Record-keeping Guidelines

While HR will maintain records, your department is also responsible for keeping all information regarding the recruitment on file for three years, including:

  • Advertisements
  • Application materials
  • Interview notes
  • Reasons for eliminating a candidate from the pool
  • Reasons for choosing a final candidate

Begin by reviewing the applications for the job posting using the Duke@Work Candidate Selection tool.

Then, assess potential candidates by collecting, reviewing and sorting resumes into three groups:

  • First tier – Meets all requirements and preferences for the position
  • Second tier – Meets all requirements and some or no preferences for the position
  • Third tier – Does not meet the requirements for the position. The recruiter will remove the third tier applications from consideration and document the decisions supporting removal.

The prescreening eliminated unqualified applicants. Now, you will begin to narrow the pool to three to five finalists whom you will invite for interviews.  You can conduct phone interviews and preliminary reference checks to help narrow the list of candidates to three to five finalists. Be sure to request permission from your finalists to conduct telephone interviews with their references, supervisor(s), staff, and colleagues.

Contact the most qualified candidates to verify their continued interest and collect additional information.

Reviewing Resumes

When reviewing resumes, evaluate the following points:

  • a well organized, concise cover letter
  • organized presentation of facts
  • experience as it relates to the open position
  • skill competencies
  • career progression and development
  • large gaps in work chronology
  • results orientation and accomplishments

Be sure to acknowledge all written inquiries in a timely fashion.

*For further clarification or edification, contact your Recruiter in Human Resources.