Frequently Asked Questions (FAQs)

Letters of Recommendation - 

• What counts as an external reference?
  • For NOAA-based applicants, external references do not have to be external to NOAA. They can be from another NOAA Lab/Center. For NCEI only, references can be from within a different larger group within NCEI. For example, someone who works with bathymetry data could obtain an external reference from a colleague in space weather.
  • For campus-based applicants, external references from CU should at least be external to the department (e.g., Chemistry).
  • References from previous graduate school experience (e.g., advisors) count as external.
• Is there any guidance or letter templates we can share with those asked to write letters?
  Please feel free to share the following resources that address how implicit bias can impact the strength of a recommendation letter. This resource, created by Asmeret Asefaw Berhe and Sora Kim, gives guidance on avoiding racial bias in letter writing. This resource, created by the Lehigh University ADVANCE Center for Women STEM Faculty, addresses gender bias in letter writing and offers a gender bias calculator tool which you can use to analyze the language in your letter.
  We do not have specific templates/examples of letters to provide to references but below, you can find guidance below related to writing reference letters. Please note: this is not a requirement list for the letters. It is simply guidance if needed. In the end, the content of the letter is up to the letter writer. Depending on the promotion level, letters should be 1-2 pages.
  • Those writing letters can include any of the following:
    • An introduction of who I am (the reference) and why the person reviewing the application should care (i.e., my position or area in the field)
    • How I know the person I am writing a letter for
    • How has this person grown or advanced in their career?
    • How has this person impacted the field and the group?
    • How has this person shown leadership and independence? (Especially for senior level promotions)
    • Have they taken on new responsibilities?
    • What are their strengths?
    • Specific examples of achievements I have witnessed - and why their achievements were important to the research or work.
    • Can speak to the criteria we have on the career track website (specifically supervisors and science advisors should be able to log into InsideCIRES and view the criteria. We provide the link to the criteria page in the email they receive when asked to upload their letter).
    • Additional references (who do not have access to InsideCIRES) are told to contact CIRES HR if they wish to see the specific promotion criteria. The emails to references also include information on who they should address their letter to.
       
• When does InsideCIRES send out requests for reference letters?
  Requests to supervisors and science advisors are sent once you have typed their names and email addresses into the system and clicked on "Save." This is before the promotion package has been officially submitted. If your promotion level requires additional references, those email requests will not go out until the whole promotion application has been submitted. (For example, if you submit on the deadline, 1/7, then the references will receive the email on 1/7 and will have 3 weeks until 1/28 deadline.) In addition, the supervisor and science advisor receive a reminder reference letter request when you officially submit your application.
  If you are working on your promotion package but not ready to submit it, it's a good idea to contact your references in advance. While they will not be able to upload their letters until they get the official email from InsideCIRES, this gives them extra time to prepare their statements.
• Do my references receive any documents along with the InsideCIRES letter request?
  All the letter requests sent when the promotion package is officially submitted contain a link to your CV. You may furnish your letter writers with additional materials by emailing them directly.
• Can I see the status of my reference letters?
  The InsideCIRES system doesn't currently allow you to see the status of your letters. You can reach out to cireshr@colorado.edu if you have questions on who has or hasn't submitted a letter for you. CIRES HR will also send out reminder emails to the references a week before the letter deadline.
• Will I have access to view the reference letters submitted for my application?
  Any letters received will remain confidential and will only be available to the Associate Division Directors, the Career Track Committee members or other appropriate individuals involved in the application review process.
• If I've only worked under my current supervisor for a short period, how should I handle my supervisor's letter of reference?
  In this case, your current supervisor should contact your previous supervisor for input on evaluating the candidate. If your former supervisor is unavailable, it is recommended that the supervisee give their supervisor an overview of their work and achievements since their most recent promotion or hire. Employees should also provide their current supervisor with names of collaborators and/or work colleagues who can speak to the employee's achievements and work experience in lieu of prior supervisor. If you have challenges after talking to current supervisor or need additional support, reach out to cireshr@colorado.edu.
• How do I find my Associate Division Director?
  The list of Associate Division Directors can be found here: https://insidecires.colorado.edu/hr/tracks/assocdir.php  
• Does a reference letter from my science advisor count towards the additional reference letters? All promotions require a letter from the CIRES Supervisor. A letter from the science advisor is “optional” because many science advisors at NOAA will not or cannot write letters. When a science advisor submits a letter, this counts separately from the additional references.
• What if my external reference cannot use their affiliation in their letter due to rules that don't allow writing things that might appear to represent their organization without going through an approval process? We would ask that the reference identify as much as possible about their type and level of expertise in the letter, such as Sr. Research Scientist of X scientific field. Additionally, the reference should include why they are a relevant reference for this candidate, and how they worked/interacted with this candidate, including a line about why their affiliation is not included. You can also speak to this briefly in your professional summary, if you'd like.