• Who is eligible to set up a reference file?
• Are there fees for the Reference File Service (RFS)?
• How do I set up and establish a reference file with Career Services?
• How do I work with my reference writers to set up my file?
• When will the reference file I’ve set up be ready for me to use?
• What if I don’t know my UNCG ID and PIN number?
• What if I have forgotten my PIN number?
• What is a Confidential reference file?
• What is a Non-Confidential reference file?
• How many letters of reference may I have on file?
• How do I change my reference writers or update the reference letters in my file?
• Can transcripts be included in the reference file?
• What other documents may I include to the reference file?
• How do I request to have a copy of my reference file released?
• How long will it take for a copy of my file to be sent out?
• How long will Career Services keep my reference file?

Who is eligible?
Seniors, candidates for advanced degrees, and alumni are eligible to establish a Reference File in the Career Services Center for the purpose of pursuing their job search in educational settings or for admission to a graduate program.  The Reference File Service is only available to UNCG students and alumni.

Are there fees for the Reference File Service?
Yes, there are fees to setup and to send out copies of the reference file:

• There is an initial $5.00 fee to set up a Reference File.  The $5.00 set up fee is due along with the required set up documents you will send directly to the Career Services Center in order to establish a reference file.
• There is also a $5.00 fee for each request you submit to have a copy of your reference file released to bona fide employers or graduate schools.  There are additional charges for requests for special handling (special delivery, overseas postage or fax, multiple mailings to the same employer, etc.).  Payment is due at the time of each request.
• Payments may be made online by credit card, or send a check (payable to UNCG) to the Career Services Center, or make a cash payment in person at the Career Services Center office.

How do I set up or establish a reference file with Career Services?

1. Identify and designate the names of your reference writers.
2. Decide which type of reference file you will set up (Confidential or Non-Confidential).
3. Log on to the Career Services Center’s online Reference File Service (RFS) at: http://csc.dept.uncg.edu/students/referencefile/
   1. Use your UNCG ID and PIN number to enter the Reference File Service online system. 
   2. Once you have logged on to the RFS System you will see a link for setting up a reference file. 
   3. Elect to set up either a Confidential or Non-Confidential reference file. 
   4. Select the link for the type of reference file you wish to establish. 
   5. You are required to designate online which type of reference file you are electing to establish: Confidential or Non-Confidential. 
4. Download, read, sign and send the following setup agreements to the Career Services Center:
   1. Reference File Setup Agreements:
      • The Reference File Service Policy & Release Statement agreement.
      • The Declaration of (Confidential or Non-Confidential) Reference File agreement.
   2. You will be assigned a 4-digit Reference File Service (RFS) Account Number.  Be sure to provide your RFS Acct. # on all of your signed reference file agreements & signed recommendation waiver forms.
   3. Pay $5.00 set up fee.  Use any of the following options: make payment online by credit card, or mail a check payable to UNCG, or make cash payment in person at the Career Services Center office.
   4. Mail signed reference file setup agreements (and payments) to:
      Reference File Service
      UNCG Career Services Center
      1 Elliott University Center
      PO Box 26170
      Greensboro, NC 27402-6170
   5. Important: Your reference file will not be established until all of your signed reference file setup documents have been received at the Career Services Center and the $5.00 setup fee has been paid.

How should I work with my reference writers to set up my file?

• When you send your signed setup documents to the CSC, you should also be in contact with your reference writers.  Tell them that you will send them a recommendation waiver form which will specify the type of reference file you’ve established and that they will also need to sign that waiver form, enclose it with their reference letter and send both directly to Career Services.
• Please note: signed Recommendation Waiver Forms enclosed with letters of reference must match the type of reference file (Confidential or Non-Confidential) you have established.
• You may check on the status of letters received online anytime.
• It is your responsibility to follow up with your reference writers to insure that they will be able to provide their reference letters & signed recommendation waiver forms to CSC prior to your need to make any requests.

When will the reference file I've set up be ready for me to use?
Your reference file will be available for you to use when:

• All of your setup documents have been received at the Career Services Center and the $5.00 set up fee has been paid.
• CSC has received letters of reference and signed recommendation waiver forms from each designated reference writer.
• Any requests you may submit to send out your file while your reference file is in the process of being established will be honored, but only by those eligible letters of reference currently on file.
• Any optional documents you’ve designated to be added to the reference file will be available when they have been received at the CSC.  (You must make the necessary arrangements for any optional documents to be sent to CSC for your file.)
• You may check on the status of your reference file online anytime.

