What To Know When Preparing Supplemental Materials

Every vacancy announcement asks for at least two documents: a resume and a cover letter. However, many also require additional materials to complete an application package. There is a tremendous variety of supplementary materials or supporting documents that may be required, with surprising and varied reasons for them and different ways they are used. Yet there are some rules of thumb that can help one determine how to respond effectively to these requests.

Why Supplemental Materials Are Requested

Supplemental materials can be requested for administrative reasons, qualifying purposes, or future needs. On occasion, additional materials are optional. The most important advice is to always follow application guidelines to the letter. For practical reasons, employment regulations state that people who submit incomplete application packages are not considered applicants under the law and are not entitled to due process. Similarly, with today’s applicant tracking systems (ATS), if one’s application package is flagged as incomplete, it is unlikely ever to be seen by a hiring manager or search committee.

It’s Wise To Submit Only What Is Requested

Accordingly, many experts would advise against submitting materials that are not requested by the organization. Eager applicants, particularly those in academe, will often submit materials that they assume will bolster their candidacy. From a human resources manager’s perspective, these can be mild annoyances. Examples are when applicants submit copies of their publications, send letters of recommendation that are not requested, or send samples of past work when they are not needed for the selection process. These efforts to gain an edge can also backfire, as they may require extra effort to handle and process these materials or cause other administrative disruptions. Other times, reviewers who are sticklers for process might view the effort unkindly. Additionally, these materials can be used to disqualify otherwise qualified candidates when the extra content itself is reviewed, yet is viewed unfavorably. Unsolicited reference lists sent as a way of ‘name dropping’ can be counterproductive as well, if the names dropped do not have an internal reputation as favorable as the applicant assumed. As such, the general guidance is to submit only what is requested.

Common Types of Additional Materials

While not unlimited, the types of supplementary materials are numerous. They include reference lists and letters of recommendation, licenses and certifications, portfolios or samples of work, transcripts, and personal statements related to a specific field. Statements of teaching philosophy, leadership philosophy, or diversity are common in higher education. Supporting documents can be requested that show proof of one’s qualifications. Evidence such as security clearances, teaching evaluations, and awards are examples. Writing samples and narrative statements in response to prompts provided in vacancy announcements are not uncommon. While some responses can be included in cover letters, others demand their own addenda.

Questionnaires used to screen candidates or to further understand their experience are not as common in the U.S. as in other countries; nonetheless, mini versions of them are widely used in modern applicant tracking systems. Oftentimes, ATSs include a few questions that help organizations screen out candidates who are clearly unqualified for a position. An ATS might ask whether one has five or more years of experience in a particular field, knowledge of a specific software system or research protocol, or whether candidates agree to the remote work policy. Candidates who answer earnestly that they do not will be flagged in the system, and the ATS will sort applicants based on their answers.

How Supplemental Materials Are Used by Employers and Search Committees

Sometimes items are requested of every applicant, but the material is needed only for a few finalists much later in the selection process, such as transcripts or reference lists. Transcripts can be used effectively as a screening tool only if they are used to verify that one has specific knowledge, rather than to ensure that one meets the minimum degree requirements for a position. While reference lists and letters of recommendation can serve as screening tools, their early use in the process is losing favor. Equal opportunity advocates might argue that using them too early in the process essentially borrows the recommender’s or reference’s reputation and credibility, rather than allowing the candidate’s merits to stand on their own. Some candidates are rewarded for who they know (sometimes only personally, not professionally), rather than for what they have accomplished.

Administrative reasons for supplemental documents should not be overlooked, and the most basic is the actual written job application, or its electronic version, submitted to ATSs. These are almost always required by public colleges and universities or non-profits, as they have a certification embedded in them somewhere. They require applicants to certify the truthfulness of all materials submitted, affirm that they are eligible to work in the U.S., and often to declare whether they have a background that is inconsistent with the laws or regulations of a particular jurisdiction. Since they are designed to be legally binding documents, it is important that when filling out job applications, they be truthful and wholly consistent with the accompanying resume. Inconsistencies or errors complicate the process and background checks.

Prepare Additional Materials With the Care They Deserve

Supplemental material should be prepared and submitted with as much care as the cover letter and resume. After all, their purpose is the same; they are designed to advance one’s candidacy. They should be prepared to present one favorably and withstand the scrutiny of all expected screening methods. Incomplete application packages will thwart even the most qualified candidates’ success, and administrative missteps can undermine one’s candidacy. Supplemental materials are seemingly less important than their more prominent counterparts, yet their presence or absence can be equally impactful. That’s why careful consideration of the materials you submit and thoughtful preparation are key to a competitive application.