Recommender – Master Tip Sheet

 
  Recommender – Master Tip Sheet  1 
Recommender Resources – Master Tip Sheet 
User Tips 
 
Get Started 
How Letters of Recommendation Work in OSCAR .......................................................................... 2 
 
Create Recommendation Letters 
Upload a Recommendation Letter from a File ................................................................................. 5 
PDF Conversion ............................................................................................................................... 12 
Entering a Recommendation Using the Online Editor .................................................................. 19 
 
Use Templates 
Using Templates .............................................................................................................................. 29 
Create and Store a Template in OSCAR .................................................................................. 29 
Using a Template You Created in OSCAR ............................................................................... 34 
Sample Template of a Recommendation Letter ............................................................................. 37 
 
Edit or Delete a Recommendation Letter 
Edit a Recommendation Letter ....................................................................................................... 38 
Editing a Typed-in Letter of Recommendation ...................................................................... 38 
Editing a PDF or Word Letter .................................................................................................. 42 
Delete a Recommendation Letter ................................................................................................... 47 
Deleting a Single Recommendation Letter ............................................................................. 47 
Deleting Recommendations in Batches ................................................................................... 49 
 
Manage Your Account 
Manage Your Account ..................................................................................................................... 52 
Updating Your Notification Setting ......................................................................................... 52 
Changing Your Password ......................................................................................................... 53 
 
   

Recommender – Master Tip Sheet 2

How Letters of Recommendation Work in OSCAR

Overview

Process for Filling Requests for Letters of Recommendation

Recommendations in OSCAR mimic the process used in the paper world, except it is all handled

online. An applicant still requests a letter of recommendation, and the recommender still writes

the letter to the judge or staff attorney office on behalf of the applicant. In OSCAR, the applicant

simply generates a recommendation request that is then sent to the recommender. The email

contains a secure link that takes recommenders directly to the screen in OSCAR where they

upload or input their letter. OSCAR then sends it to the judge or staff attorney office as part of

the application. There are three basic steps for submitting a recommendation in OSCAR:

The Three Basic Steps

Step 1 — Recommender Identified in OSCAR

An applicant generates a recommendation request by creating an application. As part of the

application process, applicants typically search OSCAR to see if the recommender already exists

in the system. If not, the applicant “creates” the account by entering the recommender’s

information (name and email address) into the system. Once a recommender is in OSCAR,

applicants can easily find and add the recommender's name to an application.

Recommenders do not register for OSCAR. An account is created once they are identified as a

recommender in the system. From their recommender home page, they can access anything

they need in OSCAR:

• identifies you

as a

recommender

• generates an

electronic

request

Step 1

Applicant

• receives new

request

• views all rec-

ommendation

requests

Step 2

Recommend

• fills the

recommenda-

tion request

• uploads a file

or enters a

letter in

OSCAR

Step 3

Recommend

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Step 2 — Recommender Receives a Request for Recommendation Letter

Recommenders get an email notification containing a secure link that they can click to fill the

recommendation in OSCAR. Recommenders do not actually need to log into the system if they

use the secure link. It takes them directly to the screen in OSCAR where they upload or input

their letter. However, the secure login link expires after 14 days.

OSCAR will send out the recommendation request email when the applicant adds the

recommender to an application. Recommenders can choose to receive email notifications of

pending and new recommendation requests by selecting the appropriate settings in their

OSCAR profile. These notifications will include the secure login link:

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Step 3 — Recommender Attaches a Recommendation Letter

OSCAR provides two methods for submitting recommendation letters:

1. Uploading a pre-written letter in Word or PDF format

2. Using OSCAR's online editor to create and submit a letter

The first way (uploading a letter written beforehand and saved as a Word or PDF document)

allows you to use letterhead and include a signature. The second way (creating and submitting a

letter in OSCAR) can automatically include the receiving judge's or staff attorney's name and

address. You can also save these letters as templates for future use in OSCAR. However, the

OSCAR online editor does not allow you to include images, such as letterhead or digital

signatures:

Either way, once you upload or input your recommendation letter, OSCAR will attach the

document to the application packet for the requested position. Letters of recommendation are

non-transferrable documents associated with specific applications. If applicants require

additional recommendation letters, they will submit an online application to generate additional

requests. However, a recommender can designate a letter to attach automatically to additional

applications for a specified time period (up to 12 months). In OSCAR, one letter can be attached

to multiple clerkship applications in a batch process.

Note: The applicant can see that a letter has been submitted but can never view its contents.

Note: All uploaded documents must be smaller than 1MB in file size.

