Reference Information

Different Types of References

1. DEVELOP A LIST OF VERBAL REFERENCES

For many candidates this is the most commonly used and preferred method for supplying references for employment.  Candidates should develop a list of 3 to 5 references that include the person's name, title, and business address and business phone number.  You may also wish to include the context of the relationship e.g. (Mr. William Smith current supervisor since 2003).  Select people who can comment on your past accomplishments, skills, potential, work ethic and character.  You might ask faculty members, employers, internship/student teacher supervisors or college staff.  Prior to adding someone to your list, it is important that you ask him or her if they would be willing to serve as a verbal reference before you provide their name to potential employers.  The list may be sent out with your cover letter and resume.  It may also be given to an employer at the day of your interview.   The list should be typed and printed on the same quality paper and font type used on the resume and cover letter.

2. LETTERS OF REFERENCE - Maintained by the candidate

With this option you can ask people to write you formal letters of reference on their business letterhead.  The candidate should keep the originals as a master copy and send photocopies to prospective employers.  You may also bring copies along to your interview.  Your final packet should include a personal coversheet, 3-5 references and if you are an education major, your transcripts.

As with the list of verbal references, it is important to ask people if they would be willing to write a positive letter of recommendation.  Provide people with the option of refusing if they feel they do not have the time or feel they do not know you well enough to write an effective letter of reference.  When asking faculty or employers to write you a letter be sensitive to the timing.  Don't expect to ask them to write your letter the day before an interview.  Use common courtesy and allow at least two weeks for them to get it to you.  It is helpful to provide the writer with a copy of your resume that highlights all of the areas you are involved in.  Letters of reference can be addressed to Dear Hiring Manager if you are using the same reference for a number of jobs.

3. GRADUATE SCHOOL REFERENCES

Students who are applying for graduate school often need to complete individual reference forms for each college they are applying to since some schools have different types of evaluative criteria.  If the school does not require its own form, graduate school references may be prepared by the writer on professional letterhead. In these cases, the references may be used for more than one school. Candidates are advised to read through the reference information carefully and to contact graduate schools if it is unclear if a general letter would be appropriate.

Typically the references for graduate school should be from at least two faculty members. A third reference may be from an employer, particularly if it is from an employer who supervised the candidate in career-related work experiences such as an internships or student teaching. Graduate school references should focus on the candidate‘s academic performance, personal character, commitment, knowledge in the field of study, and his or her professional career goals.

Advice For First Time Reference Letter Writers

In today’s competitive job market, job applicants are being forced to use every available tool to be successful. Writing a letter of recommendation is not a simple task and must be taken seriously, because it could mean the difference between being hired or being rejected. The job hunter has little control over letters of recommendation, so we offer the following as suggestions on how to be an effective evaluator.


 

1. Include your affiliation/relationship with the person. Were you a supervisor? President of the company? Advisor? Professor? It is important to indicate this because a professor may see the academic skills while a supervisor may be able to identify work habits.

2. Give honest and factual information. When approached to write a recommendation, ask yourself if you honestly know the person’s qualities. If you have not had much contact with the person you cannot give an accurate description. It would be better to decline to write a recommendation than to write a vague or irrelevant one.

3. Have the person give you a list of accomplishments, organizations that he/she belongs to, or any other relevant information. It might surprise you to see how much that person has done outside of your contact with them. This can also help you get a more accurate picture of the individual. Having the person give you a copy of his/her resume is an easy way to have this information at hand.

4. Concentrate on several different aspects of the person. Specifically identify his/her skills, attitudes, personal attributes and growth, as well as his/her contributions to and performance within your organization. It is extremely important to include examples where possible. It is one thing to state that someone had some good ideas and another to say, “John integrated reading and writing into a language experience program with an emphasis on comprehension.”

5. The appearance of a letter is a reflection on both you and the candidate, and it can also determine whether it will be read or not. Please type your recommendation. Recommendations are often photocopied, so clear, clean copies are necessary.

6. A recent national publication listed the following eight characteristics as important when evaluating teaching candidates:

empathy
a divergent, abstract thinking style
the ability to be a "self-starter"
the potential ability to lead		 a high energy level
intelligence
a high level of commitment
the recognition that excellence is a journey not a destination

7. The following list of attributes (compiled by the National Association of Colleges & Employers) is often listed by employers as tools on which to base eventual selection. These are excellent points to address:

1. ability to communicate 9. flexibility
2. intelligence 10. interpersonal skills
3. self confidence 11. self knowledge
4. willingness to accept change 12. ability to handle conflict
5. initiative 13. goal achievement
6. leadership 14. competitiveness
7. energy level 15. appropriate industry skills
8. imagination 16. direction

8. Don’t reference characteristics that can be the basis to discrimination, such as race, nationality, gender, religion, age, appearance, any handicapping condition, marital or parental status, or political point of view!

9. Beware of the power or words! Some words seem harmless in every day conversation, but carry positive or negative connotations to a prospective employer.

a). Avoid bland words such as:

nice
reasonable
good
decent
fairly
satisfactory

b). Powerful words which are appropriate to use include:

articulate
effective
sophisticated
intelligent
observant		 expressive
creative
efficient
cooperative
imaginative		 dependable
mature
innovative
assertive
significant

10. When you prepare reference letters, be factual; do not editorialize. Avoid vague statements.

11. When it is possible, relate references to the specific or types of position(s) for which the person applied and the work the applicant will perform.

12. A good practice is to avoid 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. If you give opinion, explain the incident or circumstances upon which you base the opinion.

13. Although areas of improvement or weaknesses may be helpful to the employer, anything strongly negative or critical should not be said in a letter of reference unless you have documentation available. If you have serious doubts about the individual’s abilities or character, it may be best to refrain from giving a reference to the student.

Source: The NACE Legal Monograph: A New Dilemma: Reference Letters & Checks

Tips For 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 employer 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 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. Students are strongly encouraged by Career Services to ask faculty and other references if they would be willing to serve as a reference before providing their names to potential employers.

5. When you provide a verbal reference, be factual; do not editorialize. Avoid vague statements.

6. When it is possible, relate references to the specific or types of position(s) for which the person applied and the work the applicant will perform.

7. A good practice is to avoid 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. If you give opinion, explain the incident or circumstances upon which you base the opinion.

8. Although areas of improvement or weaknesses may be helpful to the employer, anything strongly negative or critical should not be said unless you have documentation available. If you have serious doubts about the individual’s abilities or character it may be best to refrain from giving a reference to the student.

Source: The NACE Legal Monograph: A New Dilemma: Reference Letters & Checks

Last Modified: August 21, 2006