Dossier File

PhD candidates and recipients pursuing a teaching or research position in higher education have the opportunity through UCS to open a Dossier File at Northwestern.

Letters of Recommendation should be sent to:
File Services
University Career Services
620 Lincoln Street
Evanston, IL 60208

Opening a Dossier File

Complete and submit a registration packet

Contents Allowed in Dossier File

We will maintain any or all of the following material for NU students and alumni in the Credential File:

  • Resume or Curriculum Vitae (CV)
  • Up to five (5) letters of recommendation
  • Recommendation form must be signed by the student and the recommender before the letter can be sent out
  • Transcript- Only one official transcript is needed per institution. To request a copy of your transcript, please visit Caesar at the registrar's website
  • Student/Teacher Evaluations or CTEC

Asking for Letters of Recommendation

When requesting letters of recommendation from your sources, you should give them as much advance notice as possible. The recommendation form must be signed by the student and the recommender before the letter can be sent out. Recommendations should be printed on the stationery of the recommender's school/department, should be dated and addressed "To Whom It May Concern." No other inside address is necessary. You may want to discuss a deadline by which the letter must arrive at University Career Services. We suggest that you ask your recommender to submit their letter about one month before you want your letters mailed.

Making a Dossier File Request

Please note: We do not accept requests over the phone

After your file is complete, do one of the following to request your credential file be forwarded to an employer:

  1. Send an email with the employer name (or committee), title, department, institution, mailing address indicating what material you would like sent and the method of transmission to fileservices@northwestern.edu.
  2. Fax, send or hand-deliver a copy of your request form (pdf) to File Services at 620 Lincoln Street. For confirmation, please contact our office at 847-467-7534.

Unless you request otherwise, regular dossier file requests will be processed within three (3) business days of receipt (whether they are emailed, faxed or mailed into our office).

To place a rush order, do one of the following:

  1. Deliver the request form in person to 620 Lincoln Street.
  2. Email the request with the employer name (or committee), title, department, institution, mailing address indicating what material you would like sent and the method of transmission to fileservices@northwestern.edu. Please indicate rush regular mail, FedEx, fax or pick-up.
  3. Fax in a rush order using the request form (link to credential file request form pdf) to 847-491-2573. Please email file services to let us know you're faxing in your form.

Please note: Rush requests received after 12:00 pm CST will be processed the following business day.

Fee Schedule

First time users get the first five (5) regular dossier requests for free. After the first five regular requests, every regular request is $5.

Rush orders (same day) options:

  • FedEx ($18 per request)
  • Same day regular mail or stopping by our office at 620 Lincoln Street to pick-up ($7 per request)
  • Fax ($7)

Unless you request otherwise, regular dossier file requests will be processed within three (3) business days of receipt (whether they are emailed, faxed or mailed into our office).

Rush requests received after 12:00 pm CST will be processed the following business day.

Dossier file requests should be accompanied by a check to cover the costs of the requests, or should keep a positive balance with us in anticipation of future requests. We will not hold shipment of your dossier file request until payment is received, but please respect our need to have payment in advance for this service.

Updating Your Dossier File

When you need to update an established dossier file, forward the material to our office with a note explaining precisely what the new document is to replace (e.g. CV, resume or transcript). We will discard all material that is being replaced in your file once the new version has been received.

If you are updating your letters, please be aware that we use the most recent letter of recommendation on file and will destroy the letter that is being replaced by the new one unless you specifically request that your old letter remain on file.

We strongly recommend that you mail originals of any document that you wish to keep in your file. Faxed copies do not reproduce well and lower the quality of your dossier file.

It is your responsibility to ensure that your updated material has been received by our office. Please contact the File Services office by email at fileservices@northwestern.edu, or call 847-467-7534 to verify that your updated information has been received.

Frequently Asked Questions About Dossier File Services

How do I set up a Dossier File?

Send in a completed registration packet which includes: Dossier registration form, Confidentiality or Non-Confidentiality Waiver Statement and Credential Inventory.

Do I have to submit the registration material in person?

No. You can mail the registration information to our office or fax the material if you cannot come by in person. 

How do my transcripts get put into my file?

Our office does not request or have access to transcripts. For a copy of your transcript to be placed in your file, please visit Caesar at the registrar's office. 

If sent by File Services, will my transcript count as an official transcript?

No. Transcripts are copied from the original and sent with your file. Copies are not considered official. 

Why is there a fee for these services?

There are fees associated with handling the files. Our office pays for copies, mailing, mailing supplies and labor associated with processing your requests and maintaining the file.

What is the difference between a Credential File and a Dossier File?

Credential Files are for students/alumni applying to K-12 teaching, counseling, administration, speech pathology, audiology and learning disabilities. Dossier Files are for Ph.D. candidates pursuing a teaching or research position in higher education.

How do I make a request?

There are two options available to you:

  1. Send an email with the employer name (or committee), title, department, institution, mailing address indicating what material you would like sent and the method of transmission to fileservices@northwestern.edu.
  2. Fax, send or hand-deliver a copy of your request form (pdf) to File Services at 620 Lincoln Street. For confirmation, please contact our office at 847-467-7534.

How do you obtain the recommendations?

Your recommendations must be delivered to our office either by you or by the recommender. The documents can be submitted via email, but faxes are discouraged due to their poor quality. In addition, you should ask your recommender to use official letterhead and sign the recommendation.

How long do requests take?

All regular credential file requests will be processed within three (3) business days of receipt (whether they are emailed, faxed or mailed into our office). Rush request are processed the same day provided they are received prior to 12:00 pm CST. Rush requests received after 12:00 pm CST will be processed the following business day.

Why is confidentiality important for my file?

Confidentiality allows recommenders to write freely about your strengths and possible weaknesses without inhibition. This is significant to prospective employers who want honest information about your abilities.

What is "Rush Regular" mail as opposed to the other rush services that are offered?

Rush regular mail is processed the same day, provided the information is received by 12:00 pm CST, and placed in the outgoing mail. The other rush services are FedEx and Fax.

How will I know when my letters have arrived and are in my file?

It is your responsibility to check with the File Services staff to be sure that every letter of recommendation has actually been received. Many writers will need reminders that their letter has not arrived at the File Services office. Even if someone says your letter has been mailed, do not assume that it has been received by File Services.

How long is my Dossier File maintained?

After ten (10) years of inactivity, your file will be archived with our University. The letters of recommendation will never be destroyed, but the other contents (e.g. transcript and CV) will be destroyed.

How many letters of recommendation are allowed in my file?

You may have up to five (5) letters of recommendation in your file.

What do you do with the old letters in my file that are replaced by the updated versions?

We will destroy all old letters in your file once we receive an updated letter from a reference unless you specifically request for the old version to remain in your file.