Recruitment Documents

Throughout the search process, it is necessary to retain and store search-related documents.

The Search Chair is responsible for collecting and overseeing search-related records and for regularly conveying applicant statuses and non-selection reasons to the Search Liaison/Primary Recruiter. Search Committee is responsible for turning over any individual materials to the Search Chair. The Search Liaison is responsible for maintaining the search documents in the event of an audit.

Examples of search records include but are not limited to:

• Copies of unit-initiated advertisements
• Individual and group-level evaluation materials, such as spreadsheets, screening grids, surveys, or summaries
• Interview questions and a summary of applicant responses
• InterviewStream aggregate reports
• Completed reference check forms
• Correspondence addressing applicant qualifications or ranking (if applicable)
• Any applicant tests, exercises, or recommendation letters collected outside of the job system (if applicable)
• Requests for reasonable accommodation from applicants (if applicable)
• Export of Interview Stream Review Candidates summary (if applicable)