Helping Students with the Application Process

Obviously, when students apply for a job, graduate school, or a scholarship, they are stepping up a rung on the academic or professional ladder; however, they typically need help or even a shove to take that step effectively. Some students aren't sure how to take themselves or even their supporters seriously, and they don't realize how to approach the process professionally. Thus, any mentoring you can provide is helpful-even if it's in the form of referring students to others, such as other faculty, fellowship directors, tutoring centers career service centers, or other campus resources.

Frequently, students are not aware of the conventions they should adhere to when asking for a letter of recommendations, and they do things such as clumsily ask you for an all-purpose, non-confidential letter that they can carry away with them to any job or opportunity they might apply for. In cases such as this, students need your guidance, which can be spun in a way that helps them recognize the process as an exercise in professionalism. Any student who approaches you in this manner needs to know that employers and graduate schools expect recommendation letters to be confidential, and that a generic reference letter, by definition, does not apply well to specific circumstances.

Further, students who prepare personal statements as part of their application often need help in doing so, especially in technical fields. In some cases, faculty are asked to comment on the students personal statement or research plans as part of their role as a reference. Whether doing so or not, many faculty ask students for copies of any materials that might help them prepare a letter of endorsement- such as a personal statement or resume-and the most generous provide critique on these documents.

To help guide students through the process of soliciting your aid as a recommender, the next section is provided as a way to summarize standard protocol that the student may not be aware of.

Think Through the Application Process First

Before you approach anyone for a letter of reference, identify the number of people that you will need and the type of materials that you have to prepare. Many references will expect you to know this before they agree to write a letter.

Use the Application Materials to Help You Choose Letter Writers

Application materials are your best ally in choosing the best letter writers. Some applications, for instance, encourage you to choose individuals who can speak to your teaching ability or character rather than those with the highest stature. Take this advice seriously and follow it, seeking a best fit rather than a big name.

Seek a Mix of Letter Writers, and Identify Their Roles for Them

Collectively, your letters should reflect a balanced picture of you. A recent Truman Scholarship winner obtained support letters from a university program coordinator, an assistant professor of political science, and a Red Cross volunteer. If appropriate, invite your recommenders to comment from a certain angle.

Choose People Who Know You Well and Help Them to Know You Better

Avoid abruptly asking someone for a recommendation letter after class, in the hallway, or via e-mail. Instead, make an appointment to discuss your needs. Offer the letter writer any materials that might help him or her write a more detailed letter, such as your resume or a draft of an application essay that you prepared.

Respect a “No”

If someone you ask for a letter seems to be saying “no” to you, seek someone else. The person may be too busy or may not write you a positive letter.

Waive Your Access Rights and Invite the Letter Writer to Discuss Your Grades

On an application form, you will usually be asked if you wish to waive- i.e., give up- your right to see the letter of reference. Do so. The letter writer will then be more comfortable and probably more genuine too, and the selection committee will expect and respect this. Also, invite the professor to discuss your grades, either to applaud or to help explain any inconsistencies.

Provide the Letter Writer with a Deadline and a Stamped Addressed Envelope

Be sure you know to whom the letter is to be addressed, and give the writer a stamped addressed envelope to mail it in. Provide an exact deadline for the letter's completion and gently remind the letter writer of it later if necessary.