GRFP File Uploads - Frequently Asked Questions

Frequently Asked Questions

1. What file types are allowable for upload in the required fellowship application files?

2. What are the PDF upload document formatting and compliance requirements in the system?

3. What should I consider if I include images in my statement files?

4. My margins are set to one inch. Why am I still getting a margin error for the PDF I am uploading?

5. Why do I receive a font error upon document upload when the font was set to an acceptable font type and size using “Select All”?

6. I am exporting a file to PDF. Are there any known issues that may cause PDF errors?

7. I continue to receive an error message and I know I am using an acceptable font type. How can I determine the font types used in my PDF?

8. My statement files include equations and special symbols and characters. Will my statement be able to pass the compliance checks?

9. I am receiving an error message when I attempt to upload my Reference Letter. What should I do?

10. I am receiving an error message when I attempt to upload my Personal or Graduate Research Statement. What should I do?

11. I am receiving an error message when I attempt to upload my Transcript. What should I do?

 

  1. What file types are allowable for upload in the required fellowship application files?

All fellowship application files must be uploaded only in PDF format. These files include:

  • Personal, Relevant Background and Future Goals Statement (Template)
  • Graduate Research Plan Statement (Template)
  • Reference Letters
  • Transcripts and Registrar Letters (optional)

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  1. What are the PDF upload document formatting and compliance requirements in the system?

The Personal, Relevant Background and Future Goals Statement and the Graduate Research Plan Statement must conform to the following requirements:

  1. Standard letter paper size (8.5" by 11”)
  2. Arial (not Arial Narrow), Courier New, or Palatino Linotype at a font size of 10 points or larger
  3. Times New Roman and Computer Modern family of fonts at font size of 11 points or larger
  4. A font size of less than 10 points may be used for mathematical formulas or equations, figures, tables, or diagram captions and when using a Symbol font to insert Greek letters or special characters. Other fonts not specified above, such as Cambria Math, may be used for mathematical formulas, equations, or when inserting Greek letters or special characters; it is recommended that equations and symbols be inserted as an image.
  5. Descriptive alternative text must be provided for all images, graphs, and charts, including sufficient color contrast for text and graphics, and be submitted in a machine readable/accessible electronic format (e.g., HTML) to ensure legibility and readability for individuals with visual impairments.
  6. 1" margins on all sides, no text inside 1" margins (no header, footer, or page number)
  7. No less than single spacing (approximately six lines of text per inch)
  8. File cannot be a scanned image
  9. File size cannot exceed 10 MB
  10. File cannot be password protected
  11. File cannot be empty
  12. Personal, Relevant Background and Future Goals Statement cannot exceed three (3) pages
  13. Graduate Research Plan Statement cannot exceed two (2) pages

Reference letters must conform to the following requirements:

  1. File size cannot exceed 10 MB
  2. File cannot be password protected
  3. File cannot be empty
  4. File cannot exceed two pages

Transcripts and Registrar Letters (optional) must conform to the following requirements:

  1. File size cannot exceed 50 MB
  2. File cannot be password protected
  3. File cannot be empty

Failure to comply with the above rules will result in one or more error messages. You will be required to correct the error(s) and upload the PDF again.

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  1. What should I consider if I include images in my statement files?
  • Check and update the font type of each image separately to the acceptable font and size.
  • Make sure an image is pasted and not an object (In Microsoft Office Word, double-click an image. If another application opens, this means a non-graphical image was inserted.
  • Make sure image text (titles, labels, captions, etc.) is part of the image and not editable.
  • Make sure any equations, special characters and symbols are inserted as non-editable images.
  • Descriptive alternative text must be provided for all images, graphs, and charts, including sufficient color contrast for text and graphics, and be submitted in a machine readable/accessible electronic format (e.g., HTML) to ensure legibility and readability for individuals with visual impairments.

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  1. My margins are set to one inch. Why am I still getting a margin error for the PDF I am uploading?

