Frequently Asked Questions About Placement Files

Who needs a Placement File?

Placement Files are primarily used by education graduates or students applying to graduate or professional schools. However, any WSU student can use our Placement File services.

What is a Placement File?

Sometimes referred to as Credential Files, Placement Files are a place to store letters of reference. A complete file consists of (1) registering on the web, (2) completing and sending to Career Services a Declaration of Choice form, a Reference Authorization form, and a current resume, and (3) asking references to submit letters of recommendation. In addition, the following optional items can be included in your file: (1) course summary forms and (2) a WSU transcript. (Detailed instructions for starting a file.)

Please keep in mind some of your file contents (course summary forms, resume, and letters of recommendation) will be seen by prospective employers; therefore, the quality of your presentation is important. Type the information as clearly and neatly as possible.

When can I start a Placement File?

To be eligible to establish a placement file, you must be within three semesters of graduation or completion of a degree program at Washington State University. We suggest that you start your file before you leave for your student teaching experience.

Does it cost anything to start a Placement File?

There is no fee to start your file.

Are there any fees associated with a Placement File?

There is an annual registration fee. This fee is waived until six months after graduation. Once paid, it is good for one full year from the date of payment. You are only charged the annual fee during the years that you ask us to send your file.

Also, there is a charge for each file sent to cover the cost of processing, copying, and mailing your materials. (This is not waived and applies to the first file you send.) We require payment at the time of your order by check, VISA, or MasterCard. (Current fee information.)

Should I start a confidential (closed) or non-confidential (open) file?

In accordance with the U.S. Public Law 93-380, you may choose to establish a confidential (closed) or non-confidential (open) placement file. If you establish a closed file, our office can never allow you to read the letters of reference in your file. (However, your letter writer is free to show you the letter they write.) With an open file, you can read all of the letters in your file.

Employers and graduate schools have different opinions on which type of file they will accept as part of the application process. In the Pacific Northwest, the current preference is for closed (confidential) files.

Can I change my file type?

Yes, but you will need to contact everyone who currently has a letter in your file. See "Change Your File Type" for detailed instructions.

How many reference letters should I have in my file?

We recommended a minimum of three letters. You can have a maximum of ten letters in your file at any given time. You can add or remove letters from your file at any time.

We need your written authorization before we can include a letter in your file. The Reference Authorization form can be used for this purpose. Or, you can just write us a note that says "I authorize the following letters to be included in my placement file", list the people you plan to ask to submit letters, sign and date the note, and send it to our office.

We also need your written authorization to remove letters from your file. Just write us a note that says, "Please remove the following letters from my placement file" and list the letter or letters you would like removed. Letters are never destroyed, just moved to the back of your file. Letters in the back of your file are not sent to employers.

Who should I ask for letters of reference?

First, ask yourself who will be receiving your file - school district, graduate school, other. Then, ask people who can comment on the knowledge, skills, and experience you can bring to that setting. (Note: For beginning teachers, two letters are critical to your file - one from (1) your student teaching supervisor and (2) your master/cooperating teacher.

Do my reference writers need any special forms for writing their letters?

Your Student Teaching Supervisor and your Master/Cooperating Teacher use an evaluation form as part of their letter of recommendation. Other letter writers can use one of our forms or they can submit their letters on their own letterhead.  (Use the "Forms" link to see these forms.)

What address should my reference writers use for mailing in their letters?

WSU Career Services
Lighty 180
PO Box 641061
Pullman WA 99164-1061

How do I include my WSU transcript in my file?

You will need to order a transcript from the Registrar's Office. Please mark on the request to have it sent to Career Services and they will create a document that will make the best photocopy.

How can I find out if materials (letters of reference, transcript, etc.) have arrived at Career Services and are currently in my file?

Use the "Check Your File" link to login to see what has been added to your file. Once you login, use the "View Contents" and "View Letters" links. You can also update your registration information, register for Resume Referral, place orders, and view where your file has been sent - all from within this site.

How do I use my Placement File?

When an employer or graduate school asks you to provide your Placement File or letters of reference, you contact our office and ask to have your file sent. You can either call in your order (509-335-2536) or order via our web site. We need payment at the time of the order by check, VISA, or MasterCard. (Current fee information.)

A copy of your file is sent out for each request, so please send us your originals.

How long will you keep my file?

We will keep your Placement File as long as it is active. Placement Files are destroyed after 15 consecutive years of non-use.

What if I have a question you haven't answered here?

Feel free to contact the Placement Files Office at 509-335-2536 or CareerServices@wsu.edu.