Recruitment Records Retention

Background

Division Human Resources, in collaboration with primary recruiters and search committees, must document searches to ensure compliance with UW-Madison and U.S. Department of Labor records retention requirements. Information documenting the recruitment, assessment, and selection process must be retained for all hires. 

Process

Recruitment files can be stored electronically or as hard copies, as long as documents can be retrieved when requested.  

• Our applicant tracking system (ATS) captures and stores many of the required items, which are indicated with an * in the list below. 
• Records not stored in the ATS (un-asterisked items) can be uploaded if the school/college/division chooses to use the ATS to house the recruitment file. 

Among the records that must be retained:

• Names of all members of the search committee and who served as chair*
• Copies of the job requisition and job posting from the UW-Madison employment website*
• Documentation of blue collar multi-shift process* (if applicable)
• Recruitment Efforts Plan*, copies of advertisements, press releases, and other publicity materials and outreach activities
• Assessment and screening criteria
• List of applicants* 
• Applicant materials such as: cover letters, work history, resumes/curriculum vitae, transcripts, recommendation letters, reference list, reference check materials, and copies of correspondence with individual applicants* 
• Sample correspondence or templates of emails/letters sent to applicants (primarily needed if not communicating through the ATS)
• List of interviewees* and interview questions
• Evaluations of candidates as applicable:
  • copies of completed assessment or screening tools    
  • movement of candidates at each step* (status changes) 
  • evaluations of candidates who are interviewed (individual interview notes are not to be shared nor kept in the recruitment file, but the file should contain a summary of the interviews)
  • reasons why candidates were not referred for selection* 
  • reason for selecting the finalist (example: hiring reason form)
• Documentation of pre-employment checks
  • Professional and Misconduct Reference Checks*
  • Criminal Background Check*
• Copy of employment agreement*
• Documentation of declined offers*

While search committees are not required to retain minutes of their meetings, these may prove valuable in reconstructing the search process in case information on the recruitment is requested. The minutes should include the committee meeting dates and when contacts were made with applicants.

Questions?

Contact Talent Acquisition.