% of firms surveyed were using automated resume-tracking systems. Baker, DeTienne, and Smart (1998) examined the use of ERM systems by Fortune 500 companies and reported that 36% of responding firms used such systems. In an earlier study conducted in the mid-90s (Kennedy & Morrow, 1995), almost all firms with a minimum of 1,000 employees had automated applicant-tracking systems. In a study conducted in 1996 (Roever, 1997), none of the 236 companies located in rural Missouri reported the use of resume-scanning software. Thus, a marked difference seems to exist in the use of these systems by large and small companies. A more recent study of 46 companies of various sizes (ranging from fewer than 25 employees to over 1,000) reported that 85% of employers surveyed accept electronic resumes. Over twothirds of the companies that accept electronic resumes also store them in a database for future reference (Jennings, Carnes, & Whitaker, 2001).

Projections are that online recruiting "is expected to grow from $411 million in 1999 to $4 billion by 2005" (Criscito, 2000, p. 2). Faced with these projections, students will need to update their job search skills to keep up with the changing job market of the 21st century. Since U.S. Department of Labor statistics show that today's average worker will change jobs nine times between the ages of 18 and 34, students need to be prepared for the use of technology in the employment search (Criscito, 2000).

GUIDELINES FOR FORMATTING ELECTRONIC RESUMES

Because some typographical embellishments often used in formatting resumes can cause difficulties in scanning, job seekers should follow these guidelines for the process to work effectively:

The width of the page should be set to read a maximum of 60 characters across (Ream, 2000).

The space bar, rather than tabs, is used where spaces or indentions are desired (Ream, 2000).

Asterisks (*) or plus signs (+), rather than bullets, are preferred for highlighting key points (Quible, 1995). While round, solid bullets will often scan, hollow or unusually shaped bullets will not (Criscito, 2000).

Standard typefaces, such as Courier and Times New Roman, should be used; font size of 10 to 12 points is recommended, except for Times 10 point (Criscito, 2000; Eyler, 1999).

All capital letters and/or boldface is recommended for section headings; italics and underlining should be avoided (Eyler, 1999). While the newer optical character recognition software can read italics, it is not as readable (Criscito, 2000).

Abbreviations should be used judiciously; common abbreviations for degrees and certifications (BBA, MS, CPA) and state names are read by most resume-scanning systems.

Acronyms commonly used in certain professions, such as A/R and A/P on an accountant's resume, are usually accepted (Ream, 2000).

Vertical lines and boxes should be avoided; few horizontal lines should be used (Eyler, 1999; Yate, 2000).

The applicant's name and address should be centered at the top of the resume (Quible, 1995). The font size used for the name should not be larger than 20-point (Criscito, 2000). The telephone number and e-mail address should be placed on separate lines.

A section labeled Keyword Summary should be placed after the applicant's name and address; this list of keywords should be nouns and noun phrases rather than verbs that are recommended for traditional resumes. In other words, the position, Computer Systems Manager, rather than managed computer systems, would be used (Gunner, 2000). Since every job has its own jargon and terminology, applicants should examine national employment publications for Help Wanted listings in their field of specialty (Criscito, 2000). Further, general keywords should be selected to reflect the applicant's interpersonal skills and other qualifications widely considered desirable, such as languages spoken, willingness to travel or relocate, and computer, communication, and team skills (Charles, 2000; Eyler, 1999). The Keyword Summary section should cover such areas as degrees, university granting the degree, major, certifications, special skills/knowledge, and employment history, including job titles and duties performed. Concrete descriptions, such as C, C++, and Java, should be used for computer language skills (Criscito, 2000). This Keyword Summary should be limited to 50 words (Baker, DeTienne, & Smart, 1998).

Resume preparers should remember that some sections usually included on traditional resumes, such as References and Special Interests, are not typically found on electronic resumes (Criscito, 2000; Eyler, 1999; Quible, 1995). They should also remember to avoid including detailed information on employment beyond the last ten years since more concise job information is preferred. In addition, the length should be kept to one or two pages, with the candidate's name at the top of each page (Ream, 2000; Roever, 1997). The resume may be created using any word processing software so long as it is saved as an ASCII text file to accommodate the software used for scanning and retrieval. When a hard copy is mailed for scanning, the resume should be printed in black ink on standard 81/2- by 11-inch white, off-white, or light gray paper, printed on only one side, and mailed flat in an envelope with no stapling or paper clips (Criscito, 2000; Eyler, 1999; Gunner, 2000; Yate, 2000).

