Guide to the Curriculum Vitae Format
Explanatory Notes
[May 18, 2011]
File Location: U:\Common|Administrative\\forms\Curriculum Vitae Template 2011
The Curriculum Vitae is one of the most important documents an academic staff member
develops in his/her application for promotion or tenure. It should be carefully constructed,
accurately typed, and proofread carefully. All bibliographic citations should follow the chosen
format exactly. No format for bibliographic citation is prescribed; the format chosen should be
consistently applied throughout the vita, however. It is the responsibility of the academic staff
member to make sure the Vita is complete and accurate. The Vita should provide a full record of
the career of the academic staff member. Publications, etc. should be listed in either
chronological or reverse chronological order throughout the vita. Consistency is very important.
Use standard margins (1 inch on all margins). Use one font, 12 point (except for major
roman numeral headings where 14 pt is used).
USE THE FOLLOWING INDICATED FORMATS FOR INFORMATION ON ALL
PUBLICATIONS. Titles, other than French or English, should be transliterated and translated.
Put publications in reverse chronological or chronological order in each category. Please be
consistent: either put all categories in reverse chronological order, or all in chronological order.
Brief annotations may be added under any entry to reflect impact. For example: number of times
cited, significant reviews, etc.
Guidelines on Conference presentations, etc.
If full paper published in a proceedings, list both as a publication and as a presentation. If only
the abstract is published, list as a presentation only.
Please do not include categories for which you have no entries. Re-number as appropriate.
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Number pages and use a header or footer with the date of the vita: you’ll be revising and
updating periodically, and this helps distinguish the versions from one another!
Following this format, and providing complete, accurate information is critical to your success
in achieving tenure, promotion in academic rank, and receiving merit raises. Incomplete or nonstandard information may result in items not being considered.
Format Note…we recommend that before you start, you set MS Word Paragraph settings for
single spaced, 0pt before and after, and .5 inch incremental tabs. To keep length short, use
standard indent to align with category but do not use subsequent indent. Do not use hanging
indents on citations.
Because a citation is not a sentence, you may want to turn off the grammar display. From the MS
Word Help…
Word
1.
Click the Microsoft Office Button
, and then click Word Options box at the bottom.
2.
Click Proofing from side menu.
3.
Uncheck box for Mark Grammar Errors as You Type
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Full Name
I. Summary Record of Appointment as Academic Staff
Office Address:
Phone:
Email:
Rank:
Rank
Unit:
McGill University Library
Date of Initial Appointment: Month, day, year.
Date on Tenure Track: Month, day, year.
Tenure Awarded: Month, day, year [as applicable…delete if untenured]
Dates and rank of last promotion: Month, day, year [as applicable…delete if untenured]
II. Education and Experience
A. Education
Advanced Degree in progress.
Advanced Degree(s), Institution, date.
Thesis: Title.
Degree, Institution, date.
Major:
B. Experience
Institution Library Name, Job Title, inclusive dates.
Brief bulleted summary of primary professional assignment responsibilities (no more than
3-5 bullets per position)
III. Documentation of Publications, Research, and Presentations
A. Publications:
1. Monographs
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Authors (In order as on publication). Title of Book. Place: Publisher,Year. Pagination.
2. Refereed Publications (articles, proceedings)
Authors (In order as on publication). "Title of article." Journal Name volume
number:issue number (Month/Season, day, year) .full pagination (including continued on
pagination). For electronic publications or web sites, include the full URL.
Use italicized format if you wish to provide a relevant annotation or note regarding the
professional impact of this item, such as number of times cited, assigned for reading in
SLIS programs, etc.
3. Invited Publications: Journal Articles, Book Chapters, Proceedings, and Essays
Authors (In order as on publication). "Title of article." Journal Name volume number
(Issue Number): pagination. Month/Season, year.
Authors (In order as on publication). "Title of article." In: Title. Eds. Name. Place:
Publisher, date. Pagination of article.
4. Journal Articles, Book Chapters, Proceedings, and Essays
Use this category for collective reference work entries >2000 words
Authors (In order as on publication). "Title of article." Journal Name volume number
(Issue Number): pagination. Month/Season, year. Also published in…[for articles
republished in monographs]
Authors (In order as on publication). "Title of article." In: Title. Eds. Name. Place:
Publisher, date. Pagination of article. [word count]
5. Edited Journal or Monograph Volumes
Editors (In order as on publication). Journal Name volume number (Issue Number):
pagination. Month/Season, year. Also published as…[for issues republished as
monographs]
Note: If you contributed an entire article or chapter under your name in the volume,
separate from the editor responsibilities, list this as its own entry in the previous section
of journal articles, book chapters.
6. Other Publication Contributions: creative writing, short papers, newsletter
items, etc.
Use this category for collective reference works entries <2000 words
Authors (In order as on publication). "Title of article." Journal Name volume number
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(Issue Number)): detailed pagination. Month/Season, year.
