Coach first. Graduate when appropriate.
The goal of the housing portfolio is to prepare students to be as competitive as possible when applying for housing. While 3 letters of reference remain the program's recommended best practice and what the curriculum and guidelines continuously state to the students, students should not be prevented from graduating if they can obtain only 1 reference letter.
Education Specialists should actively encourage students to build the strongest housing portfolio possible, but once a student has completed the program requirements and reasonable efforts have been made to obtain additional references, graduation should not be delayed solely because fewer than 3 reference letters were obtained.
This guidance is intended for Education Specialists submitting housing portfolios to the Services Supervisor for graduation review.
Program Standard
Education Specialists should consistently encourage and coach students throughout their time in the course to obtain at least 3 letters of reference. Multiple references strengthen a student's housing application and should remain the expectation whenever possible.
This encouragement includes:
Discussing why references are important.
Helping students identify potential references.
Following up throughout the course on their progress.
Encouraging students to continue requesting additional references while they are actively participating in the program.
Check in multiple times about obtaining additional references.
Discussed why multiple references strengthen a rental application.
Helped brainstorm potential reference sources when appropriate.
Confirmed that the student understands the recommendation but wishes to move forward with graduation.
Included any available reference letters in the portfolio submission.
The expectation is that Education Specialists make reasonable, documented efforts to coach students toward obtaining additional references.
When to Submit for Graduation
If a student has completed all other program requirements and indicates that they are unable to obtain additional reference letters, do not delay graduation solely in hopes that another letter may arrive later. Instead:
Review, finalize, and submit their housing portfolio for graduation review.
Inform the Services Supervisor that you were encouraging the student to obtain additional references through the course, and the reasons as to why the student only has 1 reference at this time.
Use the related canned response Grad Review Submission with fewer Reference Letters
Thank you for submitting all your documents for the housing portfolio and for completing the eCourse. I know we have talked about getting more references, which can improve your chances with a property manager, but it's been challenging for you. At this point, I will submit your housing portfolio for graduation review and let you know what happens."
Allow the Services Supervisor time to review the submission.
Delaying graduation simply to wait for additional references generally creates unnecessary workload for staff, extends case management, and may discourage or frustrate students who have otherwise successfully completed the program.
Situations Where Additional Coaching May Be Appropriate
The Services Supervisor may pause the graduation approval in cases and ask the Education Specialists to provide additional coaching when:
The student has not responded to requests for information or documents.
The student has only submitted references from family members or close friends, which don't meet the program requirements; thus, additional appropriate references appear reasonably obtainable.
There is no clear documentation of consistent encouragement by the Education Specialists to meet the program's minimum expectations.
The student has stated multiple potential references throughout conversations, yet has failed to produce any reference letters from them.
These situations should be handled individually and discussed with the Services Supervisor when needed.
Immediate Housing Opportunities
If a student has an immediate housing opportunity or needs their certificate to move forward with housing, prioritize timely graduation whenever program requirements have otherwise been met. The absence of 1 or 2 reference letters alone should not unnecessarily delay the student's ability to access housing.