SURVEY PROCEDURES

To determine students' knowledge of guidelines for preparing electronic resumes, a survey of 452 students enrolled at a Mid-South university was conducted. Students surveyed were enrolled in a lower division course in Introduction to Business, upper division courses in Business Communication and Organization and Management, and a graduate course in Executive Communication. Students were provided ten guidelines related to correct typeface and font size and the appropriateness of using such formatting features as bullets, bold-faced type, and underlining. Also included were such content-related questions as inclusion of references and placement of the section Keyword Summary.

As shown in Table 1, the largest percentages of respondents were female (55.3%), below 25 years of age (74.1%), classified as Junior/Senior (63.5%), and business majors (72.5%).

Statistical analysis was run using SPSS, Version 10. Frequencies and percentages of students' responses are shown in Table 2. The question with the highest number of correct responses was related to recommended font size, while the guideline missed by the largest percentage of students was related to the use of underlining. The guideline marked "Don't Know" by the largest number of students was related to the location of the section Keyword Summary.

Mean responses and standard deviations are shown in Table 3. The guideline with the highest mean response was related to recommended font size, while the guideline with the lowest mean response was related to the location of the section Keyword Summary.

ANOVAs were conducted to examine the differences between mean responses and demographic factors. The .05 level was used to determine significance. As shown in Table 4, ANOVA results revealed significant differences between certain guidelines and all four demographic factors: two showed significance by age, five by classification, one by gender, and one by status.

DISCUSSION AND CONCLUSIONS

ANOVA results revealed statistical differences between all four demographic factors and students' responses. Responses to two of the guidelines differed by age: The applicant's name and address should be the first lines on the resume, with each line centered was answered correctly by more students age 25 - 39 (mean of 1.76) than by students below 25 (mean of 1.48); Keyword Summary is usually the first section after the applicant's name and address was answered correctly by more students age 25-39 (mean of 1.13) than by students below 25 (mean of .72).

Responses to five guidelines differed by classification. Post-hoc analysis revealed that The recommended font size for an electronic resume is 10 to 14 points was answered correctly by more graduate students (mean of 1.84) than by either Juniors/Seniors (mean of 1.68) or by those who were unclassified (mean of 1.21). A bullet, rather than an asterisk (*), is used to highlight a key point was answered correctly (lower mean) by freshmen/sophomores (mean of .97) than by juniors/seniors (mean of 1.48). Underlining may be used where appropriate was answered correctly (lower mean) by freshmen/sophomores (mean of 1.06) than by juniors/seniors (mean of 1.43). The applicant's name and address should be the first lines on the resume, with each line centered was answered correctly by more juniors/seniors (mean of 1.64) than by freshmen/sophomores (mean of 1.32). While References are commonly included on electronic resumes showed significance, Scheffe post-hoc analysis revealed no significant difference between any two groups. Responses to only one guideline differed by gender: Courier is a suitable typeface for an electronic resume. Males had a higher mean response (1.05) than did females (.84). Only one guideline showed significance by status: A bullet, rather than an asterisk (*), is used to highlight a key point. Nonbusiness majors answered the question correctly (had a lower mean response of 1.18) than did business majors (mean of 1.38). (The correct answer was Incorrect so the lower mean response was indicative of a correct response.)

Based on these findings, the conclusion can be drawn that demographic factors of age, classification, gender, and status are not major indicators of students' knowledge of correct formatting guidelines for electronic resumes. While student classification showed significance in the largest number of responses, perhaps the only conclusion that can be drawn is that students who have completed more hours toward graduation are more knowledgeable about guidelines for preparing electronic resumes. At least students seem to be more aware of the importance of keeping up with technological changes that affect the job search. This comment written by a freshman student summarizes students' awareness of the importance of staying abreast of these changes: "I need to increase my knowledge of electronic resumes. I'm sure they are becoming more and more common."

