Search and Screen Committee Records
Records Disposition Requirements

UWSP Archives

Search and Screen Committee records are the official records of the committee's appointing authority:

1. Search and Screen Committees for UWSP Chancellor are appointed by and report to the UW System Board of Regents.
2. Search and Screen Committees for major administrative positions, i.e. Vice Chancellor, Deans and Division heads, are appointed by and report to the Chancellor.
3. 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:

1. 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.
2. 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.