Information for referees
Guidance on how to submit a reference for a graduate application.
The Sheldonian Theatre. Credit: Yusuf Bahasoan / Graduate Photography Competition
Being a referee for a graduate application
Referees are kindly requested to submit an online reference form, including a reference letter, to assist the University in making a full assessment of each applicant’s academic record and abilities.
Acting as a referee is an important role in helping us assess whether the applicant is likely to be successful on their intended course. The information below sets out what we are looking for in a reference and how to provide a reference that will be of most value to our academic assessors.
If the applicant has not sent you a copy of their CV when asking you to act as a referee, you may find it helpful to request this from them to get additional information on any relevant activities or achievements, particularly if your last interaction with them was a while ago.
How to submit your reference
We advise applicants to contact and register their referees as early in the application process as possible.
As soon as an applicant registers you as a referee, you will receive a short automated email with the applicant's details and a link to the online reference system. It will also include the deadline for your reference, as entered by the applicant in their application form.
Submitting a reference will involve the following steps:
- accessing the reference system using the link supplied to you
- answering a few short questions about the applicant and their academic record
- uploading your reference letter as a PDF file (see How to convert your document to PDF file format)
- submitting your reference.
Once you have submitted the form, a confirmation will appear on screen and an automated email will be sent to your registered address.
If the applicant applies to more than one course, you will need to repeat this process for each application.
Your reference letter
Advice on writing your reference letter.
Automated emails and reminders
The notification email with the information you need to access the system and any subsequent emails from the online reference system are sent immediately on the applicant’s request. The timing and frequency of these automated emails are under each applicant’s control, though all applicants are also strongly advised to keep in contact with each of their referees directly throughout the process.
If you cannot find or do not receive the initial email then the applicant can re-send this to you.
Deadlines for references
Please note that references must be received by the University’s application deadline in order for that application to be considered.
It is the applicant's responsibility to accurately communicate the deadline that they intend to use to you, to ensure that all of their referees are given good notice of the deadline they intend to apply for, and to arrange alternative referees if any of their referees cannot meet the deadline.
The deadline for submitting the reference is set by the applicant. We do advise them to give referees plenty of time, but this guidance is not always followed.
If you are unwilling or no longer able to act as a referee, please let the applicant know directly.