RECOMMENDATIONS FOR EDUCATORS

Teachers should demonstrate their knowledge of current technologies used in the job search. Following these recommendations will convey to students that the teacher stays abreast of technological changes associated with the employment process and is interested in helping students avail themselves of every opportunity in their quest for the best possible job: Teachers with computer/projection capabilities in their classrooms can demonstrate the process of changing a traditional resume to a scannable resume. The traditional resume (filename TResume) is copied into a new file (filename SResume). The font style and size are checked and changed as needed to comply with scanning guidelines. For example, tabs are removed and replaced with spaces where indentations are desired and bullets are replaced with asterisks. In addition, a section of 25 to 50 words entitled Keyword Summary is inserted below the applicant's name and address and references are deleted. Educators, especially business communication teachers, may wish to include as an assignment that students send the teacher a scannable resume via e-mail. This would, of course, be in addition to preparing and submitting a hard copy of a traditionally formatted resume printed on appropriate paper. As a research activity, teachers can ask students to conduct a computer search of recent articles on electronic/scannable resumes and prepare a list of references using APA style (or the style specified by the teacher). An additional assignment related to the previous one is assigning oral reports on various articles related to the use of scannable resumes by businesses or to guidelines job seekers should follow in preparing electronic resumes.

REFERENCES

Baker, W. H., DeTienne, K., & Smart, K. L. (1998). How Fortune 500 companies are using electronic resume management systems. Business Communication Quarterly, 61(3), 8-19.

Bonner, W. H., & Chaney, L. H. (2002). Communicating effectively in an information age. Houston, TX: Dame/Thomson Learning.

Charles, J. (2000, March). Finding a job on the Web. Black Enterprise, 30(8), 90-95.

Criscito, P. (2000). Resumes in cyberspace. Hauppauge, NY: Barron's Educational Series, Inc.

Eyler, D. R. (1999). Resumes that mean business (Third Edition.). New York: Random House.

Gunner, M. (2000, July 6). Give your resume the electronic edge. Black Issues in Higher Education, 17(10), 136.

Jennings, M. S., Carnes, L. W., & Whitaker, V. K. (2001, February). Online employment applications: Employer preferences and instructional implications. Business Education Forum, 55(3), 3435, 42.

Kennedy, J. L., & Morrow, T. J. (1994). Electronic resume revolution. New York: Wiley.

Quible, Z. K. (1995, September). Electronic resumes: Their time is coming. Business Communication Quarterly, 58(3), 5-9.

Quible, Z. K. (1998). The electronic resume: An important new job-search tool. Journal of Education for Business, 74(2), 79-82.

Ream, R. (2000, September). Rules for electronic resumes. Information Today, 17(8), 24-25.

Roever, C. (1997, March). Preparing a scannable resume. Business Communication Quarterly, 60(1), 156-159.

Solly, L., & Fischer, A. K. (1997, Spring). Using resumes for taking stock. Academy of Managerial Communications Journal, 1(1), 74-82.

Yate, M. (2000). Knock 'em dead 2000. Holbrook, MA: Adams Media Corporation.

