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 (please update the job requisition in MyTrack if changes were made to the advertising plan following initial submission)
  • names of search committee members (please update the job requisition in MyTrack if changes were made to the search committee members following initial submission)
  • 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:

  • Summary of search process
  • 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 Management website 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.

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