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What Is a Credential File?
A credential file is a collection of materials that you want the Career Center to send to prospective employers or graduate schools. The file typically contains 2 to 4 letters of recommendation, and may also include a resume and writing sample. Test scores and transcripts are not part of the Credential Service. You may request transcripts for graduate schools and employers through the HUB at (412) 268-8186.
Do I Need a Credential File?
Whether you need a credential file depends on your career field and on the relationship you have with those writing references for you. Ultimately, you are best served if recommenders directly send tailored letters on your behalf rather having "to whom it may concern" letters sent through our office. This is the preferred method in most situations, but is particularly recommended for the graduate school admission process. If this is not an option, you may wish to collect and send out your reference letters personally. This enables you to have more control of your graduate school or job search and is less costly. Some career fields, such as education, prefer that candidates submit confidential letters of reference, in which case establishing a file through the Career Center would be helpful. For this situation you would want to use the Career Center forms that allow you to overtly waive your right to see the reference letter. Employers in many career fields do not use reference letters at all, but prefer a list of references so they may contact them personally by telephone. Employers hiring for the summer typically also do not request letters of reference. To determine the preferred method for your career field, ask professionals in those careers for advice.
Regardless of your situation or career field, it is a good idea to at least ask for letters of reference so you can have them available if you need them, whether you store them through the Career Center or manage them on your own. Having a hard copy available could be helpful should a professor be on sabbatical or an employer unreachable at the time that you need a letter.
How Do I Open a Credential File?
To establish a file, you must complete and submit the "Credential Release Authorization" and "Verification Request" forms. The "Credential Release Authorization" form is available at the Career Center. To complete the "Verification Request" form, currently enrolled students must submit it online through the HUB website: http://www.cmu.edu/hub/. When completing the verification request form, specify that the form be sent to the Career Center, UC Lower Level, or faxed to 412/268-7839. Alumni can get the form in the Career Center Office or request that it be sent in the mail. You are responsible for providing information contained in the file. If a credential file remains inactive for a period of five years, the file and its contents will be destroyed.
How Do I Submit Reference Letters to my Credential File?
Reference letters may be submitted by you or directly from faculty, advisors, and employers. The reference letter should be prepared on official letterhead or stationary and it must be typed, signed and dated. You must provide the reference person with the "Letter of Recommendation Authorization Form" available from the Career Center office or website. The reference letter is attached to this form so that any employer or admissions officer will know whether or not it is confidential. The Career Center recommends that you check to see whether we have received the letters you are expecting before you make a request for a credential to be sent. We also recommend that you use current letters rather than ones that are several years old.
How Do I Request Credential Mailings?
Credential requests must be made in writing: via letter, fax, email, or in-person by completing a request form. Requests will not be taken by telephone. The Career Center Credentials e-mail account address is creds+@andrew.cmu.edu. The fax number is (412) 268-7839. The Career Center address is listed at the top of this page.
The written request should include:
Your Name
Your Address
Social Security Number
Year of Graduation/Degree/Major
Phone number where you can be reached if there are questions
Specific materials to be sent
Name and complete address where credentials are to be sent
Method of sending
Payment
For standard requests, we require a minimum of two business days from the time a request is received to the time it is processed. Processing time for overnight mail and fax requests is one complete business day from receipt. We require several days to fill credential requests of 10 sets or more. A maximum of 10 sets may be requested during a period of five business days. Confidential references cannot be faxed.
Every effort is made to fill credential requests in a timely manner, and candidates are invited to check with the Career Center about the status of their credential request. Since the Career Center cannot guarantee mail service performance, candidates are also strongly encouraged to verify receipt of credentials.
Fees
For up to one year after you graduate, you may have 10 sets of credentials up to ten pages each prepared and sent via standard mail only without charge. Thereafter, these fees apply for credential requests up to ten pages each:
There is an additional .10 per page fee for requests over 10 pages.
Checks for credential requests should be made payable to Carnegie Mellon University and mailed to: Carnegie Mellon Career Center, UC Lower Level, Pittsburgh, PA 15213. Payment must be included with all requests. Up to two requests made via fax or e-mail will be processed before payment is received if there is no current balance due; further requests will not be processed until payment is received. Advance payment for overnight and fax service is mandatory. If you graduated prior to 1985, you will be charged a fee of $16.00 for retrieving your file from microfiche format and also charged .28 for each copy made.
For Information About Requesting Letters, see:
"Reference Letters" Career Brief, published by the Career Center and available on the web here.
Credential Authorization Form
Carnegie Mellon Career Center
UC Lower Level
Pittsburgh, PA 15213
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