Launching Your Academic Job Search Understanding the Job

Launching Your Academic Job Search: Understanding the Job Search Process and Creating Your Application Package Bill Lindstaedt, Director UCSF Office of Career and Professional Development 1

Seminar Agenda • Overview of Academic Job Search • • Academic job market in US Academic job search process/calendar The process from the search committee side Application components • CV and Cover Letter Basics: Definitions and sec format, layout • Tips for CV’s and academic cover letters • Review of Application Packages: You are the search committee! • Tips for teaching statements • Tips for letters of recommendations 2

Academia in the US Doctoral/Research Universities “R 1” 261 Local: UCSD Nationally: UC System, Ivy League; Flagship campuses within state university systems such as UW Madison, UI Champagne; Texas at Austin; Large Private Universities with large gov’t funded research programs such as Vanderbilt, Emor Rice, MIT Master’s Colleges and Universities “Masters Granting” 611 Locally: SDSU, Cal State Pomona, Chapman University Nationally: Cal State System; CUNY system; Former state teachers’ colleges (“normal schools”) such as Bridgewater State (MA), UW-Stevens Point Baccalaureate Colleges, “Primarily Undergrad Inst, PUI” 606 Locally: Claremont Colleges Nationally: Generally, privately funded colleges, sometimes with selective admissions programs such as Williams (NY), Amherst (MA), Oberlin (OH) Associates Colleges 1669 Locally: City Colleges, Community Colleges Nationally: Generally 2 -year colleges often state funded, sometimes former vocational schools 3 Source: The Carnegie Foundation for the Advancement of Teaching, 2000; http: //www. carnegiefoundation. org

Academia in the US More reading: Carnegie Foundation www. carnegiefoundation. org Chronicle of Higher Education, careers section www. chronicle. com Science Magazine’s Nextwave www. sciencecareers. org 4

Academic Job Search Calendar Before Sept. -Previous February – all pubs submitted -Make choices on types of positions institutions to pursue -Assemble application materi Sept. – Nov. -Update CV, reference list -Have CV reviewed -Seek advice, support of advisor(s) -Request letters of recommendation -Look postings weekly; begin to apply Nov. – Jan. -Continue applying -Prepare for screening interviews -Prepare for job talks -Ask advisors to call on your behalf 5 Feb. – May -Campus interview visits

How do I find out about faculty openings? Major scientific journals such as Science, Nature Specialty journals in your field Chronicle of Higher Education Individual institutional websites Meetings/conferences Your network 6

Academic Job Search Materials Application elements requested in survey of 30 life science-related faculty postings from Science Magazine and the Chronicle o Higher Ed: • Curriculum Vitae (30) • Letter of Application (30) • Description of future research plans/interests (21) • Letters of reference (17) • List of references (12) • Statement of teaching philosophy (8) • Representative reprints (7) • Description of research accomplishments, abstract (5) • Transcripts (4) • Descriptions of possible courses (2) • Summary of career/professional goals (2) 7

Academic Job Search Materials What do search committees do with these materials, and when? -Not always a rational, organized process; apps reviewed individually, consensus in committee -Not all documents are read before the interview Pedigree: CV Publications: CV Fit - teaching/research: CV and Cover Letter Reputation, Ability, Collegiality: Letters -You have the ability to control the first impression w/CV Formatting Order of sections Size of sections 8

What is a CV? Curriculum Vitae – (approx. ) “the course of one’s life, or career” Document used to apply for teaching or academic research positions professional history Complete Other uses for your CV Supporting document for grant proposal Required document for departmental reviews Audits or accreditation reviews Guide for introductions at conferences KEEP IT UPDATED! 9

CV vs. Resume Curriculum Vitae/Academic Resume/Business and Industry -Unlimited length -1 -3 Pages, plus pubs -Complete history; changes little -Selected history; changes to target position -Just the facts -Strict organization -Cover letter and references: Critical role -Self-promotion expected -Organized to manipulate reader -Cover letter and references: Important role 10

