How do I use IMB EOI forms?
The three simple steps to using an IMB EOI form are as follows:
- Identify Selected Applicants
- Request an IMB EOI
- Review the IMB EOI
Identify Selected Applicants
While the majority of applicants will make contact by email, others may make contact by phone or in person. Although the IMB EOI process as outlined below can be used for all applicants, its real value is in handling email enquiries.
The majority of IMB Lab Heads receive a large number of email enquires from applicants who would like to be supported in an array of programs, ranging from a research experience placement (e.g. occupational trainee) to a PhD. Although it's generally easy to filter out those email enquiries that are demonstrably uncompetitive, this still leaves many that are potentially promising, but where extra detail is required to make the call. Given the time needed to respond to each applicant on a one-on-one basis, to identify what information they have and have not supplied, advising them where the gaps are and requesting the extra information, which differs for different programs (e.g. an occupational trainee vs a PhD), and which has to be collated, archived and reviewed, its hardly surprising that many promising enquiries go unanswered. The IMB EOI process offers a means for IMB Lab Heads to quickly and easily request all the relevant information needed to assess the merits of selected applicants, to make an informed decision on whether to support them or not. The IMB PG Office has generated all the forms needed for all the research training programs, requesting the relevant information, and has uploaded them into the IMB PG website with clear instructions on how they should be used by applicants. All IMB Lab Heads need to do is review email enquiries they receive, identify "selected applicants", and use a semi-automated reply email (see below) to request an IMB EOI form.
Request an IMB EOI
The easiest way to request an IMB EOI is to set up a template in your email program that (i) thanks the applicant for their enquiry and (ii) requests that they visit the IMB PG website, and download, complete and return an appropriate IMB EOI form. Do not be concerned that some applicants have supplied some but not all information. The IMB EOI form requests that "selected applicants" append all relevant information to the EOI form as part of their submission (whether they sent it earlier or not). Likewise, by not specifying which IMB EOI form is required (see below) you only need a single email template for all schemes (which is far more efficient), and if an applicant can't work out for themselves which is the appropriate IMB EOI form, enough said! The email template should also provide (iii) an EOI ID# to identify and exclude unsolicited forms. The IMB PG website and ALL the IMB EOI forms clearly state ONLY forms with a valid EOI ID# will be accepted. One option is to use the same EOI ID# for every request (again so you dont need to change the email template), but you can change it around as you see fit.
If you want to set up your IMB EOI email template consider adapting (i.e. adding your signature footer) the red text shown below. If you want to use the same EOI ID# for everyone just replace ###### with a suitable number. If you adopt this approach, you only need to trigger "reply to" for email enquiries from "selected applicants" using the EOI email template, update "insert applicant name", and send. This strategy will cover enquiries across all postgraduate, honours and traineeship schemes. Let the IMB PG website and the EOI forms do the heavy lifting!
Dear "insert applicant name",
Thank you for expressing an interest in joining my research group.
In order that I can better assess your request I would encourage you to visit the IMB Postgraduate Website (http://postgraduate.imb.uq.edu.au) and download and complete the appropriate IMB Expression of Interest (EOI) form. To authenticate your submission use the EOI ID# ######
Please return the completed EOI form to me by email.
To see the instructions provided to applicants read How to submit an IMB EOI form.
Review the IMB EOI
This is the easy part. As you receive them, use IMB EOIs to compare and rank "selected applicants". Where you identify a very promising applicant you can move on to contact referees and schedule face to face (Skype?) meetings as you deem appropriate. Likewise, unsuccessful applicants can be quickly notified using an email template such as that shown below.
Dear "insert applicant name",
Thank you for your interest in joining my research group and for providing an IMB EOI.
As you might imagine, although I receive a great number of enquiries each year, I can only support a handful of applicants. Regrettably, on this occasion I am not in a position to support your application.
I do wish you success in finding a placement elsewhere, and in your future career.
For further information see: