REFERENCE SERVICES

Effective September 4, 2007, the Office of Career Services will be responsible for the maintenance of all reference files and will implement a partnership with Interfolio to maintain reference and credential files for current students and alumni. This service will replace the former method of maintaining paper-based files through the Reference Service/Student Academic Services. To transfer your current hard-copy file to Interfolio first create an account with Interfolio and then complete a Transfer Consent Form (pdf).

NOTE: The policy still remains that all stored hard copy files unused or inactive in excess of 10 years will be destroyed.

Interfolio allows you to create an electronic portfolio so that you can manage your important credentials online, 24 hours a day, 7 days a week. Your portfolio can include letters of recommendation, resume/curriculum vitae, writing samples, thesis/dissertation abstracts, unofficial transcripts, teaching certifications, and more. Interfolio delivers documents both electronically and on paper, so you can easily send your portfolio to anywhere in the world. This service is particularly beneficial to those who are applying for graduate/professional school and/or teaching positions, and takes the burden off the recommenders, allowing them to write a single letter in support of all your applications.

What you get:

• 24 hour access from anywhere in the world to manage your job search, send application materials to graduate and professional schools, or apply for a teaching position when and where you want.
• One package delivery: Interfolio allows you to put all the documents you need to apply for a position in one package.
• Targeted, customized deliveries: You can specify a unique set of documents for each delivery. And you can specify the order in which your materials are packaged so your presentation is powerful and persuasive.
• Low Cost: Since you need only send one delivery to each position, you save money and headaches; it's cheaper to send a 30 page delivery through Interfolio than to go to Kinko's and the US Post Office.
• Self managed files: With Interfolio you have control of your portfolio. You don't have to rely on others to make intelligent decisions about what documents are delivered on your behalf.
• Prompt Delivery: Interfolio sends every delivery within one business day of your request. If you need to meet a deadline, we can send express deliveries the same day (as long as you make the request by 2PM EST).

Completing your applications will take minutes and cost less than a trip to a copy store and post office.  It takes just 2 minutes to create an account and begin building your portfolio. Account set-up and maintenance fees are as low as $15 a year. Once you sign up and upload your documents, the application process becomes as simple as telling Interfolio where you want to apply and when.

Note: Current students with financial concerns should contact Cheryl Bekish in the Office of Career Services at 775-8140 with special requests and proof of strong financial need.

To sign up go to www.oberlin.edu/career/interfolio and follow the prompts. It’s that easy! You will need a valid credit card to complete the account creation. Remember, the Office of Career Services is always here to help you. Please contact us with any questions or concerns!

Still have questions? Contact Interfolio Customer Service at 877-77-FOLIO, Monday through Friday, 9:00 AM to 5:00 PM EST.

Via Web: http://www.interfolio.com/

Via Email: info@interfolio.com

Frequently Asked Questions

Who should use Interfolio?

As stated above, Interfolio allows you complete access to your portfolio 24/7 and complete control over the contents. The Office of Career Services recommends Interfolio to those students who are applying for teaching positions and graduate/professional school. Interfolio might not be as cost effective for those students seeking full-time employment after graduation as letters of recommendation are not as common for employment applications. However, this is the only method in place for maintaining credential files.

What happened to my paper credential file? How can I transfer my file to Interfolio?

While a backup copy of existing paper-based files are temporarily kept in our archives, the Office of Career Services only offers a credential management service through our partnership with Interfolio and will not maintain paper-based files any longer. Your options are:

1. Transfer the contents of your paper credential file to Interfolio. You must first create an Interfolio account then complete a Transfer Consent Form. Your materials will be viewable in approximately 7 business days from the date we receive the form.

2. Close your paper credential file and have the contents destroyed.

3. Transfer the file to a different College or University where you may have already established a credential file.

How do I arrange to have my credentials sent out through Interfolio?

Mailing requests can be made 24 hours a day by logging into your Interfolio account and selecting "Mail Documents". To send a delivery you will need to select the documents to send, enter a full mailing address, order contents of  the delivery, and select delivery type. Please note: FedEx does not deliver to P.O. Boxes.

