Career Services Center
Placement File FAQs
Frequently Asked Questions About Placement Files
What is a Placement File?
A placement file is supporting documentation that will help you present your qualifications to prospective employers. While having a placement file is NOT required, a well prepared file can present a professional image. The contents of a placement file include:
Resumes are not included in placement files. Resumes submitted with your Registration Form are used for our Candidate Referral Service.
When employers request a placement file as part of their application procedure you may request your file to be sent directly to them. The Career Services staff will make a photocopy of your file and send it to the employer/school. You may not hand deliver your file.
Your file is the property of Western Washington University and cannot be released to you or an employment agency.
Typically, teachers, school counselors and administrative education candidates set up placement files because prospective employers in the public/private schools place a tremendous amount of weight on this information during the hiring process. You can use this service if you are graduating or have graduated from WWU and are currently registered with our office.
When and how do I start a Placement File?
You must be within three quarters of graduation or completion of a degree program at Western Washington University before you can start a file. We suggest that you start your file before you leave for your student teaching experience.
To start your placement file, the following must be done:
In order for your file to be "complete" and ready for mailing, the above must be done and the following must be in your file:
What if I already have a Placement File at WWU?
If you are a current Education Administration student with a previously established placement file, please let our office know. We do not set up separate files, and it is your responsibility to let us know what (if any) changes need to be made to existing letters in your file.
You are eligible, as a current student, to register for a six month activation, just as other education administrative candidates.
If you do not fall into either of these categories please contact our office.
Your file is active when you are registered with our office. After registering, you are able to request your file to be sent to school districts/employers/private schools. You also are able to use our online services: view account balances, review Placement File history, and make requests for your file to be sent. Being registered with our office also provides you with additional services such as the Job Opportunity Board, Candidate Referral Service, on-campus interviews, etc.
You may submit materials (letters, transcripts, etc.) to your file at any time WITHOUT being active.
Should I start a confidential (closed) or non-confidential (open) file and can I change?
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 recommendation in your file. (However, your letter writer may choose to show you the letter they write.) With an open file, you can read all of the letters in your file.
Employers 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.
If at a later date you wish to change your file from confidential to non-confidential or vice versa, contact the placement file office. Additional information on how to change your option is also available on the Declaration of Option Waiver form.
How many letters of recommendation should I have in my file?
We recommend a minimum of three letters. You can have a maximum of eight letters in your file at any given time.
If you want to remove letters from your file, we need your written authorization to remove them 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. At your request, letters will either be removed OR destroyed. Letters removed from your file are just moved to the back of your file and are not sent to employers.
Who should I ask for letters of recommendation?
What if you receive letters of recommendation BEFORE I start my placement file?
In the event materials are received in the Center (letters, transcripts, etc.) and your file is not "complete" those materials will be kept one year from date of receipt. At the end of one year they will be destroyed, except for reference letters written by faculty on the WWU campus. They will be returned to the writer with an accompanying explanation.
What address should my letter of recommendation writers use for mailing in their letters?
Western Washington University, Career Services Center, Old Main 280, 516 High Street, Bellingham, WA 98225-9002
How can I find out if materials (letters of recommendation, transcript, etc.) have arrived at Career Services and are currently in my file?
To find out what letters of recommendation or transcripts have been received by our office you may contact us by email careers@wwu.edu or by phone at 360.650.2980.
How do I request my file to be sent?
Once you have submitted all required forms and fees to our office you may use the online request service via our website. You can also email careers@wwu.edu, call 360.650.2980 or come by our office in Old Main 280.
How soon after I make the request will my file be sent?
We ask that you allow two business days from the day you made the request to when it leaves our office. Urgent requests require special handling and additional fees apply.
How long is my file available to me?
Where can I find forms so I can update my file?
If you are an alum wishing to update your Placement File, you may print the Candidate Information Form and Registration and Payment Option Form from our website, and mail along with a $35 fee. Click Here for additional information.
What if I have a question you haven't answered here?
Feel free to contact the Placement Files Office at 360.650.2980 or careers@wwu.edu.
