Requiring separate reference forms

[YAVIS]

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Hi,

I'm fairly new here, and I searched around to see if I could find a previous thread pertaining to this topic, but I couldn't...

I was wondering, in anyone's experience with references and applications, have you had to have your reference fill out a separate form for each program you're applying to? For example, I am applying to 8 different programs, and they each have a mandatory reference form to fill out, which of course are unique to each program! So, I just had one of my professors tell me that she couldn't possibly fill out 8 separate reference forms because she is incredibly busy (understandable) but will fill out my top 4 choices. This bums me out because I don't know about anyone else, but I don't really have all THAT many references to turn to, that will be good enough for a reference for grad school! I mean, if on average, a student applies to like, 10 programs, and each of them has their own forms, how do the schools expect that one reference will be willing to fill them ALL out?! So now I have to reshuffle who I am asking for references, and am mad because the one that I mentioned above was a really great one, and I can't really choose which programs I want to use them for, and which ones I have to "cut out".

Has this happened to anyone else? Also, does anyone know (the program websites are sometimes not very clear), is it usually MANDATORY to use the forms provided on the program sites, or will a regular reference letter suffice?

Thanks for reading this! 🙂

 

[PhDanxiety]

I think all schools require seperate reference forms. I know that some people apply to more schools than you- so 8 doesn't seem unreasonable. In fact, if your reference said this to you and obviously doesn't have time, I would worry if he/she will in fact give you a strong recommendation letter.

 

[Nelle]

When I applied, my references completed 10 forms each. Some of my friends applied to up to 15 programs. I think most professors are aware that they will be completing several reference forms when they agree to be a reference for an applicant. The forms are actually quite similar in content, so I don't think completing the relevant information on the forms should be extremely time consuming. If your reference is worried about spending too much time writing the descriptive section where more open ended questions about the applicant are asked (and answered), I think most "seasoned" references solve that problem by writing one generic description (most program ask similar open-ended questions as well) that is printed on letterheaded paper, one copy for each program. If one of my potential references had seemed disinterested in helping me out last year, I would've been very hesitant to go ahead with that person. Remember that if your reference gets overwhelmed and too busy to finish the references, you might not get all your application material submitted before the deadline, or even worse, you might be completely out of luck if none are submitted by one reference. I know it can be hard to find references, but it would be in your best interest to have references who want to get you into one of the programs you are interested in. Hope it all goes well for you.

 

[Miles1201]

I know how you feel. Just organizing all those reference forms was overwhelming enough.
Take special note of the application instructions, some schools say (in fine print of course) that the forms are optional.
Also, it can't hurt to call up the school and ask...
If you do end up needing all the forms, make it as easy as possible on your recommender by filling in everything you can and having the envelopes all prepped and ready.

 

[phd2006]

I think most professors are aware that they will be completing several reference forms when they agree to be a reference for an applicant. The forms are actually quite similar in content, so I don't think completing the relevant information on the forms should be extremely time consuming.

This is also true for those of you who may be applying for internship (which frequently also requires separate reference forms). Most reference forms are a 'multiple choice' nature, which require very little time, along with a formal reference letter. I do not believe 8 is too much to ask.

Have you thought about setting up an appointment with your reference writer (30 - 60 minutes) and during this time, assist with the completion of the forms & letter -- reference writer completes, signs, puts in pre-addressed envelope, seals w/signature while you are collating the materials?

 

[Dr.JT]

This is also true for those of you who may be applying for internship (which frequently also requires separate reference forms). Most reference forms are a 'multiple choice' nature, which require very little time, along with a formal reference letter. I do not believe 8 is too much to ask.

Have you thought about setting up an appointment with your reference writer (30 - 60 minutes) and during this time, assist with the completion of the forms & letter -- reference writer completes, signs, puts in pre-addressed envelope, seals w/signature while you are collating the materials?

Most internships only require a letter of reference.

