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Kansas State University

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The Office of Affirmative Action administers the policies and procedures related to equal employment opportunity, affirmative action, and the Americans with Disabilities Act.

APPENDIX 24
Documentation of Recruitment
for Affirmative Action Purposes

 

Because the University is required to document its good-faith efforts to recruit women and minorities, and because of the possibility of complaints or litigation, departments need to compile a file for each position they attempt to fill. Files should be retained for five years after the Position is filled. If a charge or action is filed in regard to the filling of a position, all of the records concerning the filling of that position must be retained until final resolution of the charge or action.

  1. For unclassified positions, files should include the following information:
    1. Completed copies of the Unclassified Faculty and Staff Vacancy Form (Appendix 8), the Position Description Form (Appendix 9), and the Recruitment Plan (Appendix 10 )

    2. Copies of recruitment letters and notices. (Indicate where notices were sent.)

    3. Copies of or information on notices placed in professional publications or job registries.

    4. All information submitted by or in support of each applicant.

    5. All correspondence with applicants.

    6. Written memoranda on telephone and other verbal communications.

    7. Any other materials used in or resulting from the recruitment effort.

    8. A completed copy of the Unclassified Appointment Record (Appendix 11) and the Affirmative Action Recruitment Report (Appendix 12) for each position filled.

    Should the need arise for information on recruitment for a particular position beyond that supplied in the Unclassified Appointment Record and the Affirmative Action Recruitment Report, the Affirmative Action Office may request that a file be submitted for review.

  2. For classified positions, files should include the following information:


    1. The PER-10 (applicant interview summary).

    2. All applications for the position (including any resumes).

    3. Letters of reference (if any) for all applicants and telephone logs of reference checks or other pertinent information.

    4. The position description.

    5. The PER-5, Civil Service Register, and other correspondence containing names of applicants, including all form letters.

    6. A copy of any advertisements.