Credential File Service

Interfolio

 

Through a partnership with Interfolio, the Eastman School of Music's Office of Careers and Professional Development, now offers a online credential management service for students and alumni.

 

What is Interfolio?

Interfolio is an online credentials management service that enables you to have all of your reference letters in a central location and to coordinate mailings as you need. Your portfolio can include letters of recommendation, resumes, transcripts, teaching certifications, evaluations, and more. This service is particularly beneficial to those who are applying for numerous positions and/or graduate schools, and takes the burden off the referents, allowing them to write a single letter in support of all your applications. Here are some ways that our partnership with Interfolio will improve and change the way you manage your credential file:

  • Self-managed - you will no longer need to wait for regular business hours in order to add or update letters of recommendation or documents to your file. With Interfolio, you are in complete control of your file!
  • 24-hour availability - you can make mailing requests and view mailing history around the clock.
  • High quality contents - instead of photocopying, documents can be electronically uploaded into your file, including confidential letters of recommendation.
  • Quick turnaround - Interfolio processes all delivery requests in 1 day. It also offers multiple mailing options including first class USPS mail, FedEx, fax and electronic email delivery.
  • Payment options - online credit card payments are accepted as well as checks and money orders.
  • Customer service - Interfolio offers 1 business day turnaround on e-mail questions to help@Interfolio.com.

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

While a backup copy of older paper-based files are kept in our archives, the Office of Careers and Professional Development now only offers a credential management service through our partnership with Interfolio. In addition to publicizing the change in NOTES, the Eastman Alumni magazine, all students and alumni who used our former paper-based service were sent information at the end of summer 2006 to their address on record. This mailing included a letter detailing our improved service and contained a consent form that allowed file-holders to select one of the following options:

  1. Transfer the contents of their paper credential file to Interfolio.
  2. Close their paper credential file and having the contents destroyed.
  3. Transfer the file to a different College or University where they have already established a credential file.

If you have not turned in your form, please return it as soon as possible as your file cannot be transferred to Interfolio without this signed release.
We are still accepting transfer requests. Once your form is received the transfer should take less than a week. 

If you did not receive this form in the mail, you can download it here:

PDF File Transfer Consent Form

You can mail the form to:

Institute for Music Leadership
Office of Careers and Professional Development
26 Gibbs Street
Rochester, NY 14604

OR

Fax to (585) 274-1047

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I've never had a credential file with Eastman.  How do I create an account?

  • Go to www.interfolio.com and click on the orange box that says “CLICK HERE TO REGISTER”
  • Fill in your personal information.  Be sure to select University of Rochester- Eastman School of Music.
  • Under “Career Center Access”, you can choose “I Grant my affiliated school access to my file”.  We recommend you do choose this option so we will be able to help you with any problems you may encounter and for help with career counseling. 
  • Under “Length of Account” select “Special Offer Account” if you are a current student (please see the answer to the next question, "I'm currently Eastman student.  How do I access this service for free?").   If you are an alumni, please see "I'm an Alumnus, how much will an Interfolio account cost me?"

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I'm currently an Eastman student.  How do I access this service for free?

If you are a CURRENTLY enrolled as an UNDERGRADUATE student at the Eastman School of Music, there is no fee to set-up or maintain an account with Interfolio while you are enrolled at Eastman and for 1 year past your date of graduation. Simply contact the Office of Careers and Professional Development for your Special Offer Code. Enter this code when signing up to receive an account at no charge. Each year at renewal, you will receive a new Special Offer Code for your free account.

If you are CURRENTLY enrolled as a GRADUATE student at the Eastman School of Music, there is no fee to set-up or maintain an account with Interfolio for 3 years from your day you open an account with Interfolio, provided that you enroll before you graduate. Simply contact the Office of Careers and Professional Development for your Special Offer Code. Enter this code when signing up to receive an account at no charge. Each year at renewal, you will receive a new Special Offer Code for your free account.

