Credential Files at CGU

CREDENTIAL FILE FAQ'S

The Credential File is a service to assist you as a CGU student or job-seeking Alumni.  For a yearly registration fee, the office will set up a file which will serve as a depository for your resume/curriculum vitae, letters of recommendation, and other items relevant to your job search.  All or part of these materials can then be sent, at your request, to potential employers.  The Credential File package may include the following items:  resume/curriculum vitae, writing sample, evaluations, credentials, and letters of recommendation.

Who uses the Credential File service?

Credential Files are appropriate when seeking full or part-time faculty positions in Higher Education and tend to focus on your academic and teaching experience:  research/publications; credentials and licenses; special curricular training; and coursework.  The Credential File service can be used for research assistantships during your studies at CGU and is also available to you as a CGU alum, provided it is created within eight years after graduation. Files will be kept for a period of eight years after graduation, and then they will be destroyed without further notice to the file holder.

What is the difference between a “confidential” and “non-confidential” Credential File?

Your Credential File is designated “confidential” if you choose to not have access to your letters of recommendation.  Though the vast majority of Credential File users choose the confidential option, the Office of Career Management will maintain  your file whether you choose the confidential or non-confidential option.  Please note, however, that the Office of Career services will not, under any circumstances, review or evaluate your letter(s) of recommendation.

Is there an alternative resource for my placement file?

Yes! A number of CGU students and alumns have opted to maintain their file at Interfolio, an on-line based service that can house your materials and make them available on-line to the institutions you are applying to. More information on their services and fees is available on their website: www.interfolio.com

How do I set up a Credential File?

To open a file: Fill out a Credential File Packet (available by request at the Career Center) and pay the $50.00 activation fee. We will provide you with either Confidential or Non-Confidential forms to give to your letter writers so they know the status of your file and where to send your letters.

Once all letters and materials have been received by the Office of  Career Management, and your file is active, we can begin sending your Credential File to institutions of  higher education at your request.

CREDENTIAL FILE REQUESTS

Requests may be made via regular mail, email, fax or phone. We will need the following information when you make a request:

1. Name and title of person receiving your documents.
2. Name and address of school you are applying to.
3. List of letters you want sent, by author’s name.
4. List additional materials to be sent. (CV, transcripts, dissertation abstract, teaching evaluations, etc…)
5. Title of position you are applying for.

After sending your file, we will notify you via email or snail mail that your file has been sent, to whom, and the amount due on your account.

CREDENTIAL FILE CONTENTS

Letters of Recommendation

It is your responsibility to put a recommendation form in the hands of each person whom you wish to have written a letter supporting your bid for employment.  The writer should return these letters directly to the Career Center.  Three such confidential and non-confidential reference forms are included with each Credential File packet; more are available upon request.  Recommendations are written on the writer’s own letterhead.  However, the white copy of the signed confidential or non-confidential form should accompany all letters.

NOTE: WHEN NOT OTHERWISE INDICATED, LETTERS WILL BE ASSUMED TO BE CONFIDENTIAL.

Confidential Letters

The vast majority (95% of candidates) chooses to establish and maintain a confidential Credential File.  Registrants who have chosen the confidential option do not have access to letters of recommendation.  Should the registrants wish to review the letter(s) of recommendation, he/she may ask the recommender(s) for permission to read the letters.  A letter of permission from the writer to the Director of the Career Center is required.  These letters would then be classified “non-confidential.”  You may include non-confidential letters in a confidential file.  However, you may not place confidential letters in non-confidential files.

NOTE: THE CAREER CENTER WILL NOT UNDER ANY CIRCUMSTANCES REVIEW OR EVALUATE A REGISTRANT’S LETTER (S) OF RECOMMENDATION.

Non-Confidential Letters

Registrants, who have chosen the non-confidential option, do have access to letters of recommendation.  It is the responsibility of the registrant to inform the writer of the recommendation that his/her file is non-confidential and that they will have access to these letters.  Any references, which have been read by the registrant, will be marked “non-confidential.”  If you have a confidential file, any letters received from the recommender on letterhead without a “non-confidential “ letterform will be considered confidential.

Resume/Curriculum Vitae

You may supply the Career Center with a resume or curriculum vitae to be included as part of their Credential File. The file can be sent with or without the resume / curriculum vitae, as you indicate.  It is your responsibility to ensure that the resume / curriculum vitae in your Credential File is current.

Additional Materials

Because we know that you may need to supply potential employers with brief items in addition to your resume / curriculum vitae and letters of recommendation, additional materials not exceeding 4 pages each will be accepted for inclusion in the Credential File.  Examples of such brief materials are: certifications, statement of teaching philosophy/research interests, syllabi of courses taught, and abstracts/summaries of papers authored, unofficial transcripts and teaching evailuations.

NOTE: OFFICIAL TRANSCRIPTS MUST BE ORDERED DIRECTLY FROM THE REGISTRAR’S OFFICE at (909) 607-3370

Cover letters and applications must be sent under separate cover.  Please check with the potential employer to ensure that all Credential File items have been received.  Generally, we recommend that letters be updated every three years.

CREDENTIAL FILE FEES

Initial Set Up and Yearly Activation Fee - $50.00

File request fee
Each file request - $5.00
Any file materials sent following the mailing of the initial credential package will be charged the regular request fee

Special Handling Charges
Fax Charges - $3.00 +$ .25 per page
Federal Express or Express Mail Next Day Charges - $14.00

Payment is due at the time of service.  We allow a $20.00 balance for files previously sent.  Additional requests will not be honored until payment is made.  You may pay by check, Master Card or Visa.  Checks should be made payable to:  Claremont Graduate University

Mail to:
 
Office of Career Management
Claremont Graduate University
1263 N. Dartmouth Ave.
Claremont, CA 91711