Writing a Curriculum Vita:
Fariba Keramat MD*
Robert Bortolussi MD FRCPC
*Clinical Observer
DalhousieUniversity
Halifax, Nova Scotia, Canada
“A Curriculum Vitae is your personal marketing tool, and you have to use it properly”
What is a Curriculum Vita?
A Curriculum Vitae, [Latin, the race of life] is a comprehensive written description of your achievements, work experience, education, professional activity, voluntary work, affiliations and skills. Also called a CV, or simply a “vitae”, provides more detail than a résumé. A CV will often be requested when you apply for a grant, training position, or roles in academic, research, and health professions.
The content and form of a CV differ in various parts of the world. In the United States and Canada a fairly consistent format is followed, which will be described in this module.Laws differ in the United States, Canada and Europe on what can, and cannot, be requested from job applicants. These laws, however, do not apply outside the country’s jurisdiction. In other parts of the world, employers may expect additional personal information such as: date and place of birth, and nationality.
This module is designed to assist you in knowing where to start when writing your CV, and will allow you to understand:
- Difference between a résuméand CV, and when to use them.
- How to identify and target your skills to a particular application.
- How to write an exemplary CV.
How Does aRésumé Differ from a Curriculum Vita?
The word résumé, is a French word meaning summary. It has evolved into an Anglicized term associated with a brief written account of one's past history. A résumé is tailored to the employment position one is applying for. It is job-oriented, goal specific and above all concise, usually only one or two pages in length. A résumé provides the first impression that a prospective employer forms of you, making it a critical step in job searching. Think of your résuméas a selling tool, which outlines your skills and experiences related to the position available.Résumés may be scanned electronically in the selection process. Always use the “key words” and phrases listed in the job posting. Thus an employer can see at a glance how you can contribute to the company.
In a résumé,you can be informal and may use the personal ‘I’ as you describe your job related skills, accomplishments, volunteer efforts, interests and activities. References are not required on a résumé, so don’t waste space adding them or the phrase ‘references available upon requested’. It is assumed that you will be able to provide references, if required. For applications to most positions outside of academia, you will use a two-page résumé.
In contrast, the content of a CV are extensive and include academic achievements, awards, grants, research interests, publications, presentations and references. If you are a senior executive, lawyer, professor, physician or scientist, you will likely be asked to provide a CV with any job application. A CV is written in the ‘third person’, avoiding use of the word ‘I’ whenever possible. It usually does not include personal information such as interests, and hobbies.
Be certain that you read all instructions provided by employers in their job postings. When it comes to CV’s, some employers are very specific about what they want you to include and how the information should be laid out.
WhyWrite a CV?
To apply for a promotion:
For academic advancement in a department, you will need to demonstrate that you are able to meet their expectations.
To apply to a different University:
You may like what you do, but may want to do it somewhere else! When you decide that you do not want to pursue a position in your current department, you will need to write a CV that highlights experience and qualifications.
To apply for a new position in your own University:
You may want to take on a new challenge, and need to provide a demonstration that you meet position requirements as well as outlining why you’d like to make a position change.
Tips:
Keep your CV updated at all times: Having a full up-to-date CV is always a good idea as you never know when an opportunity will come up. This way, when you prepare yourself for promotion, your CV will already be written and has details on your courses/experiences/projects etc.
Show Your Experience: If you do not have formal qualifications that cover the new position, try to make up for it by showing your experience.
Steps to Building an Effective CV
Format and style for your CV
One thing to remember is that a CV is a serious document, not an experiment in surrealist art. Would-be employers expect a CV to be easy-to-read, written in a specific manner, which includes following a particular order. Use confident, authoritative, and crisp academic language. Always be positive. Keep your language short and punchy, this makes the CV a more inspiring read. Wide borders and white space between paragraphs improve readability. Use Times New Roman or Arial font. The font size should be no smaller than 11 point.
Highlight information that is for the position you are applying for, focusing on identifying duties that do support the desired role. Be concise. Don’t include duties that aren’t relevant to the desired role. One CV is not appropriate for all roles, develop targeted and focused versions of your CV and use them accordingly. Only include relevant information, there is no need or requirement to include your photo, your salary history, the reason you left your previous position, or references in your CV. If you are applying for a fellowship in North America, for example, you won't need to include the personal information that may be expected in an international CV. References should be listed separately and given to employers upon request.
In addition to your education and work history, your CV should highlight research experience, publications, grants and fellowships, courses instructed, institutional service, professional associations, accreditation, presentations, licenses and awards. A CV will often be quite lengthy. As a senior person in your field, your CV may extend to 20 pages and beyond. Even if it ends up being lengthy, remember, you still need to be concise in the information you provide.
Be consistent and truthful, don’t embellish your achievements, and never lie about your job history or degrees. Keep your CV updated.It can always be improved by adding a better word, a better phrase and a new accomplishment. Remember to keep old versions of your CV in case you need information that you’ve since deleted. Always check grammar and spelling. A CV that contains spelling or grammatical errors is destined for the wastepaper basket!
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Table 1: Do’s and Don’ts
Do’s:
Highlight section headers in bold and leave spaces between paragraphs.
