Undergraduate > References/Recommendations

UNDERGRADUATE

Credentials Service

What is a Credentials file?
Should I set up a Credentials File?
What does it coonsist of?
Whom should I use as references?
How many references should I have?
How do I use my Credentials file?
Will I be able to see my file?
Who sends the letters of reference?
How do I start a Credentials file?
What are my responsibilities?
Should I list references on my resume?
Whom should I contact with questions?
Hints

What is a credentials file?
The credentials file is a central filing place to collect "supporting evidence" for your application for employment or graduate school admission. Copies of the file contents are mailed out at your request, or at the request of an employer or academic advisor.

Should I set up a credentials file?

It is strongly recommended to anyone considering graduate school either immediately after graduation or some time in the future. Graduate programs value recommendations from faculty, so it is to your benefit to get a reference from them while they still know you and are still employed by the University.

What does it consist of?

Letters of Recommendation
These are written statements from those people who can give support to your candidacy. The S.U. Center for Career Services has special letter of recommendation forms for the writers to use. Although the number of letters is optional, based on past experience we find 3-5 letters to be sufficient. These forms will not be handed out until the file has been established!

Resume (OPTIONAL)
Initial contact is usually made with an employer through a personal cover letter and resume. We will keep a resume in your credentials file if you wish.

Other Documents
Any other materials which may support your candidacy that can be easily reproduced may be included.

NOTE: Transcripts may only be obtained by contacting the Registrar's Office; this can be done online. Transcripts may NOT be sent out with your file.

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Whom should I use as references?
Faculty members, campus administrators, former supervisors from summer jobs or internships are all good choices. The important thing is to ask someone who knows you very well and is in a position to talk about you in terms that are important to the reader. For example, if you are applying to a graduate program in your major, it would be a good idea to get a reference letter from at least one professor in your major. They should be able to address your intellectual abilities, your interest in pursuing graduate study and some personal characteristics that would make you successful in a graduate program (disciplined, leader among peers, inquisitive).

How many references should I have?

Between three and five is the usual amount. You can collect more than that, but don't send all of them out each time.

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How do I use my credentials file?

At your request, the Center for Career Services duplicates all original materials, packages them attractively, and sends them to employers and/or graduate schools for a fee. This is known as a transmittal. They are not sent to employment agencies or other third party organizations. When sending out your file, you may request that only certain materials be sent. Requests can be made by mail, in person, by telephone or by email. After your employment/graduate school search is complete, you may archive your file until such time as it is needed again. This allows materials to be added and deleted from your file but your file in not available for transmittal use.

The Center for Career Services reserves the right to have as many as seven working days to fulfill your request.

Transmittal Fees:

Employment or Graduate School Transmittal (1-10 pages) - $7.00 ; ($.10 for each additional page)
Overseas Mail - $5.00 additional
Federal Express - $13.00 additional
hand carried by file holder - $5.00

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Will I be able to see my file?

You have the choice of making your recommendation letters confidential or open. You can read any open recommendation. You can check to see if confidential recommendation have been added to your file, but you will not be allowed to read them.

Who sends the letters of reference? Me, the writer, or the Center for Career Services?

All of these can be appropriate. It is to your benefit to contact the employer or graduate school and see which they prefer. You can manage your own letters and send copies when requested. The writer can send them directly, but you don't want to overburden the writer if you are making applications. The Center will send your references only if you open a credentials file.

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How do I start a Credentials File?

To start your credentials file, please submit the following:

Information Form (pick up at Center for Career Services, 235 Schine)
This form permits the S.U. Center for Career Services to send credentials on your behalf. You may also allow prospective employers and/or your academic advisor to request that your file be sent. If this option is chosen, requests made by these persons will be processed and you will then be notified of payments due.

Credentials Access Statement (pick up at Center for Career Services, 235 Schine)
The credentials access statement specifies whether your file is confidential or non-confidential. Waiving your right of access indicates that the letters are confidential and not available to you for review. A member of the Center for Career Services Staff may not reveal information on the contents of the letters. If you choose to close your confidential file the contents may not be forwards to you without written release authorization from the reference writer. Retaining one's right of access indicated that letters of reference may be read by the candidate.

Credentials Agreement
This is the agreement between you and the Center for Career Services. Read it carefully. It is included with the Information Form.

Credentials File Fees
Student Fee: $20.00 per year
Alumni Fee: $25.00 per year
Archive Fee: $15.00 per year

Fees may be paid in cash, by check (payable to Syracuse University), or using Visa or MasterCard.

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What are my responsibilities?

At the end of the one year term, the Center for Career Services will contact you regarding the updating of your file. If you do not respond within 60 days of your receiving the notice, all contents of your file will be destroyed!

You must keep the S.U. Center for Career Services continuously informed of your current mailing address.

You must contact your prospective letter writers and you are responsible for checking that they have been received by our office.

Before you give a Recommendation Form to a reference writer you must sign and date it and check whether you retain or waive your right to read the letter. All reference letters must be typed for clear reproduction.

It is the responsibility of the candidate to inform the Center for Career Services seven days in advance of any deadlines associated with transmittals.

Should I list references on my resume?

No. You need space on your resume to include information that is more critically important to your employer. The request for reference usually comes later in the employment process, so including them on your resume would require you to devote space to them that could be used to provide information about some of your other qualifications.

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Whom should I contact with questions?

Pam Latham, Client Services Manager. Feel free to visit the Center, call Pam at 443-3617, or email her.

Hints

Personal or "big name" references are only helpful if they know you well enough to give specific information about your qualifications for the position or graduate program.

During a summer or part-time job in which you have a good working relationship, ask right away for a letter of recommendation and ask if you can use their name as a reference. It may be harder to get after you leave.

Spend a little time with the writers of reference letters to explain your interests in the position or program you are applying to. Give them a resume. They will feel more informed and they will be able to provide a more complete description of you to the reader. Never just leave a recommendation form on a professor's desk.

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