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Reference File Policy and Instructions

What is a Reference File? What does it contain?

• The Reference File contains documents that may be used in support of a candidate's application for employment or for graduate/professional school admission.
• The Reference File only contains letters of reference that are solicited by the candidate, and an (Optional) Emergency Authorization for Employers' Reference Requests form.
• It does not contain transcripts, diplomas, resumes, cover letters, or student teaching evaluations. Transcripts and copies of UB diplomas may only be obtained through the University's Student Response Center, 232 Capen Hall, 645-2450.

Who may open a Reference File, and when can it be opened?

• Any student or graduate of the University at Buffalo may open a Reference File at any time. We recommend that students begin building their Reference Files early in their academic careers at the University, and continue to solicit letters of recommendation from professors, supervisors and employers as appropriate.

For how long does a Reference File remain open?

• Adding or updating references
• Requesting the file be sent to an employer or graduate/professional school
• Sending a written request to keep the file active

NOTE: Please contact the Career Services Office in writing every three years if you have not used your file and want it to remain active. Career Services reserves the right to destroy any file that remains inactive for more than three years.

How do I open a Reference File?

• Pick up a Reference File packet from Career Services in 270 Capen. All necessary forms may also be downloaded and printed from our website.
• Complete and sign the top section of the Candidate Reference File form.
• Optional: Complete the Emergency Authorization for Employers' Reference Requests form. This authorizes Career Services to release your reference file at an employer's or graduate/professional school's request in cases where normal request procedures cannot be followed. You will still be responsible for all processing and faxing fees.
• Return completed forms to the References Office inside of Career Services (270 Capen Hall, Buffalo, NY 14260-1635).
• NOTE: As of July 1, 2006 there is no fee to start a reference file.

How do I solicit references for my file?

• We recommend that you ask for letters of recommendation in person, and that you discuss the purpose of your letters (i.e., your career goals) with your letter writers. Your Reference File may contain as many letters as you like, pertaining to graduate/professional school applications, employment or both; we recommend 3 - 5 references. Individuals writing letters may use the Reference Forms provided by Career Services or the letterhead of the person writing the reference. References are returned by the authors to the Reference Office. You may wish to provide the author with a stamped envelope with our address for this purpose. Please be sure that you complete the Candidate Information at the top of the form, and that the author completes the information at the bottom of the form before it is submitted.

How do I update my references?

• You may update your reference file at any time by requesting references from additional letter writers or by asking those who have previously submitted letters to update them. If you signed a Waiver of Access for a reference, any updated letters from the same writer will be considered confidential.
• You may retire or destroy any letter in your file by sending us signed instructions to do so.

Under what circumstances are my letters considered confidential?

• If you sign the Optional Waiver of Right of Access to Confidential References section, you will waive your right to see what is written in the reference, and your reference will be stamped "Confidential." Any subsequent updated letters submitted by the same author will also be deemed confidential. If the statement is signed, Career Services will not show the letter to you or advise you of its content. All letters accompanied by a signed Waiver of Right of Access must be enclosed in a sealed envelope with the author's signature across the seal of the envelope.

How do I let you know where I want my references sent?

• Check which references have arrived for your file.
• Your references are sent only at your request. We do not respond to requests from employers or graduate/professional schools unless the Emergency Authorization Form has been completed.
• A request to send your references must be completed online.
• Although all complete Reference Request Forms are processed in a timely manner, please allow two (2) weeks in advance of deadlines for your request to be processed.

It is your responsibility to:

• Complete the required paperwork to open your Reference File.
• Sign the Waiver of Access statement for each reference you wish to be held confidential.
• Request that your reference writers submit your references to Career Services.
• Check the status of your Reference File periodically to determine which references have been submitted and which are outstanding. You must follow up with your reference writers.
• Complete a Reference Request Form (either hard copy or online) and submit any required fees for each destination to which you want your references sent.
• To keep your file "active" please send written notice to Career Services every three years that you want your file to remain active. (Every time you use your file it is considered "active" for three years from that date.)