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This is a very important
responsibility. What you say (or perhaps don't say) can make or
break an individual's chance at a job opportunity or admission to a
graduate school. Please
explore all the information links below in order to be better informed
about your role and responsibilities as a reference for someone.
Writing Letters of Recommendation As faculty or staff, you are often asked to serve as a reference for students. There are two main types of recommendations you may be asked to write. 1)A letter of recommendation which will be sent directly to the hiring official or a graduate school. 2)A recommendation for the student’s credential file in Career Services, a central file where references can be kept and sent to employers or graduate schools at the student’s request. The credential file can save you time by allowing you to write one reference which can be sent to numerous employers or graduate schools, rather than writing a separate letter each time the student applies somewhere. However, some graduate schools require that references be written on a form which they supply, and some employers may require that specific issues or skills be addressed in a letter sent directly to them to be used solely for their employment decision. Please note that students must choose whether the recommendation is to be confidential, in which case they sign the line at the end of the introductory paragraph and waive their right to read the recommendation. If they have not signed this line, it is a non-confidential reference and they have access to the information in the reference. Students requesting references for their credential file will provide you with this form. Please fill it out completely and return it to the Office of Career Services. Additional forms are available in the Office of Career Services if needed. If you choose to write your letter of recommendation on a sheet other than the form, that is permissible. Two samples of the recommendation forms for both a direct letter to an employer/graduate school as well as a recommendation for the credential file at Career Services are included. Both contain a sample reference illustrating the type of information you might wish to include. When you write letters of recommendation, the National Association of Colleges and Employers (NACE) strongly encourages you to consider the following guidelines: Suggested Guidelines for Written References 1. Provide a written reference only if a student has given your name as a reference. 2. When you prepare reference letters, be factual; do not editorialize. Avoid vague statements. 3. Respond to the specific inquiry about the student or job applicant. Direct the response to the particular person who requested the information. 4. If a “to whom it may concern” reference letter is requested, document that this is the type of reference requested and that the student or job applicant takes responsibility for disseminating the letter to the proper persons. 5. Relate references to the specific position for which the person applied and the work that the applicant will perform. 6. A good practice is to avoid giving personal opinions or feelings. However, if you make subjective statements or give opinions because they are requested, clearly identify them as opinions and not as fact. 7. If you give an opinion, explain the incident or circumstances upon which you base the opinion. 8. Be able to document all information you release. 9. If the reference letter you write is not for the student’s credential file and is going directly to an employer/graduate school, it is recommended you include the following statement; “Please be advised that the information contained in this letter is confidential and should be treated as such. The information should not be disclosed to [name of student, if student has waived access] or anyone in your organization who would not be involved in the hiring [or admissions] decision regarding this individual. Additionally, the information should not be disclosed to anyone outside of your organization without the consent of the student.” Statements such as this give justification for the communication and leave no doubt that the information was not given to hurt a person’s reputation. (You do not need to include this on the recommendation form for the Career Services credential file, since references sent from Career Services have an attached cover which identifies the recommendations as confidential and not to be shared with those not involved in the hiring or admission decision.) 10. Do not include information that might indicate the individual’s race, color, religion, national origin, age, disability, citizenship status, sex (unless by the individual’s name it is obvious), or marital status. Verbal References 1. Do not disclose information regarding a student’s education record without the written consent of the student. 2. Informal “lunch” discussions or “off the record” telephone conversations with prospective employers regarding a student’s performance should be avoided unless the student is aware of the discussions and has given approval for such conversation. 3. Information given should be factual, based upon personal knowledge/observation of the student through direct contact with the student. 4. If any employer contacts faculty and advises the faculty that a student has given permission for the faculty member(s) to give a verbal reference, verification of this permission should be obtained from the student before giving any information to the employer. Such verification can include a copy of the student’s signed employment application listing the faculty as a reference, or a verbal confirmation by the student, followed by written confirmation. 5. In addition, those giving verbal references should follow “Written Reference” guidelines 2 through 10 (excluding guideline 4).
Tips for Letters of Reference If you have been asked to complete a letter of reference for a student, here are some tips designed to assist you when preparing the letter.
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