Credential File FAQs (Frequently Asked Questions)

Opening a file and getting started
Obtaining letters from reference writers
Submitting requests to have your file sent
Following up on requests
How to contact the Career Center regarding my Letters of Reference File
Questions regarding length of eligibility, reactivation procedures, and shelf life
Who can answer questions about my file?
How long is my file active?
If I'm an alumnus, how do I reactivate my file?
How long will Career Center store my letters?

Opening a file and getting started:
How do I open a Letters of Reference account?

Follow the 7 easy steps below:
1. Go to career.ucla.edu
2. Click on PhD Career Services.
3. Click on Credential File Service.
4. Enter your Career Center User Name and Password.
5. For current students only: System will prompt you for email and phone number.
6. For Alumni only: Since you are no longer paying registration fees, the system will ask you for a credit card number to pay your annual reactivation fee.
7. The system will prompt you to download the service contract and return it to the UCLA Career Center to activate your account. You must submit your signed service contract to the Career Center in order to activate your account. You may fax your contract to us at 310.825.1007.

Obtaining letters from reference writers:

Although I have not started a Credentials File, some of my recommendation letter writers have already sent letters to your office, what happens to those letters?

Since all letters are scanned into electronic files, we are unable to store letters if you have not established an on-line Credentials File with our office. We will return all letters that do not have a corresponding Credential File to their authors.

What’s the next step after I open an account?

• Log into the Credential File Service web site and print out the Waiver of Access Form to give to each author. Give both pages of this form to your reference writer since the 2nd page contains critical instructions to authors, including our mailing address!
• Sign the form as an acknowledgement that the letter is confidential.
• Ask your author to: (1) Mail the Waiver of Access Form with the corresponding letter to the Career Center; and (2) Sign his/her name across the seal of the envelope to verify confidentiality.

How long does it take the Career Center to enter my new letters?

We are usually able to enter new letters into your Credential File within 3 business days of receipt. However, during the peak activity months of September-December, please allow a few extra days.

Note: All mail is first processed through the UCLA Mail & Document Services Department. Letters sent through campus mail may take up to 3 weeks for delivery. Again, be sure to provide your letter writers with both pages of the Waiver Form so that your author will have our correct mailing address.

How do I check to see if my letters have been received?

• Go to career.ucla.edu.
• Click on PhD Career Services.
• Click on Credential File Service and log in to your account
• Click on My Letters.

I am having my reference writers submit two different types of reference letters - one for positions in the Eglish Department, and another for positions in the French Department. How will I be able to deifferentiate between these letters when submitting my requests?

1. Designate one department as your primary category (e.g., English), and the other department as your secondary category (e.g., French).
2. When you print your Waiver of Access Form, select "Faculty - Primary Category" if you are soliciting a letter for faculty positions in English departments, and "Faculty - Secondary Category" if you are soliciting a letter for positions in French departments. In order to ensure that the letters are designated appropriately, please write the corresponding letter type (e.g., "English" next to the category type on the Waiver Form.

My reference writer wants a copy of his earlier letter for reference. What should I do?

• Log into your Credential File account
• Click on Return to Author Form and click on the corresponding “Return” button.
• Print the form and follow the TO THE STUDENT instructions on this form.

How do I retire a letter?

• Log into your Credential File account
• Click on My Letters.
• Click on the button corresponding to the letter you wish to retire.
• Warning: be sure you want to permanently retire a letter, since this process is irreversible!

Submitting requests to have your file sent:

How do I request that my letters be sent?

• Log on to your account in the Letters of Reference website
• Click on Mail My Letters
• Complete the easy 7-step request process. Important tip: be sure review your request carefully (addresses, Special Handling instructions if applicable, etc.) before completing the final step to ensure that your request will be successfully processed! Remember that you are responsible for paying fees on all requests that we send due to an incorrect address.

How do I know if you’ve received my request?

• Once you complete the 7-step request process, you’ll receive an automated email response that will include your confirmation number (required when submitting supplemental information if you’ve checked the “Special Handling” option) and the processing time window.
• Since all notifications and communications associated with the Credential File service are done via email, make sure (1) you check your emails regularly, and (2) update your email address if it changes. Click on “Account Information” after logging into your account to make changes.

What if I need special forms or supplemental materials to accompany my letters?

For any of your requests requiring special instructions (e.g., sending letters in a particular order, requests for additional sets of letters to be sent), you must select “Special Handling” option in Step 4 of our 7-step request process.

I realize I made a mistake after I submitted a request. Can I cancel this request and receive a refund?

As the automated, emailed confirmation message indicates, you have a window of 30 minutes to cancel any requests once you have completed the 7-step request process. If you fail to cancel within 30 minutes, you will be automatically billed for this request.

Following up on requests:

How can I check to see if my letters have been sent?

• Log on to the Credential File Service web site.
• Click on My Service Requests.
• Critical note: Although our automated system assures that your letters are mailed as requested, we know of unfortunate cases where letters were incorrectly processed by our mail carriers, lost en route, incorrectly delivered or misfiled by the admissions office. Because these situations are beyond our control, the Credential File Service Agreement states that the UCLA Career Center cannot be responsible for ensuring the delivery of letter packets we mail, nor for their delivery times or dates once we have released a Credential File Service request to our carriers. As a protective measure, always follow up with admissions departments to make sure your letters have been successfully received.

How to contact the Career Center regarding my Credentials File

Who can answer questions about my file?

• General questions can be answered by the Information Services staff at the front desk; and by sending an email to credential@career.ucla.edu.
• Specific questions about a particular request, your BAR statement, or other questions relating to your account must be submitted in writing to credential@career.ucla.edu. Staff members are working in a busy reception area, and are unable to answer questions of this nature. We will respond to all written inquiries, in order of submission, within 3 business days. In most cases, we can respond within 24 hours.

Questions regarding length of eligibility, reactivation procedures, and shelf life

How long is my file active?

• Students: Once you’ve activated your Credential File by submitting your signed contract, your file will remain active through the last day of the current quarter's last month. For example, if you were last enrolled or graduated in Fall 2005, your file would remain active through December 31, 2005. Exception: continuing students who are enrolled in Spring Quarter and continuing in Fall Quarter will be eligible through 9/30. The eligibility date will automatically be extended through December 31 once the student enrolls in Fall Quarter.

• Alumni: Once you graduate, you have the option of reactivating your file on an annual basis. Since you no longer pay UCLA registration fees, we need to charge you an annual activation fee to continue providing services to you.

I’m on extended leave of absence to finish my dissertation. How can I have my letters of reference sent to employers?

If you are on a leave of absence, and wish to use our services, you have the option of paying a $75 fee per quarter. For additional information regarding this option, please email our staff at credential@career.ucla.edu.

If I’m an alumnus/alumna, how do I reactivate my file?

Follow the steps below:
1. From our web site at career.ucla.edu, click on PhD Career Services
2. Click on Credential File Service and log on to your account.
3. You will see this message: “Our records indicate that your account with us has expired. Click on 'Renew Account' to renew online”.
4. Follow the on-screen instructions to renew your account.

How long will the Career Center store my letters?

The Career Center will store your letters for a maximum period of 8 years, dating from the most recent expiration date. Your letters will then be destroyed with no further notification.