We’re knee-deep in the job season here at Central, with three searches underway and their deadlines drawing nigh at October’s end. Like many universities, we are cryptically betwixt when it comes to our search procedures and collections of the usual materials. We may well take advantage of two different methods for our three searches, approaching our quest for a postdoctoral fellow a little bit differently than our tenure-track hunts; we have not yet determined if candidates for those two tenure-track searches (one for a linguist, one for a specialist in English Education) ought to be interviewed at MLA in Seattle or at NCTE in Chicago (the costs of the former may be problematic, the timing of the latter prohibitive); we still find ourselves assembling application packets from several sources, since some materials arrive via our PeopleAdmin system, some documents are mailed physically by sundry Registrars and offices (transcripts and recommendations, mostly), and some final items arrive via e-mail to our hub address. I generally field 5-10 questions from candidates each week, since the language of the ad cannot cover every variation or contingency.
In terms of the conventional package of credentials, the curriculum vitae is usually thought to be the best bellwether of a candidate’s promise. More importantly, the CV lends itself readily to apples-to-apples comparisons. Cover letters, prose samples, and statements of teaching philosophy/proofs of effective teaching tend to be scattered all over the map, with various applicants schooled in various practices and tactics; one candidate might submit three years’ worth of evaluations to substantiate her classroom zazz, for instance, while another might instead mail in a thumb drive chock full of syllabi, lesson plans, and PowerPoint presentations. (I’ll try to write a post about those choices a little farther down the road.) The CV, at least, belongs to a conventional genre with reasonably conventional expectations. A search committee member can set several academic resumes side by side and get a feel for how applicants stack up in terms of scholarship, teaching, and service. It’s by no means an objective assessment, but it tends to be a defensible one: when three to five searchers sit down to talk about a pool of applicants, the most solid variables (X scholarly conferences, Y publications, Z years of teaching) are the ones they’ll cite first when they begin to make their cases.
In some ways letters of recommendation are betwixt and between themselves. They are a stable genre like the CV (or at least they tend to be), normally involving two pages, two pro forma framing paragraphs, and three or four paragraphs of indicative filling, yet they also involve myriad variations on personal and professional themes. I have seen a five-page whopper in which the writer (in rapturous detail) particularized and contextualized all the finest qualities of her chosen candidate, and I’ve also seen a whopper nearly as long in which a well-intentioned recommender tried to explain away the myriad shortcomings for which his chosen candidate was apparently renowned. I’ve seen a compelling two-paragraph recommendation, as well as another shorty that read more like impressionistic flash fiction (it was not, alas, a search for a creative writer). With those degrees of variation in mind, I thought I might address a few questions about letters of rec a little more fully. I touched on those issues once upon a time, but it seems a few (hundred) questions went unanswered. Let’s see if a few can’t be fielded.
1. Schlep and prep. As most job candidates can tell you, the ritual wrangling of letters can be the most difficult part of the application process. The cover letter, CV, proofs of teaching excellence, and other stuff are, after all, in the applicant’s hands: he knows when they’ve been written, he knows when they’ve been mailed, and (if he’s obsessive enough to write the department hourly for confirmation of receipt) he often even knows when they’ve arrived. When it comes to letters, however, candidates are at the mercy of profs with overstuffed dockets, ones who will need to squeeze in recommendations when they’re not teaching, writing, serving on myriad committees, or (if they are the immoral sort) attempting to live non-occupational lives. To make sure letters make it into the mailbox, I generally recommend giving writers 4-6 weeks of lead time if at all possible. If you run into the recommender regularly, gently nudge; if you don’t, write her periodically to make sure that she’s on the case. One rather fascinating phenomenon I have observed is the double-edged dilemma: a candidate one week away from a deadline will inquire; the embarrassed prof, who hasn’t tackled the letter yet but feels as though he should have, will insist it’s in the mail; and the same prof will get swept up in those last few days by other obligations and forget entirely despite a sincere intention to write. For that reason I would recommend a regular schedule of bepesterment (reminders at four weeks, two weeks, and one week, for example) that continues until delivery or receipt can be confirmed. Because I am ethically dead and have no principles, I also advocate the use of a group e-mail in which the applicant pretends to have accidentally cc’ed all his letter writers on one last request. Those who have already written will kindly confirm, while those who are genuinely delinquent will tend not to feel as though they’ve been harangued or accused. If you are asking for a letter with less than two weeks of advance notice, of course, you should probably lower your expectations. Rather than writing an especially zesty letter, the writer will probably take an old recommendation on file and adapt it quickly to your needs. Remember, the two weeks you imagine as ample time to write actually translate into a week for writing, a couple days of exchange (if the writer asks you to review the letter), and a few days in the mail. It’s harder to personalize and particularize the paean to your mad skillz when that’s the case.
