What A Credential File Is: |
A credential file is a packet of background information that is sent to prospective employers when a candidate is applying for a position. Files provide a professional, convenient, dependable system to aid in the job application process. The file does not include a resume or teacher evaluations.
All students in the field of education should set up a file before graduation. As soon as you complete the credential forms, return them to MSU Career Services, 125 Strand Union Building, adjacent to the Financial Aid office. Your file will be activated when you set the file set up and will remain active for 12 months. At the end of the year, your file may be reactivated at any time. A file must be active before it can be sent out. Once established, your file will be retained by Career Services. You may update your file (add or delete information or recommendations) at any time. Credential files will be destroyed once they have been set up for 20 years and have not been used within the past 10 years.
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Completing The Forms: (The Personal Data Sheet, Summary of Collegiate Work, Summary of Undergraduate Record and Summary of Graduate Record forms must be typed.) |
File Set-Up Information Form (New Graduate)
Credential File Authorization and Release Form |
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These forms need to be completed, signed and returned to Career Services before your file can be processed. |
Recommendation Request Form |
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You may either have a recommendation form sent to a person or have them write a letter. Please inform us of your preference. We will mail the forms directly to the authors. All recommendations (forms or letters) must be sent directly to Career Services by the authors. Check periodically with our office to see if they have been received. Requests for recommendations to be added or deleted must be in WRITING. All deleted recommendations will be destroyed. |
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The recommended number of references allowed in your file:
1) teachers with less than two years of experience: 5 letters
2) teachers with two or more years of experience or a Master's Degree: 8 letters
3) those with a Doctorate or administrators: 10 letters |
| Personal Data Sheet |
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● When filling out the Personal Data Sheet, be sure to use your full name.
● In the sections for education and work experience, start with the most recent of each and finish with the oldest. |
| Summary of Collegiate Work |
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● Give the total number of credits you have earned in the course of your college career. Include all credits you are certain to finish prior to beginning any new position.
● In the graduate credits column, list only graduate level credits. All credit work numbered below 500 should be entered in the undergraduate column.
● The scholastic distinctions, activities, etc. listings may be as simple or elaborate as you desire. List the most important awards or distinctions first. |
Summary of Undergraduate Record |
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● List only those courses, which support your major, minor or endorsement. Don't list electives unless they directly support those areas. Elementary education majors may list University-approved options and/or a self-defined area of concentration. Include all courses that will be taken by graduation.
● All courses should be alphabetized according to rubric (Engl, Psy, etc.) and listed in ascending numerical order within each rubric. Example: Eng 121; Eng 123; Math 181; Math 182
● List all professional course work under a separate heading so entitled. |
| Summary of Graduate Record |
| This page is to be used only by persons receiving a graduate degree. List only graduate level courses on this page (500 or above) unless an undergraduate course has been accepted as part of your graduate degree program. |
| Sending Your File: |
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At your request, Career Services will mail your credentials to graduate schools, school officials, or other potential employers. Files will be mailed as soon as possible, always within 3 working days. Requests are processed in the order we receive them. To have your file sent, please phone 406-994-4353 or email your request to credentialfile@montana.edu. After hours, you may phone our 24-hour Credential Request Line 406-994-1700. We must have a name, title or department and complete mailing address in order to process your request. For Federal Express (please include the employer's phone number and street address) and faxing, there is an additional fee. |
Payment: |
| Career Services will send as many copies of your file as you request. You will be notified if you have an unpaid balance. Please keep Career Services informed of your current address and phone number. |
| FEE SCHEDULE FOR CREDENTIAL SERVICES: |
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File set up and send 10 credential files |
$30.00 |
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Re-activate and send 5 credential files |
$20.00 |
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Each additional credential file |
$3.50 |
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Federal Express (MUST include phone number and street address, NOT PO Box) |
$15.00 |
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Federal Express, Alaska and Hawaii |
$20.00 |
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Federal Express, International |
Depends on destination |
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Rush (Same day processing) |
$10.00 additional |
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FAX RATES: |
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USA |
$1.00 per page |
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International |
$3.00 per page |
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Local & 800 numbers |
$ .50 per page |
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Incoming fax |
$ .20 per page |
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Credential File Request Line
406-994-1700 - (after office hours)
credentialfile@montana.edu - Email
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