Free HIRING FOLDER CHECKLIST - Arizona

ADOA HUMAN RESOURCES DIVISION HIRING FOLDER CHECKLIST Requisition number: _________________________________________________ Position number: ____________________________________________________ Items that must be included in the Hiring Folder: Note: Hiring Supervisor or PC shall maintain items checked under hiring supervisor. Hiring Gateway (HG) / Human Resources (HR) maintain other items. HG/ PC/Hiring HR Supervisor X Personnel Requisition X Advertisement, vacancy announcement, etc. excluding Hiring Gateway (newspaper, trade publication, commercial job boards) X Completed Candidate List (Hiring Supervisor/PC are not required to keep HG automated Candidate Lists). X Resumes of individuals interviewed X Resumes sent by applicants directly to division, notes, emails, etc. X Request extension of Candidate list by email. Division must be actively working Candidate list to receive an extension. X Interview questions and ADOA Selection Manager approval (if required) X Interview notes X Any testing tool used during the selection process (ADOA Selection Manager must approve use of these tools) X Candidate matrix with selection results X Completed Application for selected candidate (PC attaches to AD100, filed in Personnel File) X Special Entrance Rate request if generated (Filed in Personnel File) X Request for additional names/supplemental Candidate List. (PC requests via email) X Request to cancel the Candidate List. (PC requests via email) X Reference Checks and Recommendation Letters Items that may be included in PC/Hiring Supervisor folder: · Job offer letter extended and accepted · Non-selection letters · Job Code Specification · Position Description Questionnaire · Other information deemed appropriate by agency. Contact Staffing and Recruitment for guidance. Items NOT to be placed in Hiring Folder · EEO information with applicant demographics · Work force demographics · Disciplinary notices or documents · Terminations Records · Medical Records ­ The Americans with Disabilities Act requires employer to keep all medical records separate, including physical examinations and drug and alcohol testing. · Immigration (I-9) Forms ­ The agency Human Resources Office will maintain I-9s on employees starting state employment prior to Jan 1, 2008 in a separate file by year to ease workload in case of audit or if it was available at time of employment in the State Automated I-9 System. All I-9s for employees starting after Dec. 31, 2008 will be maintained in the State Automated I-9 System. Minimum 2.5 year retention of Hiring Folder after closing date of Candidate list Destroy file after:

HR-506S (Rev. 4/2008)