Placement File Information
What is a Placement File?
A placement file is a collection of professional documents used by school districts when hiring teachers, counselors, psychologists, and administrators. Three types of documents are included in a placement file: your resume, a copy of your unofficial SPU transcript*, and 3-5 letters of reference. The Career Development Center "houses" your file and compiles the documents for mailing to your choice of school districts. It is your responsibility to keep your documents updated and allow adequate time for mailing.
*Only unofficial SPU transcripts are held in placement files. To include course work completed at other institutions complete an Academic Summary sheet. See "What goes in my placement file?" for more information.
Why do I need one?
A handful of Washington school districts still REQUIRE a placement file during the application process. However, many districts request a placement file OR three references. Therefore, needing a placement file for your job search depends on each district's application process. Research the application process for your targeted school districts on their websites to find out about special requirements and unique application specifics
How do I set up a placement file?
To set up a placement file you must submit to the Career Development Center, by mail or in person, a Waiver and Consent Form (PDF) which determines the status of your file (confidential or non-confidential) and a Registration Form (PDF). Once these forms are received, we establish a file under your name. At that point you may submit the rest of your materials as they are completed. See the list below for other required documents.
What is confidential vs. non-confidential?
A confidential placement file means you waive the right to ever see your reference letters. A non-confidential placement file means you may see your reference letters. The status of your file may not be changed once it has been chosen.
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What goes in my placement file?
In addition to the Waiver and Consent Form and the Registration Form, you will need to submit a resume, a copy of your unofficial SPU transcripts, and 3-5 letters of reference.
- Resume: Write a targeted resume highlighting your specific education qualifications. Refer to our resume page for great tips and advice on writing a resume and cover letter. Special stationary is not necessary, as we make copies to send to each district.
- Unofficial Transcripts: Click here or call Student Academic Services transcript information line (206-281-2034) to find out how to request copies of transcripts. Request that a copy of your UNOFFICIAL Transcript be sent directly to the SPU Career Development Center.
- References: Print the appropriate Reference Writing Guidelines (Confidential) (Non-Confidential). Fill out the top portion of the form to help your references write clear and helpful letters. If your file is confidential the reference letter must be sent to the Career Development Center directly from the writer. The address is located on the Reference Writing Guideline form. If your file is non-confidential the letter may be delivered by either you or the reference writer. NOTE: Ensure that your reference writers follow the guidelines listed on the form: reference letter originals must be on official letterhead, dated, signed, and kept generic (example: "To whom it may concern").
- Optional: College-level coursework completed at an institution other than SPU may be listed on an Academic Summary form. There is no official form to fill out. Rather, create your own "form" and include the information listed on the sample.
What does NOT go in my placement file?
- Copy of your certification
- Cover letters
- Transcripts from other universities/colleges
- School district applications
Who should I include as references?
TEACHERS:
Beginning teachers typically have 3-5 reference letters including your university coordinator, your cooperating (classroom) teacher, and your principal, vice principal or department chair at your internship site.
Experienced teachers should have 5-7 reference letters including current and former principals, vice principals, staff members, department chairs, or supervisors. Include letters from central office administrators or superintendents and also community members with whom you have been involved in school/leadership projects.
ADMINISTRATORS:
Beginning administrators typically have 3-5 reference letters including your SPU administrative supervisor, your superintendent, and your assistant superintendent, principal, vice principal, or department chair at your internship site.
Experienced administrators should have 5-7 reference letters including current and former principals, vice principals, staff members, or immediate supervisors. Include letters from central office administrators, assistant superintendents, or others who have firsthand knowledge of your abilities. You may also include your SPU internship supervisor or community members with whom you have been involved in school/leadership projects.
COUNSELORS & PSYCHOLOGISTS
Beginning counselors and psychologists typically have 3-5 letters of reference including your internship site supervisor, your university coordinator, and principal or vice principal at your internship site.
Experienced counselors and psychologists typically have 5-7 letters of reference including current and former principals, vice principals, staff members, or immediate supervisors. Include letters from central office administrators, assistant superintendents, or others who have firsthand knowledge of your abilities. You may also include community members with whom you have been involved in school/leadership projects.
UNACCEPTABLE REFERENCES:
Reference letters specifically addressed to the candidate or any other party are unacceptable. Letters should be addressed "To whom it may concern." In addition, reference letters on non-letterhead stationary and copies of references are unacceptable. Confidential references delivered or mailed directly by the candidate without the writer's signature over the seal of the envelope will be marked non-confidential.
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Placement File Checklist
Use the Placement File Checklist (PDF) to stay organized and efficient.
How much does it cost to mail a placement file?
Files are mailed on a pre-paid basis only. We are unable to bill.
- Teacher, Counselor, and Psychologist placement files: $6.00 per mailing
- Administrator placement files: $11.00 per mailing
- Mailing of a single reference: $2.50
- Fax (cost per page): $1.00 local, $1.50 long distance, $5.00 international
- UPS Guaranteed Next Business Day within Washington state: $25.00
- For overnight, out of state requests please contact the Career Development Center (206-281-2485).
Cash, check, MasterCard or Visa are accepted. Checks should be made payable to Seattle Pacific University. Returned checks and declined credit card fees are $10.00 and will require "cash only" payment for future mailings. Refunds are not available.
You may pre-pay for any number of mailing credits. They can be used during the current and subsequent placement file year (November 1 to October 31) and then expire. (i.e., credits purchased on 12/7/01 will expire if not used by 10/31/03) Please purchase credits with the expiration policy in mind.
How do I request that my file be mailed?
If you have pre-paid mailing credits you may request that your placement file be mailed by calling our Voice Attendant System 24 hours a day, seven days a week at 206-281-2667. Answer all the voice prompts, speak clearly, and spell unusual names. You may leave multiple mailing requests on one message. You may also mail a written request. Please provide your name, current address, daytime phone number, and year you established your file, as well as the requested destination (school district), contact person, and their mailing address.
You are always welcome to stop by the Career Development Center in the Student Union Building, 2nd Floor to request a mailing, pay for credits, ask questions, or submit updated materials.
How long does it take for a file to be mailed?
Mailing requests are sent out by regular mail no sooner than one and no later than two business days after requests are received. If this timeline does not meet your deadline, you may request "special handling" (same day processing if received by noon on business days - see costs associated with special handling requests above).
How long will you keep my file?
Placement files established, updated, or re-activated since January 1, 2000 will be kept no more than 5 years following the last paid, updated, or re-activated date. (See next FAQ for more details) Materials more than 5 years old are not likely to be helpful to your job search.
If you have questions about this policy, please contact the Career Development Center: (206) 281-2485.
If after five years you have not used, updated, or re-activated your file, any documents held at the Career Development Center will be destroyed.
NOTE: The five year retention period starts over every time you re-activate or update your placement file.
What does re-activate and update mean?
Re-activate: When you decide to begin a new job search in a new placement file year (November 1 - October 31), you will need to re-activate your file. You may do so at any time by calling the Career Development Center at 206-281-2667 or 206-281-2485 to request an update packet. The current fee to re-activate for a new placement year is $5.00. We will send you a new registration form for updating your contact information and retiring any outdated documents. At that time you may also purchase mailing credits.
Update: There is no charge to update your placement file materials and you are encouraged to do so often. You should give particular attention to routinely updating your references. You never know when you might want to apply for a new opportunity, and it can be awkward to delay requesting a reference until you intend to leave your current employer.
NOTE: The five year retention period starts over every time you re-activate or update your placement file.
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