Closing the Search

Recordkeeping is the most important part of the search. As a federal contractor, the university is subject to the federal rules and regulations enforced by the Office of Federal Contract Compliance Programs (OFCCP). All search documents MUST be retained for a minimum of five years from the date the person selected begins employment. 

Documents which must be retained are: 

  • Name of the hiring official 
  • Names of the committee chair and members
    (If not identified in Workday)
  • Minutes of committee meetings 
  • Record of efforts to diversify applicant pool 
  • References 
    (If not identified in Workday)
  • Screening criteria 
    (If not identified in Workday)
  • Correspondence to applicants 
  • Interview questions, notes, summary evaluations, and rating sheets 
    (If not identified in Workday)
  • Information regarding reasonable accommodation, if provided 

The electronic position description, advertisement, applications and resumes of all applicants, and offer letters are stored on the central server; therefore, departments need not keep paper copies  unless their unit or college requests they do so. Any materials sent by applicants directly to the department or to external sites (e.g. writing samples, portfolios) should be maintained by the department in the search file.