Close Recruitment Folder

Ensure you have completed all prior steps for recruitment before proceeding.

Information management and records retention is important throughout the recruitment process. The Recruitment Folder  provides 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 Freedom of Information and Protection of Privacy (FOIP) Act, an applicant may request access to the recruitment folder. In such cases, the applicant may be granted access to their personal information.


1. Store, destroy or transfer records appropriately

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.

Competitions posted on the Career Portal

For all the competitions posted on the Career Portal, Shared Services Talent Acquisition, Immigration and Records manages the lifecycle of the recruitment folder and deletes/archives files according to the HRS Records Retention Schedule .  

Competitions NOT posted on the Career Portal

In cases where a posting is not required and/or Shared Services Talent Acquisition, Immigration and Records is not involved in the recruitment, faculties, units and departments should continue to store and maintain recruitment records as outlined in the HRS Records Retention Schedule

Hiring a Foreign National?

If applications are open to foreign nationals, there are additional steps you must take. Learn more

Need Support?

Shared Services can provide recruitment support related to the following:

  • Job postings
  • Recruitment folder set-up
  • Initial screening
  • Immigration
  • Recall and duty to accommodate
  • Reference checks
  • Moving and relocation
  • Records management
  • Offer letters

If your faculty, department, or unit is a Recruitment Pilot participant, learn more  about how to access services for your hiring needs.

Your HR Partner  can provide support for interviews at the leadership level and any other questions throughout the steps for recruitment.