recommendation file service student user guide · • you should see that you have completed the...
TRANSCRIPT
Recommendation File Service Student User Guide
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Before getting started:
• Be sure you have read the entirety of the introductory email you received from [email protected]
• Remember that you may not add recommenders to your AdviseStream/inspire account until you have talked with them directly and confirmed that they are able and willing to write a letter of recommendation for your medical school, dental school, or post-baccalaureate program application. We recommend starting these conversations early, as many recommenders prefer to have at least 6-8 weeks or more to write a letter of recommendation.
• Keep in mind that it is up to you to stay in contact with your recommenders during this process. Health Professions Advising and the Recommendation File Service do not contact recommenders on behalf of students.
• Reference this instruction guide along with the Recommendation File Service portion of our website during the application cycle to ensure you are completing tasks correctly.
• Remember that your completed letter packet will not be submitted to schools/application systems until you have submitted payment! A link to pay online can be found in your introductory email. Once you have submitted payment (or proof of Fee Assistance Program eligibility), you will see your account marked as “paid” within a few business days. Students reopening their file who have paid in a previous cycle will not be charged again.
Understanding the process:
When are my letters due? It is up to you to work out your own deadlines with recommenders. However, there is no “hard deadline” for letters to be submitted. We recommend having letters ready to go by the time you are completing your secondary applications, which is typically in mid- to late-July. Keep in mind that your application is not considered complete until schools have received your application (primary and secondary, if applicable), test scores, transcript(s), and letters of recommendation.
Student adds recommenders to Letters of Evaluation section
Student signs FERPA waivers and releases requests; an email is
generated and sent to recommender through
the system
Student monitors letter status and stays in touch with recommenders as
needed
Recommender submits evaluation and letter through the system
Student continues to monitor status of letters
and sends thank you notes to recommenders
as they submit
When all letters are in, student completes
process to release their letter packet to schools
Health Professions Advising (HPA) creates
letter packet and uploads packet to
application service(s).
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Step 1: Log in to Inspire/AdviseStream at advising.northwestern.edu from your computer.
Current students & alumni with an active NetID: Use the Northwestern NetID option to log in to the system.
Alumni with an inactive NetID: Prior to logging in, follow the instructions in your introductory email to switch to an email-based login. Once you have completed those steps, use the “Email” option to log in using your email address.
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Step 2: Click on the “Matriculation Year” section
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Step 3: Complete matriculation year and application section
Select your matriculation year here. If you are applying in the upcoming application cycle, you should select 2020.
Don’t forget to hit SAVE!
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Step 4: Wait! Once you select your matriculation year, you must wait to be approved by HPA in order to move forward with the process. This approval usually happens within 1-3 business days, but can take up to 7 business days during busy periods. Once you have been approved, you will be able to click on the “Letters of Evaluation” section on your home screen (shown below).
You will not be able to click on this section until you have correctly completed the matriculation year information and have been approved by HPA.
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Step 5: Enter background information (optional). Once you click on the “Letters of Evaluation” section, you will see the option to enter background information and upload common files. Recommenders will be able to see these things, should you choose to complete them, but they will not be a part of your final letter packet submitted to schools. Many students choose to share documents/information with recommenders independently. When you are done with this step, click the “ADD EVALUATOR” button.
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Step 6: Add evaluators. Remember, you may ONLY add a recommender once you have directly confirmed they are willing and able to write a recommendation for you.
• First, to see if the recommender is already in our system. Using the recommender’s email address to search is usually the fastest way to check whether they are in the system.
• If the recommender is in our system, check the box to the left of their name, choose an evaluator category (this information is not a part of your letter packet), and click “ADD.”
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• If your recommender is not already in the system (you don’t see their name/info when you search for them), click “Create New Evaluator” and fill out the required information. Click “ADD” when you are done.
• Note: All newly created evaluators will be verified by Health Professions Advising before you will be able to send the request to your recommender. New evaluators will be verified within 5-7 business days.
Note: this information is for you and your recommender; it will not be part of your letter packet.
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Step 7: Go back to your “Letters of Evaluation” screen. You will need to do the following steps in order to successfully send a request to your recommenders. You must complete the following “FERPA Waiver” and “Request” steps for each recommender you have entered into the system. First, click on the name of one of your recommenders on your Letters of Evaluation screen (see screen shot below).