Sections of a CV • Name, address, phone, email, website • Education Graduate Degree(s) -University, Degree, Field, Date of completion (or date of milestone) -Concentrations or other relevant information -Dissertation: Title, name of advisor(s) Refer to abstract if you include one Undergraduate Degree(s) -Degree, University, Major, Date of completion -Honors 11

Sections of a CV • Licensure, Certification, Registration • Research Experience (ok to include thesis research with others) -University, Location, Department, Date -Your title, Laboratory -Brief research project statement(s) - sentence fragments, verb first, may include original objective and resu -Patents may be sub-category or go under Publications • Teaching Experience -University, Location, Department, Date -Your title, Course Title -Description of course accomplishments, size, may includ responsibilities and scope • Training, Mentoring, Advising Experience -Structure each listing as in Teaching Experience section 12

Sections of a CV • Other academic-related: Research Interests, Collaborations Dev Areas of Expertise (Skills), Prepared to Teach, Un Service Leadership Experience • Grants and Fellowships • Honors and Awards • Publications: Follow format used in your field -Refereed Articles -Book Sections -Abstracts -Invited Presentations -Posters -Lectures • Other (Relevant): Memberships or Professional Affiliations, Ancillary Positions Held, Languages, Community Invo • References: Name, Title, Institution, Address, Phone, Fax, Emai 13

Formatting and Tips 1. 2. 3. 4. 5. 6. 7. 8. 9. Direct the reader with consistent formatting Dates: Place on right of page; line up in column down right of Publications: Most recent first; categories ok; bold your name Change layout to target position Number each page at bottom, beginning with 2 Same font throughout, conservative Laser print original; copy professionally; white paper Proofread; get help from a colleague and lay person Do NOT include personal information, “Curriculum Vitae” if CV being used alone, “Name” 14

Formatting and Tips MOST IMPORTANT DIVIDER Next Most Important Least Important RESEARCH EXPERIENCE University of California, San Francisco 2005 -Present Postdoctoral Fellow, Laboratory of Dr. R. U. Ready -Developed novel… Case Western Reserve University, Cleveland, OH, 2000 -2005 Ph. D Candidate, Laboratory of Dr. I. Rule -Initiated discovery of… 15

16

Formatting and tips and samples www. ucsf. edu/pff 17

Describing your research The 3 -bullet format: 1. What’s the big question you’re trying to answer? 2. How are you trying to answer it? What methods? What approaches are you taking? 3. Accomplishments…What interesting things have you found? Might you find? What are the potential applications of this research? 18

Academic Cover Letters Academic cover letters for faculty positions are different • Postdoc cover letters • Industry cover letters 1 -1. 5 pages in length; perfect grammar and sentence structure Conservative sales document tailored to each position No bullets or other organizational formatting; writing quality import 19

Academic Cover Letters Sections of an academic cover letter: -Contact information: Date; recipient’s address; left justified -Salutation: “Dear Dr. Smith: ” or “Dear Members of the Comm -Opening paragraph: Why you are writing; how you heard abo -Middle paragraphs: Focus on past accomplishments in supp your “fit” for the position; explain interest in the position and the institution (depends on the school) -Closing: Explain enclosures; offer to provide additional info 20

Academic Cover Letters JOB ANNOUNCEMENT Assistant professor As seen in the 9 November issue of Science: QUANTITATIVE BIOLOGY Bard College's Division of Natural Sciences and Mathematics is seeking a colleague who will complement our existing strengths in molecular biology, biochemistry, genomics, and ecology. The successful candidate will be involved in developing an innovative curriculum in which Bard undergraduates develop a strong foundation in the traditional fields and become proficient with the computational methods employed in those fields. Preference will be given to candidates interested in involving undergraduates in an ongoing research program and in developing collaborative connections with members of the Bard faculty. In addition, opportunities exist for developing collaborations and undergraduate courses and programs with the faculty at Rockefeller University. The appointment will be made at the ASSISTANT PROFESSOR level starting July 1, 2004. Applicants should submit a letter of application, curriculum vitae, statements of teaching and research interests, and three letters of recommendation to: Robert Cutler, Biology Search Committee Chair, c/o Human Resources, Bard College, P. O. Box 5000, Annandale-on-Hudson, NY 12504 -5000. Start-up funding is available. Candidates must have a Ph. D. Applications will be reviewed as received and interviews will begin in November 2003. Affirmative Action/Equal Opportunity Employer. 21

