AGENCY: Department of Health. Human Resource Management and Employee Development

SERIES: 1238
TITLE: Recruitment closed case files
DATES: 1981-2009.
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a record of the steps taken to fill state job vacancies. It includes 1) Job announcement: gives announcement number, issue date, closing date, low organization number, distribution code, position control number, job title, grade, salary range, division/office/district, bureau/section/unit, work location, job summary, qualifications required for the job, and the measurement criteria. 2) List of qualified applicants: gives date, job title and grade, list of qualified, well qualified, and best qualified candidates and their names. 3) Job applications: gives applicant's name, address, telephone number, social security number, date and time application received in office, occupational preferences, educational level, employment history, employer, occupational licenses, references, physical disabilities, civil/criminal court involvement, military service, sex, age, race, ethnic group. 4) Job analysis: gives signature, title and grade of person completing the form, date form completed, the major tasks or functions to be performed in the job, the knowledge, skills, and abilities of each and the relative importance of each. 5) Subject matter expert documentation: gives the title and grade of the job being evaluated, date of evaluation, name, division, branch, title, and grade of the evaluator and a description of his/her duties. 6) Extension of register memorandum. 7) Record of first contact: gives list of candidates and whether they were interviewed, are no longer interested in the position, could not be reached, or broke their appointment. 8) Results of interview and conclusions: gives name of candidate, if candidate was interviewed, the result of the interview, and the reason for hiring or not hiring the candidate. 9) List of interview questions. 10) Fair Employment Check Off List, Community Based Organizations: gives the name of the organization, date letter sent to them, date they were contacted by telephone, and the results of the contact. 11) Copies of interview appointment letters and letters to rejected applicants. 12) Justification for the hiring decisions.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1996

FORMAT MANAGEMENT

Paper: For records beginning in 1981 through 2007. Retain in Office until position is filled and then destroy.

Paper: For records beginning in 2008 and continuing to the present. Retain in Office until record is scanned and then destroy.

Computer data files: For records beginning in 2008 and continuing to the present. Retain in Office for 4 years after position is filled and then delete.

APPRAISAL

Administrative