NOTE: In the screen shot above, Letter 1 has been successfully requested. Letter 2 has NOT been requested successfully – the FERPA waiver and request sections are blank, and the letter status is listed as “incomplete.” Please pay extra close attention to the status of each letter, as many students forget to complete the steps to send the letter request. Your recommender will not be able to submit their letter and evaluation until you have sent the request through AdviseStream/Inspire.
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Step 8: Complete the FERPA Waiver and Request sections for each recommender. Once you have clicked on one of your recommenders, you will see a menu on the left side of your screen (outlined in yellow below).
• Click on the “FERPA Waiver” section
• Select the option you want (confidential or non-confidential – we strongly recommend selecting the confidential option! Please note: schools will be informed if you choose the non-confidential option.)
• Check the box stating you understand the FERPA Waiver agreement
• Type your full name
• Click the “SIGN FERPA” button
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• Then, click on the “Request” section of the menu
• You should see that you have completed the FERPA Waiver, and the “REQUEST LETTER” button should be available
• Click “REQUEST LETTER” o You should only request your letter once you have independently confirmed with your recommenders that they are willing and able to
write a letter of recommendation on your behalf. This is not an acceptable way to contact a recommender about a letter for the first time – they should not be surprised by this request!
o Once you complete the “Request” section, and email will be generated by the system and sent to your recommender letting them know how to upload their letter and complete their evaluation when they are ready. Should your recommender contact you about any issues they encounter, let them know they are welcome to contact us directly at [email protected] for assistance.
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Step 9: Repeat the FERPA Waiver and Request steps for each recommender. Once you have successfully sent letter requests through the system, you should see the following on your Letters of Evaluation home screen.
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Step 10: Monitor the status of your letters. It is up to you to check in periodically with your recommenders, if necessary; please do so respectfully. When letters have been submitted, you will see your letter status change to “received.”
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Step 11: Make sure your letter packet is entered correctly on your application. You can find instructions on our website for AMCAS, AACOMAS, AADSAS, TMDSAS, and post-bacc programs, here: https://www.northwestern.edu/health-professions-advising/recommendation-file-service/listing-file-on-applications/index.html. You should also make sure that, once you have chosen the schools to which you are applying, your letter packet is assigned to those schools (if applicable). NOTE: HPA cannot upload your letter packet to your application system(s) if you have not correctly listed your letter packet on your application. Please ensure you have done this correctly prior to moving on to the next step.
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Step 12: Let us know you’re ready for your letter packet to be uploaded to your application system(s). Once all of your letters have been received, click on the “Letter Submission Request” option. Note: you may not complete this step until all of your letters have been received, and you have correctly listed your letter packet on your application(s).
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Step 13: Let us know where to upload your letter packet. Select the application system(s) to which you are applying, click “ADD”, and provide the required information in the spaces that appear (application ID numbers, etc.) Please ensure you are providing us with the correct information, or we will not be able to match your letter packet to your application. Then, check the box confirming you are ready for your letter packet to be uploaded, type your name to sign, and click “CONFIRM.” Note: This does not automatically send your packet to your application systems. Once you complete this step, your letter packet is reviewed by HPA to confirm your name is spelled correctly throughout, letters are signed and dated by recommenders, and evaluation components were correctly submitted. This process can take up to 5-7 business days. Please also note that HPA is only able to send letter packets to the AMCAS, TMDSAS, AACOMAS, AADSAS and post-baccalaureate application systems.
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Step 14: Make sure you have paid the $40 fee, or have submitted proof of Fee Assistance Program eligibility to [email protected]. Your letter packet will not be uploaded until payment/documentation has been received by our office. AAMC Fee Assistance Program: http://bit.ly/AAMCfee AACOMAS Fee Waiver Program: http://bit.ly/AACOMASfee AADSAS Fee Assistance Program: http://bit.ly/AADSASfee If you have followed these instructions carefully, you’re all set! Once you’ve confirmed that you’re ready for us to upload your letter packet and have submitted payment, we will complete the process within 5-7 business days. It will be noted in your application system(s) when your letter packet has been received. Questions? Feel free to reach out to us via email at [email protected].