Curriculum Vitae (CV) & Statements Guide

A Curriculum Vitae (CV), Latin for “course of life,” is a detailed record of your academic and professional background. Unlike a résumé, which summarizes your experience for a specific job, a CV offers a complete overview of your education, research, teaching, and scholarly contributions. It is most often used for academic, medical, and research positions, as well as grants and fellowships. 

Building a strong CV begins with clarity, truthfulness, and precision. Your document should present an accurate, well-organized portrait of your professional development. Think of it as a living document that grows with you over time.  In Europe they may use resume and CV interchangeably, but there is a difference. 

Applicant Tracking Systems (ATS) are software tools that organizations use to streamline the hiring process.  

While ATS perform multiple functions, their primary purpose is to scan résumés, CVs, and cover letters to identify the strongest candidates by matching relevant keywords, skills, experience, location, and other criteria to the job opportunity. How you write and format your application materials can significantly influence how effectively they are evaluated and ranked by these systems. 

• There is no single “correct” CV format; use sample CVs for guidance, but design your CV to highlight your unique experiences and accomplishments. 
• IMPORTANT: present your accomplishments concisely, clearly and consistently so that readers can easily skim your CV and find the information they need.  
• Unlike a resume, a CV does not have a page limit; however, most graduate student CVs are 2-5 pages long.
• Reviewers often spend limited time on each CV, so make sure your most important information is easy to find and stands out. 
• Organize sections strategically, placing the most relevant information on the first page. 
• List entries within each section in reverse chronological order. 
• Choose section titles carefully, as they shape how your experiences are perceived (e.g., Service to the Field, Conferences Organized, or Relevant Professional Experience). 
• Use strong action verbs and sentence fragments rather than complete sentences. 
• Avoid personal pronouns (e.g., I, me) and minimize the use of articles (e.g., a, an, the). 
• Use terminology and jargon appropriate for your intended audience. 
• Place dates, locations, and less critical details on the right side of the page; keep key information such as institution, degree, and job title on the left. 
• Use a standard professional font (such as Times New Roman) in 10–12 point size. 
• Apply formatting sparingly; rely on bold text, CAPITALIZATION, and white space to create a clean, professional appearance. 
• Avoid text boxes, underlining, and shading; use italics only in moderation. 
• Keep margins consistent on all sides, measuring between ¾ inch and 1 inch. 
• Follow the conventions and expectations of your academic field, especially regarding section order and content. 
• Review CVs from recent graduates in your department and others in your discipline to ensure alignment with field norms.  

1. Education 

2. Research Interests (if applicable) 

3. Publications (if you have them) 

4. Conference Presentations 

5. Research Experiences 

6. Teaching Experiences 

7. Skills/Trainings (e.g., languages, specialized software) 

8. Professional Organizations 

9. Honors & Awards 

Begin with your full name, professional title, phone number, and professional email address. Include your institutional affiliation, city, and country. If relevant, add links to professional profiles such as LinkedIn, ResearchGate, or a personal website. Citizenship or work eligibility may be included if pertinent to your application.

SAMPLE

List your degrees in reverse chronological order. Include the full degree title, major, institution, and dates of study. For graduate degrees, include your thesis or dissertation title, and optionally your advisor’s name. Postdoctoral appointments typically appear here as well. 

SAMPLE

A brief summary at the top of your CV can help you highlight your academic focus and expertise, especially when applying through online systems. Use language that reflects the key skills and research areas described in the position listing. Modern CVs include a summary to score higher in on-line application systems. 

SAMPLE 

Motivated and academically accomplished Pharm.D. candidate at the University of Montana with a strong foundation in patient-centered care, pharmacologic research, and public health outreach. Demonstrates proven ability to integrate clinical knowledge with research applications through advanced practice experiences and a pre-clinical trial research assistantship. Experienced in antimicrobial stewardship, transitions of care, and cost-analysis projects. Passionate about advancing pharmacy practice through evidence-based interventions, interprofessional collaboration, and graduate-level research in clinical pharmacology and patient outcomes. 

Identify research topics that align with your interests, using terminology commonly used in the field. 

SAMPLE

The first section listed should be the Experience that matches the job description best.  Organize your experience sections to emphasize relevance—such as Research, Teaching, or Professional Experience. Begin each bullet with a strong action verb and quantify your work where possible. For example, “Spearheaded communications among 15 graduate students and advisors” demonstrates leadership and scope more effectively than “Worked with students.” 

Research Experience: Include roles such as Research Assistant or Postdoctoral Fellow, noting your Principal Investigator when applicable.  

SAMPLE   

Teaching Experience: List your courses with title, numbers, semesters, and approximate class sizes. 

SAMPLE

Professional Experience: Include internships, residencies, fellowships, consulting, or administrative roles that demonstrate transferable skills. 