 

[YAVIS]

Ugh, from what I'm getting, it doesn't seem like this prof is too willing to give me a great reference, if the average school requires individual forms, and we all apply to so many. I'm bummed. I worked with this prof doing research for over a year and a half, then volunteered on my own time after that. What else am I supposed to do to make these people like me?! 😱 It's not like they wouldn't have expected students to ask for references, in this quantity, and you guys are right, the forms are so small and easy, very generic. And of course, I'm going to have stamped envelopes available for them to mail them back, everything arranged all nicely, filled out....how much easier can I make it?

And, phd2006, I emailed the professor back to see if we could meet, and THEY SAID THEY'RE TOO BUSY, I should leave the information in their box.

To make my life that much worse, another of my references said that they'd love to give me a super ref, except they have a bunch of conferences and papers coming up in the next couple of weeks, and they wouldn't be able to get to it until just before the application deadlines. Do schools usually accept references slightly later, if all the rest of the application packages have been sent in?

WHAT IS WRONG WITH ME?! I've worked my butt off for three years in labs, volunteering, going the extra mile, getting a 4.0 GPA.....what more can I do? 🙁

Thanks for all your help guys.

*I'm going insane with this application process*

 

[amy203]

I attended a large, research-oriented university. The professors are well known and do some amazing work, but I think most of them wish that undergraduates didn't exist.

Anyway, I know a lot of people dealing with the same problem. The general consensus around here is that, if two of your references will fill out the separate forms, you can get away with one of them just writing the letter, especially if that person is a prominent research scientist.

I would definitely call the schools you are applying to and see how much weight they place on the reference forms. Consider asking a fourth person to write a letter, if the schools you are applying to allow it. Finally, just go ahead and include all the reference forms in the packet you give to the professor. Specify the four schools your really want them completed for, and include the others just in case. She may realize that they're not that difficult to fill out and do it anyway.

And stop being so hard on yourself! I really doubt this woman dislikes you - undergraduates are just low on her list of priorities.

Now wish me luck! I have an appointment with my honors thesis advisor next Monday when I plan to ask him to write my letters of recommendation - for 17 schools! He's very famous, has published several books, is known in several countries - and I sincerely doubt he remembers who I am. Sigh....

 

[YAVIS]

👍 Good luck!! I'm sure he remembers who you are, in my experience they remember honours students much more than the faceless masses, even if it's been a while. Do you not think he remembers you because it's been a bit, or just because you didn't see him very much during the year?

I worked in a lab two years ago and I'm afraid that the prof in charge won't remember me (he's kind of spacey...super intelligent, but spacey), so I never asked him! I might have to "stoop" and ask him now that all my others references seem to be fizzling.

 

[phd2006]

Most internships only require a letter of reference.

Didn't mean to mislead. Just speaking from my experience. Must have been the sites I chose. I applied to 13 sites, 8 of which required an additional rating questionnaire.

And, phd2006, I emailed the professor back to see if we could meet, and THEY SAID THEY'RE TOO BUSY, I should leave the information in their box.

OUCH!!! That hurts. I have found some good success at completing LOR in meeting face-to-face and 'blocking' the time for the writer. Leaving in their box is a good sign. Do they have posted office hours you could attend? Are they willing to do any of the steps electronically?

You may need to contact the schools you are applying to and inquire about their policy for late LOR -- not a comfortable question to ask, but one I'm sure they get on a regular basis.

 

[CanPsychGirl]

Thought I would resurrect this thread instead of starting a new one....

I have a similar question. I've heard how bad a mediocre letter can be for your application, and now I'm wondering about this: I asked my honours supervisor for to be a reference for my applications, even though I've only been working in his lab for the past 6 weeks, because some of the schools say that at least one letter should be from your honours supervisor. His grad students said it would be fine; professors are used to this type of thing.

When I asked him, he said no problem, except that for some of the questions he would have to put "Unable to judge". I'm absolutely not faulting him for this, since obviously in 6 weeks he can't assess everything about me, but how bad do you think this will look to the admissions committees? I have 2 other references, and together, I know that between all 3 of them, they will be able to provide an assessment of all the characteristics... but I just wonder if "unable to judge" is big negative mark against you.

Thanks in advance!