About:

For:

Health Science Letter Service
(HSLS)

PLEASE READ ALL POLICIES, PROCEDURES AND FAQS CAREFULLY BEFORE REGISTERING!

What is the HSLS?

HSLS Frequently Asked Questions (FAQs)

How to Open a File with the HSLS

What to do After Opening a File

Tips on Obtaining Letters of Recommendation

How to Request Your Letters to be Sent

Using the HSLS with the AMCAS Letters Program

Student Confidentiality Waiver Form (PDF)

Reference Letter Waiver Form (PDF)

HSLS Account Log-In

• The Health Science Letter Service (HSLS) is provided as a convenience for applicants applying to health science programs (medical, nursing, dental, pharmacy, etc), and those who write letters of reference for schools and programs on their behalf.


• UC Santa Cruz Students and Alumni have the option of maintaining a file of reference letters from their instructors or employers supporting applications to health science schools.

• 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.

• We send an official cover letter along with the photocopies of your reference letters and place our official seal across the back flap of the envelope. Health Science programs require all letters of recommendation to be confidential. We therefore include a copy of your signed Student Confidentiality Waiver Form with each mailing as well.


• This service cannot be used for employment or internship applications. Its only purpose is for applying to health science schools.


• This program is funded solely by the fee for services you pay. Career Center fees and funds deposited in accounts are non-refundable.


• You may have as many letters on file as you would like. However, since the number of letters requested by each institution varies, please be sure to send the correct number of letters. Additional letters may not be read by a selection committee.


• We do not have RUSH service! During the peak application period (October through February), allow 5 working days for us to process and mail your requests. During the off-season, it may take only 1-3 days. Requests are processed in the order received. To speed your letters to the schools, you may use Federal Express at your expense.

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New clients please follow these instructions:

1. Read the HSLS Policies, Procedures (on this page) and FAQs carefully.


2. Go to the HSLS Log-In Page, and follow the instruction on the left-hand side of the page for opening a new account.


3. After completing the registration form, you will be logged into your account. Click the "Make Payment" button to bring up the HSLS payment form.


4. Print the payment form and send or bring your payment to the Career Center. The fee for opening a file is $90.00, payable by cash or check. If paying by check, make your check payable to UC Regents. The $90.00 includes an unlimited number of schools, envelopes and postage. Federal Express requests will be paid by you. Career Center fees and funds deposited in accounts are non-refundable.


5. Download and print the Student Confidentiality Waiver Form. If you are unable to download it, request it to be e-mailed to you or pick it up at the Career Center. Sign the form, and return it to the Career Center with your payment.

Existing clients who had a file with the pre-health advising office and are registering with the Career Center for the first time, please follow these instructions:

1. Go to the HSLS Log-In Page, and follow the instruction on the left-hand side of the page for opening a new account.


2. Check the box at the top of the registration form so we will know you are already a client.


3. After registering, click on "Make Payment" in your account to bring up the HSLS Payment Form. Print the page and send in your payment as instructed to the Career Center. The fee for opening a file is $90.00. However, since you have already paid $35.00 to the pre-health office, you will only need to pay $55.00 to upgrade to unlimited mailings. Career Center fees and funds deposited in accounts are non-refundable.


4. After registering, contact the Letter Service Coordinator at (831) 459-2368 or letters@ucsc.edu. We will then update your account to show the letters you have on file as well as your payment information.* You can then use the online system for all letter requests.

*Your requests prior to your online registration will not be entered. If you have questions about past requests, you will need to contact the HSLS coordinator at 459-2368 or Marti Truhitte, the pre-health advisor at 459-5705 or at truhitte@ucsc.edu.

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1. Download the Reference Letter Waiver Option Form.
   You may need to download Adobe Acrobat Reader to view and print the necessary Waiver Form.
   If you are unable to download them, we can e-mail them to you, or you can pick them up at the Career Center.


2. Give the Waiver Option Forms to your letter writers. This will provide them full instructions on how to send letters into the service.


3. Make all requests online via your HSLS account. (Note: You will not be able to request your letters to be sent until the letters have arrived and are entered into the system.)


4. Through your online account, you can keep track of which letters have arrived, edit your personal information, view your account balance, make new requests and check the status of past requests.

1. Enter the letter writers' names in your online file as we receive your letters. Letters will be entered by 3:00 P.M. daily. You will receive a confirmation e-mail as new letters arrive.


2. Process requests daily and send confirmation e-mails as requests have been sent.


3. Provide open office hours at the Career Center to answer any questions. You may also send e-mail to hsls@ucsc.edu or call 831-459-2368.

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• Leave plenty of time! Allow at least three to four weeks for a letter to be written. If you have the time to wait, ask the reference letter writer what the most convenient time for them to write the letter would be. There is a space in the Reference Letter Waiver Option Form packet for you to specify a deadline for the letter to arrive at the Career Center.


• If possible, give letter writers a copy of your personal statement, transcripts, narrative evaluations, a resume and/or papers written for their class. This will give them a broader knowledge of who you are. You may also want to include a brief summary or outline suggesting the basic content of the letter.

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You may only make a request once you have verified that the HSLS has received your letters. Your HSLS account profile will list letters currently on file. The volume of requests precludes us from holding orders pending receipt of letters.

The HSLS processes orders on a first-come, first-served basis. Once we receive a request, we make official copies of the letters you have selected and send them with our official seal across the back flap of the envelope. All additional materials (e.g. transcripts, statement of purpose) supporting your candidacy should be forwarded directly to the institution. Your file can only contain your letters of recommendation.

All requests must be made online:

1. Log into your account, and click "Letter Requests" followed by "New Request."
2. Check the box of each letter you need sent.
3. Suppy the complete mailing address including the name of the institution.
4. Check the box for the delivery method you prefer.*
5. Click "Submit Request."
6. Repeat for each request.
7. We will send a confirmation e-mail when your request has been processed.

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• Health Science programs require letters to be confidential, so we need a signed Student Confidentiality Waiver Form to send along with the letters.


• We only send letters to graduate and professional schools. We do not send letters to employers for career or other positions, for internships, or for non-academic scholarships.


• We will only send letters received by us that are mailed directly from the letter writer or hand delivered with the letter writer's signature across the seal of the envelope.


• Official copies of letters will be sent to schools only.


• We do not release original letters to students. They are the property of the letter writers.


• We will not change or modify any letter.


• Career Center fees and funds deposited in accounts are non-refundable.

PLEASE NOTE: We closely monitor the use of the HSLS to insure that high ethical standards are maintained. We take positive steps to verify the authenticity of letters. Forgeries, efforts to obtain access to waived letters and other questionable practices by users of the service will be investigated and, when appropriate, brought to the attention of proper campus authorities or the graduate/professional schools.

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Policies and procedures are subject to change without notice.