RRS_Series: Search and Selection

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:

  • job descriptions/position descriptions;
  • unsolicited applications/resumes or other unsolicited requests for consideration for employment;
  • job applications/employment application/cv/curriculum vita and related cover letters;
  • work samples
  • interview materials such as schedules, rating sheets, tallies, screening and interview notes, review committee notes and memoranda;
  • rejected applications;
  • related documentation and correspondence, including e-mail.
Retention and Disposal Instructions

(a) 3 years after close of search, purge;

(b) Unsolicited applications/resumes or other unsolicited requests for consideration for employment, 3 months after receipt, 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.

Custodian
Units
Citations
29 CFR 1602.49 - Preservation of records made or kept
41 CFR 60-1.12 - Record retention
2017 ORS 652.750
OAR Predecessors
OAR 166-475-0095 (13) Classified Rejected Applications
OAR 166-475-0095 (14) Classified Unsolicited Applications
OAR 166-475-0095 (27) Graduate Assistantship Applications Records
OAR 166-475-0095 (42) Search Records
Related Series
306-20-110: Financial Aid Program: Federal Work-Study
Admin notes
An institution shall keep records relating to its administration of the Federal Perkins Loan, FWS, FSEOG, Federal Pell Grant, ACG, National SMART Grant, or TEACH Grant Program for three years after the end of the award year for which the aid was awarded and disbursed under those programs, provided that an institution shall keep -

(i) The Fiscal Operations Report and Application to Participate in the Federal Perkins Loan, FSEOG, and FWS Programs (FISAP), and any records necessary to support the data contained in the FISAP, including “income grid information,” for three years after the end of the award year in which the FISAP is submitted; and

(ii) Repayment records for a Federal Perkins loan, including records relating to cancellation and deferment requests, in accordance with the provisions of 34 CFR 674.19;