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Career Centre

Dossier Service

Purpose of the Dossier Service

The Dossier Service stores and forwards transcripts and reference letters to support applications for research grants, scholarships and academic job searches.

Who is Eligible?

  • Current CUPE 3903 (Unit 1, 2 & 3) employees and
  • Former CUPE 3903 (Unit 1, 2 & 3) employees who are within 24 months of their last CUPE 3903 (Unit 1, 2 or 3) appointment contract

Registering for the Dossier Service

To establish your Dossier account, please complete a Client Registration Form and submit a $20.00, non-refundable, registration fee. Your completed Client Registration Form and Registration Fee are required prior to using the Dossier Service.

Client Registration Form

You may complete the online Client Registration Form and submit your registration fee separately by mail or courier (your file will not be processed until both the form and payment are received) or you may download and print the form [pdf], and submit it with your cheque by mail or courier.

Registration Fee

A $20.00, non-refundable, registration fee is required prior to using the Dossier Service. Please mail or courier a cheque for $20.00 (Canadian funds only) made payable to York University to:

Dossier Administrator
Suite 202, McLaughlin College
Career Centre
York University
4700 Keele Street
Toronto, ON, Canada M3J 1P3

Cash Payments can be made by appointment ONLY. Please contact the Dossier Administrator directly.

Establishing your Dossier File

Letters of Reference

  • All letters from your referees need to be requested by you and a signed hardcopy of each letter is required to be sent directly from your referees to the Dossier Administrator.
  • The Dossier Service will not accept or send letters of reference or other confidential documents by email.
  • You will be notified by email each time a new reference letter is received for your file. When reference letters are updated, the old letter(s) will be destroyed. Please note that it is your responsibility to keep your contact information updated with the Dossier Service, so that you may be contacted with updates regarding your Dossier account.
  • All letters of reference sent directly to the Dossier Service are considered confidential documents. You may ask your referee to forward you a copy, but you will not have access to the reference letters in your file. The guarantee of confidentiality upholds the integrity of the Dossier Service and your reference letters in the eyes of search committees.

Transcripts

  • Please have all 'official' transcripts sent directly from the Registrar's office of the institution(s) that you have attended to the Dossier Administrator. We will not accept transcripts in any other way.
  • You will be notified by email each time a new set of transcripts arrives for your file. It is your responsibility to order a new set of transcripts for your file if there are any significant changes in your status (e.g. once you finish your degree). When transcripts are updated, the old transcripts will be destroyed.
  • All transcripts sent directly to the Dossier Service are considered confidential documents; you will not have access to the transcripts in your file. Transcripts that you have access to are not considered 'official' because the integrity of the documents cannot be guaranteed.

Referee Guidelines

  • The reference letter must be typed on official University or College letterhead
  • Please include the following information in the reference letter
    • Name of candidate
    • Name of referee and signature
    • Referee's academic position
    • Referee's complete address
    • Date
  • The Dossier Service only accepts hardcopy documents (e-mailed files are not considered as confidential). Please make sure to sign the sealed envelope across the flap to assure confidentiality.
  • Please send the completed reference in hardcopy only to:
  • Dossier Administrator
    Suite 202, McLaughlin College
    Career Centre
    York University
    4700 Keele Street
    Toronto, ON, Canada M3J 1P3
  • If you have any questions please feel free to contact the Dossier Administrator at 416.736.5351.

Requesting a Dossier Package

  • Please send your Dossier requests by email to the Dossier Administrator and include the following information (it is your responsibility to ensure that this information is correct).
    • Name of addressee
    • Organization/ Company
    • Address
    • Position being sought (include job title and posting number if applicable)
    • Exact items to be included (e.g. Letter of Reference from Prof. X; Transcript from University Y)
    • Submission Deadline
    • Method to be used for sending the Dossier
  • Please ensure that you have provided sufficient notice for your request to be processed and to meet the application deadline. Your Dossier request will be processed within 4 business days.
  • You will be notified by email once your request has been mailed.
  • Dossier Packages can be sent in hardcopy or facsimile formats only. We will not send confidential documents by email..

Making a Payment

For every Dossier package you request, additional fees will apply to recover the costs of materials and postage. The fee structure is outlined below.

ADMINISTRATION/MAILOUTS (CANADIAN FUNDS ONLY PLEASE)

Canada $2.50
USA $3.00
Others $3.00
Courier  
Varies with destination Cost Recovery
Facsimile  
Canada and USA only $1.00 per page
   
A surcharge of 10 cents per page will be added to dossiers exceeding 20 pages.
  • Dossier requests will not be processed until sufficient payment has been received by the Dossier Administrator.
  • To avoid delays, many clients chose to keep a limited balance on their account. Any money left on your account will be refundable when you withdraw from the service.
  • Cash payments can be made in person by appointment ONLY. Please contact the Dossier Administrator directly to set up an appointment.
  • Cheque payments can be sent via mail or courier to the Dossier Service. Please make cheques payable to "York University" and note "Dossier Service" on the memo line.
  • Payments must be made in Canadian funds only.

Withdrawing from the Dossier Service Program

  • To withdraw from the Dossier Service, please print the Dossier Service account withdrawal form and send a signed hard copy to the Dossier Administrator.
  • All confidential information in your file will be destroyed.
  • Any funds still on your account greater than $2.00 will be refunded to you. The cheque is produced by the York University Accounts Payable Department and may take a couple of weeks to be processed.
  • Please note that it is your responsibility to keep your contact information updated with the Dossier Service.

Dossier Service Commitment

  • We are committed to providing you with efficient and professional assistance in your pursuit of research grants, scholarships and academic positions.
  • We will ensure your Dossier requests are mailed within 4 business days of receiving the request in writing.
  • We will respond to all inquiries within 2 business days and will notify you as soon as any new letters, transcripts or payments are received.

Dossier Administrator Contact Information

All documents and payments for the Dossier Service must be sent to:

Dossier Administrator
Career Centre
Suite 202 McLaughlin College
York University
4700 Keele Street
Toronto, ON, Canada M3J 1P3

For questions and more information about the Dossier Service you can contact the Dossier Administrator at (416) 736-5351 or by email dossier@yorku.ca.

Career Centre Recruitment Policies and Disclaimer