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Upload a Recommendation Letter from a File

Tips

How to Submit a Pre-written Recommendation Letter

OSCAR also allows you to upload a pre-written letter in Word or PDF format. This is a good

option if you want to use your own letterhead and include a signature. Once you have written

your letter and saved it in Word or as a PDF file, you can upload it in two ways:

1. You can click the secure login link in the recommendation request email you received

from OSCAR to upload the letter directly. Skip to Step 3 if you are using the secure link.

2. You can log into your OSCAR account and follow the steps below to upload your letter of

recommendation:

Uploading a Word or PDF Letter

1. On your Home page, you will see a list of pending Recommendation Requests. To see all

of your requests, select View All:

2. To begin filling your recommendation request, on the Pending Requests tab, select the

name of the person requesting a letter of recommendation:

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3. OSCAR will open the 3-step process for filling the request. In Step 1, under Choose

Applications, check the box for the application you wish to attach this recommendation to:

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4. Choose the Select File button and then select Upload File or use the drop down next to

Choose a recent file:

5. Before selecting your pre-written letter from your files, you will be asked to assign it a

Template Name and a Template Type (mandatory fields), as shown below:

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6. Once you have provided a template name and type, select Browse and choose the Word or

PDF letter from your browsed files. Then select Open, as shown below:

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7. Then select Upload:

8. Then select Next: Review:

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9. OSCAR will open in Step 2. First, under Review Recommendation, you can look over

your attached letter to make sure it is correct by opening the uploaded file. (If you want to

make changes, click on the edit (pencil) icon, which will return you to Step 1.)

10. If you are satisfied with your letter, under Attach to Applications, select Yes or No.

Then select Submit Recommendation to get to the final step:

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11. OSCAR will open in Step 3. This step confirms your submitted recommendation. To see all

your completed recommendations, click View Recommendations:

12. Here you can view your Completed Requests:

Note: You can also compose a letter using OSCAR’s online editor tool and easy-to-use templates.

See the Enter a Recommendation Letter Using the Online Editor tip sheet, the Quick Reference

Guide – Recommenders, and other helpful Recommender Resources found on your home page

in OSCAR.

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PDF Conversion

Tips

Converting a Word Document to a PDF File

OSCAR accepts both Word and PDF format and will convert letters written in Word to a PDF.

However, if you wish to convert a document to a PDF file before uploading to OSCAR for any

reason, here is how to do that.

What Is a PDF File?

The Portable Document Format (PDF) allows OSCAR users to upload application documents so

that they will look the same on any device and will print out exactly as they were intended. PDF

files are typically meant for viewing, not editing. They can preserve the formatting and content

of your documents, including letterhead and signature.

How to Convert a Letter to PDF Format

There are several ways to convert documents to PDF format, depending on the device you are

using and the software application or desktop publishing program you use. The most common

software is Microsoft Word, but there are other applications you can use (see note below). It

also matters which version of Windows you are using (for example, Windows 10). You will also

need to download a free PDF viewer (such as Adobe Reader) to open or view a PDF.

Personal computers (PC’s)

If you are on a PC, there are several easy ways to convert a Word document to a PDF file:

1. From the banner, click on Create and Share Adobe PDF:

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2. This converts your document to a PDF file which you can rename if you want. Click Save to

save it to your desktop, shared drive, or wherever you keep your files:

Whenever you see a document that ends in .pdf, it is a PDF file.

3. Another quick and simple way to create a PDF is to right-click the Word document in your

files and select Convert to Adobe PDF from the drop-down pop-up menu:

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4. After you name your PDF file, select Save:

Macintosh devices (Mac’s)

If you are on a Mac, the Print option has a PDF dropdown that lets you Save as a PDF file:

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How Do I Open a PDF File?

Once you have downloaded a PDF viewer (such as Adobe Reader), you can view any PDF file.

1. Locate the document you want to view and double-click the PDF icon to open it:

2. Your PDF document will open as follows:

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Note: If you are uploading a pre-written letter in Word, it will appear as a Word document (a

DOC icon shows), which OSCAR will convert to PDF format (showing a PDF icon):

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If you are composing a letter in OSCAR online, it will automatically save in PDF format

(showing a PDF icon):

After you double-click the PDF file, it will open as a standard PDF document:

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Format of Files

If you are uploading a Word document to OSCAR, there are a couple of things to keep in mind:

• Use standard fonts in application documents before converting to PDF format.

• Avoid formatting resumes that list the employers, employment location, and/or

employment dates at the far right margin.

