Retention of Evaluative Materials

Reason for Policy: 

This policy outlines the University’s position regarding the retention of evaluative materials concerning candidates for possible employment.

Entities Affected by this Policy: 

All employees and candidates for employment

Enactment & Revision History: 

Technical revisions enacted by the University Secretary on September 2, 2015.

Became a University of Oregon Policy by operation of law on July 1, 2014.

Former Oregon Administrative Rule Chapter 580 Division 22, Section 0110.

Policy: 

Retention of Evaluative Materials Concerning Candidates for Possible Employment

(1) If an individual is not employed, it is expected that the evaluative materials brought together by the institution as it evaluates an individual's qualifications in connection with possible employment will be retained as long as may be necessary to respond to affirmative action investigations and investigations of any claimed violation of the civil rights of any person in connection with employment. Thereafter, they will be disposed of in a manner designed to assure confidentiality, in accordance with rules of the State Archivist.

(2) When federal rules or orders require certain personal records to be compiled before the employment of a faculty member and retained thereafter, such records pertaining to persons not employed that have been obtained with the promise of confidentiality will be closed to all persons except as required by federal rules or orders.

Chapter/Volume: 
Responsible Office: 

For questions about this policy, please contact Human Resources at 541-346-3159.

Original Source: 
Oregon Administrative Rule