Fair Hiring Guide

Recruitment Recordkeeping

Documenting the selection and hiring process isn’t just best practice—it’s required by law. Hiring Managers (HM) and search committees play a key role in ensuring recruitment records are complete, and your TAC is here to help you navigate the process.

Beyond compliance, keeping accurate records helps address any potential claims of unfair hiring practices or discrimination. Talent Acquisition maintains these records and provides them to campus compliance offices when needed.

Once the formal job offer process is underway, the HM and/or search committee chair should complete the forms in Recruitment Document Suite (RDS) and gather all documentation generated while conducting the recruitment.

• The Recruitment Document Suite (RDS) includes a number of templates and sheets you may use to record your recruitment process.
• If the HM or search committee chair creates other documents, they should be saved to the “Unit Documents” folder in the RDS. NOTE: we are not able to accept a shortcut to these files saved elsewhere, so please ensure these documents are saved to the Unit Documents folder in the RDS.
• Any hard copy documents (i.e. a committee member's handwritten interview notes) must be scanned and saved as electronic documents.
• Documentation that should be included in your Recruitment Document Suite:
  1. All required recruiting documents provided by Talent Acquisition
  2. Interview questionnaires with all committee member notes
  3. Reference checks with notes
  4. Any other information gathered on applicants/candidates during the process such as writing samples, responses to supplemental questions, pre-interview reference checks, etc.
  5. Process overview and deliberations - documentation of the recruitment process followed, including notable decisions made - click HERE for more detailed instructions
  6. Copies of communications to and from applicants and candidates

The HM or search committee chair is responsible for ensuring that the group’s assessment of all applicants and candidates is recorded on the Applicant and Candidate Disposition Log (document 8).

All required forms and unit-generated documents will be retained by Talent Acquisition for four years. For questions related to these requirements, please email Talent Acquisition at hiring@ucsc.edu.