To ensure compliance with UW-Madison and U.S. Department of Labor records retention requirements, information documenting recruitment and selection procedures must be retained for all hires. Materials for the successful candidate should be transferred to the personnel file, which will be retained permanently (in the department/division for 6 years past termination, then transferred to University Archives). Records documenting the search must be retained for a period of six years from the date the position was filled and then destroyed.
PVL (Position Vacancy Listing)
RAR (Request for Authorization to Recruit), if applicable
New Academic Staff Position Form, if applicable
REP (Recruitment Efforts Plan), if applicable
APO email notification
Press/publicity materials
List of professional organizations/colleagues where nominations were solicited
Listing where position was posted/listed
List of Search and Screen Committee members/chair, if applicable, and/or individual/s making hiring decision
List of applicants/nominees
Sample of letters sent to applicants
Affirmative Action Data Questionnaires (AADQ)
Applicant files, e.g., letters of application, resumes/vitae, transcripts, letters of recommendation, and specific correspondence with individual applicants and nominees (if different from sample letters identified above)
List of interviewees
Sample questions from interviews
Evaluation of each candidate (including criteria used)
Affirmative Action Review Form (AARF), if required
Appointment/offer letter, including rejected letters of offer