Division of Student Affairs

Career Resource Center

Students & Alumni

Searching for Jobs > Credential Files

Overview

What are Recommendations?

Recommendations (also called references) are letters written for you by people who know you well in an academic or professional capacity to support your candidacy for graduate programs, jobs or other selective programs, including scholarships and awards. You may wish to send your recommendations directly to employers/programs yourself, but it is often more convenient, and in the case of graduate programs almost necessary, to open a Credentials File and have them sent for you.

What is a Credentials File?

A Credentials File is a formal collection of recommendations maintained by a college/university on your behalf. At New Paltz, Credentials Files are managed by the Career Resource Center. Items in a Credentials File, in addition to letters of recommendation, may include teacher and performance evaluations and a copy of your resume. Transcripts, however, are not included in the file and must be requested directly from Records and Registration. You have the choice of having your recommendations be confidential or non-confidential (see explanation below). Other terms for a Credentials File include Placement File, Placement Packet, Reference File, and Recommendation File.

Why do You Need a Credentials File?

Almost all graduate programs and some employers want to read written recommendations about the candidates they are considering for programs/positions. Usually, reviewers request three letters of recommendation, and in the case of school districts interviewing for teaching positions, they will ask for student teaching evaluations as well.

If you have established a Credentials File you will have references (and teacher evaluations, if you are a teaching candidate) ready to send to employers/programs at short notice. Having a File allows you to collect references from professors and employers when you are working most closely with them and store the letters for future use. Having these references safely on file prevents you from having to search for a professor who has left New Paltz, or to remind an employer about the good work you did three summers ago, each time you want to send out references. Often graduate programs and some employers will request that they be sent confidential recommendations, and having a Credentials File allows you to maintain these.

Obtaining Reccomendations

What is a Confidential Recommendation?

By law (The Family Educational Rights and Privacy Act, more commonly known as The Buckley Amendment) The Career Resource Center (and everyone who maintains a Credentials Service) must have your permission to send references about you to a third party. Under the same law, you must choose whether or not you wish to waive your right to see each recommendation written on your behalf before you ask someone to write a recommendation for you. Teacher evaluations are always non-confidential.

If you choose to waive your right to see a recommendation, it is termed a "Confidential" reference and you will never be able to see it. If you do not waive your right to see a recommendation, it is termed a "Non-confidential" reference and you may see it. All references, however, become the property of the College at New Paltz when you open a Credentials File.

Should you Choose Confidential or Non-Confidential References?

If you are considering graduate/professional school, it is wise to waive your rights to see your recommendations and have a confidential file. Almost all programs will want confidential references, and, if you do not already have confidential references, you will need to get them when you apply.

Some employers also prefer to see confidential recommendations, including those in education. Businesses tend to be least concerned with receiving confidential references and often contact references by phone anyway.

How Should You Choose and Approach Recommenders?

When choosing possible recommenders, think about how well each person knows you and your capabilities, and in what capacity. Choose people who have known you in an academic or professional settings and who have supervised your work or have worked closely with you on projects. Personal references, also called character references, from family and friends should not be used in applying for jobs or graduate/professional programs.

The best references come from people who know you and your work well. It is better to have an in-depth reference from a teaching assistant than a short "he/she was in my class and got a B" statement from a well-known professor. Also consider your relationship with each person you may ask. Your reference file will be stronger if you ask people whom you believe will sincerely want to write a recommendation for you and will write good, detailed and supportive letters.

When approaching a potential recommender about writing a reference for you, first ask if he/she feels comfortable recommending you and has the time to write a reference for you. Give him/her a comfortable way to decline your request, as you want only people who will write positive references for you in a timely manner. Don't assume the reason for turning down your request is personal, it may be a time or workload consideration.

When someone agrees to write a recommendation for you, let him/her know what kinds of positions/graduate programs you are considering. This will allow the recommender to be as specific and directed as possible in the letter. Provide a current copy of your resume or copies of your work for his/her class, if it will make it easier for the recommender to write for you. If you are or will be applying for both jobs and graduate programs, ask if the recommender would provide you with two recommendations, similar in content but modified slightly to be pertinent to each kind of application. It is often easier for a writer to write two kinds of references at the same time, than to go back several years later to ask for another reference for a different purpose.

Following-up on your requests for recommendations is your responsibility and is essential. Recommenders with the best intentions often delay in completing recommendations even though they want to write for you. Nothing is more frustrating than to try and send your file and find that it is empty. Giving the writer a completion deadline when you ask for the recommendation is a good idea. Also, it is perfectly appropriate, after a reasonable length of time, to contact those whom you've asked to write for you and remind them that you need your letter. To see a list of the references in your file, stop by or call the Career Resource Center at the number listed below.

Keep in touch with the people who write letters for you. Let them know when you are accepted into a graduate program or when you find a job. Their reward for writing on your behalf is to know that you have achieved your goals, and it is appropriate for you to thank them for their help.

Putting together a effective Credentials File takes time and effort, but it is time well spent. Having a file may make it easier for you to achieve your educational and work goals, now and in the future.

Contact the Career Resource Center, HAB 705, (845) 257-3262, if you have any questions about opening or maintaining a Credentials File.

Starting a Credential File

You MUST PAY appropriate FEES as outlined below:
This fee is billed on an annual basis. The only exception is for seniors. Checks can be made out to SUNY New Paltz.

