References should be individuals who have had direct interaction with you, preferably in a STEM-related activity. This can include (but not limited to) professors, faculty, internship supervisors, advisors, mentors, or others who have current or recent knowledge of your academic accomplishments or your professional experiences. For further guidance, please watch the References video here.
Completing this section
The reference section is located on your SMART Application portal. Select the “References” task to complete this section. SMART encourages all applicants to contact potential references before entering their information into the application, to ensure support. References will be asked to complete an applicant evaluation form.
- Enter contact information (Name, Email address, Relationship) for at least two (2) references
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- You may list up to five (5) references
- You must list at least two (2) references for your application to be evaluated
- Click "Send Email" to send a request to each contact
- An email will immediately be sent to each reference provider with instructions on how to submit recommendations.
- Rank the order in which they will be used. If you list more than two (2) references, only the top three (3) evaluations will be reviewed.
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- A maximum of three (3) recommendations will be evaluated, if provided.
- You may send a reminder email by clicking on “Resend Email”
- Make sure to save this section
Editing this section
After you submit your application, you can edit the name, relationship, and rank of your reference providers. If you need to edit the email address, you will need to delete the entry and create a new one. Once you create a new entry with an updated email address and click "Send Email," your reference will be sent an invitation to submit their recommendation. Ensure your reference uses the link sent to the updated email address.
Reference submissions
All reference forms must be received by the application deadline, which is at 5:00 pm EST on the first Friday in December. Late reference forms will not be accepted. You may monitor the status of your references by hovering over the References task on your SMART Application. As a reminder, you can submit your application while waiting for recommendations to be submitted. Once all reference forms are received, your application status will change to “Complete.”
Reference form requirements
All reference providers will receive an email with instructions on how to login to complete the applicant reference form. The information provided in this evaluation helps the SMART Program identify potential scholarship awardees and assists the DoD Sponsoring Facilities in identifying applicants with skills that help shape the future of the DoD workforce.
The reference form includes questions for the reference provider on their relationship with the applicant, a questionnaire on the applicant’s strengths, and a summary of the applicant’s skills. SMART applicants are required to submit two recommendations. Reference forms are used to ensure suitable applicant can be identified by each Department of Defense (DoD) Sponsoring Facility. Reference forms are utilized to account for the distinctive aspects of each environment, ensuring that the 'right' applicant is matched with the appropriate facility. Recommendations are frequently the distinguishing element in a successful application. To standardize the evaluation process and provide equal opportunities to all applicants, SMART has transitioned from traditional letters of recommendation to a universal applicant evaluation form, which includes a free response section. This approach allows for consistent evaluation of applicants based on similar characteristics, facilitating fair comparisons by application evaluators.
Please note: Google Chrome is the preferred web browser for recommendation submission.
Within the Application
- References will be sent an email with instructions on how to submit the recommendation form
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- Click here for further guidance on the reference process
- Reference forms must be submitted by the application deadline
- Monitor the status of your recommendations on the Application Landing page
- Do not use ".k12" email accounts for a reference to avoid firewall constraints. If a reference has a ".k12" email, please use an alternative email address.
| Applicants are responsible for following up with the references to make sure the recommendations are submitted by the application deadline. |
Instructions for Reference Providers
SMART applicants are required to submit at least two references. All references are closely evaluated and are frequently the distinguishing element in a successful application.
Reference forms are used to ensure suitable applicants can be identified by each Department of Defense (DoD) Sponsoring Facility. Reference forms are utilized to account for the distinctive aspects of each environment, ensuring that the 'right' applicant is matched with the appropriate facility.
To standardize the evaluation process and provide equal opportunities to all applicants, SMART has transitioned from traditional letters of recommendation to a universal applicant evaluation form, which includes a free response section. This approach allows for consistent evaluation of applicants based on similar characteristics, facilitating fair comparisons by application evaluators.
To login to the reference portal:
- Use your email address as your username
- Use the password, which was already emailed to you. Passwords are emailed to references when the applicants enter the references into the application.
- If you cannot locate this email, please search your inbox, SPAM, and junk folders with the keyword SMART.
- For additional assistance, use the Get Technical Help feature on the website to resolve login issues.
The reference name and email address will auto-populate based on how the applicant enters it on their application. If an email address is incorrect or a name is misspelled, please contact the applicant to update this information within their application.
If you are a reference provider for a SMART applicant, please be as specific as possible in the free response section of the form.
All references are due by the application deadline. Applicants who do not have the minimum required references, will not be evaluated.
Review the multi-factor authorization instructions before logging into your account. Google Chrome is the preferred web browser. If multiple applicants list you as a reference, you will receive an email for each.