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Record Keeping Requirements

Records of staff exempt and faculty searches are maintained in two locations: the Office of Equity and Diversity and the departmental office.

Records Maintained by OED

The Request to Search form, the Narrative Summary materials, and the Request to Make an Offer form constitute the official UT record of recruitment efforts. These will be maintained on file by OED.

Records Maintained by the Department

Departments are required to retain all records that substantiate information provided on the official UT records. These will include copies of the Request to Search, the Narrative Summary materials, and the Request to Make an Offer form, and any other information substantiating the search. In addition to substantiating documentation, departments must keep all candidate files, all returned EEO Self-Identification forms (as applicable), and all records of scoring or selection.

Records must be kept for ten calendar years after the effective date of appointment of an individual to the position. These records may be sent to Records Management to be held for the required period, or may be maintained in departmental files.


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