What is a Credential File?

A credential file (sometimes referred to as a placement file) is a secure place to store letters of reference and transcripts. The purpose of collecting these documents in this way is so that copies of the file can be sent to prospective employers to provide them with information about the competence of the subject of the credential file during the process of applying for employment.
Your credential file is very often among the first impressions that an employer will have of you – they will usually see it long before they meet you in person. Neatness and accuracy are important. Thus, it is best to type all documents in a credential file.

Who Needs a Credential File?

Credential files are primarily used by education graduates. Almost all (95%) of school districts ask that a credential file be submitted by applicants for teaching employment within their district. This means that almost all teaching applicants, whether first-time or experienced, will need to have a credential file which they can submit as a part of the employment application process.
Because teachers are in daily contact with children and youth, and exercise a crucial responsibility for the training, influence and safety of young people, those who hire teachers exercise great care in ascertaining whether their new hires are competent, trustworthy, and knowledgeable about the field in which they will teach. One of the important methods they use to find out about the skills of prospective teachers is to hear from the cooperating teachers (for first-time teachers), principals, and teaching colleagues of the applicants for teaching positions within their district.
Teacher candidates are not required to establish a credential file with a credential file management service. You may choose to self-manage your credential materials. While professionally managed files are more common, self-managed files are also used and if they are done carefully with attention to detail they can be effective aids in securing employment.

How Do You Use a Credential File?

Credential files are used by school districts to help determine which candidates are best qualified for positions. Credentials are prepared for sending by making photocopies of the materials in the file, placing the copies in a folder, and mailing the packet to the employer.
A credential file is sent at the candidate’s request (or by the candidate themselves if they have a self-managed file) at about the same time a candidate applies for a position. Credentials should not be sent before a letter of application. Often, an employer’s application instructions will tell you to have your credential file sent as a part of the application materials required.

How Do You Set Up A Credential File?

1. Your first task is to decide how you want to handle the confidentiality of your file. In accordance with U.S. Public Law 93-380, you may choose to establish a confidential (closed) or non-confidential (open) credential file. If you establish a closed/confidential file, the manager you designate for your file will not allow you to read the letters of reference in your file. (However, your reference writer is free to show you the letter they write.) With an open/non-confidential file, you can read all of the letters in your file.
   Employers have different opinions about which type of file they prefer as part of the application process. In the past, school districts have generally preferred confidential (closed) files. Some employers still indicate that they think reference writers will provide a more candid assessment of your qualifications if you will not see what has been written. Those employers trust confidential references more. Some districts look favorably on non-confidential (open) files as well. To be absolutely safe, one should choose a confidential file which is acceptable to all employers.
   There are three types of credential file confidentiality arrangements (based on who has the power to decide whether a reference will be kept in confidence):
   • Confidential (Closed) Files: These are files in which you have voluntarily given the reference writer the power to decide whether to show the reference they have written to you. The reference writer is free to show you the reference they have written about you, or the reference writer may send it directly to your credential file manager without showing it to you. The file and reference are marked confidential and the employer will be able to see that the reference writer was not required to share the reference with you.
     Once you have designated a reference as confidential,
     that designation cannot be revoked.
     
   • Non-confidential (Open) Files: These are files in which you have let the reference writer know in advance that they must show the reference to you. You arrange for the reference writer to send the completed reference directly to you and you place it in your own credential file. The file and reference are marked non-confidential and employers can see that the reference writer was required to share the reference with you. If you want a non-confidential file, you may manage your credential file yourself or have Interfolio manage it.
     Career Services does not manage non-confidential files.
     
   • Mixed files (files with both open and closed references in them): These are usually files in which you have designated your file confidential (closed), but at least one of your reference writers has given you their reference to send to your credential file manager. You may not have seen other references in your credential file. In a mixed file, each reference is designated “confidential” or “non-confidential” based on its status and the file is labeled as both, so that the employer is able to see the status of each reference.
     
