How to Proofread and Edit an Academic CV
If you’ve worked with professional CVs before, you may feel prepared to proofread and edit an academic CV. But academic CVs serve a distinct purpose and come with different expectations.
In academia, particularly in the US, a CV is used to apply for teaching roles, research positions, fellowships, and grants. Unlike a professional resume, it provides a detailed, often exhaustive, account of a person’s academic background and achievements.
In this post, we’ll explain what goes into an academic CV, outline how it differs from a standard resume, and offer tips for proofreading and editing one effectively.
What Is an Academic CV?
An academic CV is a comprehensive document that outlines a person’s scholarly background, achievements, and contributions to their field. It’s commonly used when applying for roles in higher education or research institutions or for grant opportunities.
Unlike a professional resume – which is typically one to two pages long and highlights key achievements tailored to a specific job – an academic CV is often several pages long and offers a full account of a candidate’s academic career. An extra point of confusion here is that what is known as a resume in the US is typically called a CV in the UK! But let’s ignore that for now and focus only on academic CVs.
While a resume aims to showcase employability in a concise, skills-focused format, an academic CV is expected to be exhaustive, demonstrating depth of knowledge and sustained engagement in a discipline.
What to Include in an Academic CV
There is no universal template for an academic CV, but most include the following sections:
- Name and contact details
- Personal statement (a short overview of a person’s academic focus and career goals)
- Education history listed in reverse chronological order
- Academic appointments or teaching experience
- Publications (e.g., journal articles or book chapters, including forthcoming ones and any currently under review)
- Grants and funding, such as scholarships, fellowships, or research grants
- Conference presentations and talks delivered
- Professional memberships, such as academic societies, associations, or editorial boards
- References, typically from two or three academic referees
Don’t be surprised if the final document is several pages long! Length isn’t a problem – accuracy, relevance, and clarity are what matter.
Proofreading and Editing an Academic CV
Proofreading an academic CV may involve a little more than checking for typos or grammatical issues. You’ll need to ensure the document presents the applicant’s academic achievements clearly and consistently. And if you have been asked to edit an academic CV, you will need to dig deeper to ensure the content is easy to follow and presented in a way that aligns with the position they’re applying for.
Next, we’ll break down what editing an academic CV might entail in practice.
Review and Follow the Brief
Before you begin proofreading, check which type of opportunity the CV is intended for. Is the applicant applying for a teaching role, a research position, a fellowship, or a grant? Understanding this context will shape your editorial approach.
For instance, if the CV is for a teaching-focused institution, you’ll want to ensure classroom experience, curriculum development, and educational philosophy are clearly highlighted. On the other hand, a CV intended for a research-intensive postdoctoral role should prioritize publications, grants, and research methodologies.
Tailoring the CV to the opportunity in question ensures the most relevant information is emphasized and easy for decision-makers to find.
Ensure Accuracy and Consistency
It’s essential that grammar, punctuation, and spelling are all correct. But equally important is consistency, particularly in formatting. This includes checking the following and making corrections as necessary:
- Headings should follow the same style and hierarchy throughout.
- Date formats should match from section to section.
- Bullet points should have a consistent and logical style.
- Citation formats should be uniform.
When a CV spans multiple pages, consistent formatting is key to ensuring readability. If you notice inconsistencies in citation style – for example, switching between APA and MLA – make corrections if you can, or leave a comment asking the client to follow one standard style throughout.
Assess the Structure and Flow
A well-structured academic CV should be easy to navigate. At a basic level, this means making sure the structure and layout are clear and consistent. But if you have been asked to perform a more in-depth edit, it might also involve checking that sections follow a logical order and that key information isn’t buried deep in the document. Does the candidate’s most impressive experience appear near the top? Are their publications grouped logically and clearly presented?
If the layout feels cluttered or the sequence disorganized, you may be in a position to make significant edits – or you might leave comments to recommend restructuring. If you are responsible for making changes, it can help to group related information under subheadings (e.g., separating publications into peer-reviewed articles, book chapters, and works under review). Ensure that each section begins with the most recent entry and avoids repetition.
Evaluate the Relevance of Content
One of the most valuable contributions an editor can make is helping the writer refine what’s included. Academic CVs are often long, but they should never be padded with irrelevant material.
Ask yourself whether each section contributes to the candidate’s case for the position. Irrelevant part-time jobs, outdated certifications, or extracurricular activities unrelated to academia can usually be cut or condensed. If in doubt, leave a comment asking the writer to consider whether the information adds value.
Tailor It for the Role
Even though academic CVs are comprehensive, they should still be tailored to the specific circumstances. Look for opportunities where the candidate could do more to align their CV with the role they’re applying for. A personal statement that reads like a generic bio might be fine for a general CV, but it’s not appropriate when applying for a specific academic post. Similarly, if a job advert places heavy emphasis on teaching innovation or interdisciplinary collaboration, the CV should reflect this.
Leave constructive comments suggesting where content might be adjusted to better reflect the requirements of the role. Even making minor tweaks, such as reordering bullet points or expanding on a relevant project, can significantly strengthen a CV.
Watch Out for Common Pitfalls
There are a few recurring issues to look out for when proofreading academic CVs.
People often reuse phrasing across different roles, which can make the CV feel repetitive. Encourage variation in how they describe similar tasks, and ensure the content is detailed enough to paint a clear picture – without being overwhelming or wordy.
For example, you might see something in a list of tasks or duties written in a very basic way:
Taught undergraduate seminars
As an editor, you would be doing the client a favor if you suggested changing this to something more expansive:
Developed and delivered seminars for second-year literature students
Whether you can make this kind of change directly or simply suggest it in a comment will depend on the project brief, but it is still a useful point to look out for.
In contrast, some academic writers can get carried away and provide too much detail. If bullet points become overly long, they can be hard for the reader to follow and take in. So you could edit them to be more concise or suggest breaking long points into multiple shorter ones, rephrasing them as short, impactful statements.
Finally, it’s vital that the tone is professional throughout. If a writer’s tone changes or slips somewhere in the document, you’ll need to make sure it is free from colloquialisms, vague descriptions, or overly casual language.
Becoming a Professional Proofreader or Editor
If you’re interested in the intricacies of editing different document types, freelance proofreading or editing could be the career for you!
Our comprehensive Becoming A Proofreader and Becoming An Editor courses cover everything you need to know about spelling, grammar, and punctuation, but they also teach you how to approach different types of documents, including formal writing and professional documents such as CVs and resumes. And they include hands-on practice and expert feedback to help you build confidence.
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