Question: Recently, I was selected to present at a major conference. Unfortunately, I ended up having emergency surgery the day of the conference and was unable to attend. However, the PowerPoint slides I submitted early to the event's organizers were included in the conference attendees' packets. Here's my question: Should I mention that conference presentation on my CV? And how do I do so without being misleading?
Julie: Although nervous presenters may sometimes wish an emergency would keep them from giving a paper, we're sure that the reality was traumatic. We admire your wanting to be transparent about the situation on your CV.
Jenny: Occasionally we see CV's that mention a work presented at a conference on the candidate's behalf. That often happens when a scholar has made a strong contribution to a research project, but, for whatever reason (money, timing), can't attend the actual conference where the work is presented. Such entries usually look something like this:
Zhang, A., Smith, B., and Lee, C. The XYZ protein and its effect on ABC disorders. 8th Annual Meeting on ABC Disorders, Savannah, GA, March 25, 2008. (Research presented by C. Lee.)
Julie: We suggest that our reader do something similar, and simply indicate what happened in parentheses after the entry mentioning the conference paper on the CV. The language in parenthesis might read something like: "Selected to present on XYZ panel, but unable to do so due to personal emergency. Slides included in the ABC conference packet."
Jenny: This reminds us of similar situations that may arise to prevent candidates from fulfilling a scholarly commitment. In this new year, many readers will be traveling far and wide to campus interviews. Be sure to confirm with the department the details of your trip before you head out on your way. You will need to know who to call if your flight is delayed, where you're staying just in case your ride from the airport doesn't appear, and the telephone number — ideally, the cellphone number — of the person to call if something major (i.e., emergency surgery) happens. Write down that information somewhere safe, just in case you don't have access to a computer or your cellphone runs out of power. Give a copy of the information to a partner or friend as a backup. You will be much more at ease if you know what to do when something goes awry.
Question: I have a question regarding a reference on a CV. For several years, I worked at the only university in a developing African country. That university has now dissolved, and everyone who I would likely use as a reference is "off the grid" — my department head is in hiding, my research partner escaped to a neighboring country, the dean of the college returned to his village. Other potential references from that university would be put at risk if a prospective employer contacted them. I have other references I could use but worry about the gap on my CV from that significant part of my career. Suggestions?
Jenny: This is probably the most extreme example of the difficulties of getting references that we've ever heard. It must be awful to know that former colleagues are in such terrible danger.
Julie: The advice we would offer is similar to that we would offer to anyone unable to get an important reference from a key supervisor. First, make sure that you have strong references from faculty members at other institutions. Second, make sure that those references are familiar with your situation. Ask explicitly if they can discuss that period of your career in their recommendation letters, and explain why you have no references from your former university.
Jenny: Your employment at that institution is probably something you'll want to discuss in your cover letter as well. Was your work there related to your field of research? If so, many committees evaluating your candidacy may already be familiar with the country's political instability. In that case, when you mention the situation in your cover letter, make it brief: "At University of X, I had the opportunity to teach courses such as 'Africa's Place in the Global Economy' and to advise students on individual research projects. Unfortunately, this wonderful institution has closed its doors because of recent political upheaval."
Julie: If your work in Africa was unrelated to your field of research, you'll likely have to explain a bit more about why you were teaching there. Be able to present your experience as an asset.
Question: I began a doctoral program, but did not complete my dissertation. I am now working outside academe. I would like to include information on my résumé about the time I spent in my doctoral program because I think my experiences speak to my strengths as a researcher, teacher, and successful grant writer. Do you have any ideas other than using the dreaded "ABD"?
Jenny: There's no rule that says you have to include the term ABD (All But Dissertation) on your résumé. Instead, list your most recent accomplishment in that doctoral program so it is clear how far you got. If you left with a master's degree, list it. Make sure it's clear you are no longer in the program. For example, your résumé might read something like this:
EDUCATION
University of X, City, State
M.A. in Anthropology, May 2007
Graduate coursework in Anthropology, 2003-06
Passed qualifying exams, Dec. 2006.
