Letter of Reference Policy and Procedure

AC-REG-017
Letter of Reference Policy and Procedure
DepartmentAcademic
Creation DateJuly 10, 2003
Approval DateJune 15, 2016
Effective DateSeptember 6, 2016

Organizational Scope

This policy applies to all full-time and part-time students and Michener graduates in all programs and settings.

Purpose

The purpose of this policy is to outline the process and expectations to obtain a letter of reference pertaining their education and training at The Michener Institute.

Definitions

• Educators – any technologist/clinical staff that works with and helps train the student during their clinical courses

Policy

Students may request references from Michener employees as well as from the Clinical Coordinators/Educators from affiliated clinical partner sites.  Before a reference can be provided, the student must sign a Reference Request Form, granting authority to specific employees, Clinical Coordinators/Educators to release specific information. This authorization must be retained for one year in the student’s file in Office of the Registrar and Student Enrolment.  All references are at the discretion of the referee.

Procedure

  1. If students or recent graduates wish to use Michener employees, faculty or Clinical Coordinators/Educators as references for employment, further academic study, etc., a Reference Request Form must be completed and signed. The form is available through Office of the Registrar and Student Enrolment.
  2. On the form, the student/graduate must specify the name(s) of the employee(s) or Clinical Coordinators(s)/Educator(s) to whom permission is being granted to release information. The precise nature of the information to be released must also be indicated (personal, academic, professional, other – specify).
  3. The completed form must be dated and signed by the student and returned to Office of the Registrar and Student Enrolment and the identified employee(s).
  4. Upon receipt of a request for a reference, the employee or Clinical Coordinator/Educator must confirm that a completed Student Reference Form is in the student file, identifies themselves and indicates the nature of the information that can be shared.
  5. References may be given in writing or via oral interview (telephone, etc.).
    • If a written reference is given, a copy of the completed letter of reference should be included in the student/graduate’s file in the Office of the Registrar and Student Enrolment.
    • If the reference is given via telephone conversation, the referee may include notes summarizing the questions and responses, and these notes should be filed in the student/graduate record. If the interviewer is transcribing the conversation, the referee may ask for a copy of these notes as the official transcript of the interview for inclusion in the student record.

 

 

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
November 25, 2011 Sydney Redpath Revised document – minor changes to terminology to be consistent across policies
July 3, 2013 Academic Approval Council Minor changes, added Clinical partners/Coordinators to policy and form
June 15, 2016 Don Bartlett, Roni Srdic Addition of statement "all references are at the discretion of the referee" Addition of clinical coordinators/educators Define educators as any technologist/clinical staff that works with and helps train the student during their clinical courses