I don't know my UNCG ID and PIN numbers.

• Alumni: call the University Registrar’s Office at 336-334-5946.
• Students & Recent Graduates (less than 6 months): call IT Services 6-TECH at 336-256-8324.

I've forgotten my PIN number.
Just use the Forgot PIN feature: enter your University ID and then press the button labeled “Forgot Pin?”

What is a Confidential file?

• A Confidential reference file is exactly that.  The reference file is confidential from you.  If you elect to establish a confidential reference file, you will provide each of your reference writers with a signed Confidential Recommendation Waiver Form indicating that you have waived your right to review their written statements.
• If you elect to establish a Confidential Reference File, please read and sign the Declaration of Confidential Reference File agreement included with setup documents.

What is a Non-Confidential file?

• Non-Confidential means you do not wish to waive your right to review the letters of recommendation on file.  If you elect to establish a Non-Confidential reference file, you will provide each of your reference writers with a signed Non-Confidential Recommendation Waiver Form that will state that you have not waived your right to review their written statements. 
• If you elect to establish a Non-Confidential Reference File, please read and sign the Declaration of Non-Confidential Reference File agreement included with other setup documents.
• Non-Confidential letters of reference received to an established Non-Confidential reference file will be available for review (by the student/alumnus who established the file) in person at the CSC.  We suggest that you contact the Career Services Center to set an appointment.

How many letters of reference can I have on file?
Four (4) letters of reference may be on held on file for bachelor degree students and alumni.
Up to 6 letters of reference may by held on file for master and doctoral degree students and alumni. 

How do I change my reference writers or update previous reference letters written by the same writer?

• You may change your reference writers (or have the same reference writers submit updated letters of reference) as often as needed.  You must go online and update your reference file to do so.  If you will be adding a new writer to your reference writer checklist, add that new writer’s name and then download a Recommendation Waiver Form.  Follow the procedures described above.
• If you want a current reference writer to replace an outdated recommendation letter with an updated letter, you will need to go online, remove the old reference letter and then add as if this is a new writer.  You will then need to download a Recommendation Waiver Form, sign it and send it directly to your reference writer so they can send a new, updated reference letter to Career Services for your file.
• A letter of reference cannot be added to your file if that letter does not have an accompanying signed Recommendation Waiver Form (signed by both you & your designated reference writer).

Can transcripts be added to a reference file?

• Original transcripts may be held in the reference file.
• You will need to contact the University Registrar’s Office (336-334-5946) and arrange to have your original UNCG transcript forwarded to the Reference File Service at the Career Services Center.
• Please note: If included in the reference file, the transcript will be released from your reference file as an unofficial photocopy. 

What other documents may I add to my reference file?

• Photocopies of test scores such as the GRE, GMAT, PRAXIS, etc. 
• Photocopy of your Student Teaching Evaluation.
• Photocopy of your Teaching Certificate/License. 
• You are also required to go online and specify which optional documents you will submit.
• You will need to send these copies directly to the CSC.

How do I request to have a copy of my reference file sent out?
To send out your file to employers or graduate schools:

• Logon to the UNCG Career Services Online Reference File Service.
  • http://csc.dept.uncg.edu/students/referencefile/
• Submit your request online. 
  • Be sure to provide a complete “Send To” address with each request which includes a contact name and title, employer/organization name, street address and/or PO Box number, city, state, and zip code.
• If you prefer to have a copy of your file sent out by fax, be sure to provide a fax number and a telephone number in addition to the complete address.
• Pay $5 transmittal fee per request: (use any of the following options):
  • Make your payment online by credit card, or
  • Send a check payable to UNCG, or
  • Make a cash payment in person at the Career Services Center
• Note: The Career Services Center prefers to have at least 2 letters of recommendation in your file to process your request.  You may check on the status of your reference file online anytime.
• You may need to follow up with your reference writers regarding their letters.

How long will it take for a copy of my file to be sent out?
When your request has been received at the Career Services Center, a copy of the reference file will be sent out within 2 business days, with the exception of holidays and university closings.

How long will Career Services keep my reference file?
If you do not initiate activity through your reference file account for any period of 5 years (by means of a request submitted by you to have your references sent out on your behalf), the Career Services Center will destroy the reference file.  Reference Files are the property of the UNCG Career Services Center and are not permanent files.

If you have questions that are not addressed here, email us at career_services@uncg.edu.