How to upload the recommendation letters (Starting date: 1 September 2017) Deadline: Monday 28 November 2016 at 11:59 am updated 10 October 2016

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1 How to upload the recommendation letters (Starting date: September 207) Deadline: Monday 28 November 206 at :59 am updated 0 October (minimum) to 5 (maximum) recommendation letters are at least required. These letters must be written by internationally renowned scientists, non-ucl staff. - They will be downloaded directly by each referee (see procedure below). - The deadline for the letters of recommendation is Monday 28 November 206 at :59 am. Uploading of recommendation letters st step (applicant): Application s acknowledgement of receipt Once the candidate has completely downloaded his/her file, he/she immediately receives an automatic acknowledgement of receipt, in which a [link] leads to the application Recommendation letter : Dear Mr, Dear Ms, Thank you for your application and for your interest in our University. To complete your application, you are required to ask 3 (minimum) to 5 (maximum) referees to provide us with a letter of reference. Please contact your referees via our online application: [link] to the application Recommendation letter. More information and FAQ about this application are given on Once completed, your application will be carefully reviewed by a selection committee tasked with pre-selecting suitable candidates. If your profile matches the vacancy, the committee will contact you as soon as possible to arrange an interview. Otherwise, you will receive an informing you that you have been unsuccessful at the initial selection stage. Best regards, Christine Marcq Assistant to the Vice Rector for HR Policy UCL/CRCT Place de l Université Bte L B-348 Louvain-la-Neuve (Belgique) Tél. : +32 (0) (Christine Marcq) Tél. : +32 (0) (Sarah Schumiliver) We draw your attention to the fact that one candidate must ask 3-5 letters for each of the position for which he/she applies. These 3-5 letters can be asked to the same 3-5 referees, but these must receive as many demands as there are positions for which they are asked to write a recommendation letter.

2 2 nd step (applicant): Identification and Login Clicking this [link], the candidate has to identify him/herself with the same * and *Password he or she used to connect to the recruitment portal: st screen : 2 nd screen : 3 rd step (applicant): Information on the referees The candidate must then fill in information on his/her 3 to 5 referees (the field *Position for which the applicant has applied automatically appears): * , *Lastname, *Firstname, *Institution,*Function. In the field *Content of the mail that will be send to the reference person, the candidate is invited to write a personal message, asking his/her referee to recommend him/her: Rem.: the candidate can insert the data for his/her 3 to 5 referees, and finally click on Save : all mails will be sent in one time to every referee.

3 Example : Cristina Marcus asks to ) Clara BRUBRU and 2) Barak OBAMA, to recommend her : By clicking on Save, a red message appears, showing Waiting for recommendation letter 2

4 4 th step (referee): Every referee immediately receives an automatic in which a [link] is filled Dear Professor Brubru, Please could you be kind enough to recommend my application for an academic position at the Catholic University of Louvain? Thanks a lot. Best regards, Cristina Marcus Position for the current recommendation: Poste test : ne pas publier 2 sept 206 Please follow this link in order to send your recommendation letter: Send letter This is an automatically generated , please do not reply. Ceci est un message automatique, veuillez ne pas répondre. 4. By clicking on this [link] Send letter, the referee sees this screen: UCL Load a recommendation letter for Cristina Marcus Applied position : Poste test : ne pas publier 2 sept 206 Add a recommendation letter Accepted filetypes: pdf, doc, docx, zip, rar. Save where he or she can ) Add a recommendation letter (format : pdf, doc, docx, zip or rar). 2) Then, Save (Don t forget!) 4.2 The referee is automatically informed that his/her recommendation letter has been successfully uploaded: Recommendation letter successfully modified! A recommendation letter is uploaded for Cristina Marcus Applied position : Poste test : ne pas publier 2 sept 206 Letter (Uploaded at 0/0/206 2:7:47 ) If you have any trouble with this application please contact caroline.englebienne@uclouvain.be 4.3 The candidate is immediately informed by that a recommendation letter has been uploaded in her or his file: 3

5 4.4 The candidate can then go back to his/her application and see that the letter has been successfully uploaded, via the following steps: The red message Waiting for recommendation letter turns green: Recommendation letter received If problems arise such as the referee hasn t received anything : ask him/her to check the mailbox SPAM ; it is always possible to send a message again. Don t forget the deadline to have the letters sent: 28 November 206 at :59 am 4