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If I agreed to write a reference for you, please follow these instructions... Thanks!

In total, between undergrads applying to grad school, grad students applying for postdoc positions, and postdocs applying for faculty positions, I typically end up writing for 10 to 12 people over the course or a year, mostly in the autumn semester. Each person will typically ask for 8 to 10 letters. This can become disorganized very quickly. Therefore, please help me keep this organized so we can be sure all letters go out properly. Carefully follow the instructions below.

If You Are Applying for an REU:

For students whom I have taught but have not worked with in research: I will write for up to two students per year.
I will write for all students who have done past research with me.
Instructions for the content of a SINGLE email sent to me BEFORE DECEMBER 10:
- The complete list of programs where you will apply, annotated as to whether the application is submitted on-paper or on-line.
- A short description of what you would like to do within each program.
Instructions for what should be put in my Pupin mailbox, in a SINGLE envelope BEFORE DECEMBER 10:

All paper reference forms.
Mailing labels or addressed envelopes.
Please do not give any of the materials listed below to a secretary, or slide it under my door, etc. Put it in the mailbox.
When I have completed all of the references, I will reply to your email indicating that all references are sent.
If you do not get a reply from me, the letters were not sent. It is your responsibility to ping me as a reminder if you do not hear from me. But give me at least a few weeks to get it done.
The earlier you do all of the above, the better!

If You Are Applying to Grad/Med Schools:

Limits on the number of people for whom I will write:
- I will write for all undergrads who did summer research with the neutrino group.
- For physics undergrads whom I have taught, I limit the number to two students each year.
- For pre-meds I have taught, I limit the number to two students each year.
- If it has been longer than four years since you did research for me or were in my class, I would prefer not to write for you. It is better for you to get more recent references.
Instructions for the content of a SINGLE email sent to me BEFORE NOVEMBER 15

The complete list of schools where you will apply, annotated as to whether the application is submitted on-paper or on-line.
The complete list of fellowship applications for which you are requesting a reference, annotated with instructions on how to send the reference.
Instructions for what should be put in my Pupin mailbox, in a SINGLE envelope BEFORE NOVEMBER 15:

All paper reference forms.
Mailing labels or addressed envelopes.
Please do not give any of the materials listed below to a secretary, or slide it under my door, etc. Put it in the mailbox.
When I have completed all of the references, I will reply to your email indicating that all references are sent. If there are paper references that you need to include with your application, I will give you directions as to where to pick them up.
If you do not get a reply from me, the letters were not sent. It is your responsibility to ping me as a reminder if you do not hear from me. But give me at least a few weeks to get it done.
The earlier you do all of the above, the better!

If You Are Applying For a Post Doc/Fellowship Position:

Some fellowships and job postings have due-dates. Please be sure to give me at least notice of about 3 weeks at least.
If possible, please send me the information below in a single email. If this is not possible, please send as few sets of requests as possible.
- The name and address for each place you are applying, and any due dates if applicable.
- A copy of your CV and the statement of research interest relevant to each place your are applying.
- The approximate date when you think you will graduate.
It would be VERY HELPFUL if you could give me a set of addressed envelopes or address stickers.
I use the email you send as my reminder that I have to write for you. I will reply to that email when all of the references in the list are sent. If you do not hear from me in a few weeks, then ping me. Because if you do not hear from me, the letters were not sent.
I don't keep track of what has been sent to where. The information may or may not be in my sentmail folder. But one of us had better know the letters were sent and when. So please keep track of this!

If You Are Applying for Faculty Positions:

Since there are few faculty positions, it is likely that I am writing for more than one person for the same job. You should be aware of that. I do not rank or compare you to anyone else for whom I am writing. I will only agree to write for you if I think my letter for you will be distinct from all others and will be a good letter.
Some job postings say that they will contact the referee gor letters if they are interested. But I am VERY hard to reach and occassionally I do not receive their request for a letter in a timely fashion. So...
- Give them my FERMILAB address: MiniBooNE, MS 309, Fermilab, PO Box 500, Batavia IL 60510. Then list my email and say: email is preferred in bold font .
- Give me their address. I will go ahead and send the letter even though it is not yet solicited. I will include a cover letter that explains that I am difficult to contact and so I felt it was best to simply go ahead and send the letter. I will make it clear that I am doing this of my own accord and you did not solicit this.
Keep track of the Job due-dates. Late applications may or may not be considered -- it depends on the place. It is ok if a reference comes a little after the deadline, but the application needs to be on time if at all possible. Please be sure to give me at least notice of about 3 weeks before the deadline if you can.
If possible, please send me the information below in a single email. If this is not possible, please send as few sets of requests as possible.

The name and address for each place you are applying, and any due dates if applicable.
A copy of your CV and the statement of research interest relevant to each place your are applying.
It would be VERY HELPFUL if you could give me a set of addressed envelopes or address stickers.
I use the email you send as my reminder that I have to write for you. I will reply to that email when all of the references in the list are sent. If you do not hear from me in a few weeks, then ping me. Because if you do not hear from me, the letters were not sent.
I don't keep track of what has been sent to where. The information may or may not be in my sentmail folder. But one of us had better know the letters were sent and when. So please keep track of this!