What is a reference?
When you are applying for a job or a course of study, you are likely to require references from previous employers or academics who know you well and are familiar with your work. In the UK, references can vary in type. Sometimes they are a factual confirmation of your employment dates provided by a central Human Resources contact, or they could be a check-box form that a current or former employer needs to complete. They may also be provided in the form of a letter/email, with the referee (the person who provides the reference) asked to give their opinion on your skills and suitability for the course or role you have applied for.
For employment, references may be requested at different stages of the recruitment process. In the UK they are normally requested after a job offer has been made to you on the agreement that this offer is subject to the receipt of suitable references.
The request for a reference will usually go directly to your referee, and normally the reference will be unique to the role you are applying for.
Asking an academic for a reference
If you want to ask an academic to provide a reference for you, this should normally be someone who knows you reasonably well such as your personal tutor, a module leader, your course leader or a doctoral research supervisor. Before you request a reference, you must contact the academic colleague to ask if they are willing to provide a reference for you using the request form below.
If they agree to do this, you should provide them with key information including your personal details, the post or course you are applying for, and key information about your experience. You should allow at least two weeks for the academic colleague to write the reference so be aware of this when you are applying for the post.
If you are unable to secure an academic reference, the University will be able to verify your award and dates of study. The person who has requested the reference should contact [email protected].
If you have worked at the University
If you are working in the University as a student, you could ask your Line Manager if they would be able to provide you with a reference in the future and act as your referee. Normally, you would do this towards the end of your contract, but there may be a need for you to ask your Line Manager about this sooner.
It's good practice to ask your Line Manager about being your referee before you share their contact details with a prospective employer. You should check they are happy to be a referee each time you are making an application and let them know about the role(s) you are applying for. You may wish to share your CV with them. Please give your Line Manager sufficient notice of potential reference requests. Your Line Manager is more likely to agree to be your referee if you have performed well in your role, been reliable and professional, and if you have worked for them over a sustained period.
By sharing the details of your Line Manager as a referee when you are applying for jobs, you are consenting for them to respond to formal reference requests about you, providing information as requested to the prospective employer. Once submitted, it will not be possible to withdraw consent as the process is automatically completed.
After you leave your student employee role and/or the University, you may want to keep your former Line Manager as a referee. In this case, it is a good idea to stay in touch with them and check with them before assuming they will continue to be a referee for you. Always give a referee sufficient notice of your potential need for a reference to avoid delays.
In the event of your Line Manager not being able to provide you with a reference, or you not being able to get in touch with them, you may contact [email protected] who may be able to provide a factual reference to verify your previous employment in the University. This will include your job role and dates of employment.
Information for tutors and line managers
If you receive a request from a student to be a referee for them, you should consider if this is a reasonable request, and if you have sufficient knowledge of their work to enable you to provide a reference. If you feel unable to be their referee, let them know why and suggest alternatives if you can.
- Students requiring a formal academic transcript should go to our Transcript and certificate requests page.
- Students who have been employed by the University can request a factual reference to confirm their employment dates by emailing [email protected].
If you are happy to be a referee, make sure you are aware of the student’s application plans, and ask them for a CV as well as details of the types of courses or roles they are applying for.
Colleagues should ensure they follow the University guidance on providing references.
If we are unable to provide a reference
The University of Westminster may not always be able to provide a character reference for students who have studied or worked with us. Where the academic or employing manager has left the institution:
- Refer to our Transcript and certificate requests page if you require an academic transcript or certificate.
- If you have been unable to secure an academic reference, please ask the third party to email [email protected]. They will need to provide your details along with a signed consent from yourself authorising us to confirm your award details.
- Contact our Human Resources department if you have been employed by the University by emailing [email protected]. They will be able to provide you with a factual reference confirming the job role and the dates of employment.