Credential File

CREATING
A
CREDENTIAL FILE

Shepherd University
Career Development Center
Gardiner Hall – Ground Floor
304-876-5122

YOUR CREDENTIAL FILE

What is a Credential File?

1. It is a file that will contain information on your educational experience, work
experience, career plans, extracurricular activities, coursework, GPA, and
most importantly, references from faculty, past employers, advisors, etc.
2. A credential file is kept by the University (Career Development Center) and
can be mailed at your request to potential employers, graduate or
professional schools.
3. NOTE: The Credential File is optional. In order to use this service, you must
complete the necessary forms.

Why Do You Need One?

1. Having a credential file enables you to centralize your references into one
place. The file is kept for three years or longer if you request.
2. Your reference writers will not have to write an individual reference every
time you apply for a job.
3. In most cases, teacher candidates and graduate/professional school
applicants should develop a credential file with the Career Development
Center.

Where Should I Begin?

1. The following materials are required to develop a credential file:
a. CREDENTIAL AUTHORIZATION FORM – We use this information
in our office. This will not be copied for employers.
b. REFERENCES – Our office has a generic form that can be distributed to
reference writers. This form has an option of waiving right of access to
viewing it. Some reference writers prefer this form. Otherwise, it is
recommended to request that your reference writer compose the letter on
their school/company letterhead. All references should be typed. It is
recommended to have no less than 3 completed references.

Optional materials that may be included in your file: Resume (highly
recommended), Unofficial Transcripts (print off RAIL), and additional Letters
of Reference.

2. In order to have an active credential file, you must complete and return the
Credential Authorization Form and whatever number of references you
wish to include in your file. Articles in your file may not be copied and
mailed, unless a signed Authorization is present. All information that is to be
copied and mailed to employers or graduate schools should be neatly typed.
Remember, your credential file is a reflection of you and the University!

3. Record of Undergraduate Courses: You may print your unofficial
transcript/record from RAIL and use for the Record of Undergraduate Courses
taken at Shepherd.

How Do You Get a Reference?

1. Reference Forms: Depending on your experience, credential files may
average anywhere from 3 to 6 references. If you need extra forms, request
them from the Career Development Center. When preparing a reference form
for a reference writer, type your name and major on the top line and indicate
type of waiver policy. Sign your name on the line indicated. All references
must be signed by you.
2. Getting a Reference: You may use any person for a reference, preferably
someone who has observed your work or can comment on your skills. For
example, include advisors, professors, intern or externship supervisors,
employers, and cooperating teachers. It is strongly discouraged to include
relatives, neighbors, etc. Please be polite when requesting a reference. Do not
slip reference forms under a professor’s door or mail one to a summer
employer without giving the courtesy of asking first. It is extremely helpful to
share your resume so they can obtain a more complete background of your
experience and activities. This will be better able to write a strong reference.
3. 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.
4. Other References: You may use references written on letterhead in lieu of the
standard reference form.

How is the Packet Used?

1. Releasing Information: The “Credential Authorization Form.” By signing this
form, you allow the Career Development Center staff to release information in
your packet to prospective employers either through telephone/personal contact or
by correspondence. All information released by the Career Development Center
will conform to the “Pre-employment Guidelines” as set forth by the Human
Rights Act, WV Code, Sections 5-11-9.
2. 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
also 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.
3. Official Transcript: this may be included in a copy of your credential file that is
being mailed by the University, providing you request in writing (state in letter or

note on request form) and include a $5 check made payable to: Shepherd
University for every transcript after the first copy (first transcript is free).
4. Graduate Schools: Because you may be 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 your reference writers to keep copies of references previously sent.
This will enable them to review when writing new references for you. We are
finding more and more interest on the part of graduate schools for copies of
credential files. Many graduate schools have their own individualized reference
forms that will need to be distributed separately.
5. If a Credential File is not pertinent to your job search needs, individuals may
submit completed Data Sheets with signed Release Authorizations or a Resume
with a signed Release Authorization Form. The Career Development Center will
then be able to distribute your Data Sheet or Resume to employers who notify us
of job openings.

DEVELOPING YOUR CREDENTIAL FILE
CAREER DEVELOPMENT CENTER
Items You Will Need:

Resume
• Visit the Career Development Center to get information on writing/critiquing your resume.

References
• Don’t assume that we have received your references. Call or drop by periodically to check.
Don’t be surprised if you have to place several calls to the reference writer to remind
him/her.

Evaluations (for Education majors)
• Do not substitute evaluations for reference letters. In order for these forms to be included in
your credential file, you must obtain copies from Shepherd University Department of
Education and deliver them to the Career Development Center.

Transcripts
• Your first transcript is free and after that $5 for each (make check payable to Shepherd
University).
• An unofficial transcript is highly recommended, as sometimes the employer will not require
an official transcript. This can save you a little money. You may obtain an unofficial copy
of your transcripts via the RAIL.
• If you are sending a credential file and wish to include an official transcript, we will process
your credential file and deliver the transcript portion to the Registrar’s Office, and the file
and transcript will be sent to the employer together.
• If you are only sending a transcript, send your request directly to the Registrar’s Office.

