Credential File

Developing a credential file is optional. In most instances Education majors and students planning to apply to Graduate/Professional Schools find them beneficial for housing pertinent documents.

• file that contains information on educational experience, work experience, career plans, extracurricular activities, GPA and coursework and, most importantly, references from faculty, past and current employers, advisors, etc.
• kept by the college (Career Development Center) can be mailed to potential employers and/or graduate or professional schools upon request .
• NOTE: The Credential File is optional. In order to use this service, you must complete necessary forms.

• enables you to centralize your references into one place. The file is kept for three years or longer if you request.
• reference writer only has to write one reference for each person regardless of the number of positions being considered for employment.
• teacher candidates and graduate/professional school applicants should develop a credential file with the Career Development Center.

The following materials are required to develop a credential file:

• Resume - (first page of the credential packet).
• Credential Authorization Form - our office use only.  This will not be copied for employers.
• References - a generic form is available that can be distributed to reference writers. This form has an option of waiving right of access to viewing the reference. Some reference writers prefer this form. Otherwise, it is recommended to request that your reference writer compose the letter on his or her school/company letterhead. All references should be typed. It is recommended to have no less than three completed references.
• Optional materials that may be included in your file:
  • Unofficial transcripts - can be printed off the RAIL.
  • Additional letters of reference
• An active credential file contains, Credential Authorization Form and number of references you wish to include in your file. Items in your file may not be copied and mailed, unless the signed Authorization is present. All information in the credential file should be neatly typed. A poorly typed or handwritten credential file will be an embarrassment to you and the school.
• Record of Undergraduate Courses:  enables an interviewer to see courses organized, according to major fields of study. All courses taken, even those taken at another school should be listed.  For courses not yet finished, type in the title and leave grades blank. After graduation, final grades may be entered by the CDC upon request.   An unofficial transcript, though optional, is very useful and is highly recommended to have in your file.

• Reference Forms: Depending on experience, credential files may average anywhere from 3 to 6 references. Additional forms are available upon request from the CDC.  When preparing a reference form for a reference writer, type your name and major and indicate type of waiver. Sign your name on the line indicated. All references must be signed by you.
• Getting a reference:  use an individual who has observed your work or can comment on your skills. Consider asking advisors, professors, intern or externship supervisors, employers, and cooperating teachers. It is strongly discouraged to include relatives, friends, or neighbors. Please be polite when requesting a reference. Do not slip reference forms under a professor's door or mail one to an employer or supervisor without giving the courtesy of asking first. It is extremely helpful to share your resume with your reference, so they can obtain a more complete background of your experience and activities. They will be better able to write a strong reference.
• Waiving/Not Waiving Your Right:
  • If you check, -I waive my right…,-then you are forfeiting your right under the Family Education Rights and Privacy Act of 1974 (Buckley Amendment) to see and review what has been written by the person providing the reference.
• Other References: references written on letterhead in lieu of the standard reference form are acceptable.

• Releasing Information:  By signing the Credential Authorization Form, you allow the CDC staff to release documents in the credential file to prospective employers through direct verbal contact or by correspondence. All information released by the CDC will conform to the -Pre-employment Guidelines- as set forth by the human Rights Act, WV Code, Sections 5-11-9.
• Teacher Candidates: The same format would apply in  most cases. There is a special data Sheet designed for Education majors. Some school systems will request your credential file immediately upon contact; or, in their job vacancy notice, they may instruct you to send your file at the time of initial contact. It is a good idea for Teacher Education graduates to include an unofficial transcript. Many school systems now use these transcripts, and it will save you money.
• Official Transcript: This may be included in the copy of your credential file that is being mailed to a prospective employer, providing the request is made in writing (state in the letter, note, or request form) and include a $5 check made payable to: Shepherd University for every transcript after the first free copy. ($15.00 for 24 hours service)
• Graduate Schools: If you are applying to several schools, it is a good idea to develop a credential file. If not to send to graduate schools, it will serve as a place for reference writers to keep copies of references previously sent. This will enable them to review when writing new references for you. More and more  graduate schools are requesting copies of credential files. Many graduate schools have their own individualized reference forms that will need to be distributed separately.
• To send your file, a complete Credential Request Form (including the name of the person who will be handling your file, his or her title, the name of the college, street address or P.O. Box number, city, state, and zip code) is needed. This request must be in writing, either in person or by mail.