Lillian H. Chaney, The University of Memphis

Catherine G. Green, The University of Memphis Table 1 Demographics of Respondents Valid Demographic Factor Frequency Percent Gender Female 250 55.3 Male 202 44.7 Age Below 25 335 74.1 25-39 86 19.0 40-54 28 6.2 55 and above 23 .7 Classification Freshman/Sophomore 116 25.7 Junior/Senior 287 63.6 Graduate student 19 4.2 Unclassified 29 6.4 Status Business major 326 72.1 Nonbusiness major 126 27.9 Table 2: Students' Responses: Frequencies and Percentages Correct Correct Guideline Response f valid % 1 Courier is a suitable typeface Correct 161 35.6 for an electronic resume. 2 The recommended font size for Correct 337 74.4 an electronic resume is 10 to 14 points. 3 A bullet, rather than an asterisk Incorrect 252 55.8 (*), is used to highlight a key point. 4 The space bar, rather than tabs, Correct 121 26.8 is used where spaces or indentations are desired. 5 Bold-faced type should not be Incorrect 131 29.0 used. 6 Underlining may be used where Incorrect 255 56.4 appropriate. 7 Verbs, rather than nouns or noun Incorrect 164 36.3 phrases, are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and address Correct 323 71.6 should be the first lines on the resume, with each line centered. 9 Keyword Summary is usually the first Correct 130 28.8 section after the applicant's name and address. 10 References are commonly included on Incorrect 198 43.8 electronic resumes. Incorrect Correct Guideline Response f valid % 1 Courier is a suitable typeface Correct 101 22.3 for an electronic resume. 2 The recommended font size for Correct 47 10.4 an electronic resume is 10 to 14 points. 3 A bullet, rather than an asterisk Incorrect 96 21.2 (*), is used to highlight a key point. 4 The space bar, rather than tabs, Correct 210 46.5 is used where spaces or indentations are desired. 5 Bold-faced type should not be Incorrect 203 44.9 used. 6 Underlining may be used where Incorrect 86 19.0 appropriate. 7 Verbs, rather than nouns or noun Incorrect 137 30.3 phrases, are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and address Correct 44 9.8 should be the first lines on the resume, with each line centered. 9 Keyword Summary is usually the first Correct 105 23.2 section after the applicant's name and address. 10 References are commonly included on Incorrect 128 28.3 electronic resumes. Don't Know Correct Guideline Response f valid % 1 Courier is a suitable typeface Correct 190 42.0 for an electronic resume. 2 The recommended font size for Correct 67 14.9 an electronic resume is 10 to 14 points. 3 A bullet, rather than an asterisk Incorrect 104 23.0 (*), is used to highlight a key point. 4 The space bar, rather than tabs, Correct 121 26.8 is used where spaces or indentations are desired. 5 Bold-faced type should not be Incorrect 118 26.1 used. 6 Underlining may be used where Incorrect 111 24.6 appropriate. 7 Verbs, rather than nouns or noun Incorrect 151 33.4 phrases, are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and address Correct 84 18.6 should be the first lines on the resume, with each line centered. 9 Keyword Summary is usually the first Correct 217 48.0 section after the applicant's name and address. 10 References are commonly included on Incorrect 126 27.9 electronic resumes. Table 3: Students' Knowledge of Selected Electronic Resume Guidelines Guideline Mean S.D. 1 Courier is a suitable typeface for an electronic .94 .88 resume. 2 The recommended font size for an electronic 1.60 .73 resume is 10 to 14 points. 3 A bullet, rather than an asterisk (*), 1.33 .83 is used to highlight a key point. 4 The space bar, rather than tabs, 1.00 .73 is used where spaces or indentations are desired. 5 Bold-faced type should not be used. 1.03 .74 6 Underlining may be used where appropriate. 1.32 .84 7 Verbs, rather than nouns or noun phrases, 1.03 .84 are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and address should be 1.53 .79 the first lines on the resume, with each line centered. 9 Keyword Summary is usually the first section .81 .86 after the applicant's name and address. 10 References are commonly included on electronic 1.16 .83 resumes. Table 4 ANOVA Results: Demographic Factors and Responses to Guidelines Guideline Age Classification P- P- F value F value 1 Courier is a suitable typeface 1.134 .335 1.774 .151 for an electronic resume. 2 The recommended font size for 1.723 .162 6.218 .000 * an electronic resume is 10 to 14 points. 3 A bullet, rather than an 2.532 .057 11.75 .000 * (*), is used to highlight a key asterisk point. 4 The space bar, rather than .898 .442 .809 .489 tabs, is used where spaces or indentations are desired. 5 Bold-faced type should not be 2.168 .091 0.144 .933 used. 6 Underlining may be used where .701 .552 5.6 .001 * appropriate. 7 Verbs, rather than nouns or 1.054 .368 2.376 .069 noun phrases, are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and 3.001 .030 ** 4.453 .004 * address should be the first lines on the resume, with each line centered. 9 Keyword Summary is usually 5.669 .001 * 4.118 .007 the first section after the applicant's name and address. 10 References are commonly 1.578 .194 2.692 .046 ** included on electronic resumes. Guideline Gender Status P- P- F value F value 1 Courier is a suitable typeface 6.722 .010 * 0.17 .897 for an electronic resume. 2 The recommended font size for 1.370 .242 2.683 .102 an electronic resume is 10 to 14 points. 3 A bullet, rather than an .495 .482 5.431 .020 ** (*), is used to highlight a key asterisk point. 4 The space bar, rather than .416 .519 .328 .567 tabs, is used where spaces or indentations are desired. 5 Bold-faced type should not be .235 .628 .008 .930 used. 6 Underlining may be used where .272 .602 .790 .374 appropriate. 7 Verbs, rather than nouns or .186 .667 .337 .562 noun phrases, are preferred for keywords. (Ex: "Administered Survey" not "Survey Administrator") 8 The applicant's name and .366 .545 3.370 .067 address should be the first lines on the resume, with each line centered. 9 Keyword Summary is usually 1.728 .189 .113 .737 the first section after the applicant's name and address. 10 References are commonly 6.815 .009 1.034 .310 included on electronic resumes. * Significant at .01 level; * * Significant at .05 level