Request forms
• Request forms must be in writing; a separate form must be completed for every employer to
whom you would like us to send your credential file. Only items that are specified on the
request form will be sent. We will send a maximum of six (6) items with each request.

• It is a good idea to keep copies of all of these important documents (and others) in your
portfolio. Due to limited storage space, the Career Development Center will keep your
credential file active for two complete years after you graduate.

Credential Authorization Form
Agreement for Career Services

I hereby certify that the information on my Career Services registration materials is accurate and
correct.

I also agree to honor the policy and procedural guidelines specified by Career Services which are
designed to provide an equitable service to all registrants seeking employment.

I understand that registration with Career Services does not imply placement or employment
guarantees.

Release Authorization:
Pursuant to the Family Educational Rights and Privacy Act of 1974, as amended, I hereby
authorize Shepherd University Career Services to release information contained herein to
prospective employers for the purpose of providing information concerning my qualifications.

Please complete the following information completely and legibly:

Permanent Mailing Address:_________________________________________________
City, State, Zip: ___________________________________________________________
Email Address: ___________________________________________________________

______________________________________ ______________________________
Signature Date

____________________________________
Please print name

Original signature and authorization form must be on file before any information is released to prospective
employers. (No photocopies, faxes, or emails will be accepted.)

Return to:
PO Box 5000
Shepherd University
Shepherdstown, WV 25443

Credential File Checklist:

_____ Credential Authorization Form

_____ Resume

_____ Unofficial Transcript (helpful until complete transcript is available)

_____ References (ideally from the following sources:)
______ Cooperating Teacher (education majors)
______ Supervising Teacher (education majors)
______ Principal(s) (education majors) *optional
______ Subject Area/Other Professor(s)
______ Internship Site Supervisor
______ Cooperative Education Site Supervisor
______ Other

_____ Items available to Education Majors (from Shepherd University Department of Education):
(It is your responsibility to obtain copies of these items should you wish to include them.)
______ Evaluation by Cooperating Teacher (you receive a copy of this at the end of student teaching)
______ Professional Education Performance Evaluation

Your credential file will remain active for two complete years after you graduate from Shepherd
University. After this time has expired, you will be notified by mail at your permanent address to
make arrangements to obtain these documents. Failure to respond to this notification in a timely
manner will result in the permanent destruction of your credential file with the Career Development
Center.

Requests to have credential files sent must be given to the Career Development Center in writing.

Please specify the document(s) in your Credential Packet that you would like sent to the employer. If
not specified, only your resume and all references will be sent.

If you are requesting an official transcript to be sent with your packet, you must submit a check for
$5.00 (per transcript) written to Shepherd University.

You may visit the Career Development Center (located in Gardiner Hall) to review items in your Credential File!

P.O. Box 5000
Shepherd University
(304) 876-5122
jobweb@shepherd.edu

CREDENTIAL REQUEST FORM
Today’s Date____/____/____

Name________________________________________________ _____________________________
(Last) (First) (MI) Month/Year of Graduation

____________________________________________________
Or any other name in which file may have been established

Student ID _________________________________

Current Address________________________________________________________________________
Street City State Zip

Current Telephone (_____) ___________________
To support my application for employment or graduate/professional school admission, I hereby request and
authorize (required by U.S. Public Law 93-380) the Career Services Office to send copies of the material in
my credential folder to the following: (complete address required)

SIGN HERE_________________________________
Name___________________________________ Name______________________________________
School/Company__________________________ School/Company____________________________
Street Address____________________________ Street Address_______________________________
City____________________________________ City________________________________________
State & Zip______________________________ State & Zip_________________________________
Please indicate materials to be sent

 Resume  Transcripts
___ Unofficial
___ Official ($5 per copy; first transcript free.)
(The 24-hour service request will require a $15 charge)

 References (please specify references to be sent)  Other (Please specify)
______________________________________ ____________________________________

______________________________________ ____________________________________

______________________________________ ____________________________________

______________________________________ ____________________________________

A signed “Credential Authorization Form” must be in your file before this request can be processed.
Use reverse side for additional requests.

**PLEASE ADVISE OUR OFFICE WHEN EMPLOYMENT HAS BEEN OBTAINED**
MAIL TO: Career Development Center
Attention: Credential Request
P.O. Box 5000
Shepherd University

SHEPHERD UNIVERSITY
REFERENCE
FOR CANDIDATE ONLY:
Name________________________________________ Major __________________________________________
(Last) (First) (MI)
____ I waive my right of access to this reference so that it can remain completely confidential from me.
____ I do not waive my right of access to this reference sheet.
____________________________________________________________________________________________
(Signature) (Date)
FOR PERSON PROVIDING REFERENCE: PLEASE TYPE
Name______________________________________ Position __________________________________________
Organization/Institution ____________________________________Business Phone ________________________
Business Address _______________________________________________________________________________
In what capacity do/did you know the candidate? ______________________________________________________
Period candidate known _____________________________ to __________________________________________
Please TYPE a statement giving your assessment of this candidate in the space below:

____________________________________________________________________________________________
(Signature of Reference Writer) (Date)
RETURN TO:
P.O. Box 5000
Shepherd University

Credential File

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