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Simulation & Gaming:
An Interdisciplinary Journal



Memos & portfolio
for job IUP SEDI M1 interview training courses


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(c) 2011,  D a v i d  C r o o k a l l

Pages for IUP, DNT, TSM,  MBFI, InfCom, etc. are to be found on a different page

 NB.  If you do your portfolio in electronic format,
 you must make sure that it is done exactly according to the instructions,
 including the format for both the filename and the email subject line.
 If one of those is not right, you will have to do it again.  See instructions at the bottom of this page.

During your training course, you will be required to write memos.  Details are provided below, in Sections 1, 2 and 3.

At the end of your course, you will have to make portfolio, detailed in Section 4, below.  The elements can be in English or French, depending on instructions provided in class.

  1. The memos.

  2. How to write your memos (memo from your trainer to students).

  3. Detailed plan and sample contents for each memo.

  4. How to make your portfolio at the end of your training course. (Seven sub-sections.)

  5. Version & filename Make sure that the filename and subject line are done correctly.

    During the course, use sections 1, 2 & 3 only.  At the end of the course, use all sections.

 1. List of memos

You will need to write several memos as follows:




When to write


Memos series a&b

As coach

Your candidate, "you"

After the interview session in which you are coach.


Memos series a&b

As candidate

Yourself, "I"

After the interview session in which you are candidate.


Memos series a&b

As company

People in general, they"

After the interview session in which you are company.


"a" refers to the first series of training interviews; "b": to the second.  If your course did not have two series of training interviews, then ignore the letter.  You will write the above memos during the course.  You will do the memo as learner at the end of the course, and place it in your portfolio (see below).  


As learner

To your trainer

For your portfolio, at the end of the course.


Make sure that you write your memos exactly as indicated below (e.g., with correct headers, recipients, memo ID, style).  Follow the models (templates) below.  Failure to do so will result in a lower grade.

 2. How to write your memos

From:  Your trainer
To:  Students
Date:  Today
RE:  How to write your memos

Write memos about your interview experience (do not comment on your or others' level of English).

Due date:  Bring a copy on paper of your memo to the next class.  That is, the class immediately following the class to which your memo refers.  In other words, you will write a memo after every interview session.  If you are a coach, you should also give a copy to your candidate.

Models:  Below are models of the memos that you should write  Italics give examples of the sort of thing to write; you write your own things.  Use the headings given in the notes below; use the correct memo titles and letters - a and b.  Use your own layout.  Write in the real names of the people concerned (for example, for your candidate); delete indicators such as "your candidate".  Do not forget to put in the correct names for From, To and CC.  Use FirstName FAMILY NAME format.

Language & style:  You may write in English or in French or in a mixture of both.  Use short phrases and keywords; do not write a book!  Focus on the main points, and write concisely.  Memos must be typed (using a computer; no hand-written memos).

Length:  One page maximum per memo; use 1.3 spacing.  Use a separator (such as ++++++++++) between each memo, not a new page.

Number of copies:  The models below indicate the number of copies that you need to make.

Archive:  Keep an electronic copy, at least until the end of the class.  You will need to hand in an electronic copy at the end of the class.  During the course, do not send by email to your trainer.

Memo numbers:  Make sure that you include all header information for each memo, including the title, such as Memo Coach a or Memo Candidate a.  For the second series of interviews, use "b", for example, Memo Coach b.

If you use your head and the models below, you will have little difficulty.  The memos are listed below.

 3. Details and example contents for each memo

Memo coach a:  As coach  (During course, give a copy to your candidate, show to Trainer)  [Memo a is for the 1st series of interviews.]

Memo coach b:  As coach
  (During course, give a copy to your candidate, show to Trainer)  [Memo b is for the 2nd series of interviews.]

Use second person.
From:  You (coach)
To:  Your candidate (name the person)
CC:  Your trainer

RE:  Strong points and improvements that my client candidate should make.

Strong points:  (2 to 4)

  • Eye contact:  You have good eye contact, looking mainly at the questioner, but also at all the panel.
  • Hands:  You use your hands to express yourself (however see below).

 Aspects to improve and how

  • Hands:  You start by holding your hands together.  This does not convey confidence and encourage trust.  To improve you should keep your hands apart as you sit down, and them immediately force yourself to move them.
  • Speed:  You speak much too fast.  Take a deep breath as you sit down, pause, say slowly “thank you for inviting me” and then stop and wait for one of the panel to say something.  Then pause before you reply, and focus on speaking slowly.
  • Legs:  You cross your legs.  Don’t.

