These are all real stories from when alumni made mistakes in the scheduling process. Please learn from their mistakes.

The recruiter called the alum to schedule an interview, but the alum did not have voicemail set up on the phone (or the voicemail box was full) and the recruiter could not leave a message. So the recruiter just moved on to the next candidate and the alum never got a chance to interview.

The recruiter tried emailing/calling the alum, but the email address and/or phone number on the alum’s resume was outdated so the recruiter was not able to get in touch with the alum.

The alum did not check voicemail/email regularly or saw the voicemail/email but forgot to respond and got back to the recruiter after 2+ days. By that time, the recruiter had already interviewed other candidates and made an offer to someone else.

During emails or talking on the phone, the professionalism and grammar were so poor that the organization was no longer interested in the alum.

The recruiter called the alum to give an internship offer, but the student took so long (5 days) to return their call, so the recruiter moved on and gave an offer to their 2nd choice candidate. This happened to two of our alumni!

Scheduled a phone or video interview and didn’t plan accordingly (e.g. didn’t have enough time to get from class to a quiet place, didn’t test out to ensure good reception, didn’t test the video software).

DO NOT miss out on a great opportunity by not being on top of the scheduling phase.

Before recruiting season begins:

• Set up voicemail on your phone. Make sure there is no background noise when you make the recording. Ideally, have a personalized message for your voicemail.

  • Example: “Hi this is ____. I’m sorry I missed your call. Please leave your name, number, and a message and I’ll get back to you as soon as I can.”

  • It sets a tone that you are professional and it eases their concern that they might not have dialed the correct phone number.

• Check that your correct cell phone number is on your resume.

• Check that your correct email address on your resume. You can use your school or personal address, but choose the one that you check most often.

• Install your email app and link your account to make it easier to check email on the go.

• Check email and voicemail multiple times a day.

• Delete old voicemails. Make sure your voicemail box is never "full."

• Respond the SAME DAY when you receive an email or voicemail from a recruiter.

• Read their emails/listen to their voicemails carefully and answer all of their questions when you respond.

• Do NOT answer your phone if you see an unknown number and don't have an interview scheduled.

  • The recruiter might want to interview you on the spot.

  • If you are in a loud place, go to a quiet place and get mentally prepared.

  • Let it go to voicemail and call them back when you can be calm and collected.

• Answer your phone in a professional manner (Yes: "Hello this is Josh." No: "Hello?")

When calling someone back:

• Speak professionally on the phone and get to a quiet place before you call someone back.

• Be ready to leave a professional voicemail.

• Send a professional email. PROOFREAD IT and READ IT OUT LOUD before you send.

When scheduling:

• Give them ALL of your availability over the next few weeks if they ask for your availability in order to schedule an interview.

  • Make times easy for the recruiter to read. Indent, bullet, or bold your availability.

  • If you are in a different time zone from where the internship will take place, be sure to clarify what time zone your options are in. If you are in the same time zone, you do not need to specify.

  • For example:

Dear Recruiter,

Thank you very much for the invitation to interview with your organization. I am really looking forward to it. Here is my availability over the next two weeks. Note that all times are in Pacific Standard Time.

Tomorrow/Friday: 10-11am and anytime after 3

In general during the week I am free during the following times:

Mondays: 9-11:30am and 2-3pm

Tuesdays: after 1:30pm

Wednesdays: 9-11:30am and 2-5pm

Thursdays: after 1:30pm

Fridays: all day

Thank you very much for the opportunity and I look forward to talking to you soon.

Student

• Confirm who is calling who and at what number.

• Have a backup plan if it's a video call. Make sure to have a phone number of the interviewer just in case the video service fails. This happens often!

• Send a final email to confirm that you'll be there after they email and finalize a date for the interview

  • Example:

Dear Student,

I'm looking forward to talking to you on Friday at 2pm for your interview. I will call you at this _____ at 2pm.

Thank you,

Recruiter

YOU SHOULD RESPOND WITH:

Dear Recruiter,

Great! I'm looking forward to talking to you at 2pm on Friday.

Thank you,

Student

A: You should ask! It's totally appropriate to ask who your interviewer is going to be so that you can be prepared.

A: Yes! You should! You should ask how many interviews you will have (sometimes it will be multiple back-to-back interviews) and how many people you will interview with (could be a one-on-one, two-on-one, or even a panel). It is also fine to ask what you should expect in terms of the structure of the interview and any tips on how to prepare. Most recruiters want you to be successful in the interview and would be happy to give you any information that they have.

A: They do not want you to miss class or work, but expect you to be flexible otherwise. You should ask for other availability, and if that doesn’t work, then you might ask your boss for time to do an interview, stressing the importance of the opportunity.

Example:

Dear Josh,

I am really looking forward to interviewing with your organization, however, I have class or work during the times that you offered to me. Do you have any availability during the following times over the next few days?

