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CREDENTIALS POLICIES
Your Credential/Placement/Reference File –
- Out-of-date references are of little or no value to job seekers in today’s job market. Credential files stored by Mayville State University Career Services will be maintained for a minimum of ten (10) years. Files which have had no activity for 10 years will be destroyed. October 1, 2008
- As of 8/1/2006, no new credential files will be maintained or stored by MSU Career Services. 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, or develop their own new self-managed file.
Q – Why the “Self-Managed” Credential File?
A – We have researched local, regional and national employer recruiting trends, as well as college/university career services credentials policies. Our research showed us that the use of self-managed credentials was becoming a common and acceptable practice in the employment process. We learned that large numbers of colleges and universities have adopted “self-managed” credential file 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 include electronic versions of all documents in the file) will lend itself well to the electronic application process. To summarize, we think the evidence shows 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 – 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, and a copy of your unofficial transcript(s). We recommend that written references not be more than five years old, but please use your own discretion. The file may also include an optional descriptive “cover page” (we can provide you with a template for that). If you have questions, or want assistance with your file, just contact us. We will be happy to help you!
Q – Should I create “digital” copies of my file?
A – Yes. As noted earlier, many school districts employ an electronic-only application process, so your self-managed file should include digital as well as paper copies of your documents.
Q – How do I create “digital” copies of my file?
A – We recommend that you use a quality scanner to scan your documents and save them in a PDF format. Name each file in a descriptive and consistent way. 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, along with your resume and letter. Regarding the digital format, a JPG format may also be acceptable.
Q – How should I keep my self-managed file secure?
A – Make a quality “master copy” of your paper originals, and only use those that master to make additional copies as needed. Back up all of your digital files to a CD. Store that CD and paper originals in a separate and secure location (a safe deposit box would be a good choice).
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 have 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 my options for converting my closed, confidential file at MSU to a self-managed file?
A – You have two primary options to choose from.
- OPTION 1 - Your Credentials (Paper Originals) mailed to you One-time only………… (This fee must be paid before the service is provided.).…………………$20.00
- As the authors of your references wrote them with an assumption that they were confidential and not to be read by you, we must get signed “waivers” from them to allow you access to those documents. We will attempt to contact those authors if they are still on staff here at MSU. If they are not, and we have no knowledge of how to contact them, we cannot provide those documents to you.
- When we have received any necessary waivers, we will then make one paper 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 scan your documents into an electronic format (instructions above).
- OPTION 2 - Your Credentials (Paper Originals + Digital Copies) mailed to you One-time only………(This fee must be paid before the service is provided.).…………………..$30.00
- We will attempt to get “waivers” signed by the authors of your confidential references, as noted in Option 1 above.
- When we have received any necessary waivers, we will then make one paper 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.
- We will mail your originals PLUS the CD to you via registered mail, which requires your signature at time of receipt.
- We will keep the paper and digital copies for 6 months, and then destroy them.
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. For the content of your e-mail message, 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
jay.henrickson@mayvillestate.edu
[Message to include in your e-mail to us]
I am a (what year) 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 (1) not be able to make contact with an author of any of my references to get their approval (waiver) for the change, or (2) an author is not willing to approve the change, their original reference will not be provided to me, and will be destroyed approximately six months after I receive my self-managed file.
I am a (what year) 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 (1) not be able to make contact with an author of any of my references to get their approval (waiver) for the change, or (2) an author is not willing to approve the change, their original reference will not be provided to me, and will be destroyed approximately six months after I receive my self-managed file.
I choose (tell us which Option) My current mailing address is:
NAME
ADDRESS
CITY,ST, ZIP (or Province, Postal Code)
My daytime phone number is xxxxxxxxxxxxx
OR
I will pick them up (do not mail)
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
This page last updated on November 1, 2008
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