## Instructions: Referees - please delete this page before saving your completed reference.

####### LFS Major Awards Application - Applicant Instructions

- • your last name, first name and UBC student number • your last name, first name and UBC student number

Please provide this LFS Major Award reference form to your referees for completion. Please ensure your referee is aware of the application deadline and that incomplete applications will not be considered.

####### LFS Major Awards Application - Referee Instructions

Complete this reference form if you have agreed to evaluate an applicant for the LFS Major Award competition. The LFS awards adjudication committees will use it to review and assess the application for an award. For transparency and consistency, our award adjudicators use the CGS selection criteria and weightings: CGSM (Master’s) and CGSD (Doctoral).

Your reference letter should comment on the applicant's academic excellent, research ability/potential and on the applicant's communication, interpersonal and leadership abilities. Rather than providing general comments, assess the applicant's strengths and limitations for each criterion. When possible, provide examples of the applicant's accomplishments and contributions to support your assessment while taking measures to mitigate implicit or unconscious bias, as described below.

####### Important Notes:

- • complete and submit the reference form by the date specified on the form. • complete and submit the reference form by the date specified on the form.
- • reference form must be signed by the referee (electronic signature is acceptable). • reference form must be signed by the referee (electronic signature is acceptable).
- o form will be accepted as a scanned document submitted by e-mail. o form will be accepted as a scanned document submitted by e-mail.
- o forms and references submitted as unsigned e-mail messages are not acceptable. o forms and references submitted as unsigned e-mail messages are not acceptable.
- • information you provide on this form is collected pursuant to section 26 of the Freedom of Information and Protection of • information you provide on this form is collected pursuant to section 26 of the Freedom of Information and Protection of Privacy Act (http://www.bclaws.ca/EPLibraries/bclaws\_new/document/ID/freeside/96165\_00). It will be used only for adjudication purposes in accordance with section 32 of the Act. The Act permits reviewer comments to be disclosed to the candidates, subject to the exceptions in the Act. Generally, your identity as a referee will be protected. However, due to the nature of the application process, applicants are usually aware of who has completed their evaluation. As a result, you cannot expect privacy or anonymity.

####### Best Practices and Guidelines to Limit Unconscious Bias

UBC is committed to promoting diversity, equity and inclusion to ensure equitable access across its programs. The following best practices and considerations should be taken into account when drafting your letter of appraisal.

####### Best Practices

- • Be accurate, fair, clear and balanced.
- • Avoid being unduly personal.
- • Support your points by providing specific examples of accomplishments where possible.
- • Use superlative descriptors (e.g., excellent, outstanding) judiciously and support them with evidence.
- • Include only information that is relevant to the selection criteria (e.g., do not include information related to ethnicity, age, hobbies, marital status, religion, disability status, financial need, etc.)
- • Avoid sharing personal information about the applicant. Such information may be helpful only in explaining academic delays or interruptions and should be addressed with caution.

####### Limiting Unconscious Bias

- • are strongly encouraged to use inclusive language (e.g. “the applicant” or “they” instead of “he/she”). The letter of • are strongly encouraged to use inclusive language (e.g. “the applicant” or “they” instead of “he/she”). The letter of appraisal should be free from words or sentences that reflect prejudiced, stereotyped or discriminatory language of particular people or groups, or their institution.
- • of inclusive language has been shown to decrease unconscious bias during the evaluation process. For more information, • of inclusive language has been shown to decrease unconscious bias during the evaluation process. For more information, refer to the Canada Research Chairs guidelines for letter writers on Limiting Unconscious Bias.