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Faculty Recruitment

Record Keeping Requirements

The three most important words in any search or recruitment effort are:

1. Documentation
2. Documentation
3. Documentation

Record keeping and documentation are not the glamorous or glitzy side of conducting a proper search or recruitment, yet it is one of the most important aspects.

GMU is a federal contractor and therefore subject to the federal rules and regulations outlined in Chapter 60 of Volume 41 of the Code of Federal Regulations. The University, as a federal contractor, is required to maintain its hiring and personnel records for a period of at least three (3) years. Federal auditors from the Office of Federal Contract Compliance Programs (OFCCP) of the U.S. Department of Labor periodically audit the university and these hiring records.

It is recommended that departments keep all search material listed below available in the department for one year from the end of the search. After one year, the material may be placed in a container and sent to Special Collections and Archives in Fenwick Library, 993-2220.

DO NOT SHRED OR DESTROY ANY SEARCH MATERIAL LESS THAN THREE (3) YEARS OLD WITHOUT CALLING ARCHIVES OR THE OEDS.

The following material is considered part of the search documentation and must be kept:

• Letters of application


• Resumes or vitae


• Any letters of reference


• A copy of the interview questions


• Official rating scales


• Official search committee interview notes


• Documentation of the various stages of the search process (e.g., EEO Forms)