Search and Screen Committee
Records Disposition Requirements
Search and Screen Committee records are the official
records of the committee's appointing authority:
- Search and Screen Committees for UWSP Chancellor are
appointed by and report to the UW System Board of Regents.
- Search and Screen Committees for major administrative
positions, i.e. Vice Chancellor, Deans and Division heads, are appointed by
and report to the Chancellor.
- Search and Screen Committees for positions within
Divisions or Departments report to the head of the Division or Department.
Search and Screen Committee Chairs are responsible for temporarily
maintaining records and ensuring that records created during the search process
are turned over to the appointing authority after the search is closed.
The appointing authority is responsible for ensuring the final disposition
of Search and Screen Committee Records which are governed by UW System Records
Retention/Disposition Authorizations (RDAs).
Search and Screen Committee records generally consist of two record series:
- Candidate Files (RDA # 28500703) may include
vitae, resumes, letters of application and/or nomination, letters of
recommendation or support, and related correspondence. All materials for the
successful candidate should be transferred to his/her official personnel
file. All other applicant materials should be retained for six years after
the search is closed, then destroyed. No records are to be destroyed if
there is pending litigation.
- Committee records (RDA # 28500705) may include
meeting minutes, procedures used, correspondence, and final reports. In
addition, they may include publicity items, such as job descriptions,
newspaper announcements, press releases, and other sources used to publicize
the vacancy. Committee records should be retained for six years after the
search is closed, then transferred to the Archives.
Contact the Archives at x8929 with any questions.