Frequently Asked Questions for Reference Writers

This page highlights frequently asked questions by reference writers for the U.S. National Science Foundation Graduate Research Fellowship Program (NSF GRFP).

Table of Contents

Questions

  1. I am unable to log in using the one-time password I received via email. What should I do?

    If you have received your one-time password (OTP) and are unable to log in to the NSF GRFP Reference Writer Module, do the following:

    • Check your email address. Check to confirm you are trying to log in using the same email address entered for you by the applicant. The email address provided by the applicant can be found in the body of the email you received with your one-time password. An exact email address is crucial to matching the reference writer and the applicant in the GRFP Application Module.
    • Check the one-time password. Record the one-time password and type it into the module manually rather than copying and pasting.
    • Your one-time password may have expired. The one-time password will work for up to 10 minutes before expiring. To generate a new one-time password, click the "Generate a New One" link displayed in the login pop-up; you will be able to do so once the countdown timer completes (about 3 minutes). You can also select the URL in the NSF Fellowship Reference Letter Request email again to receive a new code. This link also appears in the Verify Your Email pop-up.
    • Ensure you are using the most recent one-time password received. Occasionally, a user will inadvertently request multiple one-time passwords. If this occurs, only the latest code will work, so be sure to use the password in the most recent email you received.

  2. I did not receive the email nominating me to serve as a reference writer or the email containing my one-time password. What should I do?

    There are a few reasons that you may not have received the email nominating you as a reference writer. Please check following if this occurs:

    • Confirm your email address with the applicant. Check to ensure that the email address the applicant entered for you is accurate. If there is a typo or if they need to change the email address, the applicant can edit the reference writer record in their application and have the nomination email resent to you. An exact email address is crucial to matching the reference writer and the applicant in the GRFP Application Module.
    • Check spam folders. Check your spam or trash folder to ensure that the email did not get sent to one of those folders inadvertently.
    • Share an alternate email address with the applicant. It is possible that your email domain is rejecting the email and not allowing delivery. In this case, provide an alternate email address to the applicant and they will be able to edit your reference writer record in their application and re-send the nomination email.

  3. I was asked to provide letters for several applicants, but one is not showing up on my list of applicants. How can I submit the letter?

    Reference letter requests are associated with the reference writer's email address. If two applicants list different email addresses for the same reference writer, and the reference writer logs in to submit a letter using the email address listed by the first applicant, the second applicant will not show up on that reference writer's list of applicants. In this case, you should repeat the first-time login process using the email address listed by the "missing" applicant.

  4. What are the formatting requirements for a letter of reference?

    Refer to the Information for Reference Writers page for formatting requirements.

  5. Is there a page limit for letters of reference?

    Yes. Letters of reference are limited to a maximum of two pages in length. Please note that the NSF GRFP Reference Writer Module will not accept letters that are longer than two pages.

  6. Can reference letters be submitted by email or by physical mail?

    No. All reference letters must be submitted online as a PDF through the NSF GRFP Reference Writer Module. All reference letters are due by the deadline published in the NSF GRFP Notice of Funding Opportunity. There are no exceptions.

    If you need assistance with the reference letter submission process, please contact the NSF Service Desk.

  7. I am receiving an error message when I attempt to upload my reference letter PDF. What should I do?

    If you see the following error message:

    • Your request could not be completed due to the following reasons:

      An issue with your file upload has been encountered. We apologize for the inconvenience. Please verify your file and try your upload again. If the issue persists, you may contact the NSF Service Desk.

    a. Check if there are blank pages within the PDF. If so, complete the following steps:

    • Export the PDF to Word.
    • Delete the blank page(s).
    • Re-save the Word document as a PDF.
    • Upload the PDF to NSF GRFP.

    b. If there are no blank pages, then complete the following steps:

    • Export the PDF to Word.
    • Re-save the Word document as a PDF.
    • Upload the PDF to NSF GRFP.
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