2. Numbers and thumbs. If the advertisement does not specify a number of letters you should feel welcome to write the search chair or the office staff, but generally speaking the search committee will be looking for 3-5 recommendations. As a rule of thumb, three tends to be the given. It’s not a bad idea to tuck away a list of professional references somewhere, perhaps at the end of your CV; that list will let the committee know what letters to expect, and they will often do some checking for you if there is a perceived omission. Depending on where you stand in your career, you’ll want either a) a batch of letters from three profs, those who know your work best, if you’re a minty-fresh Ph.D.; b) a batch of letters from two or more profs and your immediate supervisor (or a colleague who has observed your work in the classroom) if you have a couple of years of fixed-term teaching under your belt; c) a batch of letters including one from your dissertation director (if your degree is of reasonably recent vintage), one from a current colleague, and one from an immediate supervisor (maybe a chair, maybe a dean) if you’ve been professing for a spell. On general principles it’s nice to see a set of letters that comments on the whole applicant: her scholarship, her teaching, her collegiality. Those batch guidelines can (and should) be waived if you can get more effective commentators in other positions of academic authority (your boss on a major scholarly web project, for example, or an established scholar with whom you’ve worked regularly yet unofficially), but be sure to imagine the reaction of your probable audience before you request or send the letter. If you apply to a private Christian school it would not be wrong to include a fourth letter from your priest or pastor, but that recommendation may not be the finest lead-off letter for a state university.
3. Prep for depth. Once you’ve identified writers, be sure to supply them with all the evidence they will need to comment on where you stand in the profession at the time of writing. Periodically in a batch of letters one will see dated references (or mistaken dates, or even altogether inaccurate information), and those issues can be damaging or damning. (I’ve done it myself: to accommodate a rush job I mailed out an old letter in support of a new application, and while I remembered to adjust several details, I mucked up the tense in the last paragraph, making it sound as though my work with a student was just starting when it was already done.) Since we all tend to be migratory, opportunistic critters, placing our work where we can when we can, it’s critical for writers to know exactly what we’ve been up to. Accordingly, make sure your writers have at least a current CV, and it wouldn’t hurt to offer them a list of classes taught, an offprint of your most recent article, or any other bits of business that will help them convey their familiarity with your agenda as a scholar and a teacher. It’s useful to bear in mind that the work of a search committee is largely differential: instead of simply checking for credentials and qualifications in the raw, members will be making fine distinctions by digging up details that make a candidate’s peculiar gifts explicit. Memorable letters typically dwell on those details, while boilerplate letters tend to leave little more than a general impression.
4. Remember the members. With that theme in mind, I’ll state again my preference for a vivid letter by a knowing writer rather than a generic letter from a name-brand scholar. When I need to decide if a candidate is a good fit for a gig,the perspective of someone who’s read her writing, seen her teach, or worked alongside her is far more valuable than a Mad Lib-style recommendation in which a few proper nouns (the candidate’s name, the name of his shiniest publication, the name of the writer’s own university affiliation) are sprinkled among more general accolades. This is especially true given the vagaries of sectional scholarship and the diversity of search committees. If you’ve got a standard team of 3-5 folks, often only one or two will be experts in the area, and many search committees involve an array purposely selected to avoid congestive critical mass. Accordingly, landing a big fish in your field as a writer may not serve your turn as well as you had hoped: some (or even all) of the searchers may not recognize the name, and even those who know it may find themselves commingling their thoughts about the writer with their sense of your credentials. If that name-brand scholar can comment on your work in great depth of detail, she of course is a person to whom you should refer; if you hope the name-brand cachet alone will grace and elevate your application in the eyes of the searchers, however, I’d encourage you to give more local folks a longer look. They are the ones who will often know your work best, who will have a greater investment in your success, and who will make the time to write as well as they can on your behalf. Among the scads of indifferent letters of rec, that added depth and perspective can make all the difference.