Search Records

Records that document the selection process for academic, classified and student positions within Emory. Records may include applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; approvals of recruitment proposals; candidate lists; position announcements; position advertisements; position descriptions; Certificate of Eligibles; copies of Affirmative Action Compliance Data Forms; Requests to Fill Academic Position Forms; interview materials such as schedules, rating sheets, tallies, screening and interview notes, review committee notes and memoranda; telephone conversation notes; and related correspondence such as cover letters and reference letters. NOTE: Application materials of successful candidates become part of the employee's personnel file.

Category

Human Resources

Maintainer

Human Resources

Retention Period

Retain for Search Activity Report and the finalist paperwork for three years after search has been completed then dispose of.

Citation

29 C.F.R. 1602.48

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008