Review inserted images or shapes: Margins can be set to one inch, but a stray image or shape can violate the margin rule. Setting the margin rule to one inch would not automatically correct the images or shapes back within margins.

Remove page numbers: Be sure that the document has no text in the header or footer including page numbers.

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  1. Why do I receive a font error upon document upload when the font was set to an acceptable font type and size using “Select All”?

This would depend on how word processors export files to PDF and may vary with the word processer being used. For Microsoft Office, “Select All” will not include inserted images, shapes, and numbered lists or bullets.

Your file must use Arial (not Arial Narrow), Courier New, or Palatino Linotype at a font size of 10 points or larger, OR Times New Roman and Computer Modern family of fonts at font size of 11 points or larger.

Check the following:

  • Check the font type and size of each part of your file separately and update to the accepted font and size.
  • Alternatively, insert equations, formulas, symbols, special characters, and sub/super scripts as non-editable image(s).
  • Make sure an image is pasted as a picture and not an embedded (editable) object. For example, double-click an image in Microsoft Word; if another application opens, this means a non-graphical image was inserted.
  • Make sure image text (titles, labels, captions, etc.) is part of the image and not editable.
  • Descriptive alternative text must be provided for all images, graphs, and charts, including sufficient color contrast for text and graphics, and be submitted in a machine readable/accessible electronic format (e.g., HTML) to ensure legibility and readability for individuals with visual impairments.

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  1. I am exporting a file to PDF. Are there any known issues that may cause PDF errors?

 

  1. OpenOffice inserts an unallowable font for superscript and subscript.
  2. Google Docs may not properly export bulleted text and should not be used.
  3. Certain LaTeX-generated PDF elements are not yet supported. PDFs containing formulas and equations with special LaTeX font types are not supported. To ensure that the PDF passes the compliance validations, all text must be Times New Roman 11-pt or higher. Formulas and special characters that must be represented in other font types should be inserted in the file as a non-editable image. This will allow the compliance validation to bypass the font type/size checks in the image.
  4. Microsoft Office for Macs “Save as PDF” functionality “Best for Printing” may not be supported. Instead, select the “Best for electronic distribution and accessibility (uses Microsoft online service)” option.
  5. Older versions of Microsoft Word (2007 or earlier) may produce font errors.
  6. For Microsoft Office, do not use “Print to PDF” to create a PDF. Instead, use “Export” and “Create PDF.”

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  1. I continue to receive an error message and I know I am using an acceptable font type. How can I determine the font types used in my PDF?

 

  1. Open the PDF.
  2. Right click on the document content.
  3. Select Document Properties from the list.
  4. Select the Fonts tab (third tab) at the top.
  5. Review the list of font types.
  6. Arial (not Arial Narrow), Courier New, or Palatino Linotype at a font size of 10 points or larger, OR Times New Roman and Computer Modern family of fonts at font size of 11 points or larger are accepted. Cambria Math and Symbol fonts may be used for equations.

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  1. My statement files include equations and special symbols and characters. Will my statement be able to pass the compliance checks?

Cambria Math font for equations and Symbol font for special characters will be supported in the file; however, we strongly recommend that equations and special characters and symbols be inserted as a non-editable image to bypass the compliance checking altogether. This will avoid font type and font size errors.

Descriptive alternative text must be provided for all images, graphs, and charts, including sufficient color contrast for text and graphics, and be submitted in a machine readable/accessible electronic format (e.g., HTML) to ensure legibility and readability for individuals with visual impairments.

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  1. I am receiving an error message when I attempt to upload my Reference Letter. What should I do?

 

  1. 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 GRFP
  1. 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 GRFP

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  1. I am receiving an error message when I attempt to upload my Personal or Graduate Research Statement. What should I do?

 

  1. 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 GRFP
  1. 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 GRFP

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  1. I am receiving an error message when I attempt to upload my Transcript. What should I do?

 

  1. 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 GRFP

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