Academic Cover Letters November 22, 2003 Dr. Robert Cutler Biology Search Committee Chair c/o Human Resources Bard College P. O. Box 5000 Annendale-on-Hudson, NY 12504 -5000 Dear Dr. Cutler: I am glad to have the opportunity to apply for a faculty position in the Biology Department of Bard College. I am writing in response to your advertisement in the November 9 issue of Science Magazine, which announced a position vacancy for a Quantitative Biologist. I am Molecular Biologist using quantitative methods to examine the relationship between…. I am currently finishing a postdoctoral fellowship in the laboratory of Ima Goddess, at the University of California at San Francisco. My approach to teaching undergraduates and conducting research with undergraduates has developed over several years, through my experience developing and delivering innovative course materials to undergraduates in both laboratory and classroom settings. In my experience, the best teaching is done through hands-on experience, so I will try to engage students in my courses by encouraging the maximum possible laboratory participation… The research project I would like to pursue at Bard College involves the development of… This is a project which I feel will interest and inspire undergraduates while allowing me to continue to produce the high profile work together with existing and new collaborators. Included in this packet, please find my curriculm vitae, statements regarding my research and teaching in… I appreciate being considered for your faculty position. Please let me know if I can provide additional information in support of my application… 22

Teaching Statements What do they ask for? Teaching Philosophy Statement? Statement of Teaching Interests? Visit website www. ucsf. edu/pff for articles and samples Appropriate length – 1 -2 pages max Support “philosophy” with examples from teaching 23

Teaching Philosophy Statements What is it? 1. Personal narrative using accessible language; not an article about teaching; tailored to the setting where you are applying 2. YOUR beliefs about teaching and learning, with evidence to provide support 3. A place to showcase your teaching strengths 4. A document that paints a positive picture for the reader of you as a teacher 5. A document where you can point to directions where you will grow as a teacher **Adapted from Washington University Teaching Center 24

Teaching Philosophy Statementsuse as checklist Five main questions addressed: 1. Why is teaching important to you? 2. What are your objectives as a teacher? 3. What methods will you use to achieve these objectives? Examples. 4. How do you assess and evaluate your effectiveness in achieving these objectives? Examples. 5. What will your teaching be like in the classroom or other teaching/learning environments? Examples. **Adapted from Washington University Teaching Center 25

Teaching Philosophy Statements A. Possible outlines – approach to a course 1. Theoretical framework 2. Goals 3. Design and Implementation 4. Assessment and Evaluation 5. Documentation and Reflection 6. ** From Brian Coppola article – visit www. ucsf. edu/pff, today’s event, to link 26

Teaching Philosophy Statements B. Possible outlines – Narrative, general 1. Title 2. Quote, metaphor, opener, relevant attention grabber (optional) 3. Thesis statement – 1 -3 sentences, your principles (questions? ) 4. Narrative to support thesis points 5. Summary 6. ** From Brian Coppola article – visit www. ucsf. edu/pff, today’s event, to link 27

Teaching Philosophy Statements C. Possible outlines – categories of courses taught 1. Introductory undergrad 2. Upper level undergrad 3. Undergrad research 4. Graduate-level courses 5. Graduate-level research 6. Postgraduate teaching and mentoring ** From Brian Coppola article – visit www. ucsf. edu/pff, today’s event, to link 28

Research Statements RULES: Know the institution Know the department Know the position READ MATERIALS on research statements: Linked from Scripps Postdoctoral Services website “Toolkit: Writing a Research Plan” by Jim Austin at www. sciencecareers. org 29

Research Statements IDEALS/FACULTY QUOTES: “…a readable, compelling agenda that fits well with the needs, facilities and goals of the department and answers the question, ‘Why must this work be done? ’” -Jim Austin article on Nextwave “The best plans build on the promising experience of the applicant but are not a direct extension of their postdoctoral work. ” -Jim Austin article on Nextwave “I don’t read it until just before I interview the candidate. -UCSF senior faculty member 30