Keep the left and right margins equal.
Use clear unambiguous words.
Use the gerundive form “ing” such as: marketing, managing and planning.
Simple phrases are best, avoid complicated ones.
Use parallel phrases.
Use tenses in the past, e.g. established and managed.
Use 'dynamic' and 'action' verbs, such as: attained, accomplished, conducted,established, facilitated, founded, and managed.
Be concise and economical with words,
State your attributes and major research interests.
Use reverse chronological order (most current listed first).
Use double spaces between sections, but single spaces within sections.
Use capitals and bold text to highlight, avoid underlining.
Include your name on each page as a header.
Indicate page number and date last revised on each page as footer.
Don’ts:
Don’t makeassumptions; explain everything in a clear and concise manner.
Never use abbreviation unless absolutely unavoidable. If you do use them, always explain what they stand for.
Don’t underline or use full capitalization.
Don’t use the first person singular pronoun 'I' or ‘my’.
Don’t use lengthy descriptions, maximum is 6 lines.
Don’t use ‘gimmicks’ like italics, columns or graphics and boxes.
Don’t include information on your religion, race, ethnicity, gender, age or political preference.
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What to Include in your Curriculum Vitae
Personal Contact Information
Personal contact information is located at the top of your CV. It should include your name in bold and larger font followed by contact details in standard font. If required for grant applications, include citizenship; otherwise, it isn’t necessary and should not be included.
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Jane Doe
PrestigeUniversity
Very Important Building
5850University Ave.,
BigCity, Province. H0H 0H0, Canada
Telephone: (902) 470-4704
Fax: (902) 470-4702
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Education
In the education section, list the degrees in reverse chronological order. Always spell out degrees. Begin with your most recent degree, state the year of graduation in bold, followed by university and location.
You may place your thesis or dissertation as a subsection of education, or as an entry in the research section. No matter which you choose, include the full title, a brief synopsis and date of completion. Also, list your supervisor and committee members. Research interests may be a subsection of education, or a separate section when seeking an academic position that requires information on your research experience.
Example______
Pediatric Specialty Certification1990-1995
Fellow of the Royal College of PhysiciansCanada (FRCPC)
Medical Degree1986-1990
University of Toronto
Toronto, Canada
Doctor of Philosophy (PhD) in Immunology 1982-1986
Title: Troponin C: Interactions of TnC with TnL their role in thin filament regulation 2006.
This describes differences in structures of peptide bound skeletal TnC and a drug bound cardiac TnC. The research has lead to design of new drugs to treat myopathic diseases.
Supervisor: John Jones PhD
MemorialUniversity
St. John’s, Canada
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Academic Awards and Honours
In this section you should include all awards that were offered, even if you declined to accept them. Also, list special recognition, departmental, dean’s and athletic awards, including study group participation. Professional and community awards related to your degree should also be included on your CV.
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Detweiler Fellowship: The Royal College of Physicians and Surgeons of Canada,2007
Pasteur Award for Research: Canadian Paediatric Society, 2005
Gordon Foundation Fellowship: The Hospital for Sick Children, Toronto, Ontario, Canada, 1995 (Declined)
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Research Experience and Grants
Research grants differ from awards and honours; while both recognize achievement, grants also indicate funding. . Both have value in their own right. It is important to divide them in two sections on your CV. You should list them in reverse chronological order. Include the name of sponsor, the title of grant, dates, dollar value, and indicate your responsibility.Give details on active research, so the reader is clear on what you have accomplished.
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Canadian Institutes Health Research (CIHR) Grant: “Canadian Child and Youth Health Research Clinician Scientist Development Program” ($1,800,000), Co-Principal Investigator. 2002 – 2008. Role: Director of Core Curriculum to train clinician scientists.
Medical Research Council of Canada (MRC) Grant: “Role of TLR in neonatal Host Defence” ($375,000), Principle Investigator. 1997-2002.
In this research used PCR technique, Flow Cytometry, Western Blot assays to demonstrate that newborns lack MyD88, a vital intracellular messenger. The research led to six publications (Publication list #21-27).
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Publications
Publications are the most important item on your CV. You should include all types of publications; from refereed articles and chapters to non-refereed articles and chapters, conference papers and abstracts. Be sure that refereed journal articles are clearly indicated and separated from non-refereed publications.They may be listed in chronologic or reverse chronologic order.
You may list publications that are ‘in preparation’. This should be done with caution since it means the manuscript is close to submission, and that you have a high expectation of its acceptance. You do not want to be embarrassed later if it is rejected. You may use the term ‘under review’, provided it means the article has been submitted and you are awaiting a reply. The term ‘in press’, means you’ve had a response from the journal and they indicate that it has or will be accepted with changes.
Note: ‘Abstracts’ should never be considered equivalent to a publication. The presentation of an abstract at a meeting is a legitimate academic exercise, for example to get feedback on work before submitting it to a journal. However, it is not a legitimate academic exercise to present the same work over and over, or to consider it as a final product. A CV showing a long list of abstracts and a short list of publications gives a warning signal to an academic reviewer, and suggests the person has difficulty completing their work or that the work is not good enough to be published. Be cautious on how you list these.
