WORKSHOP

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WORKSHOP

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Intensive Workshop on 'Writing Persuasive Recommendation Letters in English for Students' Lam Yan, Shirley * Dress up and culture appropriately Exceptional 1. – PowerPoint PPT presentation

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Title: WORKSHOP

1
WORKSHOP
Intensive Workshop on 'Writing Persuasive
Recommendation Letters in English for
Students' Lam Yan, Shirley
2
WORKSHOP OBJECTIVES

To familiarize serving Secondary School Teachers
with the skills in writing Recommendation
letters
To provide a variety of good and updated samples,
i.e. past recommendation samples for
reference/analysis of teachers in writing
recommendation letters for students
To provide Human Resources Terminology in line
with Human Resources Language in order to
strengthen Teachers capability in writing
professional Recommendation Letter so as to
improve students chance for better securing
study/employment opportunities.

3
WORKSHOP CONTENT

Factors driving to Recommendation Letter for
School Applications/Employment
Components to a Recommendation Letter
Appraisal Grid
Increasing Student interestingness

4
Unit 1
FACTORS DRIVING TO RECOMMENDATION LETTERS FOR
SCHOOL APPLICATIONS/EMPLOYMENT
5
FACTOR 1

"When choosing someone to write a letter of
recommendation, dont get wrapped up in title
You want someone who can write the recommendation
letter and at the same time really answer the
questions.
You want someone who knows what you have done and
provide insight into your potential to be a
future leader.
(Wendy Huber, the Associate Director of
Admissions at the Darden School of Business)

Source http//businessmajors.about.com/od/recomm
endationletter1/a/GoodRecLetters.htm
6
FACTOR 2

"The two letters of recommendation that you
submit should be professional in nature.
Your recommenders may be anyone (former
supervisors/tutors of summer internship/exchange
programme, etc.) who is able to comment on your
personal qualities, career potential, and
potential to succeed .
Recommenders should know you personally and be
familiar with your work history, credentials, and
career aspirations.
(Christina Mabley, Director of Admissions at
McCombs School of Business)

Source http//businessmajors.about.com/od/recomm
endationletter1/a/GoodRecLetters.htm
7
FACTOR 3

Critical Qualities
Sense of commitment and being responsible
Team Player
Steep Learning curve
Flexible
Trustworthy
Proactive
Common sense
Self motivated Self immediate Manager know
the boundaries
Interestingness of the Student

8
FACTOR 4Reference vs. Recommendation

It is very important to note the differences
between Reference Letter and Recommendation
Letter.
A Reference Letter is a document you could
provide to all students. The Reference Letter
includes details such as Students name, year
period that student studied in school and other
general factual information
A Recommendation Letter has many meanings to it.
To start with, if you have decided to write up a
Recommendation Letter for student application to
employment/school application, you have to be
prepared to act as the Reference checking point
as well. A Recommendation includes an appraisal
of the student

9
Factor 4Reference vs. Recommendation

To provide a Recommendation is to provide a
comment for recommending or highly recommending
a person to a School or an Organization.
Therefore it is very important for you to know
the student very well to be able to do that.
Meanwhile, the comments provided in the
recommendation letter must be positive and
constructive.
The purpose of the recommendation letter is for
aiding the student to get the school/job.

Lets refer to consolidated Recommendation Letter
samples On Positive touch to writing then to
Group Exercise Worksheet 1
10
Factor 4Reference vs. Recommendation

Signing the Recommendation Letter To sign off
for the letter meaning you understand and is
agreeable to the fact and the content of the
letter

11
FACTOR 5Etiquette

You have to know someone really well to commit to
writing the recommendation letter while at the
same time possibly be one of your reference
checking point
Former supervisors/tutors, etc.
Your Teacher/Professor
Some students send me their Personal Statement as
reference, it helps a lot

Lets refer to consolidated Recommendation Letter
samples On Be the Reference Checking point
12
FACTOR 5Etiquette

Write and Talk to the person writing your
recommendation in person
Email is not recommended
In person is highly recommended or if not
possible at least call the person before sending
the material by mail over
Provide basic details to the person writing your
recommendation letter such as
What schools are you applying for ?
What is your aspiration ?
When is the deadline for submitting the letter ?

