Human Resources HR70 - Competition Case Files

Accessed:	2026-07-17
Purpose of series:	Records series documenting the recruitment and hiring of non-faculty personnel; appointments of (as per the DFA agreement article 12) initial faculty; and the appointments of Post Doctoral Fellows and Research Assistants.
Scope and contents:	Includes (but not limited to) application packages, resumes, curriculum vitae (CV), correspondence, interview schedules and results, interview notes, recruitment request, approval documentation, references, and other supporting documentation.
Cross reference:
Exceptions:	Excludes hiring of students, unsolicited applications, tenure and promotions. Hiring of Students, see: Human Resources - Competition Case Files - Students (HR72); Unsolicited applications, see; Human Resources - Unsolicited Resumes (HR74); Tenure and Promotions, see: Human Resources - Tenure and Promotion Recommendations (HR80)

Primary offices:	Human Resources; Facilities Management
Primary office retention trigger:	Calendar Year
Primary office disposition:	Secure Destruction
Primary office retention period:	2 years
Primary office retention instructions:	Records closed at the end of the calendar year (CY) the competition completed, record to be retained for 2 years, then destroyed. Note: The completion of the competition is determined by the official start date of the successful candidate (as stated in the official offer/employment letter).

Secondary offices:	Units
Secondary office retention trigger:	Calendar Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	2 years
Secondary office retention instructions:	Records closed at the end of the calendar year (CY) the competition completed, record to be retained for 2 years, then destroyed. Note: The completion of the competition is determined by the official start date of the successful candidate (as stated in the official offer/employment letter).

Retention rationale:

Expected operational use.

Vital records	Electronic systems	Personal information	Official media
No	NAS, Banner, PeopleAdmin	Yes	Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 09:40:04		Confidential

Notes: