Returning recruitment documentation

After the interviews have taken place all copies of application forms and supporting documents, and notes from all the panel members should be returned to Human Resources, as soon as possible by the school or department concerned, as they contain personal and confidential information, which should not be held in duplicate outside of Human Resources.

The successful employee’s original application form, CV, and associated paperwork will be retained in their staff file and their details entered on the Human Resources IT System. However, the appointing manager may also keep a copy of the application form and documents of the appointed candidate for the purposes of managing that employee. Such records must be kept securely and in accordance with the Data Protection Act 1998.

The Human Resources Team will keep a set of all the other application forms and recruitment information (including panel notes) for a period of one year in case a candidate makes an application to an Employment Tribunal claiming discrimination.