Placement File Setup

SETTING UP AN e-PLACEMENT FILE

BEFORE you set up your ECSO Placement File, please read the following information:

 

An e-PLACEMENT FILE (alias: credential file) is a concise and convenient source of information about a job candidate.

A REFERRAL is a request you make to the ECSO, asking us to send a copy of your Placement File to a prospective employer.

Information provided by the candidate

Specific forms completed electronically (on-line registration & on-line
or uploaded resume) include: 
  • career objectives 
  • academic preparation 
  • earned degrees 
  • professional work experience 
  • related information of interest to potential employers 

Information provided by others 

Letters of recommendation written by: 

  • cooperating and supervising teachers
  • employers 
  • course instructors 
  • thesis or dissertation directors 

Your Placement File is a safe place to house important letters of recommendation.  You can now access your letters in the eRecruiting system 24/7.  Graduate students and college/university faculty/administrators may set up a Letters of Recommendation Only File by submitting a written request and completing only the registration data.  However, we encourage you to include your resume since employers can access them online with your authorization.  We also encourage you to include your URL address on your resume for a hyperlink to your e-Portfolio . If you prefer, you can create a portfolio by clicking on the Build a Portfolio icon in eRecruiting.

Original information is kept on file.  Files are photocopied and sent to employers. Official transcripts are not included. Contact the Transcript Office for information on how to obtain copies of your transcript (217-333-0210).

WHO IS ELIGIBLE TO OPEN A FILE?

     1.  Students or alumni who complete at least one course through any UIUC department or college.
     2.  UIUC faculty and administrators.

WHO NEEDS A PLACEMENT FILE?

You do if you are seeking education-related employment. Experienced teachers find the file convenient to access and update with new recommendation letters and information and enjoy the assistance that comes with reactivating their file when searching for new positions.  Candidates for post-high school teaching and administrative positions appreciate the safe housing of their recommendation letters.

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LETTERS OF RECOMMENDATION

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Why house them in the ECSO ?

  1. Employers can access your resume online with your permission.  If you want employers to view your resume on-line, you must publish your resume to the appropriate Resume Books .
  2. Most people apply for many different positions before finding one.
  3. Writers may not like or have time to print and sign multiple copies.
  4. Safe storage of originals for at least 15 years (longer if you use your file more frequently) where you will always be able to find them.
  5. Can have access to your letters in on-line file.

Please note that:

  • Letters which you have requested will be housed in your file - both online and hard copy.
  • Letters of recommendation submitted to our office become the property of the University of Illinois.  You may receive a candidate's copy of each letter, which will be stamped " Candidate's Copy" or print them directly from your online file.
  • You may choose up to 5 letters to be sent with your file for the placement year or the Director can do so for you.
  • Letters may be submitted to ECSO prior to establishing a file.  We will house them for you for a full year until you establish a file.

Confidentiality

  • Letters submitted prior to 1/1/75..........confidential; may not be read by you
  • Letters submitted between 1/1/75 and 9/15/95..... confidential or non-confidential
  • New files established after 9/15/95......non-confidential; letters may be read


Requesting Letters of Recommendation

Your most important letters are those written by individuals who have observed your work and are related to the employment you are seeking. Any time you have the opportunity to request such a letter:

    1.  Ask the person to write a letter for you, and if they agree to do so . . .

  • Pick up (or request that we mail you) ECSO 's Recommendation Letter forms. You can also find the registration packet on our website under Registration Packet.
  • Complete (both sides) of the form.
  • Stamp and address an envelope to our office: ECSO , 505 E. Green St., Suite 202, Champaign, IL 61820.
  • Give form and envelope to your writer and request that s/he type the letter either on the form or on official letterhead.
  1. IT IS IMPORTANT THAT YOUR WRITERS UNDERSTAND THAT THE FOLLOWING SIGNATURE(S) ARE REQUIRED:
  • The form must always be signed and returned to ECSO, whether or not the writer uses it for the letter.
  • When used, letterhead must also contain a signature.

Failure to have the required signature(s) means we cannot send out a letter until we obtain the signatures, which may be after an important deadline.

 

You are welcome to call our office and verify that we have received at least three of your recommendation letters. You can also check your online file under "Other Documents".

Forms for Letters of Recommendation

WE WILL NOT SEND OUT A COPY OF A LETTER THAT IS NOT ACCOMPANIED BY AN ECSO FORM.

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FEES RELATED TO A PLACEMENT FILE

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  • Initial Registration Fee: $50
  • Reactivation Fee: $75*
  • Full-time UIUC students in residence who are not working full-time pay a $50 reactivation fee.
  • Fees include:
    • 10 file referral requests
    • On-line access to
      • Job vacancy listings
      • ePortofolio
      • Employer access to your resume
      • Access to letters of recommendation
      • Scheduling on-campus interviews
      • File referral history
      • Seminar sign-ups

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COMMONLY ASKED QUESTIONS

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Who may view my file?

  • You can view your online version
  • ECSO Staff
  • Qualified employers

Files are used only to assist candidates in securing employment.

When should I set up my file?

  • Initial file...............September 1
  • Reactivation of file..........When seriously seeking a new position
  • Updating information................As changes occur
  • New recommendation letters.........When changing employment

How long will it take the ECSO to send out my file after I request a referral?

  • Requests......... processed in the order in which they are received
  • Busiest time.....January through August; may take a week to process

Other than US mail, how may files be sent?

  • Airmail.................foreign destinations
  • Special delivery.............U.S. & foreign destinations
  • Overnight Delivery
  • Fax

The ECSO can send copies of your file by airmail to foreign destinations only, special delivery or fax to U.S. and foreign destinations, but you will be asked to pay the charges for these special postal handling rates.  Your request will still be processed in the order in which it arrives at the ECSO.   Mail to foreign countries is automatically sent by airmail. YOU ARE RESPONSIBLE FOR THESE ADDITIONAL CHARGES.

Should I request my credential file to be sent for every position I am interested in?

Yes, if you are sincerely interested in these positions.

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If you have any further questions, please contact our office: (217) 333-0740 , e-mail: ecso@uiuc.edu.