Recruitment Documents

Documents retained in your departmental recruitment file:
The following records must be maintained confidentially for a period of at least
three (3) years from the date the position is filled.
  • Position description
  • Records related to recruitment efforts
  • Copies of advertisements
  • Employment applications
  • Race and gender data on all applicants (NOTE: If information not provided by applicant, record race and gender data as “unknown.”)
  • Screening and selection criteria applied
  • Interview questions and notes on applicant responses
  • References
  • Any documentation supporting selection or addressing non-selection
  • Documentation supporting the salary determination (retain indefinitely).
Destroying Records:
Records must be retained and/or destroyed in accordance with the guidelines established by the Library of Virginia.