• Wednesday: any time before 11 or after 4

• Thursday: any time before 9, 11-12 or after 4:30

• Friday: before 10 or after 5

I am really interested in this position, so if none of the above times work for you, could we talk next week? If not, I can ask my boss at work if I can take a 30 minute break on Friday at 11:30.

Thank you for your understanding,

Emily

A: You should try to hold the initial interview time as much as possible. You should not assume that the interviewer will reschedule your interview. They might just move on to the next candidate. However, if you absolutely cannot do the interview, email as soon as you find out and offer flexible alternatives, state your reason for rescheduling, apologize, and be humble and gracious.

Acceptable reasons to reschedule are unexpected emergencies such as:

• Same-day car accident

• Visit to urgent care/ER

• Death in the family within the past 48 hours

Unacceptable reasons to reschedule:

• Suddenly needing to cover for someone at work

• Rescheduled group meeting for class

• Feeling “kind of sick”

• Needing to babysit for a friend/family member

If you are in doubt, reach out to your Eastside Career Coach for advice.

Example:

Dear Lucas,

Today, on my way home from class, my car was struck from behind by another car. I am physically fine, but emotionally shook up. I also am currently talking with my insurance company to figure out next steps.

Would it be possible to reschedule our interview today? I understand that this inconveniences you, but I want to make sure that I can put my best foot forward in the interview and I know that I won’t be able to do that today.

I am available tomorrow from 12-4 PST and Friday 9-11 and 1-3.

Thank you very much in advance,

Gen

A: Great question! See the Handling Offers FAQs here.

A: If, for whatever reason, you realize that it’s been a few days and did not respond to the employer, you should:

• Respond as soon as you realize (do not give up or continue to avoid them).

• Apologize. If there were real circumstances you can share them as why you delayed, but still own that you caused a delay.

• See if you rectify the situation.

Example:

Dear Recruiter,

First let me apologize for the delay in my response. I had four midterms over the last week, and I admit that I focused on academics and wasn’t checking my email. I am very sorry for any inconveniences to you.

If you are still in the process of interviewing candidates I would love to still interview with you.

My availability over the next week is as follows:

Tuesday 9-4

Wednesday 1-4

Thursday 9-10

Friday 11-2

If none of those times work for you, I can make time in my schedule. Please let me know when you are free.

Again, thank you for the initial invitation to interview and I hope that we can still find a time to talk.

Best,

Student

A: Do not NOT respond. You should still email/call them back. Acknowledge that you have received their email, are excited to interview, state what you DO know in terms of availability, and then share what you don’t know.

Example:

Dear Recruiter,

Thank you very much for the opportunity to interview with your organization! In terms of my availability, I know that I am free on Monday between 2-4. I work Tuesdays - Thursdays and they have not released my work schedule yet for next week. If you do not want to meet on Monday between 2-4, can I email you on Sunday with my free times once my boss let’s me know of my work schedule? I don’t want to commit to a time with you and then have to cancel later.

Thank you,

Student

A: Often, recruiters will explain that you’ve applied for a different position but based on your profile, they think you’re a better fit for a different position; however, if they do not offer an explanation, here’s what we recommend:

• Follow up with the recruiter and mention you applied for a different position (include the title) and ask for a job description of the new position.

• Assess whether this is the appropriate fit.

• Talk to your Eastside Career Coach to help assess fit and navigate this process.

This question mostly comes up for full-time recruiting. Often times it can be asked in the scheduling phase, before you get to the interview.

What they really want to know

They want to know if they are in the same ballpark as your expectations. If you want a much higher salary than what they are able to provide, they don’t want to waste their time interviewing you.

Other ways they can ask

• What was your salary at your last job? In January of 2018, the state of California passed a law that says it is no longer legal to ask a candidate what their salary was at a previous job. If someone asks that question, they might not know about the new law. If this happens to you, you can:

  • Answer the question truthfully if you’re comfortable and your salary was high.

  • Offer the range that you are expecting if you do not want to answer. See below on how to develop that answer.

  • Reply respectfully, if they’re pressing you, with something like, “I’m not sure if you are aware, but in California, you cannot ask that question any more, however, this is what I’m hoping to make going forward…”

How to develop your answer

• Research what the range of salaries are for the type of role you are interviewing for at that specific company or that type of role in general in the Bay Area. There are a few resources to go to like glassdoor.com, LinkedIn, etc.

• Provide a range, not an absolute number.

• Decide your range. The floor is the lowest you’d be willing to take. Talk to your Eastside Career Coach about what you are willing to take vs. what you should be willing to take, because some alums are willing to work for well below market rate, and we don’t want you to undersell yourself.

• Talk to your Eastside Career Coach to help you craft and practice your answer.

Example:

I would expect a salary in the range of a typical new hire for this position, which seems to be between $50,000 and $55,000.