Memos candidate a & candidate b: As candidate (1 copy: During course, show to Trainer)
Use first person
From: You (candidate)
To:  You (yourself)
CC:  Your trainer

RE:  Strong points & aspects for me to improve as candidate;
Based on debriefing with my coach
(their name ___)

Strong points:  (2 to 4)

  • Voice:  My voice is strong and clear.
  • Stress:  My stress level is just right.

Aspects to improve, and how to improve:  (3 to 5)

  • Sitting:  I should sit more upright.  As I sit on the chair and before I speak, I will think for a moment about how I am sitting.
  • Aspect 2:  …

Memos Co a & Co b:  As company (1 copy: During course, show to Trainer)
(In some classes, this might also have included being an observer)
Use third person
From:  You (company).
To:  People in general.
CC:  Your trainer

RE:  Comments on being an interviewer (or observer)

What general things I learned, from the point of view of a company (interviewer), that candidates should consider before, during and after an interview:  (3 to 5 things)

  • Candidates need to look at everyone on the interview panel.
  • Candidates must reply to questions with precision.
  • Candidates must ask questions themselves.


 4. How to make your portfolio

Soon after the last class of your training course, you will need to put all your memos together into a portfolio and hand them in to your trainer.  This section tells you how to do this.

You portfolio file will contain the following elements:

  1. Cover sheet
  2. Log sheet (scanned)
  3. In-course memos (as candidate, coach, company)
  4. End-of course memo as learner (trainee)
  5. Appendix
    • Video analysis
    • Job ads
    • LinkedIn

Details of each element are provided below.

1. Cover sheet.  The start of your portfolio should be a one-page cover sheetIt will include the following items:

  • Your course indications, e.g., IUP Mgnt,  L3,  Job interviews,  2010-2011.
  • Your name, your professional email address.
  • A passport size photo.
  • A simple table of contents, with page numbers.  This constitutes a check list of the numbered elements contained in your portfolio, minimally, the six items indicated below.  Use the same numbers as below.
  • The following table (or a table that corresponds to the course/classes that you had).  Always include the header row, and all the columns.
Session Date
Present 1
Absent 0
Participation level * Your role Coach for:
Coached by:
Extra points # Memo? y=1 / n=0
Start       ------------ ------------ ------ ------
A 1              
A 2              
A 3              
Feedback       ------------ ------------ ------ ------
B 1              
B 2              
B 3              
Last       ------------ ------------ ------ ------





* Levels of participation:  4 Maximum (use only twice);   3 High;   2 Good;  1 Average;  0 Low (or absent)
# These are additional points that you obtained if you were selected as candidate and as coach of the selected candidate.  They correspond to the extra points indicated on your log sheet.

2. Log sheet.   The log sheet (probably pink) that you used to record your class activities.  (If your portfolio is electronic, then you will need to scan it.)  (Not all courses had log sheets.)

3. Memos.   Use the following guidelines.

  • Collate all your memos, with a separator, such as a line of ++++++ (not a new page), between each memo.
  • Put memos in this order:    coach a&b,    candidate a&b,   Co a&b.
  • If a memo is missing (for example, you missed the class), indicate in above table and include a line with separators indicating that the memo is missing, and the reason why.  (No need to include medical certificates.)

4. Memo as learner.   Write a memo about your experience as trainee in the course.  Indications are provided below.  (Italics are examples only; you write your own stuff.)

Use person according to proposition.
From:  You (learner).
To:  Your trainer.

RE:  Comments on the job interviews training sessions


A few words about how important you think job interviews are among all the things that are important in finding a job.  Mention three to four other things that are also important.  Rank order job interviews and the other things.


Indicate specific, concrete things that you learned during the course, as follows.  Do not say such things as "I learnt to be a better candidate" - you will loose marks!  Imagine that these are your answers in a job interview.

  • Interview things.  Two to four of the most important things that you learned about job interviews and you in job interviews.

  • Personal things.  Two to four most important things that you leaned about yourself as a person (irrespective of job interviews).

  • Learning things.  Two to four most important things that you learned about your learning preferences, styles and processes.

  • Improvements from series A to series B.  Two or three things that you think improved from series A to series B job interviews.  They can be of any kind.


  • One to three aspects of your attitude and/or behaviour in class that were positive and/or helpful to others or to yourself.

  • One to three aspects of your attitude and/or behaviour in class that were negative and/or unhelpful to others or to yourself.  For each of the aspects briefly describe (a) how you should have behaved and (b) how you intend to behave in the future.

  • A short statement about what you think should be done about unruly and /or immature behaviour by some students in class.  Do not pussy foot here - be frank and direct.

