For Reference Letters for Jobs
Required InformationProvide a copy of your resume.Provide a copy of your unofficial transcript(s) or degree progress plete the table and three questions below the tables. Just delete the examples and type in your own information.For letters that need to be mailed, provide addresses on peel-off labels.Provide any additional formsReference Letter(s) From PlunkIf you are applying for multiple programs spread out over a couple of months (e.g., November 15 to January 1 deadlines), then submit your online letter requests early and around the same date (regardless of deadline). The reason is that it saves me a lot of time writing the letters when I can open up all the information on you at once, and then focus just on letters for you. Thus, I don’t have to reopen your letter, form, transcript, etc. each time I am writing a new letter. Also, if I have letter requests trickling in every few days or weeks, it also makes it more challenging for me to find time to do your letters. Fill in my information on the paper or online forms. This will help me finish the letters in a timely manner.Scott Plunkett, Ph.D.Title: ProfessorInstitution: California State University NorthridgeAddress: Department of Psychology, 18111 Nordhoff Street, Northridge, CA 91330-8255Phone: (818) 677-2827Email: scott.plunkett@csun.eduI will also write a more generic letter (if requested) for your career portfolio or if you are including reference letters in a shotgun approach (i.e., mailing out lots of cover letters, resumes, and reference letters to prospective employers).I will keep the letter on my computer for future reference. Also, I will customize the letter to each organization or graduate program. Your Name here:Form for Jobs (delete the info in the table and replace with your information)Position TitleAddress (if relevant)DeadlineDeliveryAdditional Comments Child Placement CoordinatorJane Smith, MSWDirectorYouth & Family ServicesNorthridge, CA 9133012/01/07Mail toorganizationRequires the candidate to be fluent in Spanish, which I am. Wants a person with experience working with adolescents. I was a high school math teacher for 3 years in a Los Angeles public school.School CounselorJane Smith, Ph.D.SuperintendentABC Senior High SchoolLos Angeles, CA 9000011/15/07I will pick letter up Requires 2 years of teaching experience. I was a high school math teacher for 3 years in a Los Angeles public school.School CounselorNot applicable11/15/07I will pick letter up I would like 5 signed generic letters for school counseling positionsForm for Graduate Programs (delete the info in the table and replace with your information)UniversityProgramDegreeOtherForms?Address (only if it needs to be mailed)DeadlineDeliveryCalifornia State University Northridge Marriage and Family TherapyMastersNoSelection Committee18111 Nordhoff StreetEducational Psychology & CounselingNorthridge, CA 9133012/01/07Mail toSchoolUniversity of California Los AngelesClinical PsychologyPh.D.YesJane Smith, Ph.D.Director of Psychology100 Westwood Blvd.Los Angeles, CA 9000011/15/07I will pick up?Alliant International University?Clinical PsychologyPsyDNo?1/21/08online????????????????????????When did we first meet, and in what capacity? (delete the info below and replace with your information)I came to you for advising in September 2007, and/or I was in your FCS 432 class in Fall 2007What class(es) did you take with me, what semester, and what grade(s) did you receive? (delete the info in the table and replace with your information)CourseTitleTerm GradePSY 460Counseling and interviewingSpring 2007A-PSY 442Communication and Conflict ResolutionFall 2008AIs there any other information you want me to know? (delete the info below and replace with your information)I volunteered with the CSUN Helpline. I worked on your research project for 2 semesters. I speak Fluent Armenian and Farsi.General Information About References“What someone says about you has a much greater impact than what you say about yourself.”Why References Are ImportantReferences do not usually get you a job, but poorly chosen references can cost you a job if not properly groomed.References confirm and reinforce your personal and professional strengths.Referrals give instant credibility. They earn your resume additional time of scrutiny because references do not want to attach their name to a bad candidate.References are particularly important if terminated from your most recent position.Characteristics of Excellent ReferencesSuccessful professional life.Confident and charismatic demeanor with good oral and written skills.Enthusiastic about helping you.The reference knows the recipient of the letter or someone the recipient knows.The reference is someone who is known to the recipient of the letter.The reference is someone whose letterhead, qualifications, and/or title will attract the recipient’s attention or give credibility to the statements–and to you.Important Considerations Regarding ReferencesMake sure they have different last name than you. If their last name is the same as yours, then they may want to say in the letter that they are not related to you.Have a list of five typed references available. Include name, title, full address, email, and telephone number. Always seek permission from references before listing them on an application or reference list.Reassure the references you will not abuse the use of their names (i.e., don’t send out your list of references indiscriminately to organizations).Make sure the employer is interested in you before you give them your reference list. If references are called too many times they can become apathetic, less enthusiastic, and annoyed.Ensure your references can receive calls during business hours and can privately talk about you.Provide your references with copies of your resume so that they can hand it out to others.Tell the reference the types of positions you are seeking and ask for referrals.Advise reference any time you give out his/her name. Tell the reference who will be calling, the nature of the position, your qualifications, any special areas of employer interest or concern. This allows the reference to tailor the recommendation toward the specific job position.Ask the reference to notify you when they are contacted.Possible References for JobsFirst, and foremost, your references need to know about your abilities/skills/attributes.Former supervisors.High-level executives who know your contributions.Professors and university administrators who are familiar with your capabilities.Key employees of consulting firms who conducted business with you.Colleagues who have served with you on committees or task forces.Members of professional organizations who have worked with you.A subordinate who can verify your supervisory skills.Letters of Recommendation for Graduate SchoolIn general, the best references for graduate programs are current or past professors. Ideally, these professors will be tenure-track or tenured professors (e.g., assistant professor, associate professor, full professor).If you get a letter from a part-time faculty member / lecturer, it is best if