Recruitment record-keeping

All processing of records should be carried out in accordance with the Data Protection Act and the University's Policy on Data Protection.

All records relating to recruitment and selection exercises should be retained as per the advice set out in the Retention periods for University personnel records table. Information to be retained should include:

  • applications;
  • references;
  • shortlisting notes (including the reasons for selection or rejection in each case);
  • interview notes for all members of the selection panel (including the reasons for selection or rejection in each case);
  • selection test paperwork; and
  • any other documentation provided by candidates (copies of qualifications, etc).

Additional record-keeping responsibilities apply where employees are Tier 2 or Tier 5 migrants.

See also the guidance outlined in 'Selecting candidates'.