Authors (In order as on publication). “Title of entry.” IN: Book Title, Eds. Name.
Place: Publisher, year, pagination [word count].
B. Presentations
1.
Juried Presentations
Format: Presenters (In order as in program). "Title. " Type of presentation. Name of
meeting, City, Province/State (or country), month, day, year. Duration: minutes, etc.
International
National
Province/Region
2.
Invited Presentations
Format: Presenters (In order as in program). "Title. " Type of presentation. Name of
meeting, City, Province/State (or country), month, day, year. Duration: minutes, etc.
International
National
Province/Region
3. Other Presentations
Format: Presenters (In order as in program). "Title. " Type of presentation (speaker,
panelist, poster session, etc.). Name of meeting, City, Province/State (or country), month,
day, year. Duration: minutes, etc.
International
National
Province/Region
University (not related to professional assignment)
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C. Grants and Funded Research
List all funded research projects you have completed in this section, in the following
format.
1. External Grants
“Title.” Date. (principal investigators). Funding source. Amount of funding. Project
description (brief).
2. Other Grants
“Title.” Date. (principal investigators). Funding source. Amount of funding. Project
description (brief).
IV. Documentation of Professional Activities
A complete list of acronyms used in this section is provided at the beginning or end of the section
in a compact way. [We are suggesting this because this is a section that is constantly being
updated so if it is in reverse chronological order (most recent first) you would be constantly
changing which entry is the first and having to edit back and forth between having the first
organizational reference spelled out and subsequent ones being acronyms.]
Here you would list all committees, however, for the purpose of the annual review, it would be
important to distinguish between work assignment, library and university committees (for listing
in librarianship) and other committee activities. Editorial Board appointments should be
included as a committee.
For each entry provide the following information: organization, division, committee,
office/special role, dates of term. Acronyms can be used if they are listed at the start of the
section. For multi-year terms with different roles use single-spaced indentations. Note as elected
if one is chosen based on general election of the membership or committee of the whole.
International and National organizations have been grouped together because of confusion in
interpretation.
A. Editorships
Journal, publisher/organizational sponsorship, term, method of selection (competitive or
volunteer)
B. International and National Committees
XYZ, DEFG, Committee on Basketweaving Assessment, 2003/current
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Past Chair, 2009/2010
Chair, 2008/2009
Chair-Elect, 2007/2008
Webmaster, 2006/2007
Newsletter editor, 2005/2006
Newsletter conference report columnist, 2004/2005
C. Province and Regional Committees
D. University, or Affiliated Committees and Elected Offices
McGill University, Faculty Sabbatic Leave Committee, 2003/2009, elected 3 year terms
Vice-Chair 2008/2009
McGill University, Faculty Senate, 2008/2011, elected 3 year term.
Task force on messy stuff, 2010/2011, Chair.
Committee on administrative politics, 2009/2010
Committee on new faculty services, 2009/2010
Committee on syllabi requirements, 2008/2009
Committee on resolutions, 2008/2009
Committee on faculty recruiting, 2008/2009
E. Library Committees and Elected Offices
Include service on the elected faculty committees or service on ad hoc committees or task forces
appointed by one of the elected faculty committees. This section may include some appointed
committees that are outside of one’s position responsibilities and where one is serving the
greater good of the institution, such as the diversity committee or search committee. It does not
include administrative appointed committees related to one’s position or librarianship
responsibilities in the library.
F. Teaching/Workshops
Include credit courses, external or continuing education workshops, etc.; separate from
Librarianship learning and outreach.
G. Published Reviews, Abstracts, Formal Manuscript Reviewing (as a peer reviewer)
For abstracts, list the resource abstracting for, the journals being abstracted, and how many
abstracts are actually written. For book reviews, please provide a word count for the review if it
is available to differentiate between brief and more in-depth review activities. List journals for
which you have done peer reviewing of manuscripts and number of manuscripts over what
period of time.
H. Conference Service Activities
Include activities such as conference round table/panel facilitator/moderator, booth work, poster
session floor manager, program reporters/bloggers for web/newsletter. Activities not covered by
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responsibilities associated with committee appointments or elected positions.
I. Graduate Committee Service
Provide the college, department, name of student, degree being sought
J. Mentoring
Include activities that are part of an established mentoring program outside the Libraries.
K. Service as an Outside Reviewer for Promotion, Tenure, or Continuing Appointment
List the institution and rank being sought by the candidate, to protect privacy, do not list the
name of the candidate that was reviewed.
L. Other Professional and Scholarly Activity
Include any other professional or scholarly activity you consider significant. This section may
be subdivided by type of activity.
M. Honours
Award name, Awarding body, Date of the Award.
Include significant honors you have been awarded. Include information about the award which
would clarify the value of the award to an evaluator outside the Library profession.
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