OA Position: Close the Search

Records Requirement

Once a search has been successfully completed or otherwise ended, it is important to close the search by gathering search-related materials into a search file. All documentation related to the search including, but not limited to, the materials identified below, must be gathered into a search file, marked as a search file, and retained by the department or other organizational unit for a period of three years. Failure to maintain search materials as legally required could lead to an assumption of unlawful discrimination in a legal challenge.

Many items required for documentation will be maintained electronically via MyTrack:

  • position description
  • recruiting announcement placed on UO Careers site
  • list of recruitment sources
  • names of search committee members
  • candidates’ materials, including applications, resumes, supplemental questions, names of references

Other materials must be saved to the requisition in MyTrack prior to the final offer review:

  • Evaluation or ratings forms
  • Contingent offer letter (if used)

Units/departments are responsible for maintaining all additional documentation related to a job search:

  • copy of ads (including where and when they were placed)
  • ratings forms prepared by individual search committee members
  • interview notes (make sure the names of note takers, date/time of interview, are included)
  • employment verification and reference check notes
  • documentation of work samples

 Refer to the UO Records Retention Schedule for more information on retention requirements.

Important Note Regarding Failed Searches:

If the search fails, the same record keeping requirements apply, and candidates must be appropriately dispositioned in order for accurate data to be captured for Affirmative Action reporting purposes.