13
IMPORTANT

Important to highlight students strength
Recommendation letter should be tailor made
Insightful appraisal of the student
To ensure formality use letter head of the
organization/school you are representing
Be crisp and to the point

14
Unit 2
COMPONENTS TO A RECOMMENDATION LETTER
15
Components1st Paragraph SAMPLE

A paragraph or sentence explaining how you know
the person you are writing to recommend and the
nature of your relationship with them
Your connection to the person recommended
How you got to know the person recommended
How you have known the person recommended
Your position writing the recommendation letter
Sample I have been Lorettas Instructor for the
school year 2008 2009 at the XXXX College.
During Term 1 from September 2008 to December
2008, Loretta was on my XXXX class. For Term 2
starting January 2009, Loretta is currently on my
XXXX Class.

Lets refer to consolidated Recommendation Letter
Sample 1st Paragraph
16
Components2nd Paragraph SAMPLE

A paragraph or sentence to set the stage
Sample Based on Lorettas academic performance,
academic results achievements at the XXXX
College and her personality, I would highly
recommend Loretta to your reputable Company for
the position of XXXX. Loretta will be a very
outstanding member to your reputable company
should she be offered the position. I am
confident that Loretta will be an important asset
to your company.

17
Components3rd Paragraph And on SAMPLE

An honest evaluation of the person's skills and
accomplishments. Try to include specific
examples.
An appraisal of why you would recommend the
student
Should include wordings like highly recommend
or recommend without reservation
Sample I would like to recommend Loretta to
your reputable organization without reservation.
For the purpose of her application to your
reputable company, below is my appraisal on
Loretta.
During Lorettas endeavor at the XXXX College,
she had been Star Student Top List of the year
2008 2009 amongst 1000 students. She has also
been Champion of the Inter school Basket
Competition for the year 2007 2008. She has
also been House Captain of the Blue House

18
Components3RD Paragraph And on Sample 2

Sample I would like to recommend Loretta to
your reputable organization without reservation.
For the purpose of her application to your
reputable company, below is my appraisal on
Loretta.
Professional Capabilities Result oriented
From the onset of Term 1, Loretta had shown
herself to be very result oriented. Once she is
assigned with an objective or task, she has very
clear vision of what she needs to do and achieve
that objective with zest.

Lets refer to consolidated Recommendation Letter
Sample 2nd Paragraph 3rd Paragraph
19
Components4th Paragraph SAMPLE

A statement or summary that explains why you
would recommend the person you are writing about.
Sample The thing I treasured most about Loretta
is her independence and her willingness to learn
more and to be stretched outside of her comfort
zone in order to strive herself towards success
after success.

Lets refer to consolidated Recommendation Letter
Sample 4th Paragraph
20
Recommendation LetterLast Paragraph

Support both in terms of recommendation letter
and also the Reference Check
Allow Employers to contact you, should a
reference be required of the student
Sample Should you require further information
or details, please do not hesitate to contact
undersigned at 3793 3081 or at my email address
xxxx_at_netvigator.com.

Please refer to Worksheet 2 for Group Work
21
Unit 3
APPRAISAL GRID
22
APPRAISAL GRIDA Spectrum of judgment
Extraordinary Exceptional Excellent Outstanding
Marvelous Great Admirable Outstanding
Remarkable Incomparable Brilliant Significant
Superlative Notable First-rate Terrific
surprising Unique
Wonderful Significant
Striking
23
APPRAISAL GRIDGOOD ATTITUDE definition

In the workplace
proactively taking the initiative in ensuring
that departments processes are well updated in
benefiting your own department and other related
departments
being willing to step into Manager, Co-worker,
Direct reports shoes in understanding their
perspective and point of view
willing to empathize other departments situation
and taking the lead in Quality Outputs Quality
Inputs

24
APPRAISAL GRIDGOOD ATTITUDE EXAMPLES
Exceptional
1. Looks for reasons and ways to projects and ideas to succeed
2. Is enthusiastic about work and projects
3. Likes to collaborate and contribute
4. Puts team interests ahead of her individual interests
5. Cooperates with team members
6. Is realistically positive
7. Looks to optimize every situation
8. His ability to look on the bright side of any situation is illuminating
25
APPRAISAL GRIDTeam Player definition EXAMPLES

seek to accomplish work goals through
collaboration with others

Exceptional
1. Holds team goals clearly in mind
2. Will place team goals ahead of personal goals
3. Pitches in to team efforts where needed
4. Sees what needs to be done and does it
5. Shares expertise freely
6. Works effectively with others
7. Brings out the best in the team
8. Helps others to cooperate
9. Contributes to team discussions
10. Inspire others to cooperate
26
APPRAISAL GRID Analytical Skills definition
EXAMPLES

seek to resolve problems through teeing up of
issues for solutions while persuading team or
teams to arrive at consensus of pursuing with
actions on solutions