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Refereed Journal Publications:
Doe J and Members of Infectious Diseases and Immunization committee. Therapy of suspected bacterial meningitis in Canadian children six weeks of age and older – summary. Paediatr Child Health, 2010 (In Press)
Mandela R, Doe J. Clinical course of pertussis in immunized children. Pediat Infectious Disease J. 14:870-874, 2009.
Doe J, Nicholson R. Auditing of clinical research ethics in a children’s and women’s academic hospital. Clin Invest Med 25:83-8, 2008.
Invited Editorials:
Doe J. How should Canadian Ethics Boards deal with fabricated research? Editorial. Can Med A J. 245: 14-15. (2009)
Non-Refereed Publications: Journals
Doe J. Listeria monocytogenosis Infection in Neonates. Sem Pediat Infect Dis. 10, 111-118, 1999.
Non-Refereed Publications: Book Chapters
Mandela R, Doe J. Good Clinical Practice: GCP 101. In Handbook for Clinician Scientists. Published by HSC Research and Development Ltd Partnership (Toronto) edited by R Bortolussi, (2008)
Published abstracts:
Borat R, Doe J. Experimental E.coli infection and meningitis in suckling rats. Presented at the 16th Interscience Conference on Antimicrobial Agents and Chemotherapy, Chicago, Ill., October 1996.
Doe J, Bjorksten B and Jones J. The relationship of opsonic requirements and virulence to capsular antigen in E.coli. Presented to the 17th Interscience Conference on Antimicrobial Agents and Chemotherapy, New York, NY, October 1997.
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Teaching and Graduate Student Experience
Teaching experience is an important academic expectation. Your teaching experience should be listed in the same order that you’ve selected to list your publications in. Write the title of the course in bold, the name of organization, and the date it was conducted. Provide give details of your responsibilities without stating the obvious. You may also include a list of students supervised for graduate studies, listing the title, location and date of graduation.
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Pathology, Immunology and Microbiology Course 2003 - present
DalhousieUniversity, Faculty of Medicine, Halifax, Canada
Small group seminar facilitator for students in 1st year Medicine
Structure and Molecular Biology of Bacteria 2001 - 2004
DalhousieUniversity, Faculty of Medicine, Halifax, Canada
Lecturer, class of 85 1st year Medical Students.
Graduate Students Supervision:
James K Jones. Master’s of Science (MSc) dissertation “Intracellular Messenger P38 role in Mononuclear cells” Awarded MSc, DalhousieUniversity, June 2007.
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Academic and Work Experience
List the title of your position in bold font, the name and location of the business or organization and the date of position.
Invited Presentations
This usually refers to anoral presentation on research, or some other academic work, at a national meeting. Ofparticular importance are presentations given at academic societies, professional associations or other prestigious events. These presentations differ from abstract presentations, because they are usually longer, 30-50 minutes, and the request for the presentation has come from the organization to you directly. Items that should be detailed include the title, name and location of the meeting or organization, and the date (month and year).
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Future Directions of Clinical Research: a walk in the time machine. Invited Lecture at the Centennial Celebration of the Children’s Hospital. Winnipeg, Canada, June 1, 2009.
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Professional Memberships
Becoming a member of professional associations is an excellent way of growing your career and getting established in your field. Professional associations provide many opportunities to connect with others in your discipline. Join or become affiliated with a professional organization that provides an opportunity to publish in academic journals about major issues in your field as well as attend conferences.
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AmericanAcademy of Pediatrics, Member.1995-present
Royal Society of Researchers(United Kingdom)2005-present
National Infectious Disease Society (Canada)1998-present
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References
Personal referees should not be included in a CV. You may state that they are available “upon request” if the CV is being used in a job search. It is only after you are contacted by a potential employer, that you will you be asked to supply the names of referees.. When doing this, be sure you have up-to-date contact information, know that they will be available, and that you have asked permission to use their contact information. If you have not been asked for names beforehand, bring reference information to an interview to provide it, if requested.
There are a few rules to remember about references. You should have three referees who know you well and are aware of the position you are applying for. At least two of the references should be researchers or work related acquaintances: professors, work supervisors, practicum supervisors. You should also include one character reference such as a volunteer, community worker, former teacher, but not family member.
Once you have thought about whom you might list as a referee, provide them with the details of your career and the nature of the position you are seeking. Be sure to ask them if they have the time, would be available and comfortable to write a reference letter. Give them a copy of your CV, and the job description. Tell them why you are looking for the position and what it will mean to you to be successful. By having such a conversation you will have a good idea of what they will likely include in their letter. Sometimes after such a conversation you may quietly decide not to use them as a referee. However you proceed, be sure the referee knows how grateful you are for the effort they will provide on your behalf.
Other items
Depending on your level of experience you may have other important items to add. Your experience in reviewing for journals or on editorial boards, can be added as a separate heading.
The CV that has been outlined here is geared for applications for an academic position. Some granting agencies are adopting an electronic “Common CV” for applications. This will undoubtedly become more common in the future. If this isrequired be sure to follow the instructions exactly as they request and update the electronic version periodically.