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Record Keeping and Documentation

The Committee Chairperson must be prepared to justify to the HR Manager/AA/EEO Officer the non-selection of any applicant.  The screening grid and all official committee documents, as well as the applicants’ submissions, must be returned to the HR Office within five (5) business days of the conclusion of the search. The following data must be maintained in HR 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,
  • Screening and selection criteria applied, 
  • Interview questions and notes on applicant responses,
  • Rationale used to eliminate candidates from further consideration and to prefer candidates over other candidates, and
  • Recommendation for New Hire form completed
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