To obtain your Special Offer Code, contact the Careers office at careers@esm.rochester.edu, or by phone at (585) 274-1210. Please have your Student ID number ready!

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I'm an Alumnus, 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. This includes 5 MB of online storage (~100 documents) for one year.
  • Five-year plan $45. This includes 5 MB of online storage (~100 documents) for five years, and gives you three first class mailings for free.
  • Ten-year plan $75. This includes 5 MB of online storage (~100 documents) for ten years, and gives you three first class mailings for free.

To start an Interfolio account, go to www.interfolio.com and click on "Students and Alumni" then "Sign Up Here". Follow the instructions to open an account. Note: you will need a valid credit card to set up an account.

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What are the fees for mailing a credential file through Interfolio?

As in the past , there are fees incurred for mailing your credential file. Mailing fees are not included in accounts paid for by the Eastman School of Music and are the sole responsibility of the account holder.

Interfolio offers many ways to deliver your credential files fast:

  • US Mail delivery - $5
  • International Postal Service delivery - $6
  • USPS Priority Mail (2-3 days) - $9
  • 2 day delivery and tracking - $14
  • Overnight 12:00 PM EST delivery and tracking (request must be made before 2PM EST of the same business day) - $25
  • International 2-3 day delivery and tracking - $45

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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 the receipt order of documents in the delivery, and select delivery type.

Please remember: for FedEx requests, you will need a street address, NOT a P.O. Box. FedEx does not deliver to P.O. Boxes!

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

A standardized letter of recommendation will often work for a variety of applications, especially for those who need letters sent to multiple places.  However, tailoring letters for a specific position or project may also be advisable in some situations.  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 tracks, such as performing or teaching, and needs a specific letter for each. 

Because Interfolio gives you the ability to manage your file, letters for a specific position or career field may easily be added and managed in your Interfolio account.  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”. 

This should always be discussed with the recommendation writer when you ask them to write your letter.  If you have further questions regarding when to use letters or recommendation, please contact the Office of Careers and Professional Development. 

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How do I add a letter of recommendation to my Interfolio file?

  1. Before asking anyone to write you a letter of recommendation, go to www.interfolio.com and login to your account.
  2. Once logged in, click "My Documents" then "Add Document".
  3. Select the type of document you wish to add from the drop down menu.
  4. If you wish to send an email to the person writing your letter, enter their email address and check "Yes, I would like to send an emailed request form."
  5. If you wish to ask the letter writer in person, check, "No, I'd like to print out the request for and give it to the writer."
  6. A new browser window will open. Print the waiver form.
  7. Take the waiver form to your recommendation writer at the time you ask them to write on your behalf. On the waiver (or in the email) are 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.

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How do I add an Eastman transcript to my Interfolio account?

All transcript requests are handled through the Office of the Registrar; they are familiar with submitting documents to Interfolio.  The simple steps for requesting a transcript are outlined on http://www.esm.rochester.edu/registrar/transcripts.php.  To have your document submitted to Interfolio, simply create a request form and bring it or send it to the Registrar.

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I have been asked to write a letter of recommendation. How do I submit it to Interfolio?

For your convenience, we have created a set of instructions for recommendation writers on how to submit a letter of recommendation to Interfolio:

pdf PDF Instructions for Letter of Recommendation Writers

Interfolio strongly recommends that letters of recommendation be submitted on official school letterhead.  Currently, the Eastman School of Music does not offer electronic letterhead, so to allow Eastman faculty the opportunity to upload a letter electronically, the Office of Careers and Professional Development have created this reference form for your use:
Reference Form

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Who do I contact if I have a question?

Please contact Interfolio at help@interfolio.com or call (877) 77-FOLIO (36546).

If you need further assistance, please contact the Careers Office at careers@esm.rochester.edu or by phone at (585) 274-1210.

Remember, the Office of Careers and Professional Development is always here to help you. Please contact us with any questions or concerns!

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