CREDENTIAL FILES

What is a credential file?

A credential file contains references and, for student teachers, teaching evaluations. Copies of these documents are mailed, at the credential holder’s request, to potential employers. A credential file does not contain grade transcripts or resumes.

The Luther College Career Center provides credential services for all enrolled students and Luther graduates or graduates of a college or university that is no longer in operation. Students new to Luther who are earning a second major or teaching license certificate may also establish a credential file; however, these students are advised that maintaining and updating a credential file at their alma mater may be more appropriate.

As of September 1, 2003, there are two options for managing credential files - Self-managed and Luther-managed. Each will be described in detail below.

References vs. Teaching Evaluations

References contain work, volunteer, study, and/or character statements about the credential holder's qualifications. It is recommended that a credential file should contain between three and five references.

Student teaching evaluations (for student teachers only) are documents completed by cooperating teachers and supervisors regarding the student teaching experience. These documents originate from the Education Department, are kept on file there, and are available for the student to review. Upon the student or alum's request, the Education Department will release a copy of these evaluations for insertion in the credential file.

What is a Self-managed Credential File?

A self-managed credential file contains references and, for student teachers, teaching evaluations, and is managed solely by the file holder (YOU). The file holder gathers the materials for the credential file, maintains the file, and sends it out. It allows the file holder to have complete control of the job application process.

Using a self-managed file enables you to send your credential file along with all applicable materials in one envelope, which is the preferred method of educators today. This eliminates receiving items piece by piece from numerous candidates, which is a strain on any office.

Assembling the Self-managed Credential File

The self-managed credential file should be assembled in the following order, attached by a staple: cover sheet, student teacher evaluations (if applicable) and professional references. Education credential cover sheets may be used. Simply insert your name on the space provided on the cover sheet to complete it.

It is advantageous to include evaluations and professional references specific to the advertised position. The most relevant and/or recent evaluations or references should be placed first in the order.

File Updating

It is highly recommended that the contents of the credential file be updated at least every three to five years. In rare instances it is necessary to use a reference older than five years (i.e. returning to the filed after a long leave of absence, desire to work in a different field and the only useful references are older than five years, etc.), but this is not the norm. Student teacher evaluations should generally be eliminated from the file once the candidate has acquired a teaching position, and future mailings should contain only current, new reference letters.

Keep credential files current by asking colleagues, principals, superintendents, and supervisors to write reference letters. Reference writers may prefer to use a Professional Reference form, or they may simply write their recommendation letter on business letterhead. Keeping your file current will eliminate last-minute scrambling for references when the perfect opportunity presents itself.

Mailing Self-managed Credentials

The greatest benefit to having a self-managed file is the ability to send all application materials together in one packet (resume, cover letter, application, credential file, and any other applicable material), which is the preferred method of educators today.

When applying to a vacancy the Career Center suggests that an applicant submit a cover letter, resume, credential file, and if applicable, a copy of his/her teaching license (particularly for out-of-state applicants). When simply inquiring about possible vacancies, a cover letter and resume is sufficient.

What is a Luther-managed Credential File?

A Luther-managed credential file is maintained by the Career Center. As of September 1, 2003, Luther-managed credential files are maintained in the Career Center for a period of time not to exceed 10 years after the file holder's graduation date. Decisions regarding exceptions to this policy are made at the discretion of the director of the Career Center.

Obtaining a Luther-managed Credential File

In order to obtain a Luther-managed credential file, candidates must register by completing the Credential Registration Sheet in the Career Center. All references and/or student teaching evaluations received by the Career Center must be included on the registration sheet (or registered in writing with file holder's signature) in order to be placed in a credential file. The purpose of this policy is to protect the credential file holder's right to know what is contained in his/her file.

Reference writers can use a Luther College professional reference form, but this is not mandatory. References can simply be written on business letterhead, making sure to include his/her job title and signature, and should be submitted to the Career Center for insertion in the credential file.

Mailing Luther-managed Credentials

Luther-managed credentials will be sent only upon the Career Center's receipt of a written, signed, and dated request which includes a $2 per address payment. A faxed request, followed by the original written request along with payment, will also be accepted in cases where deadlines are an issue (see Credential Fees). All references contained in the file will be sent as part of the request unless otherwise specified in writing by the credential file holder. The Career Center staff will not edit references nor will they make judgments concerning the appropriateness of a particular reference.

Updating Luther-managed Credential Files

It is highly recommended that the contents of the credential file be updated at least every three to five years. Credential files containing material older than five years will not be sent out by the Career Center. In extremely rare instances, it is necessary to send a file containing material older than five years (i.e. returning to the field after a long leave of absence, desire to work in a different field and the only useful references are older than five years, etc.). These instances will be considered at the sole discretion of the director.

A student/alum may add or remove a reference or student teaching evaluation from their credential file by providing the Career Center with a written, signed, and dated statement noting his/her intention (an update request form may also be used).. The Career Center will make adjustments to the credential file accordingly.

Employer-Requested Credentials

In rare instances where an employer requests copies of candidates' credentials, the Career Center will notify the candidate of this request and obtain written approval to fill it.

Credential Fees

Career Center Mailed Credentials: The charge is $2.00 per set.

Faxed Credentials: Luther-managed credential files will be faxed in emergency situations at a cost of $.50 per page, plus the $2.00 fee. The fee for faxed requests must be received by the Career Center no later than two weeks after the request has been filled. If the fee is not received in that time, a hold will be placed on the credential file and no copies mailed until the fee is paid.

Overnight Express Mail: In case of an emergency, credential files may be mailed to the employer via express mail. The charge is $12.75, plus the $2.00 fee. The fee for overnight requests must be received by the Career Center no later than two weeks after the request has been filled.  If the fee is not received in that time, a hold will be placed on the credential file and no copies mailed until the fee is paid.

Vacancy Bulletins

Job vacancies and education vacancies are on-line. They are updated upon receipt of the vacancy. There is no charge at the present time.

Reference Information

Forms

To have your Luther-managed credentials sent, print the Credential Mailing Request, complete it, sign it, and mail it along with your payment to the Career Center. The cost is $2.00 per set plus an additional $.50 per page to have your credentials faxed.

To update your Luther-managed credential file, print the Credential Update Request, complete it, sign it, and mail it to the Career Center.

Career Center
Luther College
700 College Drive
Decorah, IA 52101

563-387-1025

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