This is a question a lot of PhDs have when contemplating a job search outside academia. Who do you ask to be a reference for you?
In an academic context, you need letters of recommendation for almost everything.
From applying to graduate programs and jobs, submitting grant proposals, even going up for tenure and promotion. You need letters of recommendation, and these usually come from professors, including your main advisor and others in and around your field.
So it makes sense to assume you need letters for jobs outside academia, too.
Actually, you don’t need letters
And, at least in a US and Canada context: nope! There are almost no jobs where you’d need a letter to support your application.
No one wants letters. (Maybe law is an exception here. There’s always one exception that proves the rule, eh?)
Now that’s out of the way, you might still be asked to provide references.
References are people who can act as, well, as reference for you and your work.
Submitting references means listing 2-3 names of people, their contact info (think: email address, business phone number), and specifying what your relationship was or is to each person on your list.
Okay, so who should these references be?
In an academic context, it’s clear you should include your advisor and other professors. If you don’t have an awesome relationship with your advisor, well, that’s not ideal, but it happens.
But outside academia, it’s not at all clear that professors should make your list. They certainly can! But so can a lot of other people in your life.
Now, there’s no hard and fast rule here, and employers don’t all handle references the same way. Sometimes, they never ask. Sometimes, they ask but no one ever checks. And sometimes, they ask and they check, but it’s only to verify that you didn’t lie on your resume! (“Yes, Maria was employed as an assistant professor starting July 1st, 2019.”)
Who should you list?
When it comes to figuring out who to list, think broadly about who can best speak to your skills and experiences, especially ones that are highly relevant to the work you want to do.
Who can do that, and who will do that in a positive way, that hypes you up, at least a bit?
And just like in academia, you can have different references (or recommenders) for different positions. You don’t have to have just one list. (And you also don’t ever have to waste precious space on your resume writing “references available upon request.”)
Here are folks who might make your list(s):
- Anyone who supervised or managed you in any capacity
- Anyone you supervised or managed, including in a volunteer capacity
- Anyone you worked with, including folks at your same level and more junior team members
- Collaborators on projects, even if they only lasted a short while
- Professional colleagues you worked with in an informal capacity
Still not sure? If you’re not yet actively applying and interviewing for positions, then no worries! This is a later problem. Don’t let indecision here hold you back from continuing to explore your options and build your network.
Because most job seekers are searching while currently employed, it is completely fine to NOT include your current advisor or manager. That’s expected! Why? Most people don’t want to tip off their boss that they’re searching, because that could lead to them being terminated before they secure a new job.
One final tip
Always ask someone if they’re willing to be a reference. If it’s been a while since you worked together, remind them of the projects you did, how you collaborated, and basic details like dates and job titles. Send them your resume, the one you used to apply for the position.
That conversation (or email exchange) is a great opportunity to share the skills and experiences you’d like them to hype if they’re contacted. And, if they don’t think they’d be a strong reference for whatever reason, that’s fine! Good to know, and now you can go ask the next person on your mental list.