Course work included: The Anthropology of Business, Forensic Anthropology, Globalization
Awarded XYZ Fellowship
Julie: It's true that many of the skills you developed in your doctoral program will be useful in other career fields. Another way to highlight those transferrable skills, such as teaching and grant writing, would be to include an entry about your graduate work in an "Experience" section on your résumé. Make sure you explain those skills in terms easily understood by a nonacademic audience. For instance:
University of X, City State
Teaching/Research Assistant, 2003-06
- Successfully wrote XYZ grant, which provided $20,000 for research in Ghana.
- Taught Anthropology and related topics to groups of students ranging from 20-100 people.
- Developed Core Curriculum materials as part of a universitywide committee.
- Researched, analyzed, and produced scholarly material for well-known faculty member.
Jenny: Perhaps you're familiar with the book So What Are You Going to Do With That: Finding Careers Outside Academia by Susan Basalla and Maggie Debelius. The writers do a wonderful job of explaining how an academic CV can be transformed into a strong résumé. They also include helpful samples. The guide is a great starting point for anyone thinking of stepping into a nonacademic path.
Question: I believe I am in an unusual situation. I had an on-campus interview at a small state university that went well, but then I didn't hear anything back for about six weeks. I assumed the department was in negotiations with another candidate, and then finally received a rejection letter in the mail. Two days later, a professor from the search committee called to ask if I was still available. It seems its first-choice candidate had backed out. I was told that I was a close second and that the department would be just as happy to have me in the position. I am happy to receive an offer, but am a little concerned at coming in as a second choice. Should I even give that issue a second thought?
Julie: While it is certainly not the norm, your situation is not that unusual, either. You should believe the search committee when it says you were a close second choice; there's not always a clear favorite.
Jenny: If you are excited about working at the university, and believe you could have a productive and happy career there, take the job. There are many excellent faculty members in academe who weren't the first choice of the search committee.
Question: Some career guides suggest adding an "objectives" section to your CV, and others do not. I wonder which advice to follow. On the other hand, some guides recommend including a home address, while others do not. While I'm at it, what do the guides mean, exactly, when they talk about consistency on a CV? And what's the difference between a CV and a résumé?
Julie: Those basic questions come up all the time, and although we've covered that ground before, it's worth reviewing again for the many new entrants on the job market. A CV is a record of your education and scholarly accomplishments, and it is used to apply for faculty positions, other research positions, and grants and fellowships. If a CV is an academic biography, a résumé is a snapshot that presents your education, experience, and skills in a manner that tailors them to a specific position for which you are applying.
Jenny: Being consistent when writing a CV or résumé means using one type of formatting, indentation, and punctuation throughout the document. We often see CV's or résumés that start with dates on the right, and then move dates to the left in the next section; or that indent one set of bullet points and then don't indent the next group. Such errors make your application materials look sloppy — as though you haven't taken the time to proof them before sending them out. If you're someone who is not sensitive to such details, find someone who is and ask them to look over your materials.
Julie: Including a career objective is common on a résumé, but not on a CV. Some job candidates find it helpful to include an objective on a résumé, especially if their previous experience does not clearly indicate what their next step will be or if they are looking to move into an entirely different field. Only include an objective on your résumé if you can be explicit.
Jenny: As to which address to use, if your department encourages you to use its address, do so. It's OK to put your home address, too, but we think it's best to have only one phone number and one e-mail address on your CV. That way, there's no confusion as to how to reach you.
Julie: There are many good resources out there for writing CV's and résumés, both general and field-specific. The Chronicle has a wonderful archive of columns about these topics and related ones. If you're in the sciences, ScienceCareers.science.mag.com has many useful articles as well. Also, you might ask friends and colleagues in your field whether they would be willing to share their materials with you. Sometimes looking at examples is a great way to get ideas as to how to present your own qualifications in the best possible light.
