Instructions for the Search Committee Chair
Gather all files and notes from each committee member.
The search committee file should include, but not be limited to, the following documents: a list of search committee members, signed confidentiality agreements, the job announcement/posting, correspondence, interview notes from all search committee members, lists of interview questions, rating sheets and/or lists of criteria, reference checks, and any other supporting documentation.
IMPORTANT: PeopleAdmn is the official source for all search information and materials. It is *NOT* necessary to print material from PeopleAdmn. However, if members prefer to print this information *AND* it contains handwritten notes, it must be included in the search file.
Secure sensitive committee records in a sealed manila envelope(s) or storage box(es). More than one envelope or box may be used, if needed. For multiple envelopes, seal each one and keep them together with rubber bands. To obtain storage boxes and/or labels, call x3137.
Complete a Search Committee Form. Indicate the office transferring the material, the department records manager contact information, and other information as requested. Make sure that the search committee chair has signed the Search Committee Form. The head of the department conducting the search can sign in lieu of the search chair, if needed.
Attach the Search Committee Form to the front of the envelope (top envelope, if using multiple).
For boxes: If using storage boxes, please use the labels provided by the Records Center to indicate the contents of the box(es). Labels on boxes should face the same way as the files within. Seal the boxes with tape and send the Search Committee Form separately to Anna Smith via email (email@example.com) or inter-campus mail.
Send the completed Search Committee Form to the University Records Center for review and notify Anna Smith (firstname.lastname@example.org) that the form is coming.
Sealed envelopes can be sent through inter-campus mail to Anna Smith at the University Records Center in D.D. Dougherty. Alternatively, records can be dropped off at the front desk of the Special Collections Research Center on the 4th floor of Belk Library and Information Commons.
The University Records Center will review the required paperwork and store the records for three (3) years in accordance with Item 10.42 of the UNC System-Wide General Schedule. If there is no pending legal action, we will destroy the files after three (3) years (regardless of format).
What if my search committee's files include electronically created content?
Born-digital records have the same lifecycle as their paper counterparts. To ensure the integrity of confidential search committee born-digital files, please save your electronic files onto a flash drive. Be sure to include the flash drive inside your search committee envelope with any paper records. If there are no paper records, it is still imperative that the flash drive be sealed inside an envelope, following the directions above. If you need assistance, please contact us at x3137. A Search Committee Form is still required, regardless of the format of the documents themselves.
For help with procedures and forms, ask either your department records manager or call x3137.