How much will an Interfolio account cost me?

Interfolio provides flexible account setup options, and a multitude of delivery methods to ensure fast and accurate delivery of your credentials. There are three types of accounts that can be established:

* One-year plan: $15 includes 250 MB of online storage for one year.

* Five-year plan: $45 includes 250 MB of online storage and three first class mailings for free.

* Ten-year plan: $75 includes 250 MB of online storage and three first class mailings for free.

As in the past, there are fees for mailing your credential file and are the sole responsibility of the account holder. Interfolio offers many ways to deliver your credential files fast:

* Rush Overnight Delivery…$40

* Overnight Delivery…$25

* Delivery Confirmation & Tracking (3 Days)…$14

* Priority Mailing (2-3 Days)…$9

* Domestic Postal Service Delivery…$5

How do I upload a document to my account?

1. Log on to your account.

2. Go to your “My Documents” page and click on “Add Document”.

3. Select the type of document (Resume, Writing Sample, Cover Letter, etc.), give the document a unique and meaningful title, and choose to “Upload Now”.

4. Browse your hard drive for the document.

5. Once you have identified the document, simply click the “Upload File” button and the system will add the document to your account.

6. To check the status of your documents, click on the “Documents” page.

The document should be marked “Converting,” until it is placed in your account. After several minutes, choose “Click here to Refresh.” The document will display the date, showing that it has gone through Interfolio’s system properly.

How do I request a letter of recommendation?

1. Before asking anyone to write you a letter of recommendation, create a space for the recommendation in your profle.

2. Log on to your account. Go to your “My Documents” page and click on “Add Document”.

3. Select the “Confidential or Non-Confidential Letter of Recommendation”

4. Give the document a unique and meaningful title.

5. You can then choose to e-mail a “request form” to your writer or print out a request form and physically give it to them. You will be notified via e-mail when Interfolio receives the letter from your recommendation writer.

6. A new browser window will open to print the waiver form.

7. Take the waiver form to your recommendation writer, because it includes instructions for the writer on how to upload his or her documents into your online file or how to submit the letter by fax or mail.

It is highly encouraged that you speak to your recommender prior to creating a space in our portfolio for the letter. You need to discuss with the writer whether the file is confidential or not. If the letter is confidential then you waive your right of access to the contents of the statement. You are not obligated to waive your right, however this is a preference for most writers. If you have further questions please contact the Office of Career Services.

What is a request form?

The request form provides your writer with two options for submitting a letter to Interfolio. Each form is unique, with its own barcode and 6-character Document ID. If you choose not to e-mail a request to your writer, they can either use the 6-character ID to upload your letter electronically using their Interfolio writer's account or they can choose to mail the request form in with their letter and Interfolio will process it for them. The form is important because the barcode helps to easily scan the document into your account and indicates whether the letter is confidential or not.

Is it always appropriate to use a generic letter of recommendation?

A standardized letter of recommendation will often work for a variety of applications. However, tailoring letters for a specific position or school may be advisable depending on the situation.  Just as you have more than one version of your resume or cover letter, having more than one letter of recommendation from the same writer may be helpful if you are pursuing two different career or academic tracks.

As with all other documents in your account, you should create a distinguishing document title for each letter.  For example, you can name each of your two letters “Letter of Recommendation from Prof. Smith for teaching” and “Letter of Recommendation from Prof. Smith for performing”.

Can I add a transcript?

Yes. However, we want to remind you that the only transcripts that are considered "official" are those that are printed and sealed by the Office of the Registrar. Be aware that it takes 5 days and $5 to request an official transcript, so plan ahead. Many institutions/employers will accept unofficial transcripts stored with Interfolio, but others may request that an official transcript be sent at some point during the application process.

To add a transcript, click the "Add Document" link in your "My Documents" section, select "Transcript," in the "Document Type" and follow the on-screen instructions.