Recommendations (sometimes called letters of reference or letters of recommendation) must be electronically submitted via the Evaluator Portal by the recommenders themselves. Recommendations cannot be completed or submitted by the applicant or another party on the recommender's behalf.
We are not responsible for verifying a recommender's identity. If a discrepancy is found, we reserve the right to contact the applicant or recommender to investigate and to share the discrepancy without comment with all sites.
Before You Begin
The instructions below will help ensure the recommendation process goes smoothly.
- All recommendations must be submitted electronically.
- Research each site's requirements. You should determine whether your sites have specific requirements regarding reference roles or relationships before listing recommenders on your application. Many sites have strict guidelines and completed recommendations cannot be removed or replaced. As a rule, recommendations from coworkers, an employee you supervised, relatives, or personal/family friends are deemed inappropriate and could be detrimental to your application.
- Choose your recommenders early in the application process to ensure they have adequate time to submit your recommendation.
- Prepare your recommenders. Once you choose your recommenders, be sure to inform them about the process and that they will be completing the recommendation electronically. We recommend getting their preferred email address and asking that they monitor that inbox for your recommendation request (which will come from firstname.lastname@example.org), including any junk or spam folders.
You are required to enter information for 3 letters of recommendation. One letter must be submitted from each of the following types of recommenders:
- Other (academic, professional, or a letter from your program director)
You must submit a recommendation request for all three recommendations in order to submit your application. All three recommendations must be completed in order for your application to be considered complete.
There are three parts to a recommendation:
- A profile section where recommenders enter their contact information in case your site needs to get in touch with them. Recommenders can also correct any errors to their name or title.
- A ratings section where your recommenders evaluate you on several different criteria.
- A letter of recommendation which must be uploaded in .PDF, .RTF, .DOC, or .DOCX format. Please note the file size limit for letters is 5 MB. Because all recommendations are sent to each site the applicant applies to, recommendations should be general in their form of address (use "to whom it may concern," etc.) and avoid referring to any specific site in their letter.
Submit a Recommendation Request
- In the Recommendations section, click Create Recommendation Request.
- Enter the recommender's full name and email address.
- Select the date by which you would like this recommendation completed. We recommend selecting a date that is at least four weeks before your earliest deadline.
- Enter a brief message or note intended for the recommender.
- Select whether you want to waive your right of access to the recommendation.
- Click the checkboxes to indicate your permission for us (and sites) to contact your recommenders.
- Click Save This Recommendation Request to submit it. Once you do so, an email is immediately sent to the recommender.
- Confirm with your recommenders that they received the email notification.
- Use the Check Status tab to monitor the status of your recommendations. Follow up with your recommenders if their recommendations are still marked as Requested or Accepted. It is your responsibility to ensure that recommendation requests are received and completed on time. We will not notify applicants about missing recommendations.
Change a Recommender's Email Address
If you entered an incorrect email address for a recommender, or if your recommender asks that you send the request to a different email address, you must delete the recommender and then re-add them with the correct email.
- Selecting Yes indicates that your recommender completed their recommendation with the understanding that you would not be able to view it. This means you will not be able to see the content of the ratings section or the letter of recommendation. This type of recommendation may be viewed as a more accurate representation of an applicant's qualifications.
- Selecting No indicates that your recommender completed their recommendation with the understanding that you may choose to view it in the future. Selecting this option does not allow you to view your recommendation via the application. If you do not waive your right to view the recommendation, you may ask your recommender for a copy of it. This type of recommendation may be viewed as a less accurate representation of an applicant's qualifications.
Once a selection is made, it cannot be changed, so please consider the choices carefully.