Advising & Career Services

Establishing a New Credential File

Click here for instructions on Adobe Acrobat Reader and PDF forms.

Click here to update an existing credential file.

NOTE: These PDF forms are not designed to be emailed to Career Services, nor can they be saved. 

To make it easier to complete forms, compile all your information before you begin to fill them out online.

DIRECTIONS: MSU Billings graduates and students with at least 15 credits of study may open a credential file. Type neatly or print all forms on a computer because they are photocopied when your file is sent. Handwritten forms will not be accepted. Complete every form. Neatness and accuracy are essential to present you in the best possible way.

  1. Personal Data form
    Teachers should include all relevant information that describes their preparation for teaching. Current and permanent addresses should include city, state and zip code, and accurate phone numbers.

    Ask your professional references in advance if they will provide recommendations for you. List their names, titles, business addresses, and daytime telephone numbers. Teaching candidates should list their mentor teacher(s), university supervisor(s) and school principal(s) if appropriate.
  2. Summary of Collegiate Work and Areas of Concentration
    These are fillable forms. Include all credits and courses you will have completed at the time you receive your degree. List the credits in the appropriate column for semester or quarter hours and in the most appropriate subject category.
  3. Recommendation forms for Credential File
    Choose the right one for your situation. Print and deliver to your references. Your reference people may use letterhead stationery instead of this form. If you use this form, be sure to print your name on it.

    If you choose a confidential file (see #4 below), sign the Waiver of Access at bottom before giving it to your references who should then return the form to Career Services.

    Your file should contain 3-5 letters of recommendation, but not more than 10 letters. Teachers should include their mentor teacher(s), university supervisor(s), and principals who have observed their teaching.

  4. Consent to Disclose Information form
    This is not a fillable form. We must have an original of this form authorizing us to release information, and indicating what type of file you wish to have--confidential or non-confidential.

    If you select a non-confidential file, you may review the letters. With a confidential file, you cannot review letters of recommendation.

    In future, you may change the type of file, in writing, but any confidential letters in the file at that point will remain confidential.

  5. Grad Data form --
    Notify Career Services by filling out this form ONLY after you have accepted a teaching position. Information you provide is kept confidential and is used for statistical purposes only. Once you are employed, we will not include your name in lists of candidates for prospective employers until you update your file.

PLEASE NOTE:Click here to view fees and rules

  • Transcripts, résumés and teaching certificates are not part of your credential file. If you wish to order a transcript, contact the Admissions & Records Office at 406-657-2158.

  • Terms of service: Requests to send files are typically fulfilled within three business days of receipt.

  • Faxing: Files will be faxed only at the request of an employer, and a fee of $2.00 per page will be charged to you.

  • Contents of confidential letters of recommendation will not be read over the phone to prospective employers.

  • To remove a letter from the file so it will not be sent to employers, you must give us your instructions in writing, via postal mail or fax to 406-657-2189.

  • Job referral: If your file has not been updated in 18 months, it will be classified as Inactive and your name will not be released to school districts who ask Career Services for a list of qualified teachers. To be referred for teaching jobs, you must update the file and pay the update fee.

  • Fees: Click here for current fees.

  • Ownership: Your credential file remains the property of Montana State University Billings.

  • Under the Family Educational Rights and Privacy Act, 1974, all letters of recommendation received in this office prior to 1/1/75 are confidential, and credentials will be sent only to actual employers but not to employment agencies.

  • Retention: The file will be retained as long as it is kept up to date. If the file has not been updated in 15 years, it will be shredded to protect your privacy.


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