they have the level of degree for which you are applying (i.e., at least a master’s degree for a master’s program and a doctoral degree for a doctoral program).Try to avoid getting letters from graduate student teaching assistants or graduate student research supervisors.At least 2 letters should be from faculty members who can attest to your potential to succeed in graduate school.The best letters are from faculty members who have had considerable contact with you, especially in a non-classroom setting, and/or worked with you professionallyExamples include: served as your academic advisor thesis chair, or thesis committee; supervised you on a research project; co-authored a paper or conference presentation with you; served as an adviser to you in your role as an officer in a campus organization; worked with you on a community project.Some graduate programs (e.g., social work) often require a letter from a faculty member as well as a letter from a current/past supervisor. Thus, if you have work or volunteer experience in the field, you could have a current or past supervisor write one of the reference letters. Do not include letters from public officials, religious leaders, or lay people, unless they can attest first-hand to your academic capabilities, research skills, or professional abilities.Develop a positive relationship with at least 3 or 4 of your professors.Stop by their office hours when you are in their class.Briefly stop by their office hours after you are no longer in their class. Talk with them outside of class will allow them to customize their letters with information beyond your class performance.Ask potential references if they can write a write a strong letter of recommendation.Ask your references cordially and formally.Note from Plunkett: I believe it is the responsibility of faculty members to be available to write letters for students. However, I also believe it is their responsibility to be honest when composing the letter. So, if you received a good grade in the class, but you came in late to every class, then expect the letter to represent both characteristics.Do not wait until the last minute to ask for letters. Ask references if they can write the letters well before the deadline (at least 4-6 weeks before the application is due).If letter writers hint they does not have much to say about you, that they have a few concerns, or do not have time, then politely thank them and ask someone else. It is possible they were hinting they not feel comfortable writing a letter for you.Provide your references with very brief and clear instructions (e.g., contact person at the graduate program, title, complete mailing address, deadline)Provide pre-addressed envelopes and postage if they need to mail the letter.Letters of reference are not necessarily a high priority for your references; therefore, make the process as easy as possible for your references. Forms should be filled out completely (including the reference’s name, address, affiliation, etc.); except for the reference’s signature and ratings.If you are applying to multiple programs, submit your materials to the programs around the same time. This way, your references are not getting email links spread-out across weeks or months. Note from Plunkett: When I complete references from students, I want to complete all the letters all at once for that student. This also helps me plan my time and keeps me organized. When the reference requests come sporadically, it is much easier for me to miss a deadline.Tell your references the deadline when you need the letters.For online submissions, let them know the exact date. Many online submissions will also inform the letter writer of the due date. For letters that need to be picked up, ask for the letters before the official deadline because you will need to coordinate picking the letter(s) up, and then delivering the letter to the program.Prepare a packet to help your references write your letters of recommendation. Include the following:Your full nameA one-page letter to your reference. Your letter should include:A reminder of your relationship with the reference, such as:What classes you had with the reference, when you had them, and what grades you received The number of hours/semesters you worked with them, what duties you performed.What type of program you are applying to and why you selected that type of program.A description of your strengths and why you think you will be successful in a graduate programSpecial skills or talentsStatement of career interests and goalsA description of your weaknesses and how you have or plan to address the limitations (e.g., taking statistics class).A resume or vitaA statement of purpose / personal statementA list of all programs, the title of the university, program, and, if appropriate the professor and description of the program and lab for each school. Make deadlines very clear – put the earliest one at the top. Also, note if the letter is to be given to you or to the school.A copy of your GRE scores (if applicable)Your GPA (overall, major, minor)List of courses taken in major and grades earned, or a copy of transcripts. Reference forms and/or guidelines. Waive your rights to read the letter or form. Recipients place more credence in letters that are not read by students. If you are in doubt about the kind of recommendation the reference will write, then ask.Peel off labels with the school address for each program. Send a short, polite, and friendly reminder about the deadline one week before the letters are due.Send a friendly reminder the day before the letters are due.After the application process is finished, follow up with a “thank you” card/email.After you hear back from all programs and/or make your decision, then inform your letter writers about the outcome.Nurturing your ReferencesIf you want a letter from a faculty member, do the following:Perform well in the class (especially above the class average).Act professionally in class (e.g., be on time, attend class, be respectful of others’ opinions).Stop by their office hours so they connect a name to the face.Ask for their advice on education and career.After you leave their class, maintain contact with the professor so they remember who you are (e.g., occasional update email, stopping by their office).Provide references with resume, personal statement / career goal, transcript, etc.Send a letter expressing appreciation for being a reference that includes a one-page summary which concentrates on your positive character traits, job-related skills, and accomplishments.For graduate programs, provide filled-out forms as well as addressed and stamped envelopes.Ask the reference what information they need.Always give references at least two weeks to write a letter. Note from Plunkett: I write 400-500 letters from October to March for about 40-60 students. Thus, the earlier you get me all the information and links (for online letters), the more likely I will be able to complete the letters on time.Advise and thank all references when you accept a new position. ................
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