Now there is a better way to manage letters of recommendation.
The ETS My Credentials Vault® Service
Applicants | Letter Writer
Frequently Asked Questions for Applicants
About the My Credentials Vault® service — the basics
- What is the ETS My Credentials Vault service?
- How does the ETS My Credentials Vault service work?
- What are the benefits to graduate and professional school applicants?
- What are the benefits to faculty and other letter writers?
- How is the ETS My Credentials Vault service different from the ETS® Personal Potential Index (ETS® PPI)?
- Is the My Credentials Vault service only for letters of recommendation?
- Is the My Credentials Vault service site secure?
- How much does the service cost?
- How do I sign up for the ETS My Credentials Vault service?
Requesting letters of recommendation — general practices
Storing and distributing letters of recommendation
- What are the steps in the process?
- What are the different document submission types?
- How can I add documents stored on my computer to my ETS My Credentials Vault account?
- How can I distribute my documents?
- Can I ever see my letters of recommendation?
About additional functions of the ETS My Credentials Vault service
- How do I submit a document that exists only in paper form?
- Can I create a custom cover letter for each delivery?
- How will I know that my letter writer has submitted a recommendation?
About technical requirements
- Which browsers does the ETS My Credentials Vault service support?
- What file types does the ETS My Credentials Vault service accept?
- What should I do if I don't see the document type that I need in the list?
- What if I forget my username and/or password?
- What if I need to change my password?
- How do I submit payment?
What is the ETS My Credentials Vault service?
The ETS My Credentials Vault service — powered by Interfolio — is a secure, online, easy-to-use service that enables graduate and professional school applicants to track and manage confidential letters of recommendation and other important documents used in the application process.
How does the ETS My Credentials Vault service work?
Learn how the My Credentials Vault service works.
What are the benefits to applicants?
See the benefits to applicants.
What are the benefits to faculty and other letter writers?
See the benefits to letter writers.
How is the ETS My Credentials Vault service different from the ETS® Personal Potential Index (ETS® PPI)?
The ETS My Credentials Vault service provides a secure online system for uploading and distributing letters of recommendation to graduate and professional schools — streamlining the recommendation process for applicants, letter writers and institutions.
The ETS PPI complements letters of recommendation, as both have important but distinct roles to play in your graduate admissions process. Using the ETS PPI web-based tool, multiple evaluators that you select evaluate you on six personal dimensions that graduate and professional schools have indicated are critical for academic success. Evaluators also provide an overall rating and can include optional comments. ETS then creates an ETS PPI evaluation report and sends it to the institutions you designate.
Together, the ETS My Credentials Vault service, the ETS PPI and the Graduate Record Examinations® (GRE®) tests support the transition of individuals to graduate and professional school.
Is the ETS My Credentials Vault service only for letters of recommendation?
No. The ETS My Credentials Vault service is primarily for letters of recommendation to graduate and professional schools. However, the service can also be used to store resumes, CVs and other credentials from your personal portfolio, to be used at any time during your subscription. ETS knows that letters of recommendation are an integral part of this process and offers My Credentials Vault as the easiest and most trusted way to manage these materials.
Is the ETS My Credentials Vault service site secure?
ETS and Interfolio have established safeguards to help prevent unauthorized access to or misuse of your personal information. If you register for a web account, you will be asked to select a password to help protect your information. These passwords help us verify your identity before granting access or making corrections to any of your personal information. You should never disclose your password to anyone. We will never ask you for your password in an unsolicited phone call or email.
When you provide credit/debit card information, it is transmitted using SSL technology to help prevent unauthorized access to or misuse of that information. You’ll know that SSL is being used when you see a full yellow key in a blue box in the lower left-hand corner of your Netscape browser or a full "lock" in the status bar of your Internet Explorer browser.
The privacy and security of credential files is ETS’s top priority. Robust technological safeguards, including multiple levels of encryption, keep stored documents protected, secure and private. Closed letters of recommendation are kept confidential with a comprehensive rights management system. To further ensure privacy and security, ETS and Interfolio employ a rigorous quality control process, digital offsite backups and a strict policy of never giving out private information to third parties.
For more information, please visit Interfolio's Trust & Security Page.
How much does the service cost?
The annual account fee for applicants is $19 for 1 year, with discounted 3- and 5-year subscriptions available, depending upon your needs. The annual account fee covers document storage, scanning and uploading services and unlimited customer support. When sending application materials to an institution or organization, modest delivery fees are incurred.
Letter writers create their accounts at no charge. Documents can be added to a letter writer account in response to a letter-writing request made by an ETS My Credentials Vault applicant member.
How do I sign up for the ETS My Credentials Vault service?
Click on the "Start Now" or "Sign Up" links located throughout the site to create your user account.
Whom should I choose to write my recommendation?
You should choose someone, such as a professor, teaching assistant or supervisor, who can comment on your skills and potential for success in graduate or professional school. Letter writers should not be family members.
How many recommendation letters should I ask for?
This will be specific to the number and type of programs to which you are applying. Usually 2 to 3 recommendations are required for graduate study programs. However, it will be up to you to determine how many recommendation letters you will need for each program and whom to select as your letter writer(s) for each program.
What are the steps in the process?
- Complete an email template form to request a confidential letter of recommendation. Enter the name of the letter writer. Give your letter a title specific to the writer as well as to the receiving institutions you include in deliveries.
- Indicate whether you'd prefer to email the request to your writer or print out a request form and physically give it to your writer.
