CONDUCTING A SEARCH Records Management October 28, 2015

CONDUCTING A SEARCH Records Management October 28, 2015

IF IT IS A RECORD Then the retention from an approved retention schedule must be applied

WHAT IS A RECORD? Definition of a Record “ .information regardless of physical form or characteristics, and including such copies thereof, that have been made or received by any agency of the state of Washington in connection with the transaction of

KEEP IN MIND Regardless of format, the retention rules apply Email PDFs Word Documents Text Messages Videos

TWO MAIN RECORD CATEGORIES Personnel and Payroll Records Section 8 of the UW General Schedule Applicants Search Committee Applications for Faculty/Academic Employment -- Not Hired Appointment Packets (Faculty) Search Committee for Deans and Directors Search Committee for Faculty and Chairpersons

SEARCH PROCESS Planning the Search Applicants Interviewe d Hir ed Search Committee Applications for Faculty/Academic Employment -- Not Hired Applications for Faculty/Academic Employment -- Not Hired Appointment Packets (Faculty)

SEARCH COMMITTEE RECORDS Procedures and decisions List of committee members Hiring a search firm Correspondence Planning for the search, Development of criteria for the selection of a candidate Job/position description

APPLYING RECORDS MANAGEMENT Search Committ ee Search Committ ee Record Search Firm or Post? Search Committ ee Record Position Descripti on Search Committ ee Record

RECEIVE APPLICATIONS Applicant s are Weeded Applications for Faculty/Academic Employment—Not Hired Applicant s Chosen for 1st Interview Applications for Faculty/Academic Employment—Not Hired Phone Interview s Applications for Faculty/Academic Employment—Not Hired

INTERVIEWS AND DELIBERATIONS In-Person Interview Applications for Faculty/Academic Employment —Not Hired Reference s Applications for Faculty/Academic Employment—Not Hired Deliberati ons Applications for Faculty/Academic Employment—Not Hired

FINALISTS Faculty Presentati on Applications for Faculty/Academic Employment—Not Hired Meet with Groups Applications for Faculty/Academic Employment—Not Hired Comment s Search Committee Record

OFFER Offer Letter Appointment Packet Negotiati on Appointment Packet Acceptan ce Appointment Packet

WHAT ABOUT FINANCIAL RECORDS? Interview Expense Moving Expense ARIBA Like Other Financial Transactions Scanning policy in place; scan and shred

WHAT ABOUT THE HANDWRITTEN NOTES?

WHAT ABOUT THE HANDWRITTEN NOTES? Make a note? It is considered a record. Choice 1 Everyone keeps their notes and applies the 3 year retention individually. Choice 2 At the end of the search: collect all notes on applicants and manage (apply retention) centrally. Choice 3 Collect all notes and summarize all notes into one document. The individual notes are considered drafts of the summary document. Individual notes can be shredded once summary document is finalized.

HIRED VS. NOT HIRED Not Hired Applications for Faculty/Academic Employment -- Not Hired Retention: 3 years after completion of hiring process EXCEPT Search is for Assistant Professor, Research Assistant Professor level or higher AND Hired candidate is sponsored by the UW for a green card THEN 6 years after date of filing the Application for Permanent Employment Certification

HIRED VS. NOT HIRED Hired Appointment Packet (Faculty) UWT Finance and Administration Retention: 3 years after termination of employment

SEARCH COMMITTEE Search Committees for Deans and Directors Retention: 10 years after end of search Disposition Method: Transfer to Archives for review Search Committees for Faculty and Chairpersons Retention: 6 years after end of search Disposition Method: Shred or Delete

QUESTIONS? Resources: Records Management Website: http://f2.washington.edu/fm/recmgt/ Section 8 Personnel and Payroll Records http:// f2.washington.edu/fm/recmgt/retentionsc hedules/gs/general/uwgs8 Barbara Benson 543-7950 [email protected] Cara Ball 543-6512 [email protected] Albert Ybarra 543-0573 [email protected]