Step 10: Close the Search File
Form(s) Required: Letter to OED from department
Once the search has been concluded and the position has been filled, all parties will be notified of this status. The hiring unit should submit a written notice to OED to close the search file. Human Resources should forward a copy of the letter of acceptance signed by the newly hired employee to OED. OED will close the search file with the appropriate notice from the hiring unit and Human Resources.
Records of all searches must be retained for a period of ten (10) calendar years after the effective date of appointment of an individual into the job position. The hiring unit is required to retain all records that substantiate information provide on the official UT records. These will include copies of the RTS Form, Narrative Summary Form, RTO Form, all candidate files, and all supporting materials (ex. Scoring sheets, evaluation forms, and notes regarding reference checks) used to substantiate decisions made. OED will maintain a copy of all information received on searches monitored by OED.