Recruitment Documents
Throughout the search process, it is necessary to retain and store search-related documents in our institutionally secure system, PeopleAdmin.
The Search Chair is responsible for collecting and overseeing search-related records and for regularly conveying applicant statuses and non-selection reasons to the Search Liaison. The Search Committee is responsible for turning over any individual materials to the Search Chair. The Search Liaison is responsible for uploading search records to PeopleAdmin.
Examples of search records include but are not limited to:
- Copies of unit-initiated advertisements
- Individual and group-level evaluation materials, such as spreadsheets, screening grids, surveys, or summaries
- Interview questions and a summary of applicant responses
- InterviewStream aggregate reports
- Completed reference check forms
- Correspondence addressing applicant qualifications or ranking (if applicable)
- Any applicant tests, exercises, or recommendation letters collected outside of the job system (if applicable)
- Requests for reasonable accommodation from applicants (if applicable)
- Export of Interview Stream Review Candidates summary (if applicable)
At the end of the search, the Search Liaison should upload all search-related documents to the official agency job system, PeopleAdmin. Hiring Officials/Search Liaisons should combine all documentation into a single PDF and upload as part of the Hiring Proposal. After the upload, the department should destroy local copies of uploaded material as convenience copies.
