TO: UC Santa Barbara Colleagues
FR: Ann-Marie Musto, Associate Vice Chancellor and Chief Human Resources Office
RE: Letters of Recommendation
Dear Colleagues,
A new bill, AB 1905, was signed into California state law, adding section 66284 to the California Education Code. Effective January 1, 2025, this law requires the University to adopt a written policy regarding official letters of recommendation as a condition of receiving state funding.
Specifically, California Education Code Section 66284 mandates that public postsecondary educational institutions adopt a written policy on Official Letters of Recommendation, including the following requirements:
- Administrators and supervisors who choose to provide an Official Letter of Recommendation must consult with appropriate entities to determine if the employee is a respondent in a sexual harassment complaint filed with the University. At UC Santa Barbara, Administrators and Supervisors should consult Campus Human Resources before issuing an Official Letter of Recommendation.
- Administrators and supervisors are prohibited from providing an Official Letter of Recommendation if the employee is a respondent in a sexual harassment complaint and any of the following has occurred:
- A final administrative decision (sustained finding) that the employee committed sexual harassment.
- The employee resigned while an investigation was pending and before a final administrative decision was made.
- The employee enters into a settlement with the University based on allegations arising from a sexual harassment complaint.
Attached please find Interim Letter of Recommendation Guidance for Staff Personnel which provides additional information and answers several important questions.
Staff employees may still provide personal references and letters of recommendation without determining whether the employee requesting the letter is a respondent in a sexual harassment complaint. Official Letters of Recommendation are different from personal references or letters of recommendation that represent the views of the individual letter writer and are provided in an individual capacity.
Personal references or letters of recommendation (that are not an Official Letter of Recommendation) written by current Administrators and Supervisors are often perceived as being Official Letters of Recommendation by virtue of their position. It is essential that Administrators and Supervisors include specific language in Personal Letters of Recommendation so that it is clear their letter represents their own personal perspective of the individual.
Personal letters should not be issued on university letterhead. Generally, personal email addresses should be used for personal references or letters instead. If university-issued email addresses are used for the issuance of personal references or letters, then the recommendation must be explicit that the reference/letter is provided in a personal capacity and does not represent the University’s views. If a personal letter is sent from a University email address, it must contain the following language:
“The following recommendation represents my personal perspective working with [name] and does not represent the viewpoints of UC Santa Barbara or the University of California system.”
In the event that an Administrator or Supervisor wishes to provide an official letter of recommendation for employment purposes, they must consult with Campus Human Resources before the letter is issued.
Systemwide Human Resources will incorporate this guidance into policy through revisions to existing Personnel Policies for Staff Members (PPSM) in early 2025.
Staff may direct questions to Human Resources at: ServiceNow>Talent Acquisition Services> Other Talent Acquisition Support
Academic employees may direct questions to: ap-info@ucsb.edu