Exceptional
1. Displays clear reasoning skills
2. Methodical in analyzing data and solving problems
3. Performs complex calculations with ease
4. Data analysis results in actionable conclusions
5. Comprehends complex data and issues and draws accurate conclusions
6. Develops deep and accurate insights from research
7. Maintains awareness of the big picture while accurately analyzing details
8. Objectively allows data to lead him to accurate conclusions
9. Stays focused on goals and objectives while analyzing relevant details
27
APPRAISAL GRID Problem Solving definition
EXAMPLES

Taking initiative in using good approaches in
resolving problems or taking the lead in
analyzing situation and problem quickly for
solution

Exceptional
1. Identifies problems at their inception and analyzes them quickly to find a solution
2. Offers a variety of possible solutions for problems
3. Solves problems at their root cause
4. Solves problems before they become major
5. Carefully weighs pros and cons in every decision
6. Anticipates problems and finds solutions before the problem develops
7. Is not thrown off by problems but immediately looks for solutions
8. Sees problems as challenges and opportunities
9. Knows which problems to solve herself and which problems to delegate to subordinates and subject experts
28
APPRAISAL GRID Initiative definition EXAMPLES

Taking a leadership role in championing a project
in order to facilitate efficiency and
effectiveness or to take on extra
responsibilities with minimal instructions/
supervision

Exceptional
1. Sees what needs to be done and does it
2. Requires minimal supervision
3. Takes a leadership role when appropriate and needed
4. Seeks out and recognizes new opportunities
5. Takes charge in the absence of instructions
6. Does things without needing to be told
7. Anticipates and prepares for problems
8. Willingly tries new procedures
9. Creates opportunities for himself
10. Turn ideas into actions/results
29
APPRAISAL GRIDListening definition EXAMPLES

Exhibit good listening skills and show interest
to what the speaker is saying or trying to
express or capable of reflecting back, nonverbal
clues, acting enthusiastically, show
encouragement and keeping a poker face

Exceptional
1. Pays careful attention when spoken to
2. Responses make it clear he listened well
3. Acknowledges what was said before making her own point
4. Attempts to understand before attempting to be understood
5. Makes a point of clarifying anything she finds unclear
6. Maintains excellent eye contact when someone else is speaking
7. Makes a point of ensuring the speaker feels heard
8. Avoids distractions when someone is speaking
9. Follows directions well
10. Listens so well she can summarize what we say better than we can say it
30
APPRAISAL GRID Prioritization definition
EXAMPLES

Demonstrate clear sense and capabilities in doing
first thing first and be capable of organizing
chores even under extreme pressure in meeting
tight deadlines

Exceptional
1. Has a keen sense of priorities
2. Puts first things first
3. Efficiently manages competing priorities
4. Knows what matters most
5. Knows which requests to honor and which requests to decline
6. Does not waste time on nonessential activities
7. Prioritizes activities based on long term objectives
8. Eliminates activities that do not add value
31
APPRAISAL GRID Resourcefulness definition
EXAMPLES

Tapping problems with out of box ideas or finding
surprise solutions to problem which saves
resources while not compromising on results

Exceptional
1. Makes excellent use of both people and material resources
2. Finds surprising sources of information and resources
3. Finds ways to save resources without compromising outcome
4. Makes outstanding use of available resources
5. Accurately anticipates resources needed to avoid waste or shortage
6. Respects resource needs of other students/employees while meeting her own resource needs
32
APPRAISAL GRID Approachability definition

Being friendly yet maintaining the professional
poise with assertiveness

Exceptional
1. Is easy to talk to
2. Welcomes questions
3. Invites input
4. Is available when needed
5. Creates a sense of safety and welcome for others
6. Inspires an open communication culture
7. Makes people feel at home
33
APPRAISAL GRID Dependability definition
EXAMPLES

Share and align the institutions/companys goals
and values
Accept responsibility for own actions, decision
and directions to subordinates
Respond quickly to pressing organizational
demands

Exceptional
1. Delivers as promised
2. Says what she will do and does what she says
3. Can be counted on to pitch in when needed
4. Sees projects and responsibilities through to completion
5. Meets deadlines
6. Is always prepared
7. Says what he means. Can be taken at his word.
34
APPRAISAL GRID Grooming definition EXAMPLES

