What is a credential file?
A typical credential file contains 3-5 evaluations and an unofficial transcript. All material submitted to your file becomes the property of the University of Massachusetts and may be changed only by the persons who write the evaluations.

How do I start a credential file?
Forms are available at the Career Services offices or on our web site. Click here for Credentials Registration Form

How long can I keep evaluations on file?
Your credential file may be kept active with us for up to five years after you graduate. After that we will contact you with your options, which include transferring your file to Interfolio.

Who should write an evaluation for me? How?
Choose faculty or supervisors with whom you can discuss the purpose of your letter ahead of time and supply them with copies of the approved University evaluation form. If they wish, they may use their own letterhead. Decide which, if any, of your letters you want confidential and sign the waiver on the form; discuss your preferences with writers, keeping in mind your performance, your relationship, and the fact that most graduate schools require confidential letters. Click here for a Credentials Evaluation Form

What's in my file? Can I see it?
File contents can be checked during business hours at Career Services either at our main lobby or by telephone, but you may read only non-confidential material. To ensure the confidentiality of the material and for your own protection, no material will be read over the telephone.

Should transcripts be in my file?
Yes, but it is up to you to bring one (or have one sent) to our office. The transcript sent as part of your file will always be unofficial and cannot be sent alone. It is your responsibility to keep the copy in your file up-to-date.

Will I be notified when my file is complete?
It is your responsibility to stay informed about the contents of your file. When your file is requested it will be sent as is and must contain at least one evaluation. It is also your responsibility to know what is active (i.e. being sent out) versus what is inactive (i.e. not being sent out).

How do I have my credentials sent out?

• If an employer or graduate school requests your credentials by writing directly to the Career Services Office, the Family Educational Rights and Privacy Act requires that we obtain your signature before sending your credentials. A completed, signed registration form on file authorizes Career Services to send your materials in this case.
• You may request a copy of your file, which is called an "Unofficial Student Copy" and will be clearly marked as such. You will receive a copy of all non-confidential material in your file at the time of your written request.
• You may request, in writing, that your credentials be sent to an employer or graduate school. Include your full name, year of graduation, and social security number in your request, along with the complete address of the recipient. Include any special envelopes or forms required. Click here for a Credentials Request Form

What are the fees for sending my file?
You may have a certain number of copies mailed free; 10 if you have or are completing a bachelor's degree and 15 if you have or are completing a graduate degree. After reaching that number the charge is $2.00 per mailing if you have or are completing a bachelor's degree and $3.00 per mailing if you have or are completing a graduate degree. Payment must accompany your request; checks should be made payable to the University of Massachusetts.

Can I phone in my request in an emergency? How fast are requests processed?
All requests must be in writing and are processed in order of receipt; there is typically a 3-5 (working) day processing period. Faxed requests are acceptable but will still be taken in order of receipt and will be processed only if you have free mailings available. We cannot deliver or fax files, and you may not hand carry your file to addressees even if they are at UMass.

Can I have my file sent via Federal Express, Express Mail etc.?
With prior approval from the Credentials Office you may use Federal Express or another agency EXCEPT the US Post Office Express Mail. You must provide acceptable prepayment and complete any forms required. Because the regulations for these services vary, you should check with us before making arrangements. Your request will still be processed in order of receipt

Still have questions? Email ccnhelp@acad.umass.edu