Q: Why open a credentials file?

A: Credentials file allows you to confidentially and efficiently store a master copy of the following:

  • letters of recommendation and a Statement of Recommendation form

  • C.V.

  • dissertation abstract

  • additional supporting material such as writing samples/student evaluations

  • transcripts

Q: How do I open a credentials file?

A: To open a credentials file you will need to fill out the Application for Credentials Service and return it to:

Credentials Service
University of Virginia English Department
PO Box 400121
219 Bryan Hall
Charlottesville, VA 22904-4121

Fax: 434-924-1478
Location: 236B Bryan Hall
Hours: 8:00 am - 4:30 pm M-F

Q: What is the difference between a confidential and non-confidential file? Which type is recommended?

A: Applicants waive their right to review confidential files. Non-confidential files may be reviewed by the applicant. It is your right to choose; however, we encourage the use of confidential files because most employers/graduate schools prefer to read letters which have not been reviewed. When a letter is confidential, the recommender has absolute freedom to give candid and honest comments about the applicant.

Q: Now that I have established a credential file, how do I add material to it? How do I check on its status?

A: You will need to provide a copy of your C.V., dissertation abstract, and other papers (transcripts, etc.), if a reason arises to include them in the dossier, e.g., a particular school requests them. Your letters of recommendation should be sent to the address listed above. If you need to verify the arrival of your recommendations or if you need to make a general inquiry, please e-mail Amy Josephson (amyruth@virginia.edu).

Q: What is the procedure for sending my file to employers and graduate schools?

  • complete the Mailing Request Form

  • place address of your destination on a mailing label (include complete street address and phone number for FEDEX deliveries)

  • select the appropriate mailing option and be sure to include payment (see the Mailing Options and Fees)

  • send the above to the Credentials Office (contact info is above)

We cannot accept requests by fax or phone. Once your request has been received, your materials will be mailed within 5 business days (unless RUSH service is selected).

Q: How long will my credentials file remain active?

A: Your credentials file will remain active for five years from the date you open it. After five years, your file will be confidentially recycled.

Q: What fees does the English Department charge for the credentials service?

A: Credentials Service Fees:
STANDARD (U.S. Mail)--$3.00
PRIORITY U.S. MAIL--$4.00
UPS Overnight--$13.00
FAX--$10.00

RUSH SERVICE FEE:
One of the above charges + $5.00 PER ADDRESS
The above requests (other than RUSH) are processed within 3 business days.