REGISTRATION FEES
This fee is billed on an annual basis. The only exception is for seniors as explained below. It entitles you to:

  1. one year of "active status", i.e. you may have your file sent out
  2. the first "5" sets of your credentials is sent out free
  3. job openings/information service

The FEE schedule is as follows:

  1. SENIORS do not pay a registration fee until 8 months after the date of their first New Paltz Bachelor's degree. During this period, Career Resource Center WILL SEND OUT YOUR FILE FREE TO FIVE EMPLOYERS/GRADUATE SCHOOLS. The fee is $3 for any additional requests
  2. CAS CANDIDATES pay a registration fee of $35.
  3. ALL OTHER REGISTRANTS pay a registration fee of $25(as defined above under elibible parties)

You ONLY need to pay if you WANT YOUR FILE TO REMAIN ACTIVE.

$3 PER SET FEE FOR ADDITIONAL REQUESTS
This fee will be charged for any request beyond initial 5 sets included in registration fee.

$5 PER SET FEE FOR FAXING CREDENTIALS
This fee will be charged to you when requests for your file are to be faxed to an employer. Only requests for faxing credentials will be accepted from an employer.

$1 BILLING CHARGE
This fee will be charged when it is necessary for Career Resource Center to bill for outstanding charges.THE CAREER RESOURCE CENTER RESERVES THE RIGHT TO REFUSE SERVICE TO ANY REGISTRANT WHO HAS AN OUTSTANDING BILL WITH THE CAREER RESOURCE CENTER UNTIL THAT BILL IS PAID IN FULL.

NOTE:
Pay fees directly to the Career Resource Center by check, money order or cash. Checks or money orders should be made payable to "SUNY New Paltz". Do not mail cash. A receipt will be given for all transactions.

  • You MUST SUBMIT the following materials for your credential files:

LOCATOR CARD
If you are a first-time registrant, please complete the locator card with the following information: type and date of degree(s), the college(s) where you received your degrees(s), and the majors for each degree. This card is for the Career Resource Center office use only.

RESUME(Optional)
If you want to include a resume as part of your file, submit one copy that is suitable for reproduction . Be sure that it does not contain any errors as it will be reproduced as is.

Sending Your File to Employers

  • All requests for credentials MUST BE MADE IN WRITING by you, an employer or an appropriate college official. Requests may be submitted in person or by mail/fax. Please include the name and complete address, including zip code, of the intended recipient of your file. Also, please be sure to sign and date your request. PHONE AND EMAIL REQUESTS WILL NOT BE ACCEPTED.
  • All requests for credentials to be faxed by Career Resource Center will ONLY be accepted from employers and must be put in writing by them.
  • Only those references and/or evaluation indicated on the Authorization Form for Release of Credentials will be mailed along with a copy of your resume. However, you may include as a part of your written request a statement such as: "Please send the following references and/or evaluations this time ONLY." The author's name must be given in the request.
  • All requests are honored in the order in which they are received. Allow three working days to process your request. This time factor should be considered when application and/or interview deadlines are involved.
  • All Credentials Files are mailed directly to the designated employer and/or graduate school. It is NEVER possible to hand carry your references from the Career Resource Center.
  • Each graduate school requires different procedures for references to be sent. We accommodate requests within our established policies.
  • A request may not be covered under the original registration fee and therefore may require you to pay an additional $3 per set to mail or $5 per set to fax.

Adding or Removing References

  1. References and/or evaluations submitted to the Credentials Service are the property of the College at New Paltz, AND THEREFORE, MAY NOT BE REMOVED FROM THE COLLEGE. If you do not want to use a certain reference and/or evaluation, you may request in writing that it remain in your file and be placed on "hold". 
  2. You may update your credentials file at any time by adding current references and/or evaluations. However, if you wish to use the new additions, your file must be active and you must revise the Authorization Form.
  3. An author of a reference and/or evaluation may remove or amend it after it has been placed in your file. In all cases you will be notified should this occur. Once notified, the registrant is responsible for updating the Authorization Form to reflect any appropriate changes.

Policies, Procedures, and Legal Issues

Credentials File Maintenance and Retention:
Credential Files are either classified as "active" or "inactive" and are stored accordingly by the Career Resource Center.

Credential files are considered "active" for those registrants who are currently registered with the Career Resource Center's Credentials service. One month prior to the expiration date of your current registration you will be notified by letter that your file will go "inactive" unless you choose to renew your registration

While your file is classified as inactive, you may still submit new materials. Inactive file are subject to the CAREER RESOURCE CENTER'S CREDENTIALS FILE RETENTION POLICY which is outlined below.You may reactivate your file at any time. THE CREDENTIALS FILE RETENTION POLICY APPLIES TO ALL ELIGIBLE PARTIES. THE POLICY STATES THAT EFFECTIVE JULY 1, 1996 CREDENTIALS FILE ARE KEPT A MAXIMUM OF 10 YEARS.Files that have had no activity for 10 years are discarded. Activity is defined as adding new references and/or evaluations or sending out your file for employment/graduate school purpose.

The Buckley Amendment
The Center's policy with regard to references and/or evaluations complies with the Family Educational and Privacy Act of 1974. THIS LAW PROVIDES CANDIDATES(REGISTRANTS) THE RIGHT OF "ACCESS"(TO REVIEW OR RECEIVE COPIES) OF ANY REFERENCES AND/OR EVALUATIONS FILED FOR THEM AFTER JANUARY 1, 1975. IT ALSO PROVIDES FOR WAIVER OF THIS RIGHT IN ORDER TO HAVE CONFIDENTIAL REFERENCES AND/OR EVALUATIONS. BY LAW, ALL REFERENCES WRITTEN PRIOR TO JANUARY 1, 1975 ARE CONSIDERED CONFIDENTIAL.

Users of the Career Resource Center Credentials Service have the right to file official complaints of noncompliance with the Family Policy and Regulations Office, U.S Department of Education.