Volunteer reference policy

Policy statement

Purpose: This policy outlines the requirements that students must fulfill before they are eligible to request a reference from the Centre for Community, Clinical and Applied Research Excellence (CCCARE) staff. The goal is to ensure that references are based on meaningful and comprehensive experiences, accurately representing the student’s contributions and skills. 

Scope: This policy applies to all students requesting a reference from CCCARE staff regarding their role as a clinical exercise program assistant within CCCARE programs. 

Before requesting a reference, students must meet the following requirements: 

  1. Minimum hours: The student must have supported CCCARE programming for a minimum of 25 hours. 
  2. Performance: The student must have demonstrated growth and/or excellence in the following areas while at CCCARE: 
    • Punctuality and reliability: Demonstrated strong work habits and a clear understanding of role expectations. Consistently reliable, punctual, with excellent attendance. 
    • Motivation and enthusiasm: Exhibited a strong eagerness to learn and actively contribute to CCCARE programs. Showed enthusiasm in supporting both staff and participants, taking initiative and making meaningful contributions to each session. 
    • Communication and interpersonal Skills: Actively engaged with participants in a positive, supportive manner, building trust and rapport. Ensured participants felt safe and supported during exercise, contributing to a collaborative and encouraging atmosphere. 
    • Exercise demonstration and instruction: Applied relevant knowledge and skills to effectively demonstrate and teach exercises. Provided constructive feedback to improve form, monitor intensity, and ensure exercises were performed safely. 
  3. Request timeline 
    • Students must submit their reference requests well in advance to allow staff sufficient preparation time: 
    • Professional or graduate school reference: Submit request at least 4 weeks before the deadline. 
    • Volunteer or employment reference: Submit request at least 2 weeks before the deadline.  
    • Reference requests must be made no later than 24 months after the student’s involvement with CCCARE programs. Exceptions may be made on a case-by-case basis. 

Procedure for requesting a reference

Submit written request

The student must submit a formal written request to their CCCARE staff supervisor (via email), which should include: 

  • A clear purpose for the reference (e.g., academic, professional, or volunteer position). 
  • The deadline by which the reference is required. 
  • Instructions on the preferred method and destination for reference submission (e.g., email address, online portal, or mailing address). 

Summary of contributions

As part of the formal reference request, the student is required to provide a detailed summary of their contributions and accomplishments during their time with CCCARE. This summary will assist the supervisor in crafting a reference letter by highlighting the experiences and skills the student believes are most relevant for their admissions committees or hiring managers to be aware of. This documentation should include: 

  • A list of the program(s) they support includes the academic term(s). 
  • Specific examples of tasks performed, skills developed, and strengths demonstrated. 
  • Areas for growth and development, if applicable. 

Supervisor review 

The staff supervisor will review the request and determine eligibility based on the outlined requirements. 

Decision and communication 

The supervisor will inform the student of their decision within 1 week of receiving the request. If the request is approved, the supervisor will provide the reference within the agreed-upon timeframe. 

Exceptions

Requests not meeting the above criteria may be considered under exceptional circumstances. The final decision rests with the CCCARE staff supervisor. 

This policy is effective as of February 1st, 2025 and will be reviewed annually to ensure it remains relevant and fair to all parties involved. 

Please contact us at cccare.volunteer@uwaterloo.ca if you have any questions.