     After you determine which type of confidentiality you wish to follow, you are ready to decide about the management of your file
     
     
2. Your second task is to determine which way you would like to manage your file.
   
   If you wish to begin a NEW credential file there are two types of credential file management available to you:
   
   • Files managed by a professional file manager (usually online). Dana College has partnered with Interfolio.com to provide secure service with more access and more options. We think that you will find Interfolio very convenient: you may access it online seven days a week 24 hours per day so you won’t need to worry about when you can contact them. You may set up files with confidential references, non-confidential references or a mixture of both. Their fees are very reasonable and you will have additional options for sending your file including being able to send it overnight if you need to. Some school districts require electronic files, and Interfolio is able to do that for you.
     
   • Self-managed files. A self-managed credential file is one that you set up, maintain and send out on your own. It is automatically a non-confidential file. We offer instructions on this website about how you might self-manage your file if you prefer to do so.
     
     The easiest way to decide which way of managing your file you would like best is to read the Interfolio Managed File Instructions and the Self-Managed Credential File Tutorial. These instructions will walk you through the steps of both methods of managing your file and then you can decide which method you prefer.
     
     No matter which method you choose you must make the decision and begin the process a minimum of six weeks before you will apply for your first position and have your credential file sent to the employer. It usually takes at least 6-8 weeks for you to put everything together and secure all of your references so that when you apply for that first job, your credential file will be ready to go!

   If you have a credential FILE CURRENTLY UNDER MANAGEMENT BY DANA COLLEGE Career Services:
   

• If you set up your file after December 15, 2007, your file will be maintained in Career Services for a period of time not to exceed five years after your graduation date, or the date when you received your first education endorsement. At the five-year point or any time before that you may elect to manage your file yourself (see Transitioning to a Self-Managed Credential File) or have Interfolio.com manage your file (see Transitioning to an Interfolio.com managed file).
  
• If you set up or updated your file before December 15, 2007, your file will be maintained for a period of time not to exceed five years from the date of the last credential file management agreement signed by the file holder prior to December 15, 2007. Confidential Credential Files which have management agreements more than five years old will have the option of setting up an account with Interfolio.com and having all of their references and copies of their transcripts sent to Interfolio by Dana College Career Services for Interfolio.com management. References clearly marked non-confidential can be sent to Interfolio.com or returned to the file holder. All other references are confidential and must be sent to Interfolio or destroyed.
  
• No matter when you set up your credential file the Dana College Registrar’s office continues to maintain your transcript and all academic records normally maintained.

Transitioning from a file under management by Dana College Career Services to a Self-Managed File:

• When five years from your graduation have elapsed, your file will no longer be a usable source of references to you because the references will be out of date. References which are clearly marked non-confidential can be mailed to you at the last address you have sent to us. Other references are confidential and will be destroyed. Remember that your transcript (record of the classes you took, the grades you earned, and the conferring of your degree by Dana College) records are kept in the Registrar’s office, and they will remain available to you when you need them.
  
• If you wish to set up a self-managed file, please refer to the suggestions on this site Self-Managed Credential File Tutorial. If you have been accumulating new references and putting together a new self-managed file following the instructions provided in the tutorial you will be able to transition smoothly to managing your own credential file. If you have questions, please contact Career Services, 402.426.7268, or career@dana.edu
  

Transitioning from a file under management by Dana College Career Services to an Interfolio.com managed File:

• When five years from your graduation have elapsed, your file will no longer be usable to you because the references will be out of date. After you set up an account with Interfolio.com, contact us. We will then send all of your references and transcript to your account at Interfolio.com, thus transferring the management of your file to Interfolio.com. They will scan all of your documents into an electronic format. Confidential references will remain confidential, and open references will still be available for your review at Interfolio.com. From that point on you will contact Interfolio.com to have your file sent out to employers.