Size of Files

All documents uploaded to OSCAR must be smaller than 1MB in file size.

To check the size of your document, look at the information displayed next to your file name:

Note: The OSCAR Help Desk does not provide PDF format conversion support.

Note: The Judiciary does not endorse any specific software that converts documents to PDF

format or any apps that open and read PDF files. Some word processing programs already have

the ability to allow users to publish a document to PDF format directly. For example,

documents created in Corel WordPerfect can be converted to PDF format by selecting Publish to

PDF under the File menu located at the top left side of the screen. Several companies provide

software or web-based services to turn documents into PDF files for free. Users can quickly find

such companies by conducting an Internet search that includes the terms “PDF” and “convert”.

The results of such a search will give you many options to convert a file to PDF format.

Note: For help with how to submit recommendations to application packets in OSCAR, see the

Uploading a Letter of Recommendation or Entering a Recommendation Letter Online tip sheets.

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Entering a Recommendation Using the Online Editor

Tips

How to Create and Submit a Recommendation Letter Online in OSCAR

OSCAR also provides a way for you to create recommendation letters while logged into the

system. It is called the online editor tool. This is a good option if you want to be able to write a

generic letter that OSCAR will automatically customize with the name and address information

of any judges or staff attorney offices to whom it is sent using merge fields (discussed below).

Letters created using the online editor can be saved as letter templates in OSCAR for future use.

Once you are logged into OSCAR, follow these steps to input your letter of recommendation and

submit it using the online editor tool:

Writing a Recommendation Letter in OSCAR

1. Go to your Home page. Under Recommendation Requests, select View All:

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2. OSCAR will display your Fill Recommendation Requests page with any pending

requests:

Note: You can also use the left-side navigation bar to get to the same page. Use the dropdown

next to Recommendations and then click Pending Requests.

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3. Click on the name of the person with a pending request:

4. OSCAR will open the 3-step process for filling the request. In Step 1, under Choose

Applications, first select the application you wish to attach this recommendation to:

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5. Then, under Recommendation Type, select the Online Editor button to begin inputting

a letter in OSCAR:

Note: You can also use the dropdown menu to select a generic letter at this point that you have

previously created in OSCAR as a template (as shown below):

Selecting the “generic letter” that you created will attach it to the request as a document:

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Note: If your letter includes the default “merge fields,” OSCAR will automatically customize your

letter with the name and address of the judge or staff attorney to whom it is sent. You can

review your letter in OSCAR’s Step 2.

6. If you prefer to write a recommendation letter from scratch, use the text box to begin typing

in your letter, as shown below:

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7. Then select Next: Review to look over your recommendation letter:

Submitting a Typed-in Letter in OSCAR

8. OSCAR will open in Step 2. This is where you can preview the letter you created:

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9. To preview your letter, click the PDF icon next to the recipient, as shown below. (If you want

to make changes, click on the edit (pencil) icon, which will return you to Step 1.)

For your convenience, the judge address block and salutation line for your letter is already pre-

filled by the online editor:

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The merge fields will be replaced with the appropriate data when your letter is completed:

10. If you are satisfied with your letter, under Attach to Applications, select Yes or No to opt

either to designate a letter to attach automatically to additional applications for a specified

time (12 months maximum) or to not have it attach automatically to future applications:

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11. Next, select Submit Recommendation to get to the final step in OSCAR:

12. OSCAR will open in Step 3. This step confirms your submitted recommendation. It is also

where you can see all your completed recommendations. Click View Recommendations:

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13. Here you can see your completed recommendation requests:

Scroll down to find the letter you just completed or use the Search Recommendations

option. You can also navigate to the letter using the sidebar on the left to find and see your

completed recommendation:

Note: See the Sample Recommendation Letter Template tip sheet for an example of what a

template looks like and where to find the templates you created in OSCAR.

If you want to submit a pre-written letter in Word or PDF format instead of using OSCAR’s

online editor tool to create a letter or save it for future use as a template, see the Upload a

Recommendation Letter from a File tip sheet.

A handy Quick Reference Guide – Recommenders and other helpful Recommender Resources

may be found on your OSCAR home page.

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Using Templates

Tip Sheet

How to Create, Customize, and Use a Letter “Template”

OSCAR allows you to create and store a recommendation letter template for later use. You can

create a generic letter that OSCAR will automatically populate with the name and address of any

judge or staff attorney office receiving the letter by using OSCAR’s merge codes. You can also

customize templates as needed when filling recommendation requests for those instances when

you wish to add additional information for a specific applicant or are personally familiar with

the individual to whom the letter is directed.

