Documenting a Search

1. The material forwarded to Human Resources at the conclusion of a search includes the following:

   Report of recruitment procedures used:

   • a copy of all advertisements used to announce the position
   • a listing of places to which mailings announcing the position were sent
   • a listing of the places/persons contacted soliciting nominations or names of potential applicants
   • a record of efforts made to solicit applications from people of underrepresented groups
   • a listing of costs of all advertisements and (approximate) costs of mailings

   Any Application Materials, including:

   • Anything received from applicants by mail or any materials that were printed off during the process.

   Additional materials:

   • finalist approval form and attachments
   • offeree approval form and attachments
   • all telephone reference documentation
   • questions asked in the interview process
   • all screening and on-site evaluation forms
   • minutes of search committee meetings and department meetings where the search was discussed

2. It is important that all search materials are assembled and submitted to Human Resources in a timely manner for several reasons. In rare instances when unsuccessful applicants file a complaint, these materials are invaluable in accurately recounting the search. More often, these materials are needed when working with the U.S. Immigration and Naturalization Service on visa issues of the successful candidate. Additionally, an annual report must be submitted to the Inter Faculty Organization, preferably by July 1 of each year.

3. All search documentation, including applicant files, is kept for a period of four years.

Back