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Guidelines
As
an individual that has been asked to complete a letter of recommendation
or serve as a reference, you have several obligations to the student or
alumnus that has asked you to do so:
-
If
you cannot provide a positive recommendation in support of the
individual’s candidacy, please decline to write a letter or to serve
as a reference. Provide
information to the individual as to why you have declined to serve as
a reference.
-
Ask
the individual for any information that may help you complete the
letter – i.e. a copy of her/his resume, transcript or additional
information.
-
The
presentation and professional appearance of your letter often impacts
the individual’s candidacy. Please be sure that the letter is typewritten rather than
handwritten. Proofread it
carefully for typographical and grammatical errors.
-
Be sure that your professional
affiliation to the individual is clear.
Indicate how you can be contacted for additional information
and list time frames that the contact information is accurate.
You should include address, phone number and email address if
applicable.
PLEASE NOTE: When
serving as a reference for a student, it has been recommended by
UW-Green Bay Legal Counsel, Melissa Jackson, that faculty and staff
members request that a student complete a FERPA release. This serves as
documentation that the student has asked you to write a letter of
recommendation and provide it to the designated organizations or
institutions. Under FERPA, material that is often addressed (ie: GPA,
courses, performance, etc.) in letters of recommendation are considered part
of a student's educational record. Click on the link below to access a
copy of the release in either MS Word or in PDF. Any specific questions
about the signed release should be directed to our University Legal
Counsel.
Melissa Jackson, University
Legal Counsel
University of Wisconsin-Green Bay
920/465-2622 (direct)
jacksonm@uwgb.edu
Website:
www.uwgb.edu/legalcounsel/
Preparing Your Letter
-
If
your letter is a general, open letter for employment or admission to
Graduate/professional School, date the letter and address it as “In
Reference to the Candidacy of (Individual’s Name).”
You may provide an original to the individual for future use as
well as forward a copy directly.
Providing an original puts the responsibility on the candidate
to provide the information as requested.
-
Indicate
your relationship to the candidate and the length of time you have
known/worked with the candidate.
-
Be
objective and realistic in describing such things as strengths,
“on-the-job” or “in-the-classroom” performance, planning and
follow-through abilities, flexibility, professional qualities,
teaching/professional skills, interpersonal skills or other skill
areas.
-
Give
your professional opinion of the potential for success of the
candidate. Be sure to
explain the incident or circumstances upon which you base this
opinion.
-
Do
not include information that might indicate the individual’s ethnic
background, religion, national origin, age, handicap, citizenship
status, sex or marital status.
-
State
in the letter, “This information is confidential, should be treated
as such, and is provided at the request of (name of individual), who
as asked me to serve as a reference” or similar language.
Additional
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