Research Statements OUTLINE SUGGESTIONS: • Have one. Make it obvious: use explicit headings. • Topic sentences! Use funnel approach within paragraphs. • Chronological -Intro/Abstract/Exec Summary -Graduate research (project by project) -Postdoctoral research (project by project) -Future research (project by project) • Topical -Ex: Two different areas of interest described in two different “chapters” 31

Content Checklist for “Future Research” Section of the Statement • Is it sufficiently different from your past work? Advisor’s work? • Is it sufficiently important? “This work must be done!” • Is it sufficiently novel? • Is it too ambitious? Too broad? Ambitious enough? Too narrow? • Is it customized for the position? Can it realistically be carried out in the department/school? • Does it convince the reader that it is fundable? • Detailed enough to be convincing? (Yet not boring? ) • Are backup approach(es) described? • Does the overall document convince the reader that 32

Writing and Layout Checklist for Research Statements • Is it too long? (1 -3 pages generally) • Is there a clear, logical outline and roadmap? • Is it divided into short sections focused on major themes, with headings? Plenty of white space between sections? • Should lists be bullet pointed? • Are sentences easy to read? • Is there good flow between and within paragraphs? • Is data presented in an easy to review format? • Are graphs/pictures used to maximum advantage? • Is the “attitude” right? (i. e. , Not overly hyped language? Others credited? Focused on 33 contributions/accomplishments, not experiences/skills? )

Letters of Recommendation Hugely important in many search committee formats! Generally 3: Ph. D Advisor, Research Advisor, Collaborator or Research Mentor OFFER to begin your own letter! “I’d be happy to provide a template” List: What points do I want to stress about myself? List: What will be perceived as the weaknesses of my app? Divide up between recommenders based on their ability to address those issues or counter 34 particular weaknesses

Letters of Recommendation How do I ask for a letter? The initial ask, to ensure a positive letter “…Can I count on you to provide a positive letter of recommendation for me? ” (or phone reference) Take to a follow-up meeting: Job posting(s) CV Research statement Paper(s) Key items to address 35

Letters of Recommendation TIPS: • PI says, “Write your own letter” -- On opportunity!? • What do I do if they ask for “Evidence of excellence in teaching”? Recommender #3 is who best knows your teaching Follow up meeting: Include teaching evaluations, teaching philosophy statement • Timeline: Several weeks minimum, plus reminders • What do I do about negative recommendation letter? 36

NEGOTIATING: What items might be negotiated? • Personal: Salary and compensation, moving, housing assistance, day care, parking, salary advance, spouse/partner appointments or other dual-career couple issues, individual institutional issues • Start-up Funds • Space • Start date • Departmental/institutional support items • Release time • Teaching load requirements; teaching assistants • Service requirements • Tenure clock, contract renewal dates • Graduate program affiliations • Training grant “slots” 37

NEGOTIATING: HOW should I negotiate? 1. Know what you must have before you interview 2. Get the job offer; respond positively but do not commit; ask for something in writing 3. Decide if it is a good overall fit. Can you succeed in that department? Do you want the offer? Is it a top choice? 4. If so, expect to ask for more but choose items wisely • It’s a conversation about how you will succeed…“It’s not good for either party to only go back and forth once. ” -Senior research faculty, large biomedical instiution • “As a rule of thumb you can expect to win roughly four important points of negotiation in your final offer. ” -Boss and Eckert, Sciencecareers. org 38

NEGOTIATING: HOW should I negotiate? 5. Prepare private list: Make a prioritized list of what you want that is not provided in the offer. What are the deal-breakers without which you will fail? 6. Prepare public list: If asked to provide a detailed budget • “The more detailed the budget, the more credible” 7. ASK ABOUT limitations and customs in the process 8. Begin negotiating: Start out with positive and enthusiastic comment, then ask for what you must have 9. As you go back and forth, ask about or suggest win-win’s • Equipment: “If you buy it, I’ll maintain it and manage it” 10. Negotiate with integrity – this is not an ego trip 39