Fair Hiring Guide

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Topic: Records Disposition

1. Records

After the selected candidate the formal job offer process has concluded, the Hiring Manager (HM) and/or search committee chair should gather all documentation generated while conducting the recruitment and submit them to Talent Acquisition via newRMSwork@ucsc.edu for inclusion in the formal recruitment file. Documentation, which is kept in the file for three years, includes:


  • Copy of the appropriate RMS Recruitment Worksheet
  • Copy of completed Applicant Selection Log (ASL)
  • Interview questions with committee member notations
  • Reference checks with notations
  • Copy of  RMS Worksheet: Job Offer - Open/Campus-Only Recruitments
  • Any other information gathered on applicants/candidates during the process such as work samples, responses to supplemental questions, pre-interview reference checks, etc.
  • Brief written summary of the recruitment process followed
  • Copies of letters sent to applicants

Frequently Asked Questions (FAQ)

  1. How should the process be documented?
    • The HM or chair is responsible for ensuring that the group’s assessment of applicants not interviewed is recorded on the Applicant Selection Log (ASL).
    • In addition, the search committee chair should briefly document the process (who did what when) including decision points (e.g., “we decided to interview only people who had both the computer skills and experience with implementation of a new system”.)
    • All notes generated during the recruitment process, including committee meeting minutes, interview notes taken by all search committee members and reference check notes, will be retained for three years by Talent Acquisition.

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