Dress up and culture appropriately

Exceptional
1. Looks professional
2. Appearance reflects positively on the organization
3. Grooming is flawless
4. Appearance projects a positive impression
5. Grooming is always appropriate for the occasion

35
APPRAISAL GRID Motivation definition EXAMPLES

Candidate as self motivated and readily adapt
into environment and be capable of performing
according to standard or being willing to
overachieve goals

Exceptional
1. Is highly self motivated
2. Works on projects with an excited gusto
3. Has a powerful sense of purpose
4. Translates ideas into action without hesitation
5. Is inspired to take action
6. She is motivated from within
7. He works with enthusiasm
8. Comes in early and leaves late, not because she has to but because she wants to
9. His enthusiasm is contagious
10. I never have to build a fire under her because the fire is burning inside her
36
Unit 4
Increasing Interestingness of Students
37
Colleges want interesting students

Interesting does not equal to busy
The grown deep and tall rule, in one place and be
a tree
The impact of Accomplishment - School, Community,
National or International

Source Mark Montgomery is a College Admission
Consultant based in the US. He is a College
insider with knowledge for college
admission. Information quoted based on his AmCham
Speech dated March 1, 2011
38
Colleges want interesting students

Rules of Interestingness
If you can explain easily the accomplishment, it
is more likely to impress (even when English is
not super good)
Interesting does not equal passionate
Interesting equals commitment, for e.g. running
own business with employees and all clients
writing recommendation letters for you
Interesting equals impact, for e.g. put in root
to something you are doing like being in the Hong
Kong Drama festival for the past XX years

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 10 Prepare for ACT and SAT Tests
Summer is a great time to take a course or get
some tutoring to help improve those scores when
you take the tests in the fall. Even working
diligently with a good preparation book will help
you learn the strategies and remind yourself of
the content you will be expected to know

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 9 Take a Summer Class
Nothing shows that youre serious about academic
work like dedicating a portion of your summer to
intellectual pursuits. Whether its a high school
class you take to get a requirement out of the
way, a community college course, or something
offered by various prestigious universities like
Harvard or Syracuse, youll give yourself a bit
of an edge by by keeping your brain active over
the summer

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 8 Start Those Essays
Most students underestimate the difficulty of
writing a solid essay. Start on a draft or two
now, and show your prose to people who know you
well. Gather their ideas, revise, and tighten.
Those who leave these for the last minute come to
regret their procrastination.

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 7 Get a Job
Fewer and fewer students understand the value of
hard work. Holding down a job can not only earn
you extra running-around money, it can also teach
you things about commitment, responsibility, and
leadership. Better yet, start your own lawn
mowing, child care, or house sitting service
every college loves an entrepreneur .

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 6 Volunteer
Community service is more and more a requirement
on college applications. The important thing is
to find a cause you care about and dedicate a
significant chunk of time to the organization.
Serving one meal at a homeless shelter is not as
good as organizing a weekly musical concert at a
nursing home with some of your musician friends.

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 5 Organize Your College Visits
While many students visit colleges in the
summer, campuses become ghost towns during June,
July, and August. So spend some time this summer
planning trips in the fall to the campuses on
your list.

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 4 Get out there and play !
If youre an athlete, keep working on your sport
and your physical training. If youre a musician,
practice and perform wherever possible. If youre
an actor, audition for summer productions.
Whatever your passion and pastime, use the
unstructured time of summer to pursue your
interests and to be your best .

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 3 Organize your continuing college
search
Most students underestimate the volume of
information that requires organization during the
admissions process. Make files for the colleges
that interest you. Contact admissions offices and
let them know of your interest. Get all your
documents (transcripts, test scores,
recommendations, certificates of merit, your
resume) together in a single notebook. Sign up
for the Common Application and fill in the basic
information. The more you do now, the less crazed
the school year will be.

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 2 Read
Go to the library. Sit under a tree, or on the
beach, or in a mountain valley, and read. A good
story will transport you to a different world.
Plus, its a proven fact that students who read
more do better on standardized tests. So in
addition to the drudgery of test prep (see Number
10 above), make preparation more fun by reading a
classic novel or two. Plus, being able to talk
intelligently about a book you read on your own
will look great in an admissions interview !

Using Summer Holiday to increase your
Interestingness and chances for College
Admission
Number 1 Make time for Yourself and your Family
Summer is for fun. All of the items above (okay,
well maybe not the test prep) can be fun and
rewarding experiences, if you structure them well
and keep organized.