Create and Store a Template in OSCAR

1. When you get to Step 1: Fill Recommendation in OSCAR, you can create a template

while responding to a recommendation request. Make sure that you have marked who you

want to send the letter to and that you have chosen the Online Editor option, as shown

below. Then select Create Template to make your letter template:

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2. OSCAR opens a new window. Fill in the mandatory fields (Template Name and Template

Type), then scroll down to see a live preview of the letter as you type it in, as show below:

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3. After you type in your standard letter content that you want to use as a template (OSCAR’s

merge fields, which appear in brackets in the online editor, will automatically fill in the data

for each judge or staff attorney office receiving the recommendation letter), scroll down and

click Upload:

4. In Step 2 of the OSCAR recommendation process, you can view your recommendation letter

and then select Submit if it is correct, as shown below:

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5. OSCAR will open in Step 3 showing that your recommendation is successfully submitted. If

you want to see your letter, select View Recommendations:

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6. Scroll down the list of completed recommendations and select Preview to see the letter you

submitted:

7. Select Open to view your document (the exact process will vary depending on the web

browser you are using):

8. You will see that the merge fields are automatically filled in with the data for the judge

receiving the recommendation letter in this case:

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Using a Template You Created in OSCAR

Your template will now be available for use when filling future recommendation requests. To

find a template, do the following:

9. Letters created in OSCAR as templates appear on the Documents page, which you can

access from the left navigation:

To use a template while filling a recommendation request, do the following:

10. In OSCAR’s Step 1: Fill Recommendation, under Recommendation Type, make sure

you have chosen the Online Editor option and then use the dropdown to select a letter that

you previously created in OSCAR as a template:

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11. Selecting the template that you created will attach it to the request as a document, as shown

below:

Note: If your letter includes the default “merge fields,” OSCAR will automatically customize your

letter with the name and address of the judge or staff attorney to whom it is sent. You can

review your letter in OSCAR’s Step 2:

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Note: When using the online editor, it is helpful to remember these tips:

• To insert a single line break, hold down the Shift key and press Enter.

• You cannot insert graphics, institutional letterhead, or signatures when using this online

editor.

• Formatting problems may occur when copying/pasting text from Microsoft Word. These

documents contain hidden commands for printing, and copying the content also copies

these hidden commands. Using the Paste as Plain Text tool in the online editor will

remove most (but not necessarily all) of the original formatting.

• By using merge fields, you can customize one letter for multiple recipients.

Note: For a sample of a letter template in OSCAR, see the following tip sheet:

• Sample Recommendation Letter Template

Note: For more information on how to submit recommendations in OSCAR or customize one

letter for multiple recipients, see the following tip sheet:

• Enter a Recommendation Letter Using Online Editor

Other helpful Recommender Resources can also be found on your OSCAR home page, including

a handy Quick Reference Guide – Recommenders.

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Sample Template of a Recommendation Letter

Tip Sheet

Sample Recommendation Letter “Template” in OSCAR

The following sample shows what a recommendation letter saved as a “template” looks like in

OSCAR. The “live preview” feature gives you a glimpse of how the merged fields [data within

square brackets] are automatically filled with the correct information for each judge or staff

attorney office receiving the recommendation letter.

Sample Letter Template with Merge Fields and Live Preview

Where to Find Your Letter Templates in OSCAR

Letters created in OSCAR as templates appear on your Home page under Documents:

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Edit a Recommendation Letter

Tip Sheet

How to Edit a Letter of Recommendation

OSCAR allows recommenders to change or replace recommendation letters they have uploaded,

even on applications that are finalized and submitted to the judge or staff attorney office for

viewing. The only exceptions are letters associated with

• positions that have already been filled or have expired, or

• applications that have been withdrawn by the applicant.

If you submitted a recommendation letter written in Word or PDF format, see the section below

on editing a Word or PDF letter. If you created a recommendation letter using the OSCAR

online editor tool, your letter can be edited within the OSCAR system, as shown in the steps

below.

Editing a Typed-in Letter of Recommendation

1. On your View Completed Recommendations page, under Completed Requests, find the

letter you want to update and click the Edit icon:

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2. OSCAR will take you back to Step 1 (Edit Recommendation). The default is Select File, for

letters done in PDF or Word format (see Editing a PDF or Word Letter below). Click the

Online Editor button if you want to edit a letter you typed into OSCAR online, as follows:

3. Selecting the Online Editor button will instantly display the letter you created in OSCAR.

You will also be able to see, in real time, the edits you make to your letter as you type them

in:

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4. Once you have made your changes, click the Next button to continue:

5. OSCAR returns you to the final two steps (confirming and submitting the recommendation):

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6. Click Submit Recommendation to finalize the process:

If you decide to make further changes to your letter, click Edit Recommendation instead,

which will return to Step 1 in OSCAR.