Write 3 to 4 complete sentences outlining your responsibilities. Always use present tense if this experience is taking place in the present and past tense if this experience occurred in the past. 

Provide a concise, organized list of your technical and practical abilities. List skills that requested or sought after from the program/job you are seeking. Use subheadings such as Laboratory/Technical Skills, Programming Languages, Design/Engineering Tools, Online Platforms, and Language Fluencies (with proficiency levels). 

SAMPLE

Document your engagement with your field through Publications, Presentations (oral/poster), and Grants. List works in reverse chronological order, and separate them by type (e.g., Peer-Reviewed Articles, Abstracts, Book Chapters). For presentations, specify the format and venue (Note if the conference was in-person or virtual); for grants, note your role, agency, title, funding amount, and status (awarded, pending, etc.). This section should be formatted in your field’s citation style (APA, MLA, Chicago or etc); always bold your name within formatting to indicate your level of involvement. Remember to make a note if this publication is still pending. 

Highlight achievements that distinguish you—academic prizes, fellowships, or competitive grants. Include monetary values or selectivity details if significant. If you have only a few, you may combine this section with Education. Include any honors or one-time money awards in this section. If the honor or award is not self-explanatory, include information on how you were selected as an awardee.

SAMPLE

Show your contributions to your academic and professional communities. Include institutional service (e.g., committee work), professional service (e.g., journal reviewing), and community engagement. Note leadership roles in organizations or societies and list memberships with roles or titles held. 

• Institutional Service (departmental committee work) 

• Professional Service (reviewing for journals, society work, etc.) 

• Community Service (volunteering, etc.) 

SAMPLE

Depending on your field, you may add sections such as Research Interests, Teaching Competencies, International Experience, Military Service, Patents, or Clinical Trials, Languages. Tailor these to the position or discipline. 

• Before submitting your CV, review it for accuracy, formatting consistency, and professional tone. Use a clean, readable font such as Arial, Calibri, or Times New Roman. Avoid templates, tables, and graphics that may disrupt Applicant Tracking Systems (ATS). Add simple pagination beginning on page two (“Last Name – Page 2”).  

• Do not include personal details such as age, gender, photo, marital status, or political or religious affiliation. This protects your privacy and aligns with U.S. Equal Employment Opportunity standards. 

Prepare a separate document listing 3–6 academic or professional references. Always secure permission before listing anyone and provide them with your current CV and the position description so they can tailor their recommendation effectively. It is no longer common practice to state “References Available upon Request.”  Create a separate document with the same letterhead.  Uses title PROFESSIONAL REFERENCES to identify the document. 

This document describes your previous and current research activities, including laboratory work and dissertation research, as well as your future research agenda and its broader significance. Expectations vary by discipline, but research statements typically highlight your scholarly focus, experience securing funding, research impact or recognition, and alignment with the institution or program. Always adhere closely to the provided guidelines. 

A teaching portfolio presents evidence of your instructional experience and effectiveness. It may include academic transcripts, letters of recommendation, a résumé, course syllabi, student evaluations, lesson plans, curriculum materials, or other teaching artifacts. Digital portfolios may also include a teaching video or narrated presentation. Materials should be selected strategically to match the position or institution. Follow all provided directions.

The personal statement allows you to present your background, strengths, and accomplishments while explaining your interest in the program and why you are a strong candidate for admission. It should also address what you hope to contribute to the program, profession, and broader community. This is an opportunity to market yourself through storytelling, examples, or a meaningful life experience that enhances your application. Some programs provide specific prompts, while others allow open-ended topics. A common structure includes three parts: an engaging opening, a central narrative, and future goals. The statement should demonstrate strong writing skills, self-reflection, motivation, and individuality without repeating your résumé. Follow instructions closely.

A statement of purpose focuses on your academic and professional objectives and how the program will help you achieve them. Written in the first person, it typically explains your educational background, research or professional interests, preparation for advanced study, and long-term goals. Unlike a personal statement, it is more academically and professionally oriented, emphasizing fit with the program, faculty, resources, and curriculum. The statement should be clear, focused, and forward-looking, demonstrating readiness, intent, and alignment with the program’s mission. Follow all provided guidelines. 

Written in the first person, a teaching philosophy outlines your beliefs, values, and goals related to teaching and learning. It explains how you teach (including objectives, instructional strategies, and assessment methods), why you teach, and what meaning or value teaching holds for you. Teaching philosophies differ widely in tone, format, and content. Including brief stories or examples from your own teaching experience is encouraged. Follow all instructions carefully. 

This brief, first-person statement explains your interest in a specific program or field of study. It should describe what drew you to the program, why you are well-suited to succeed, and your academic or professional goals. While less formal than academic statements, it should maintain a professional tone and be clearly organized, polished, and persuasive. Follow all application guidelines.