- How do I start an account?
Click here for a detailed
walkthrough on how to initiate a GRLS file.
- Can I pay for the service with a credit
card?
The Career Center is only set up to accept cash or check payments.
Be sure to make your check out to the UC Regents.
- I'm applying to a Ph.D. program. Should
I register for the Ph.D. Letter Service?
NO! The Ph.D. Letter Service is designed for CURRENT
Ph.D. students who are applying to academic positions. You should
register with the GRLS.
- Where should my letter writers send my letters
of recommendation?
Our mailing address is listed on the Waiver
Option Form.
- Because of distance, it's hard to get my
letter writers a copy of the Waiver Option Form. What should I
do?
You may have your letter writers send in letters without an
accompanying Waiver Option Form, but ONLY if you want your letters
to be confidential! If you want your letters to be non-confidential,
a signed Waiver Option Form must accompany the letter.
If distance is an issues, you may fax or e-mail the signed form
to them.
- Should I have my letters be confidential?
How can I change the confidentiality status of my letters after
they are put on file with the GRLS?
The decision of confidential or non-confidential is yours.
Please review To Waive or Not
to Waive for further guidance. Once our office has received
a letter, the only way to change its confidentiality status
is to have your letter writer send in a new copy of the letter
with a new Waiver Option Form.
- How will I know when my letters have arrived
at the Career Center?
Our mail generally comes in around 1:00 p.m., and we enter
received letters into the system by 3:00 p.m. the same day.
You will receive automated confirmation e-mails to the e-mail
address listed in your contact information as soon as new letters
are added to your account.
- My letter writer told me they sent in a
letter, but I haven't received arrival confirmation, and it's
not showing up in my GRLS online account. What should I do?
Very occasionally, sent letters do not arrive at the Career
Center. Verify with your letter writer when the letter was actually
sent. If it has been more than a week since that date, request
that the letter writer re-submit the letter.
- Can my letter writers e-mail my letter of
recommendations to the GRLS?
Letter writers may e-mail electronic copies of letters to grls@ucsc.edu
ONLY IF their official signature appears on the electronic
copy. They must also scan the signed Waiver Option Form and
e-mail it with the electronic copy of the letter if you are
requesting a non-confidential letter.
- How do I request my letters are sent to
schools?
Click here for a step-by-step
walkthrough of making an online request.
- Some of the programs I'm applying to require
supplemental forms are sent with the letters. How should I handle
this?
The GRLS can include school-specific supplemental forms with
your letters. Have your letter writers complete and send all
supplemental forms to the Career Center with the one copy of
your letter (or by themselves, if your letter is already on
file). When you make your online request for letters to be sent,
you will simply need to specify in the 'notes' field which forms
need to accompany the mailing.
- The school I'm applying to wants me to
include letters of recommendation with my other application materials.
Can you send me sealed copies of the letters I have on file?
The GRLS can send you sealed, official copies of your NON-CONFIDENTIAL
letters. If your letters are confidential, you can contact the
school to find out if they will accept letters separately if
sent from our service. If not, you can bring or mail your completed
application packet to the Career Center in a self-addressed
and stamped envelope. We will add your letters to it, seal it
and mail it out from here.
- One of the schools I'm applying to wants
letters submitted online. Can the GRLS do this?
Most schools that request online submission of letters will
accept hard copies when they are sent from a university-affiliated
letter service such as the GRLS. Check with the admissions office
of the schools to which you are applying for their mailing address.
- How long will it take for my letter to
be sent after I make a request? Can I request that my mailing
be rushed?
We process letter requests on a first come/first served basis
and DO NOT have rush service. During the busy season
(October through February), you should allow up to five (5)
business days for us to process your request after you submit
it. During the rest of the year, it may only take between 1
and 3 business days. To speed your letters to schools, you may
opt to have them mailed Federal Express at your expense.
- One of the schools my letters were sent
to has not received them. What should I do?
Occasionally, the letters we send do not make it to the receiving
schools. This can happen for a number of reasons (e.g. incorrect
address, mail system issues or admissions office filing errors).
If a school has not received your letters two weeks after they
were mailed, put in a new request, and we will re-send them.
- Can I use the GRLS to apply for jobs or
internships?
NO. The GRLS is designed solely as an aid during the
graduate school application process. We will only send letters
in support of graduate school or academic scholarship applications.
Requests made for any other purpose will be cancelled.
- How long will my file stay at the Career
Center?
Letter Service clients who registered on or after July 1,
2009:
Original letters of reference are kept for four (4) years after
registration date after which the file is destroyed on July
1. All agreements will expire July 1, 2013, and be subject to
renewal only if available.*
Letter Service clients who registered before July 1, 2009:
Original letters of reference are kept for up to five (5) years
after the file's last activity (payments received, letters received
or letters sent). However, all agreements will expire July 1,
2013, and be subject to renewal only if available.*
*Clients who anticipate needing their letters past July 1,
2013, also have the option of registering with Interfolio (a
similar letter service not affiliated with UC Santa Cruz). Letters
on file at the Career Center can be transferred to Interfolio
at any time. For information about Interfolio's different membership
options and policies, please refer to http://www.interfolio.com.
- Who can I get in touch with if I need further
help?
Please contact the Letter Service Coordinator at 831-459-2368,
or send e-mail to grls@ucsc.edu.