Note: For help using OSCAR’s online editor, see the Entering a Recommendation Letter Online

tip sheet.

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Editing a PDF or Word Letter

While letters typed in using the online editor can be altered within the OSCAR system, letters

submitted as Word or PDF documents cannot. To make changes to a Word or PDF letter, you

must upload a replacement. That is, you should first edit the original document in the original

software and then replace the letter in OSCAR, as follows:

1. On your View Completed Recommendations page, under Completed Requests, find the

letter that you want to update and click the Edit icon:

2. To replace your letter, make sure the Select File button is highlighted, then click Delete:

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3. You will get a popup message. Select OK:

4. Still in Step 1 of OSCAR, make sure the Select File option is highlighted, then click

Browse and upload your replacement letter to OSCAR, as shown below:

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5. After you upload your edited recommendation letter to OSCAR, select Next:

6. This will take you to Step 2 in OSCAR where you can confirm and submit your letter. Click

Submit Recommendation:

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This will take you to Step 3 (verification) in OSCAR. After you complete that step, you can

check to see that your most recent document is being used. On your View Completed

Recommendations page, it will be listed under Completed Requests, with the “Last Updated”

date, as shown below:

Note: You can also use the search field to locate a submitted recommendation. Type in the

applicant name or email address and then click Search Recommendations:

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Note: A lock icon indicates that the recommendation letter is part of an application for a

position that has already been filled or has expired position. It cannot be edited or deleted.

Note: For help removing letters, see the Deleting a Recommendation Letter tip sheet.

Note: For help with PDFs in OSCAR, see the Uploading a Letter of Recommendation from a File

and PDF Conversion tip sheets.

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Delete a Recommendation Letter

Tip Sheet

How to Remove Letters of Recommendation

OSCAR allows you to remove or replace recommendation letters you have uploaded, even on

applications that are finalized and submitted to the judge or staff attorney office for viewing.

The only exceptions are letters associated with applications

• that have already been filled or expired, or

• that have been withdrawn by the applicant.

You can delete a single recommendation or, if you have a number of letters to remove, you can

do it in batches. The process for each option follows below.

Deleting a Single Recommendation Letter

To remove a previously completed letter of recommendation, do the following:

1. On the left sidebar, click Recommendations and then select Completed Requests to

get a view of all your completed recommendations. Find the letter you want to remove and

click the Delete icon:

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2. OSCAR will automatically take you back to the Fill Recommendations Requests page,

where you will see that the applicant’s status has also been changed to a “pending” request:

3. If you want to replace the letter with a different or modified one, click the name of the

person asking for a recommendation, and OSCAR will open the 3-step process for filling the

request:

Note: For help with submitting recommendations in OSCAR, see Uploading a Recommendation

Letter from a File or Entering a Recommendation Letter Using Online Editor tip sheets.

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Note: A lock icon indicates that the recommendation letter is part of an application for a

position that has already been filled or has expired. It cannot be deleted:

Deleting Recommendations in Batches

If you have a number of letters that you want to remove and/or replace, you can do it in a batch

process, as follows:

1. Go to your View Completed Recommendations page and use the Batch Options

dropdown:

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2. Check the boxes next to the recommendation letters you wish to remove and select Delete

from the dropdown:

3. You will get a pop-up asking whether you are sure you want to do this. Select OK:

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4. OSCAR will simply return the recommendation to “pending” status, as shown below:

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Manage Your Account

Tip Sheet

How to Update Your Notification Preferences and Change Your Password

OSCAR allows you to reset your notification preferences as well as your password.

Updating Your Notification Setting

To update your email and/or dashboard notification settings, do the following:

1. Log into OSCAR.

2. From your Home page, use the dropdown next to Profile, select My Account, and then

Notifications Preferences:

3. On the Notification Preferences tab, under Notifications, choose how you would like

to be alerted about new requests and completed recommendations (on your dashboard or

through email, or both ways):

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Changing Your Password

To change your password, do the following:

4. Log into OSCAR.

5. From your Home page, use the dropdown next to Profile, and click on My Account:

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6. Scroll down until you see the Change Password area. Type in your New Password,

Confirm Password (enter it again), and then hit Save: