507 10 105

Activity
V.07. HUMAN RESOURCES/Recruitment and Selection
Series Name
Search and Selection
Series ID
507-10-105
Description

Document the hiring process. Application of successful candidate should be moved into his/her/their employment file upon hire. Does not include Work-Study jobs.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • applicant profile data in the hiring platform comprising all jobs applied for, including those where an offer was accepted, and any submitted application materials for those jobs;
  • search team files comprising position descriptions, applications with or without supporting material, and scoring sheets;
  • unsolicited resumes or other unsolicited requests for employment consideration; and,
  • related documentation pertaining to the final selection. 

Beginning in 2016, MyTrack serves as the primary system of record for application for Classified, Officers of Administration, and Faculty (which includes Tenure Track, Career, and Pro Tem) positions. 

Note: Last updated 4/15/2025 to change retention from 3 to 5 years for search team files. 

Retention and Disposal Instructions

(a) MyTrack applicant accounts for users who have not accepted an offer and have not been active in the last 7 years, purge; 

(b) MyTrack (PageUp) job description and position description data, at time of major software/platform upgrade, purge;

(c) Search team files comprising position descriptions, applications with or without supporting material, and final documentation of the selection process including but not limited to final scoring or ranking sheets and/or rubrics, 5 years after close of search, purge; 

(d) All other records, for example, unsolicited applications/resumes or other unsolicited requests for consideration for employment, individual search committee notes, search questions, or other supporting material, as soon as administrative use ceases, purge.

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.