Closing the Requisition
Information management and records retention is important throughout the recruitment process. The recruitment files maintained in the Career Portal provide a snapshot of the recruitment process and may be used as a resource for immigration purposes, to defend a selection decision and/or for future recruiting.
Records pertaining to the search and selection process are considered confidential. In order to maintain their confidentiality, these records should be stored, destroyed or transferred according to an approved records retention schedule:
- Interview documentation and official interview notes on candidate selection must be saved for one year as per Records Retention Policy.
- All recruitment files involving foreign nationals must be retained for a minimum of six years.
- Records for tenure-track academic foreign worker positions must be retained permanently.
Under the Access to Information Act (AITA), an applicant may request access to recruitment documentation. In such cases, the applicant may be granted access to their personal information.
Steps
Recruitment records include:
- Job posting and external advertisements (if applicable).
- List of all applicants and their resumes.
- Short-listing criteria and a copy of the interview schedule.
- Interview plan and job related exercise (if applicable).
- Interview notes compiled by the designated note taker (other notes are not required and should be shredded or deleted).
- Evaluation factors including selection criteria; rationale for selection decision, the results of the evaluation.
- Signed Consent for Collection and Verification of Information form (reference authorization) and list of references.
- Final reference reports completed by phone template or through digital reference tools.
Positions NOT posted on the Career Portal
In cases where a posting is not required and/or the Shared Services Talent Acquisition Immigration and Records team is not involved in recruitment, faculties, units and departments should continue to store and maintain recruitment records as outlined in the and follow the steps below.
Historical Recruitment Folders (Positions posted on the old Career Portal before October 6, 2025)
For all the competitions posted in the previous Career Portal, Shared Services Talent Acquisition, Immigration, and Records (TAIR) created a shared Google Drive recruitment folder to store all documentation gathered throughout the recruitment process. These folders remain accessible for review. TAIR manages the lifecycle of the requisition and deletes/archives files according to the .
Hiring a Foreign National?
If applications are open to foreign nationals, there are additional steps you must take. Learn more
Need Support?
Shared Services Talent Acquisition, Immigration and Records can provide recruitment support related to the following:
- Job postings
- Full cycle recruitment services (Standard/Enhanced)
- Sourcing and external advertising recommendations
- Immigration
- Recall and duty to accommodate
- Reference checks
- Moving and relocation
- Records management
- Offer letters
Your can provide support for interviews at the leadership level and any other questions throughout the steps for recruitment.