The first step is to request a letter at least three weeks before the deadline.

Then you should make a folder in google docs that contains all the relevant information.  Put all files in a single folder, and share the folder with me.  

Make a google doc folder entitled <your name>_Recommendations that includes:
  1. a google spreadsheet entitled <your name> Recommendations for <goal position, e.g., "Summer '11 REU"> that lists, for each application:
    • program name (if there is a web site for the program, this should link to it)
    • submission deadline
    • submission process (such as: email, web site -- give url, program will contact me, or snail mail -- you will give me/have given envelope)
    • a column for type of program if they are not all the same
    • an extra column for me to check off when I've submitted it
    The spreadsheet should be sorted by earliest deadline.
  2. your current resume
  3. your current transcript (unless you are my advisee, in which case I can access it through isis)
  4. a representative statement or essay
  5. any additional materials that would help me in writing
Once you have the initial google folder and spreadsheet set up, share the folder with me. Then, please email me when you are done with your materials so that I can write your letter (this should be at least 3 weeks prior to the earliest deadline). 

I will not begin to write until I have this email!
If you add any applications after you have sent this email, you should update the spreadsheet and email me again.  

I will aim to submit letters a week ahead of the deadline.   Email me a reminder if I have not checked off the letter a few days before the deadline.