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Human Resources Department

University of Colorado at Colorado Springs

P.O. Box 7150

Colorado Springs, CO 80933-7150

(719) 262-3372

(719) 262-3426 FAX

RECORD KEEPING AND MAINTENANCE

IMPORTANCE OF RECORD KEEPING

Keeping records, minutes of search committee meetings helps maintain consistent procedures. In discrimination suits arising from search processes, courts tend to look for bias tainting a search. Since the bias often isn’t blatant, a court may ask, "Did you follow your own rules, or set them and ignore them?" "Did you establish an application deadline, for example, then accept an application after that date?" "Or change the job description after screening began?"

RECORD MAINTENANCE

All records of the search must be maintained for a minimum of three years. This includes:

• minutes of meetings

• copies of recruitment ads, letters and announcements

• conferences and meetings attended where recruitment efforts were made

• detailed information on gender and ethnicity of candidates

• all resumes of persons applying whether or not they meet minimum qualifications

• results of all reference checks