All recruitment and selection procedures must be carefully and completely documented to ensure fairness, transparency, and compliance.
3.3.1 Selection Rationale
- The hiring supervisor/search chair must clearly document the rationale for selecting candidates; rationale should be as explicit as possible and should be reviewed prior to candidates being contacted for interviews.
- Selection decisions must be based solely on the posted qualifications relevant to the duties of the position.
All evaluation criteria must be applied equitably to every candidate.
3.3.2 Recommendation for Hire
- A Recommendation for Hire feedback form must be completed in the Oracle Recruiting Cloud (generated by Human Resources) and approved by the appropriate parties before extending a job offer.
- The form must include:
- Explicit rationale for selected candidate
- Estimated start date
Anticipated salary to be offered
3.3.3 Document Retention
- All application materials submitted through the Oracle Recruiting Cloud (e.g., resumes, cover letters) are automatically retained—departments do not need to store these separately.
- Any additional materials collected outside the online system (e.g., reference letters, teaching evaluations, writing samples) must be retained by the department for a minimum of three years , in accordance with recordkeeping policies.
- Completed reference checks for the hired candidate should be sent to the Office of Human Resources to be kept in the personnel file.
Updated May 2025