The Academic Job Search Process
Core Application Materials
Most announcements request a standard set of materials from the applicant, usually comprised of a cover letter, curriculum vitae, and three letters of recommendation.
Cover Letters
Job announcements will often ask for a "letter of application," or "cover letter." Sometimes these announcements don't request anything, as in the MIT sample. You should send a cover letter anyway. This is your opportunity to expand upon your CV and make a first impression, impressing the reader/search committee member with your suitability for the job. Remember that first impressions in writing matter, too-make certain your letter is neat and impeccably written. A poorly written letter will almost immediately eliminate you from the list of viable candidates. Expanded information about academic cover letters is available on the GCCSO Web site.
Curriculum Vitae
The curriculum vitae, also known as a "CV" or "vita," is a comprehensive statement of your educational background and your teaching and research experience. It is the standard representation of credentials within academe, analogous to the résumé in the corporate sector. CVs should emphasize your strongest qualifications and should provide enough detail to stand up under intense scrutiny during a thorough reading. Detailed information about the format of the CV is available on this Web site.
Letters of Recommendation
Most job postings request at least three letters of recommendation. Carefully consider whom you will ask to recommend you. You should ask your dissertation adviser as well as other faculty members with whom you have worked closely-either as a researcher or in classroom instruction. All of your recommenders should know you and some element of your work fairly well. When asking someone to serve as a recommender, phrase your request so that the individual may decline if she does not feel comfortable recommending you-either because they do not know you well enough or do not feel the quality of your work merits a strong recommendation. You might say "I'd like for you to serve as a reference on my behalf. Do you feel you know me and my work well enough to serve as a positive reference?"
While you probably wish to ask your recommender in person, you should also follow up with a written letter or e-mail message confirming the faculty member's willingness to serve as a reference. Your letter should also indicate that you wish for the recommender to discuss your educational performance with potential employers. Your explicit consent on this matter is important-and necessary-because some legal experts view letters of recommendation, and the information they provide about a students educational record, as a violation of the Family Educational Rights and Privacy Act (FERPA). Your request letter is basically a formal waiver of your right to privacy.
Supply your references with a recent copy of your CV and any other materials that might help them comment positively on your work, such as a writing sample, dissertation chapter, or statement of research goals. This will allow them to potentially comment on your suitability for particular positions. Keep your recommenders apprised of the positions for which you are applying.
When requesting a letter of recommendation from faculty members, be certain to give them plenty of lead time and consider the time necessary for mail delivery. Keep in mind that they are very busy and may not be able to respond to a last minute request. Many students worry that they are imposing upon the faculty members they ask for recommendations. Don't let this worry you too much. It is in the best interest of members of your department to recommend you, as the department's continued esteem is dependent in part upon its ability to place its graduates in permanent positions.
Credentials Files
Students applying for numerous positions may wish to establish a credentials file, also sometimes known as a "dossier," "placement file," or "electronic portfolio." A credentials file is a centralized collection of supporting materials for your job search, and it usually includes several letters of recommendation written on your behalf. The organization supporting a credentials file mails out copies of specific materials at your request. Reliance upon credentials files is standard practice in several disciplines, and a few University of Illinois departments even support credentials files for their doctoral students. An independent online resource is Interfolio, which charges an annual membership fee as well as a delivery fee per item.
Establishing a credentials file will simplify the letter-writing process for your recommenders-they only need to write one letter which then may be distributed numerous times. It also can be of benefit to you if you are concerned about the reliability of a reference-it can allow you to regain some control over when letters are mailed. However, a personalized letter will almost always seem more powerful than a standard form letter addressed "to whom it may concern." If the volume of your applications necessitates a credentials file, consider requesting specialized recommendations for a few choice positions.