Recruitment

The approval process and the required documentation may differ based on the rank and position. Nevertheless, the internal UW records documenting unit leadership review and approval will all follow the same record retention standards. These records could include the following:

Substantive Records: Until hiring process has been completed, plus 3 years

Action Items: Substantive Records

  • Official memos by search committee, voting faculty, the Chair, the Dean, the President, or HR councils
    • Concurrences
    • Objections
    • Recommendations
    • Approvals
    • Authorizations

 

 

 

  • WHO: Search Committee
  • WHEN: After submission of search committee recommendation to hiring authority
  • DO WHAT: Delete/Shred any local copies of recommendation record
  • WHO: Hiring Authorities
  • WHEN: After receipt of recommendation by search committee
  • DO WHAT: Retain until the hiring process is completed, plus 3 years.
  • THEN WHAT: Delete/shred records

Transitory Records: As soon as hiring process is completed

Action Items: Transitory Records

  • Drafts
    • Drafts of offer letter
    • Drafts of appointment parameters
  • Notes created by hiring authorities negotiating details with candidate
  • Copies of applicant materials, if downloaded from Interfolio
  • WHO: Any hiring authority
  • WHEN: After hiring process is completed
  • DO WHAT: Delete transitory records

After Search Completed

Once the offer of employment has been accepted by the candidate, the subsequent records created (acceptance letter, appointment package, background checks, signed offer letter, etc.) will become the basis of the Personnel Record for the Academic Personnel retained by the UW. At this point the search process is completed. If no candidate was selected and the position closed, the closure date will be used to start the retention period for search committee records as well as the applicant materials.

REMINDER: The conclusion of the search is the time, if you have not done so already, to transfer any/all substantive records to the Admin or Chair of the Search Committee based on the guidelines above. Additionally, this is the time to review any transitory records created throughout the process and to purge the transitory records.

Contact Records Management Services for any questions at recmgt@uw.edu