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Writing (Job) References for Students/Graduates
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This document is intended to offer some helpful guidelines to academic staff who may be asked to write
references for their students and graduates.
This text is offered as a source of useful information but it does not address any legal implications of
providing references […].
The purpose of references
References provide an opportunity for an employer to verify statements made by an applicant in an
application form or at an interview. They also provide a relevant opinion that supplements and clarifies other
measurements in the selection procedure, when assessing a candidate’s suitability.
Opinion is divided as to the usefulness of references as most people will choose a referee who is likely to
make positive comments, however, it is clear that employers still value them as an independent source of
information on candidates. For many students and recent graduates, the academic reference is extremely
important as a way of checking grades, consistency of effort, commitment and interpersonal skills and is
often the contact preferred by employers. […]
Who should provide the reference?
Ideally, the referee should be a tutor who has had significant involvement in the teaching […] of the student.
Where this is not possible, a senior member of staff may produce a factual reference, using opinion only
when it is supported by material on file.
Good Practice Guidelines
Raise the general issue of references with students, perhaps as part of a tutorial and ensure that
they have accurate contact details for you.
Suggest they continue to keep you informed of jobs and courses they are applying for until they no
longer require a reference from you.
Ask tutees to give you their most recent CV for your file.
Create a basic reference document for tutees which can be tailored and amended as appropriate
Work out a system of storing references and give someone responsibility for looking after them when
you are away. Store them for as long as is appropriate depending on your relationship with the
student. Refer to the Data Protection Act and any college policies for more information.
Respond to reference requests as quickly as possible and if you know you will be away on
sabbatical or vacation, advise an administrator or colleague of the location of your reference files
It is acceptable to contextualise your comments e.g. in terms of the situation in which you knew the
applicant, or even to use a disclaimer, such as ‘to the best of my knowledge’ or ‘it is my true belief’.
Wherever possible stick to the facts which can be supported by hard evidence such as exam results.
When your opinion of ‘soft skills’ is requested e.g. ability to work as a member of a team, try to link
your comments to specific situations which you have observed.
Concentrate on the positive but offer an honest opinion. If there are clear areas of concern, these
should ideally have been raised previously with the individual and formally documented.
It is perfectly acceptable to allow the student to see the reference before you send it.
Avoid writing ambiguous or ‘coded’ references – tempting though this may be on occasion. Always
try to be fair to the student and the employer
Defamatory remarks should be avoided as they may be classed as defamation of character and lead
to litigation.
Try to be consistent in the amount of detail you give about candidates and adopt a standard
approach. Legal action can be taken if there is inconsistency in procedures.
If you feel you cannot supply a reference, for whatever reason, give a clear explanation to the
employer as a simple refusal implies a negative opinion.
When sending a reference by post or email, you should mark the envelope or message ‘Private and
Confidential’ to avoid any breach of confidentiality
Quellen:http://www.nottingham.ac.uk/careers/staff/university/schools/job_references.php &
http://www.strath.ac.uk/careers/uni
_staff/writingacademicreferences/exampleofacademicreference/