Interfolio Managed File Instructions

If you are considering or have decided to have Interfolio manage your credential file, go to the Interfolio candidate site http://www.interfolio.com/candidates where you can see an overview of the Interfolio process for file holders including the fee schedule, click on information specific to K-12 Teaching candidates and answers to some frequently asked questions, as well as set up an account with Interfolio. Once you have begun the process we think you will find it secure and very easy to use, and will appreciate being able to have electronic copies of your credentials sent, as well as being able to access your account 24/7 to check on references or place a request to send a file. If you have questions after viewing their site, please contact the Career Services office (402.426.7258, or career@dana.edu)

Self-Managed Credential File Tutorial

Most school districts require a file of your references and a record of data regarding your professional preparation before an interview is scheduled. If you wish to manage your own credential file, these instructions are offered as a suggestion about how this is typically done.
Usually an educational credential file will include:

• A cover sheet which is the first page of your credential file and identifies you to the employer. It should contain your name, current contact information (street address, email, telephone), and information about whether the content of the file is confidential or non-confidential. Cover sheets often contain a statement about how the file should be handled after the school district has finished using it. For example, “In accordance with U.S. Public Law 93-380, the Family Educational Rights and Privacy Act, the enclosed credential should NOT be made available to anyone in another institution. When these credentials are no longer needed, please destroy them.” It is also advisable to have some data on the cover sheet which includes the following information:
  
  • The types of teaching positions you are seeking
    
  • Your teaching endorsement and certificate type
    
  • Your degrees and majors
    
  • A list of your teaching experience
    
  • Other unusual or extensive experience with children, international study or travel, foreign language skills, non-teaching work pertinent to the teaching position(s) you are seeking, coaching & activity experience
    
• Letters of recommendation. Usually 4-6 letters of reference are included in your file, although you may have as many as you wish to copy and mail, keeping in mind that hiring officials will not have time to read too many letters. Less than 3 letters are not recommended.
  
• A copy of your official final transcript, which you must obtain from the Registrar (only the Registrar can issue official copies of your transcript)
  A Self-Managed Credential File is a non-confidential file that you set up and maintain on your own. You will act as your own agent. You will not place this file with Dana College Career Services. (You may have Interfolio.com manage your non-confidential file if you wish.) The following are our recommendations to you on developing your own Self-Managed Credential File.
  NOTE: Many districts find self-managed files satisfactory. However, please call or email the Career Services Office if any district absolutely requires a confidential file for suggestions about how to handle this situation.
  Instructions for Developing Your “Self-Managed” Credential file
  

A. Preparing the Cover Sheet

• TYPE and laser print all information with dark print. Your cover sheet must be clearly legible. Since you will use a photocopy machine to duplicate copies, the original pages must have type which is dark and easy to read. Handwritten credential files are not appreciated by school districts. A handwritten or hand printed cover sheet will definitely hurt your candidacy for a job.
  
• Make sure that your contact information is current. More than one candidate has lost a job because they hiring official could not reach them soon enough.
  
• State your endorsement accurately. It will leave a poor impression if your certificate does not match the endorsement you have claimed.
  
• Make sure that all information pertains to the type of position(s) you are seeking. This is not the time to include your high school activities (unless they bear directly on the position) or hobbies. Do not include information about religious or political activities.
  
• Make sure that your information is specific. If you list information about your degrees or teaching experience, use the proper name of each institution and degree and indicate the city and state where the institution is located. State the proper name of the school district and the city and state where the school district is located. The hiring official may want to contact them.
  
• Make sure that the layout of your cover sheet is neat and attractive.
  

B. Requesting Your Letters of Recommendation

• It is recommended that you request 4-6 letters of recommendation to place in your file. Typically teacher candidates will request letters of recommendation from cooperating teachers, principals, other school officials, and supervisors in non-teaching employment.
  
• If requesting a letter of recommendation from a Dana College Faculty member, print out the request form Student Recommendation Request Form.pdf and complete it. It spells out what you are requesting in writing so that there is no confusion on the part of the faculty member or yourself later about how and with whom you want your reference to be shared. Complete the form and sign it. It is important that you make a copy for yourself before giving it to the faculty member so you will have a record of what was requested. Follow the suggestions at the beginning of the form.
  
