Recruitment & Selection Documentation - Storage, Disposal and Access

The storage and retention of applicant information, including references, is controlled by the General Data Protection Regulation (GDPR) and associated legislation. It is essential that all staff involved in any element of the recruitment and selection process adhere to the University's guidelines at all times.

Storage

Mandatory documents to be uploaded into e-Recruitment for Home Office purposes.  Once uploaded dispose of originals securely.*

Documents should be retained securely for 6 months following the appointment start date, then disposed of securely.

Sponsored individuals

Interview notes

Assessment tests

All references

Individuals not sponsored

Interview notes

Assessment tests

All references

*Please note: before disposing of any recruitment and selection documentation, please ensure that they have been uploaded successfully (i.e. they are clear and readable).

Required action:

Where the successful candidate is a non European Economic Area (EEA) national and requires sponsorship under Tier 2 (General), all interview notes made for all candidates must be uploaded into e-Recruitment after a decision has been made by the selection panel.  All the interview notes for the post should be attached in e-Recruitment against the successful candidate.  Guidance on how to upload interview notes in e-Recruitment can be found on page 18 of the Hiring Training Guide.

This action is required because where an individual is sponsored under Tier 2 (General), the Home Office requires the University to retain the interview notes made for all the candidates as part of that recruitment.

Personal information about applicants should not be retained for longer than is necessary to provide feedback on their application and evidence for an Employment Tribunal claim, if necessary. The data privacy statement that applicants accept before they are able to submit an application can be found here.

Any paperwork stored within the recruiting department should only be retained for a maximum of 6 months after the date of appointment for non sponsored individuals.  It is advised to retain it for this period in case of a claim of unfair discrimination. Any paper copies retained within a recruiting department should be considered as highly confidential and stored within a secure environment which has restricted access, e.g. a locked filing cabinet.

Applications

All information provided at this stage is for the purpose of the recruitment and selection process only, and should not be used or shared with others for any other purpose.

Circulation of Applicant Information beyond the Selection Panel

For certain posts, applications may be circulated beyond the selection panel, e.g. where specialist knowledge is required from outside the recruiting department or where the post-holder will work collaboratively with a cognate department.  If there is a justifiable case for this, make this clear within the About the Job so that applicants are aware that this will be the case.

Interview Notes

Interview notes should be collected and passed to the Recruitment & Selection Co-ordinator (RSC) for secure storage once a decision has been made by the selection panel.  Where the successful candidate is a non European Economic Area (EEA) national and requires sponsorship under Tier 2 (General), it is essential that all interview notes made for all the candidates are uploaded into e-Recruitment after a decision has been made by the selection panel.  Once this has been done successfully, the originals may be disposed off securely.  The member with responsibility for feedback should retain her/his papers until agreed feedback to candidates has been provided, then return her/his notes to the RSC for uploading etc.

Selection Assessments/Tests

Any element of the assessment tests which are recorded should be treated similarly to interview notes, e.g. notes by the selection panel on presentations, written tests results produced by the applicants, any grading sheets or summary of outcomes used to inform the panel's decision-making process.  All should be retained securely for 6 months following the appointment start date to justify objective decision-making if a claim of unfair discrimination was made. 

References

References should be viewed by those members of staff involved in the interview/selection process only.

Disposal

Before disposing of any recruitment documentation please ensure you have read the Storage and Retention Guidance above.  Any Paperwork retained within recruiting departments should be disposed of securely, eg. via confidential waste or shredded.  Once documentation has been successfully uploaded into e-Recruitment, you may dispose of the originals securely immediately.  Recruiting departments do not need to delete any applicant information held in e-Recruitment, this will be managed centrally in line with legal requirements.

Access

Access to Applicants' Information

All information provided by applicants at any stage within the recruitment and selection process should be considered strictly confidential at all times.  Access should be restricted to those directly involved within the selection process only e.g. selection panel and colleagues providing administrative support to the process. Please ensure that any documentation stored in Google Drive has the appropriate sharing settings applied, and is not accessible to anyone who is not directly involved in the selection process.

Once the selection process is complete, all copies of applications held outside eRecruitment should be disposed of.

Access by Applicants - Subject Access Request

Applicants are entitled to a copy of all the information the University holds about them, although they may not be able to receive information which identifies or relates to anybody else. This includes any shortlisting and interview notes and emails relating to the individual within the selection process. A request to view such information is known as a `Subject Access Request´. If you receive such a request in association with the selection process, contact your Faculty HR team before responding.

Action Checklist:

Recruitment & Selection Documentation: Storage, Disposal and Access – Essential Action Checklist:

  • Treat all documents as highly confidential at all times.
  • Restrict access to the colleagues involved in the selection process only.
  • Interview notes should be collected and passed to the Recruitment & Selection Co-ordinator (RSC) for secure storage once a decision has been made by the selection panel.
  • Where the successful applicant requires sponsorship under Tier 2 (General), scan/upload all interview notes into e-Recruitment against the successful candidate ensuring copies are clear and readable.
  • Store any hard copy documents retained in the department securely for 6 months following the appointment start date, then dispose of securely.
  • If you receive a Subject Access Request from an applicant, contact your Faculty HR team to agree how best to action it.