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Special characteristics of an academic CV

A standard resume or CV lists the most important facts pertaining to a person鈥檚 education, academic degrees and professional experience. For applications in the private sector, one or two pages are generally sufficient 鈥� which is also true for academics who are applying for jobs in the private sector. Personnel departments appreciate it when applicants only submit information pertaining to the job in question.

But academic or scientific CVs, submitted as part of applications for positions at universities, universities of applied sciences, research institutes or research companies, can and have to be longer. Because in addition to the information supplied on standard CVs, additional activities in a scientific context should also be listed. That includes membership in committees and research organizations, publications and grants. This can often add up to well more than two pages if the candidate has already amassed a number of accomplishments in the scientific field.

The academic CV isn鈥檛 just important for job applications, but also for grants, third-party funding and competitions. Beyond that, it can also add additional information on a person鈥檚 profile page or on the website of a university or research institution.

But even for academics who have a lot to show: The greatest possible clarity and a clear structure are essential. No matter how accomplished a candidate might be, the academic CV should always make it clear where their research specialties lie and why they are the ideal candidate for the job in question.

CV structure: How to format an academic CV

Before the listed elements of the CV, a brief prose text describing the applicant鈥檚 professional focus is an option. Such a text is not mandatory, but it can provide the reader with a quick overview.

The thematic blocks should then be organised such that they logically build on each other. All entries should be in reverse chronological order. One possibility is as follows:

• Begin with academic credentials, including habilitation (the qualification beyond doctorate in Germany for professors), postdoc, doctorate, university studies and high school exams, each with a date and, if exceptional, marks received.
• Continue with specific academic activities: professorships, positions held during the postdoc phase, positions held while earning the doctorate, experience as a research assistant.
• The next block includes research projects, followed by memberships in committees, professional societies and associations, and functions within academic self-administration.
• Finally come those aspects that sharpen the candidate鈥檚 profile, making them stand out. Here, a paragraph each can be reserved for scholarships, prizes, third-party funding, lectures, overseas experience and additional special academic achievements and experiences.
• Foreign language skills usually come at the end of the CV. More on that below.

Still, it is important to remember that each academic career is unique and has its own focus. As such, applicants shouldn鈥檛 follow a rigid template when writing their academic CV but should arrange and prioritise items as necessary. The amount of detail deployed when describing each element depends on the ultimate objective.

Publications in an academic CV

An entire section of academic CVs is reserved for publications. Depending on the level of comprehensiveness required, the CV can present a selection of papers. As with all else, publications should be listed in reverse chronological order. The standard details should be included pertaining to co-authors, title, place and year of publication in standard citation style.

In an expanded academic CV, the publications list can be included as its own chapter in the table of contents and, if necessary, divided into categories such as monographs, journal articles, etc. Those wanting to save space can simply include a link to an existing, detailed publication list 鈥� for example on one鈥檚 own homepage or that of one鈥檚 current place of work. Doing so has the advantage that the CV doesn鈥檛 have to be constantly updated with each new journal article.

Foreign language skills: A realistic evaluation is key

Knowledge of foreign languages is not just an additional qualification at the university or in research facilities, it is extremely important. The more languages academics speak fluently or competently, the greater their professional opportunities 鈥� including stays at overseas institutions and publications in international journals.

There are a number of different rating scales for categorising language skills.

• Frequently used categories include basic knowledge, competent (or business fluent), fluent and native speaker.
• Certificates like TOEFL test results provide a relatively precise reflection of language abilities. Alternatively, applicants can refer specifically to experience overseas.
• An additional possibility is using the Common European Framework of Reference for Languages, which measures six levels from A1 to C2.

Personal details: How much is too much?

On the open labour market, applicants can be sparing with personal details in their CVs and do not have to state their date of birth, nationality, religious confession or marital status, to name a few examples. That latitude is codified in German law in the General Act on Equal Treatment (AGG). The same, of course, is also true for applications submitted to universities and research institutions. Applicants have the right to keep some information to themselves, though they should always consider what personal details might actually benefit them.

Some information is required in the CV, however, like the applicant鈥檚 name and complete title, of course (as in the title: 鈥淎cademic CV 鈥� Prof. Dr. Jane Doe鈥�). If the academic CV isn鈥檛 a part of an application and only serves as a source of information, any additional personal information can be omitted.

Otherwise, birthdate and place of birth do not have to be included, according to the AGG. Still, inclusion of the birthdate does provide readers with some important context when it comes to interpreting the applicant鈥檚 academic achievements. For example, it can be advantageous for young applicants if they can demonstrate a relatively long list of academic achievements.

Those who want to include a photo with their application, which is also optional, should place it next to the personal information. It is also important to include current contact information.

When it comes to details pertaining to marital status, nationality, children or religious confession, applicants should carefully consider how the disclosure of such information might be beneficial or disadvantageous. In an application in the area of intercultural education, for example, details about children and a potentially international background could be helpful. But if the applicant suspects that mention of children might raise concerns of inflexibility, then it might be better to omit such information. Or, if the children are no longer very young, the children鈥檚 ages could be mentioned.