The course and its organization

Two to four good points

  • I liked this because … .
  • I liked that because … .

Two to four aspects or ideas for improvement, and how you think that the things would improve the course, such as

  • It was difficult in a large group because much of the time we were not active.  It would be much better to have smaller groups.
  • It is difficult to know how we are exactly in an interview.  It would be very helpful to be able to use a video.  A video allows one to see oneself more clearly.
  • I had this type of difficulty ... .  Thus; it would be better to structure the course differently, for example, ... 

Other comments


Video analysis.   Include 4 things here:

  1. A scan of the video analysis form(s) that you used, as candidate, with your coach, to help you analyze the films.

  2. Two or three screen captures extracted from each of the two videos of you (one in the first series, the other in the secopnd series).  Choose one shot where your communication (body language) needs improvement, and one shot where your communication (body language) is good.

  3. Say a few words about each shot (between one and three lines, no more).  Indicate the date on which you did the video analysis.

  4. Also indicate specific skills in ofthe interviews where you think you made real improvements from the first to the second series of training (simulated) interviews.

LinkedIn.   If you have not already built your English profile in LinkedIn, you need to do so before you hand in your portfolio.  Include in your portfolio, only the first A4 sized page part of your LinkedIn page (not the whole page); in other words, limit your extract to a maximum of one A4 sized page of your portfolio.  Indicate the URL at the top of the page.  Your profile must be in correct English.  If necessary, get your page corrected.

Ads.   Include copies of your job ads that you found and used during the class.  Remember to include the URL.  No need to include ads other than those that you used in the simulated interviews, nor the ads provided by the trainer.

7. Presentation / film.

  • If you did a presentation (alone or in a group), provide the slides in miniature (6 slides per page), as you presented them.  If you did not present, indicate this.
  • If you presented a film, include your ppt slides in miniature, and the URL, in clickable format.

Other.  To come ...


 5. Version & filename

You will have been told in class whether you should hand in your portfolio on paper or in electronic format.

  • If your portfolio is paper, then staple all elements together, and insert them into a simple cardboard folder (chemise ŕ deux volets, pas de pochete plastique).
  • If your portfolio is electronic, follow the guide below carefully.  If you fail to follow the indications exactly, your portfolio will be ignored!!  You have been warned!!  Attending to detail and show precision are important skills for getting a job, and it is one that is necessary here.

Electronic version

The only file format that is acceptable is pdf.

Make sure that all the elements are included, in the order indicated above.  Provide numbering as for above.  Use a page header and paginate in the top RH corner.  Use 12pt Times Roman throughout, except for headings, which should be 12pt Ariel  Use 1.3 line spacing throughout.

Put a separator  ++++++++  between each memo.  Start each of the above sections on a new page.

FilenameUse a filename with exactly the following format:

  • INST-level_jbs-YYYY-YY_Surname.pdf

    • If you are in the IUP Internat° Mgmt, SEDI, M1, in year 2009-2010, and you are called Smith, then your filename will be
  • SEDI-M1_jbs-2009-10_Smith.pdf
    • If you are studying IP and technology, level M2, in year 2010-2011, and you are called Brown, then your filename will be:
  • DNT-M2_jbs-2010-11_Brown.pdf
    • If you are studying on another course, level M2, in year 2011-2012, and you are called Dupont, then your filename will be:
  • Course-M2_jbs-2011-12_Dupont.pdf
    • Where 'Course' is the word that indicates your course or programme; this will have been given to you before you do your portfolio.
  • Make sure that you follow the above pattern exactly, with -hyphens- and _underscores_.

Subject lineThe subject line of your email must contain the above filename (but without the extension), and no other words or marks.

  • You must do the filename and email subject line exactly as indicated.  If not, then your file will be ignored or you will be asked to to it again, even if the contents are perfect.

Send your file before the deadline to  crookall dot unsa at gmail dot com.

Files received after the deadline will be ignored (i.e., will not be considered) and you will get zero.

Do not send a second updated file.  Only the first will be considered.  So, make sure that it is correct first time.

If you are unsure of something, do these things:

  • Use your head, and make an intelligent guess;
  • Consult with other class members, and make a joint decision, especially in regard to things that must be the same for everyone, such as filename;
  • If you really must, then send me an email query.
  • Especially, do not send email asking for more time or for exceptions to the above; in fact do not even contemplate sending me such an email!
  • You should write if you see contradictions in the above, as well as things that are manifestly unclear (and beyond the ken of ordinary mortals).  However, pls suggest how to fix it, not just what is wrong.


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