Once the job posting is finalized and approved, the search committee will begin the Outreach and Assessment Stages to search for qualified and diverse applicants. These are the stages when the job posting is published and where the search committee will generate a strong applicant pool, evaluate initial applications, interview preliminary candidates, identify and meet finalists, and prepare a recommendation for hire.

Interfolio

Some of the records created during the Outreach and Assessment Stages will be created and retained in Interfolio. For instructions on building the posting in Interfolio, setting evaluation criteria and using Interfolio, visit the Office of Academic Personnel’s website. Interfolio will serve as the system of record for materials added by the UW and records received from applicants.

Records Retained in Interfolio:

Posting data:

Materials received from applicants:

Evaluative Data:
  • The job posting content including application requirements and criteria by which the unit will evaluate applicants
  • Required forms like 'Where did you hear about us?’ form, an EEO survey form, and a sexual misconduct declaration form
  • Internal notes regarding the position details, hiring plan, funding source
  • CVs
  • Application materials
  • Form Responses
  • Letters of reference
  • Rankings
  • Disposition Codes

Actions:

Users should refrain from downloading applicant materials outside Interfolio’s Faculty Search module. Any records downloaded from Interfolio should be considered transitory and must be purged/shredded as soon as the reference purpose has been served. The records and data in Interfolio will be retained in the system for the appropriate retention period.

Records Created Locally

There will also be many records created outside Interfolio as part of the Outreach and Assessment Stages that must be properly managed.

Substantive Records:  Hiring process completed plus 3 years

Action Items: Substantive Records

These substantive records created during these stages must be retained until the hiring process is completed, plus 3 years. The substantive records created during the Outreach and Assessment stages may include, but are not limited to:

  • Outreach Records
    • Active recruitment and network announcements of the position, may include emails
    • One Copy of each announcement made on listservs, social media, journals, conferences. (A listing of where the announcements are placed should be listed in Interfolio)
  • Assessment Records
    • Applicant shortlists and ranking lists
    • Preliminary Interviews: scheduling, correspondence, notes, rubrics, lists of questions, additional submitted materials
    • Final interview organizing records: scheduling, correspondence, room assignments, outline of consistent visit activities
    • Final interview records: job talk/seminar/presentation/demonstration materials of candidate, video recording of the event, written feedback/notes/surveys from attendees, meeting minutes, notes
    • Meeting minutes of search committee members
    • Completed Rankings, if done outside of Interfolio
    • Unsuccessful applicant letters
    • Final recommendation to hiring authorities
  • WHO: Committee Admin (Search Chair if no Admin)
  • WHEN: Once the final recommendation is made
  • DO WHAT: Request and gather all finalized outreach and assessment records
  • WHERE: Store it in a secure & centralized shared drive or SharePoint space
  • HOW: See link for filing schemes and how to handle paper records
  • THEN WHAT: Retain until hiring process has completed, plus 3 years then delete
  • WHO: All Other Search Committee Members
  • WHEN: Once the final recommendation is made
  • DO WHAT: Submit the finalized records to the Admin/Search Chair
  • THEN WHAT: Delete your, now duplicate, version

Transitory Records: As soon as hiring process is completed

Action Items: Transitory Records

To avoid duplication and erroneously retaining unnecessary materials, search committee members should purge the following records as soon as the hiring process has been completed:

  • Outreach Records
    • Duplicates of Substantive Records retained by the Admin or Search Chair
  • Assessment Records
    • Duplicates of Substantive Records retained by the Admin or Search Chair
    • Personal Notes made during preliminary interviews
    • Personal notes made during final interviews
    • Copies of applicant materials, if downloaded from Interfolio
  • WHO: All Search Committee Members
  • WHEN: Once the search process has been completed
  • DO WHAT: Double check Admin/Search Chair have one copy of the substantive records
  • THEN WHAT: Delete transitory records