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General Guidelines for Providing References

How to Write a Reference

Faculty and staff are frequently requested to write references for students who are seeking internships or employment.  The following information may be helpful as you approach this important task. 

  • Clearly identify the student, your relationship, and the time period of that relationship.  If the contact was primarily through class(es) provide the course name.  If it was through employment indicate what the student’s job entailed.
  • Provide information (from first-hand knowledge) on the student’s increased knowledge, skill level, understanding of materials, and people relationships during the period you knew her/him.
  • Request that the student provide you with a copy of her/his resume and information about their career goals and the kinds of opportunities for which they would be requesting a reference.
  • Employers and graduate/professional programs will be evaluating applicants on the basis of a number of factors which might include the following:
    • Communication (written, oral and listening)
    • How the student is motivated
    • Interpersonal skills including one-on-one and group or team-working skills
    • Technical knowledge
    • Research skills
    • Initiative
    • Planning and organization
    • Analytical/problem solving ability
    • Adaptability
    • Integrity

Specific information you can give to support these attributes will be helpful to the reader of the reference.  Avoid references to race, national origin, religion, age, health, marital status, etc.  Focus on the positive.  If you cannot provide a positive reference advise the student.

A reference is a document or conversation sharing your judgment of the professional competence and your assessment of the relevant qualities of the person being recommended.  The purpose is to assist the employer (or graduate or professional school) to better understand the relevant qualifications and qualities of an applicant.

Be very careful to share only information of which you have first-hand knowledge or experience.  It is wise to use the phrase “in my judgment…," especially for points that are subjective.  Ask the person requesting the reference to provide you with information about what the reference will be used for and if there are things they particularly want you to address.  Getting a copy of their resume may also be helpful.  Comments about timeliness in meeting deadlines and class attendance and participation are usually appropriate.  Comments about participation in a collaborative effort are also helpful.  Try to provide specific examples whenever possible.  Avoid comments about religious or political beliefs, health, ethnicity, marital status, age, gender and other personal information.     

If you receive a request from someone seeking your comments without the applicant’s request/permission for you to serve as a reference you should inform the requestor that you cannot make any comments without permission.   When an applicant requests you serve as a reference you are not obligated to do so.  If you have reservations about serving as a reference you should decline or at least share those reservations with the applicant.

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Guidelines for Completing Faculty Recommendations for a Reference File maintained through the Career Center

Graduating students may establish a reference file and solicit faculty references for that file to be made available to prospective employers and graduate/professional schools.  Writing references is a difficult yet important task since officials usually weigh these evaluations heavily in the selection process.  Therefore, in fairness to the student, the reader, and the reference writer, it is essential that these evaluations be honest, objective statements regarding the student's performance.

The following paragraphs are intended to provide you with more information and some recommendations to assist you in this important responsibility:

  • Registrants with the Career Center may choose to have either confidential or non-confidential evaluations in accordance with the Family Educational Rights and Privacy Act of 1974.  The evaluation forms you will receive will be identical except that the forms for students choosing the confidential option will have a statement to that effect and will be identified at the bottom of the form in bold letters, "CONFIDENTIAL RECOMMENDATION."  The non-confidential form will not carry the word "Confidential" but will have a statement indicating that the evaluation can be shown to the student.  Confidential recommendations for students who have established a reference file should be returned directly to the Career Center.  You can complete the form or submit a "to whom it may concern" letter on university letterhead.
  • Students should complete the top portion of the form.  They have been asked to meet with you in person to request that you complete the form and return it to the Career Center.  You are not obligated to complete a reference.  If you have reservations providing a reference please share them with the student or let them know that you recommend they find someone else.  
  • We recommend you do a rough draft evaluation.  Review and make necessary revisions before committing it to the actual form.  Be brief and concise, but remember that the reader may not have ever met the person being evaluated.  All ratings and comments must be supportable by fact.  In fairness to the individual being evaluated, prospective employers, and yourself, do not make general statements that are not supported. 
  • We recommend you avoid references to sex, race, age, physical limitations, marital status, religion, or national origin.
  • Please type or write legibly in black ink.  The evaluations are photocopied; therefore, it is necessary to submit dark, clear originals.  Prompt completion and return of these forms can be of great assistance to your students.
  • State Board policy also requires that references and written evaluations can be deleted from the reference file upon a written request from the registrant.  Deleted references or evaluations will be destroyed.  In no event will the deleted references or evaluation be available to the registrant who has established a confidential file.  
  • References or evaluations can be deleted upon written request by the author of the reference.  In such cases, we are required to notify the registrant.
  • Your assistance in helping us provide this valuable service to students, alumni, and employers is very much appreciated.

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