Warning
Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.
These records document the selection process for academic positions and may include, but are not limited to: applications; curriculum vitae or resumes; academic transcripts; writing samples; publications; position announcements and descriptions; candidate lists; and related correspondence such as cover letters and reference letters. Faculty status is defined by each school, and this policy applies regardless of appointment type.
Faculty search records do not include: Affirmative Action records, which are covered in Affirmative Action and Equal Opportunity Records.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | School (See Notes) | Successful candidates: Permanent. File search records with the faculty member’s personnel records Unsuccessful candidates: Completion of search +7 years |
Successful candidates: Manage in the Dean’s Office/Faculty Affairs Office or discuss with the Tufts Archival Research Center Unsuccessful candidates: Confidential destruction |
| Unofficial Copy | Search Committee Members | Determined by School |
Determined by School |
Notes
Schools may articulate different responsibilities for the management and retention of search records among their offices and departments, typically making a distinction between academic departments and the Dean’s Office. If schools make these distinctions, they must document these responsibilities in a written policy. Schools must share this policy with the Office of the Provost and the Tufts Archival Research Center.