OFFICE OF REGISTRATION AND RECORDS

CREDENTIAL SERVICES

What is Credential Services?

As you apply for employment or admission to graduate school, you may be asked to submit letters of recommendation. Credential Services is a service of the Office of Registration and Records through which you can submit letters of recommendation, written by professionals, to support you in your employment candidacy or admission to graduate school. Once written, these letters can be placed in a credential file for you in Credential Services, located in the Office of Registration and Records and, when needed, you may request them to be sent to various organizations for review.

What is a credential file?

Although a credential file is not a requirement, many people choose to start one. A professional credential file contains:

· Letters of recommendation (three to five letters are recommended) written by professionals (previous employers, college professors, or other persons in a position of authority) who are familiar with your academic or professional performance or experience.

· A waiver/release form that is a signed record from you permitting the College to release your credential file to employers or graduate schools as requested. The waiver/release form also indicates the status of the file, whether it is open or closed, per your choice (see open and closed file information below).

· A personal information form that provides your name, address, degree(s) and certification(s).

Transcripts and resumes are not part of the credential file. Please note that separate requests for transcripts must be made in writing to the Office of Registration and Records accompanied by a $5.00 fee for each transcript. Click for the transcript request form and instructions.

What’s the difference between an open and closed file?

Open file – You can read and inspect documents and/or letters that are included in the credential file.

· Advantage - You know the exact content of the letters of recommendation and documents.

· Disadvantage – Not always the type of credential file preferred by graduate schools or employers.    

Procedures for handling open files:

· Either you or the author can hand-deliver or mail letters to Credential Services.

· You can receive a copy of the credential file for the cost of processing.

· You can read file documents at Credential Services.

· You may hand-carry the credential file to an interview.

Closed file – You cannot read or inspect documents and/or letters that are included in the credential file.

· Advantage – Preferred by graduate schools and employers especially those in the field of education.

· Disadvantage – You do not know the exact content of the letters or recommendation and documents.

Procedures for handling closed files:

· Letters must be sent directly from the author to Credential Services in the Office of Registration and Records.

· You may not hand-carry copies to an interview.

· In waiving your right of access to the file, you must fully understand the meaning of confidentiality. You must also be advised that the Credential Services staff is unable to screen letters of recommendation and offer opinions regarding their contents. This policy assures that any letter submitted in confidence by the author is maintained in strictest confidence by Credential Services.

How can I establish a credential file?

To start a credential file, contact the Credential Services Office, (585) 395-5390, to request a credential packet containing the necessary forms and information or choose from the downloadable forms below.

NOTE: The Personal Information Form and the Waiver Release Form must be completed together.

· Personal Information Form (Word Format, PDF Format) **This form must be typed.

· Waiver Release Form (Word Format, PDF Format)

· Recommendation Form (Word format, PDF Format)

Contact Credential Services at (585) 395-5390, if you have problems accessing or downloading the forms.

When the forms are completed, please mail them to the Office of Registration and Records, Credential Services, SUNY Brockport, 350 New Campus Drive, Brockport, NY 14420–2966.

How will I know what is in my file?

To check on the progress of your file, you may call Credential Services at (585) 395-5390, email the office at credentials@brockport.edu or stop by Credential Services in the Office of Registration and Records, Ground Flr., Drake Library.

How can I update my credential file?

As your career progresses, you take on new responsibilities and develop new skills. Therefore, letters that were once significant and important become obsolete. Most employers request three to five current, quality letters of recommendation. You may delete letters and/or forms by submitting a written statement to Credential Services indicating which documents should be removed (a document deletion request form is available upon request.) Authors of new letters of recommendation can then send the letters directly to Credential Services for students with closed files or can either be mailed or hand-delivered to Credential Services for students with open files.

How long is a credential file maintained?

A credential file will be maintained for 20 years before it is discarded. You must notify Credential Services in writing to have the file retained indefinitely. It is strongly recommended that the credential file be updated as your career progresses, especially if it is being reactivated after a considerable period of time.

Can the credential file be removed from the Office of Registration and Records?

The credential file is the property of the College and cannot be removed from the Office of Registration and Records. You should make copies of forms or open letters before submitting them to Credential Services. Once submitted, a copy from an open file can be made for the cost of the $5 processing fee.

How can I have a credential file forwarded?

You can print the Credential Request Form (Word Format – PDF Format) and fill in the necessary information. Once completed, mail, fax or bring the form to the Credential Services in the Registration and Records Office. If you can't print the form, you can email your request to credentials@brockport.edu or write to us including the following information:

· Your current name and/or former name

· Your current address and telephone number

· Your social security number

· Your payment - $5.00 per address - credit card number and expiration date – (MasterCard, VISA, or Discover)

· The complete name and address of the organization where the credential file is to be sent.

Mailing Address:

Office of Registration and Records

Credential Services

SUNY College at Brockport

350 New Campus Drive

Brockport NY 14420-2966

Credential’s Line: 585-395-5390

Fax #: 585-395-5392

Office hours: 8 am – 5 pm, Monday – Friday (Spring and Fall semesters)

8 am – 4 pm, Monday – Friday (Summer and Winter Session)