Prospective CDR applicants seem to be a little confused or not very sure about how to prepare and present work reference letters.
These reference letters are required by Engineers Australia for Additional Assessment under the new points test which became effective on 1 July 2011. T
The reference letters supplied by an applicant MUST have adequate information for Engineers Australia to enable EA to give their opinion about the applicant’s years of work experience at an appropriate leve in the nominated or a closely related occupation.
1. Assessing genuineness of documents supplied:
To be able to do this EA has to first ensure that the documents submitted by an applicant are genuine and prepared as per EA requirements. EA has specified the following toward meeting this.
A reference letter must
- be an original document, or a certified true copy of the original in accordance with the MSA Booklet, Section A, Item 5;
- be written on the official letterhead of the company, or government department, providing the documentation;
- indicate clearly the full address of the company and any telephone, fax numbers, email and website addresses;
- be dated;
- include the name and position of the person endorsing the employment document … these should be typed or stamped below that person’s signature – a reference with an illegible signature will not be accepted:
- include the direct contact number of the person ( where the person is contactable for verification of the document and its contents)
- endorsing the document;
2. Assessing years of experience in the nominated or closely related occupation at the appropriate level.
The next thing EA will do is to check that
- the job or jobs an applicant held in one or more organisation. If the job title is a generic one like assistant Engineer – it has to be expanded to include the function of the job like – Assistant Engineer – Design and Construction
- at least five main job duties for each job position held, They will check thar the job duties mentioned in the Career Episodes match the job duties in the reference letters.
- Whether a particular job was full-time or part-time. If any job position was part-time then the number of hours per week that the applicant worked each week on the job must be provided and, finally
- the exact starting and end dates for each job position.
From the above four pieces of information EA will try to assess which of the jobs held by an applicant relate to the nominated or a closely related occupation and what total period of time an applicant was involved in doing work related to the nominated or a closely related occupation at a professional/graduate engineer level.
Note the following:
- that EA may contact your referee(s) to verify the contents of your reference letters.
- that EA will give their opinions about the number of years of work experience you have in your nominated occupation or a closely related occupation and it will be up to DIAC to give you points for work experience.
- DIAC may re-verify the genuineness of the reference letters and work experience claim.
3. What you should do:
- Try to understand each of the points above.
- For each employer you worked for, prepare drafts. If you held more than one position with an employer, having been promoted from a junior position to a senior position, then you may do one of the following:(a) If you worked in the same department under the same supervisor, then prepare one reference letter mentioning different job positions. Include five main job duties for each job position.(b) If you worked in different departments in the same organisation under different supervisors, then you may get two reference letters from the two departments. In both cases make sure that the dates from leaving one position to taking up the next position match. Note that EA will count days worked and convert them to completed years. 364 days is considered less than 1 year.
- After completing a draft reference letter check that you have covered all four points mentioned under section 2 above.
- Show the EA requirements and your draft reference letter to the relevant supervisor. Your supervisor may do the rest according to company standards. Note that reference letters coming from two different companies but having similar layout, structure and contents, will not go well. Therefore, avoid using standard templates. Sit down or discuss with individual supervisor(s) about the EA requirements and make sure that contents of the reference letters are complete. Let your supervisors play the main role in preparing the reference letters. If (s)he misses out something then you may point that to him/her. Remember, it will be the supervisor who will be contacted by EA and/or DIAC and who may be asked about the job duties and other materials in a reference letter.