• You may print out the recommendation form Non-Confidential Professional Teaching Reference Form and use it, or you may ask your recommender to write a letter of recommendation on his/her school letter head. Letters should be computer generated – not handwritten. Letters on plain sheets of paper are not advisable – the reader has no way to know if the writer is who (s)he claims to be and they are not as credible as letters on letterhead. Your references should always date and sign their letters, indicating their own daytime contact information on their references so that hiring people may contact them if they want. If your reference writer does not write frequent letters of reference, you may need to explain these practices to them.
  
• You should request an original letter of recommendation with an original signature from each of your references. Keep these original letters in your file. In this way you will always have original documents to prove authenticity. You will photocopy the letters and transcript in your file to send to the school districts requesting it. Never send an original reference letter to someone else.
  

C. Requesting an Official Transcript

• You must contact the Dana College Registrar for a final transcript. Your final transcript is different from advising transcripts in that it states that your degree was “conferred,” rather than “anticipated” - an important distinction!
  
• All final transcripts must be personally ordered from the registrar in writing. You are allowed one free final transcript after you graduate - if you used that free final transcript request to apply for your teaching certificate with the state, then you will need to request another final transcript for your credential file. The fee for that is $5.00 and the check should be sent to the registrar’s office.
  
• You can access a Registrar’s Transcript Request Form online and fill it out if you wish. That website is:
  http://www.dana.edu/regist/transcript_request.pdf
  NOTE: Often school districts will accept an unofficial (copy) of your final transcript with a credential file until an offer of employment is made. At that time you will be asked to request that the Dana College Registrar and/or other schools where you’ve earned a degree send an Official Transcript directly to the school district personnel office.
  

D. File Order

• The items in your credential file should be assembled in the following order and stapled together at the top.
  
  • Cover Sheet
    
  • Letters of Recommendation
    
  • Transcript(s)
    
• TYPE all information – handwritten files are not acceptable.
  
• Check all spelling, punctuation and style.
  

Do not have stray marks or erasures – they will result in copies which appear ‘dirty’.

It Must Be Perfect! It is very important that your file be error free and that it is neat and professional in presentation.

This material, then, is your professional credential file.

E. Updating your Self-Managed File

• It is highly recommended that the contents of your credential file be updated at least every three to five years. In rare instances it is necessary to use a reference older than five years (i.e., returning to the field after a long leave of absence, desire to work in a different field and the only useful references are older than five years, etc.) but this is not the norm and it does not represent a candidate competitively with others who will be applying for the position. Student teacher references should generally be eliminated from the file once the candidate has acquired a teaching position, and future mailings should contain only current, new reference letters.
  
• Keep your credential file current by asking colleagues, principals, superintendents and supervisors to write reference letters. Reference writers may prefer to use Non-Confidential Professional Teaching Reference Form which you have printed out and given to them or they may simply write their recommendation letter on business letterhead. Keeping your file current will eliminate last-minute scrambling for references when the perfect opportunity presents itself.

F. Sending your Self-Managed File

• Your credential file should be sent at the same time as your completed district application, your cover letter, and your resume.
  
• Place your credential file, application, cover letter, and resume in a new 9x12 envelope and address it to the school district offices to the attention of the individual who should receive it. Add your return address and mail it - first class mail. Do not fold your materials and place them in a smaller envelope. If you find you must get your credentials to the school district faster than mailing them would allow, you might fax or fed-ex them. Sometimes public buildings (libraries, post offices, etc.) have fax services.
  
• Until your interview, your credential file serves as a substitute for you! Your credential file represents your employment application and your candidacy for a position. Employers will judge you, before they meet you, by the quality and content of your file. Mistakes at this initial point could cost you a job offer.

What if I Have Questions you Haven’t Answered Here?

Please make sure that you have read all of the material on this website that applies to your situation. After doing so, if you still have questions, contact us by phone (402.426.7258) or email (career@dana.edu).