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Education Credential Files: University Career Center


To describe the policies for Education Credential Files

Applies to: 

Master level or Doctorate level students or students who are applying to graduate schools and/or alumni who choose to establish Education Credential Files through the University Career Center

Policy Statement: 

Establishing an Education Credential File

Master level or Doctorate level students who have completed 12 credit hours at the University of Kansas may open a credential file with the University Career Center.


Reference Letters

· A minimum of three reference letters are required to have an official credential file.

· Letters of reference may be added to or removed from a file at any time. Requests to add or remove letters must be received in writing.


Confidentiality of Reference Letters

Public Law 93-380 permits students or alumni to either have access to their files or to waive their right to see recommendations written concerning them after January 1, 1975. The amendment exempts references written prior to that date. Therefore, all references written before that date and placed in a credential file will remain confidential according to the law and are not available to be read by the registrant.

Persons with credential files in placement offices may waive their right to see references established after January 1, 1975; but they do not have to do so. Those who waive access to confidential statements will have the right to learn the names of all persons submitting a letter of reference for their file. Those not wishing to waive this right may request in writing to see references written after the above date. The amendment provides that this office has up to 45 days to respond to a request to view non-confidential letters of reference.

There must be a written waiver of access with each letter of reference when a candidate chooses that option. All reference letters without a signature waiving access will be considered accessible to the candidate.

If the candidate has waived the right to view the confidential letter, University Career Center staff cannot give the candidate any information concerning the content of the letter. A candidate may request at any time that a letter of reference be removed from their credential file; however, the candidate may not have the letter.



An unofficial copy of a candidate's transcript may be included in the credential file if a candidate elects to include it. A completed Release of Transcript to University Career Center for Credential File form authorizes the University Registrar to release an unofficial copy of a student’s transcript for use only in the credential file. The transcript is sent directly to the University Career Center.


Requests to Send Education Credential Files

· All credential requests must be submitted in writing, in person, or by email to the University Career Center.

· Credential fees must be paid before credential files can be sent.

· If a school district contacts the University Career Center directly to request a credential file, the candidate will be notified and will designate how to proceed with the request.


Education Credential Fees

There is no charge to set up a credential file. Fees for sending education credential files are as follows:

· $7 per address to mail a credential file

· $3 per address to forward additional materials to employers after the initial set of credentials has been sent

· $7 plus $1 per page to fax a credential file when this is an option

· $15 per domestic U.S. address to send a credential file by Federal Express (fees for addresses outside the continental United States are based on the Federal Express rate for each location)



For candidates who choose to carry a credit balance with the University Career Center, remaining balances over $7 can be refunded on request.


Returned Checks/E-checks

A returned check or e-check for a candidate’s account will result in a $30 service charge and discontinuance of check writing privileges with the University Career Center. This policy applies to any checks written by the candidate or from another’s account on the candidate’s behalf. Future payments for any University Career Center fees and services must be made by cash, cashier’s check, money order, or credit card.


Length of Time Credential Files are Maintained

Credential information is maintained for 10 years from the time the file was last updated or sent to a potential employer. Files are checked annually, and those that have not been used or updated within the last 10 years are destroyed.


Charlotte Leonard

Credentials Manager, University Career Center

University of Kansas

1601 Irving Hill Rd., Room 110

Lawrence, KS 66045



Approved by: 
University Career Center Director
Approved on: 
Thursday, June 1, 2006
Effective on: 
Thursday, June 1, 2006
Review Cycle: 
Annual (As Needed)

Credential Files are packets of information about candidates for employment or graduate school. The file consists of a summary page, an unofficial KU transcript, and letters of reference. The material is sent to an employer or graduate school when the candidate is applying for a job or applying for admission to graduate school. Candidates for employment in educational institutions are the primary users of credential files followed by those seeking admission to graduate school.

Education Credential Files, Reference Letters
Change History: 

07/11/2016: Updated to remove gendered pronouns.

04/23/08 Approved by David Gaston; uploaded to policy library.
09/01/09 Review and update/fee change, approved by David Gaston.
7/18/12 Updated “Applies to” section.

Information Access & Technology Categories: 
Privacy & Security

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