- The writer has the option of submitting your recommendation online or through the mail. The ETS My Credentials Vault service will convert the letter to a PDF and save it to your account. You will be notified via email as soon as your recommendation is available for inclusion in deliveries.
What are the different document submission types?
You have the choice of either paper or electronic submissions.
Paper submissions — are scanned and uploaded within 1 to 3 business days after receiving the recommendation in the mail. Simply remind your letter writers they must include the request form that contains the bar code and unique document ID with their submission. It then can be matched with the placeholder that you created in your account.
Electronic submissions — are created by the letter writer (on letterhead) using any word processing software, then uploaded to the applicant’s account, and are available minutes after uploading.
How can I add documents stored on my computer to my ETS My Credentials Vault account?
You can add documents stored on your computer to your ETS My Credentials Vault account in three easy steps:
- Create a placeholder for the document.
- Click the "Add Document" tab; then select a document type and give the folder a name.
- Upload the document or mail it to the My Credentials Vault service.
While uploading, the document will show a status of "converting," which means our system is in the process of transferring the document from your computer to our system. All documents are converted to a PDF — a widely accepted standard that preserves the quality of the original and can be read by all computers. Once the conversion is complete, the document has been received into your account.
How can I distribute my documents?
Once you have collected all the documents necessary for your application online, you are ready to send them out to the institution. The ETS My Credentials Vault service enables you to send paper document packages via USPS first-class mail, USPS priority mail, 2-day tracked delivery and overnight tracked delivery (express, tracked services provided by DHL). In addition, various international delivery options, including international overnight, are available.
Paper distribution — The ETS My Credentials Vault service processes all deliveries within one business day of placing a delivery request. To check whether your delivery has been shipped, go to the "View Delivery History" link. A status of "Ready for Processing" means your delivery is paid for and ready to go, but your package has not yet been assembled. A status of "Shipped" means your delivery has been sent out. If necessary, you are able to cancel your delivery while it is in the "Ready for Processing" status.
Electronic distribution — The ETS My Credentials Vault service sends electronic deliveries only to positions and programs that request this method.
Can I ever see my letters of recommendation?
If you waive your rights under the Family Educational Rights and Privacy Act (FERPA), the letter will be considered confidential and you will not be able to see it. However, My Credentials Vault will notify you when a confidential letter of recommendation has been received on your behalf, and you will be able to select that document for delivery to schools to which you are applying.
If you do not waive your rights under FERPA, the letter will be marked as non-confidential and you will be able to see it as a read-only PDF within your My Credentials Vault account. However, you will not be able to make any changes to the letter.
In both cases, your FERPA Inspection Waiver decision will be part of your My Credentials Vault profile. It will appear in an email message sent to you, to the letter writer and to each institution you designate.
How do I submit a document that exists only in paper form?
If you don't have an electronic copy of your document, don't worry. When you go to add a document in your account, please select the option to submit a "Paper Document." You can then print out a "Request Form" and mail that, along with your document (or a photocopy of your document), to Interfolio. We can then scan and upload the document to your account for you.
Can I create a custom cover letter for each delivery?
Absolutely. Applicants often apply to more than one institution and want to send a personalized cover letter with each delivery. ETS My Credentials Vault recommends uploading separate documents for each institution. To do this, upload one cover letter for each institution. Use appropriate labeling when creating the title of the document (e.g., "Cover Letter School A") so you know which letter goes to which institution.
When you set up your delivery, you will have the option of picking which documents you want to include in your delivery package. Choose the documents that you want to include and select the cover letter labeled with the institution name to which you are having your delivery sent.
How will I know that my letter writer has submitted a recommendation?
The writer submits your letter either by uploading it or mailing it to Interfolio. When Interfolio receives the letter, it is converted to a PDF and saved to your account. You will be notified via email that it is available for you to include in deliveries.
Which browsers does the ETS My Credentials Vault service support?
The ETS My Credentials Vault service supports the latest production versions of Microsoft® Internet Explorer 7.0.5, Firefox® 3.0.7 and Safari® 3.2.2 browsers. If you access the ETS My Credentials Vault service registration site without meeting these requirements, some functionality may not perform optimally and/or may be disabled.
While Firefox and Safari are recommended, all common browsers may be used. If a browser is not compatible with the site, the user will be notified and directed to upgrade to an appropriate browser.
What file types does the ETS My Credentials Vault service accept?
The ETS My Credentials Vault service accepts most file types, including Microsoft Word, Word Perfect, TXT, RTF, HTML and PDF, as well as many spreadsheet, presentation and graphic file types.
What should I do if I don't see the document type that I need in the list?
We've provided an inclusive list of document types from which you can choose. If you do not see the appropriate type listed, please choose "Other Document." Remember that the title you give the document will help both you and the institutions to which you send your materials easily identify the document.
What if I forget my username and/or password?
For help with your username or password, please contact the ETS My Credentials Vault support team at mycvhelp@interfolio.com or 1-877-624-MyCV (1-877-624-6928).
What if I need to change my password?
To change your password, log in to your ETS My Credentials Vault account and click on the "Account Settings" link to access your "My Account" page. Select the "Change Password" link to create a new password.
How do I submit payment?
Payment for an applicant’s account creation and deliveries will happen through a secure online payment process provided through PayPal™. Members may pay by credit card (VISA®, MasterCard®, American Express®) or by using a PayPal account.
