Many items required for documentation will be maintained electronically via MyTrack:

• position description
• recruiting announcement placed on UO Careers site
• list of recruitment advertising sources (please update requisition in MyTrack if changes were made following initial submission)
• names of search committee members (please update requisition in MyTrack if changes were made following initial submission)
• candidates’ materials, including applications, resumes, supplemental questions, names of references
• Candidate Evaluation Form or equivalent ratings forms (uploaded by unit/department prior to scheduling interviews)
• Offer Proposal Form (uploaded by unit/department prior to making a verbal contingent offer)
• Summary of search process

Units/departments are responsible for maintaining all additional documentation related to a job search. These records must be maintained for three years.  This documentation helps protect the University and your department in cases of complaints or charges of discrimination and provides the framework for your next recruitment.

• copy of ads (including where and when they were placed)
• ratings forms prepared by individual search committee members
• interview notes (make sure the names of note takers, date/time of interview, are included)
• employment verification and reference check notes
• documentation of work samples