Mayville State Home
Careers & Internships
CREDENTIALS
Your Credential/Placement/Reference File
- As of August 1, 2006, no new credential files will be allowed to be initiated by any student or alumni . . . all new graduates will develop self-managed credential files.
- In keeping with the new policy, all alumni are strongly encouraged to convert their present confidential (closed) file to a self-managed file.
- We will attempt to get “waivers” signed by the writers of your confidential references, if they are still on staff here at MSU. If they are not, and we have no knowledge of how to contact them, we will destroy those confidential references.
- We will then make one copy of everything in your file, and send the originals (including the waivers) to you via registered mail that requires your signature at time of receipt.
- We will keep the copies for 6 months, and then destroy them by shredding.
- **We recommend that you also take the additional step of scanning your originals and saving them in an electronic format.
- We will attempt to get “waivers” signed by the writers of your confidential references, if they are still on staff here at MSU. If they are not, and we have no knowledge of how to contact them, we will destroy those confidential references.
- We will then make one copy of everything in your file.
- We will electronically scan all documents, and create PDF-format files for each document, plus one “master” PDF-format file that includes all the documents. We will burn those files to a CD for you. This option provides you with that “digital” copy that many school districts require now.
- We will mail your originals plus the new CD to you via registered mail that requires your signature at time of receipt.
- We will keep the copies for 6 months, and then destroy them by shredding.
Q – Why the new policy?
A – We have spent extensive time researching local, regional and national (1) employer recruiting trends and (2) college/university career services credentials policies. It became evident to us that the use of self-managed credentials was becoming a very common and acceptable practice in the employment process. We saw that large numbers of colleges and universities have adopted “self-managed” credential files policies as employers of their graduates have no preference for receiving credentials that are either self-managed or managed by a career services/placement office. The rapidly escalating use of technology in the employment process also drove our policy change. Numerous school districts now require ALL application materials they receive to be electronic only, and we see growing emphasis on “electronic application materials only”, especially in the larger school districts across the U.S. A self-managed credential file (which we recommend should also include electronic versions of all documents in the file) will lend itself well to the electronic application process. All in all, it’s clear that MSU candidates for employment will be able to conduct their job-application process in a more efficient manner by self-managing their credential/reference file.
Q – If I currently have an active file at MSU Career Services, why would it be beneficial for me to convert to a self-managed file?
A – The efficiencies noted above will enhance your job-seeking process. In addition, your file “loses value” as it gets older. Since out-of-date references are of little or no value to job seekers, it is to your benefit to maintain up-to-date references. That can only be accomplished by creating a self-managed file.
Q – If I am a MSU graduate with a confidential (closed) credential/placement file currently housed at MSU Career Services, do I need to immediately convert my file to a self-managed format?
A – No. MSU Career Services will continue to store your file (and mail it to prospective employers when you request us to do that) if you choose. However, if your file shows no activity for a period of ten (10) years, your file will be destroyed. “Activity” will only be defined as having the file sent to a prospective employer or graduate school admissions committee. No new references or transcripts will be allowed to be added to your present file. Only address or name changes will be allowed to be made to your present file.
Q – What are the recommended components of a self-managed file?
A – The file should include reference statements or letters from former or current employers; reference statements from faculty (this office recommends that they not be more than five years old, but use your own discretion); and a copy of your unofficial transcript. All of the above would be included, of course, with your application letter and resume that you would normally send with any application.
Q – What about also creating “digital” copies of my file? Should I also do that?
A – Yes. As noted earlier, many school districts employ an electronic-only application process, so your self-managed file should include hard copies as well as digital copies of your documents. We recommend that you scan your documents and save them in a PDF format. When you have completed that process, also create one “master” PDF file that includes all of the above files. That way, when you are applying to a position, you would only need to send the master PDF file. Your application letter and resume may or may not be a part of the PDF file.
Q – What are my options for converting my closed, confidential file at MSU to a self-managed file?
A – You have two primary options to choose from.
1. OPTION 1 - Your Credentials (Paper Originals) mailed to you
One-time only (This fee must be paid before the service is provided.).$15.00
2. OPTION 2 - Your Credentials (Paper Originals + Digital Copies) mailed to you
One-time only (This fee must be paid before the service is provided.)$20.00
**NOTE** The fee for either Option 1 or 2 may be reduced by $5.00 if you choose to personally pick up your completed file at the Career Services office instead of having us mail the packet to you.
Q – If I am interested in one of the above options, what do I need to do?
A – Send us an e-mail (put “self managed file” in the Subject Line, please) that indicates your choice, and mail a check to MSU Career Services for the fee indicated above. Just copy and paste the sample message below into your e-mail, and edit it to indicate which option you choose, and whether you will be picking your file up. Once we receive your check, we will begin the process of converting your file to a self-managed format. Send the e-mail to careers@mayvillestate.edu
[message to include in your e-mail to us]
I am a (what year) teacher education graduate of Mayville State University, with an existing confidential credential file at the MSU Career Services office (if your name has changed since graduation, please indicate what name would be on your file). My Social Security # is (we need this to verify that you are who you say you are). I would like to convert my credential file from confidential to non-confidential (self-managed). I understand that, should MSU Career Services not be able to make contact with a previous reference writer to get their approval for the change, their original reference will be destroyed.
I choose (tell us which Option)
I will pick them up (do not mail)
OR
My current mailing address is:
NAME
ADDRESS
CITY,ST, ZIP (or Province, Postal Code)
If you have any questions about this process, please contact:
Jay Henrickson, Director, at 800-437-4104, Ext. 34899 or e-mail at jay_henrickson@mayvillestate.edu
|
Copyright ©2007 Mayville State University, 330 Third Street. NE, Mayville, ND 58257; 1-800-437-4104 ConnectND | Designated Agent, DCMA |
  |