Retention Policy for Inactive Candidate Profiles –and– UTORecruit System Outage Notice

PDAD&C#49, 2011-12

 From:     Edith Hillan, Vice Provost, Faculty & Academic Life
 Date: March 26, 2012
 Re: Retention Policy for Inactive Candidate Profiles - and - UTORecruit System Outage Notice

We will shortly be upgrading the UTORecruit System. Our office will be issuing a number of PDAD&C memos over the coming weeks to inform you of various stages of this process. It is very important that you read these and ensure they reach the appropriate people in your unit.

Retention Policy for Inactive Candidate Profiles

To prepare for the upgrade to the latest version of the Taleo software, we plan to delete inactive candidate profiles from the system. The candidate profile is created by applicants on the UTORecruit system. It contains only information created by the candidate (name, address, cover letter, employment equity questionnaire data, resume etc.).

The following candidate retention plan has now been adopted for UTORecruit:
• Candidate profiles will be deleted if there is no activity on the profile for two years.
• There will be an initial purge of profiles which have been inactive since 2008 at the end of March 2012.
• Going forward, profiles will be deleted by the UTORecruit system administrator on an annual set schedule. The first set of inactive profiles will be deleted in July 2012 and include profiles which have had no activity since June 30, 2010.
• If there is a reason not to delete a profile (e.g. a dispute) we can retain that information upon request.
• Once a candidate profile has been deleted, it will not be available in UTORecruit job requisitions.

The following candidate profiles will be excluded:
• Those with utoronto email accounts.
• Internal candidates
• Candidates with offer/hire events

Please note that the University file retention plan ( states that search committee files (including membership of search committee, application letters, CVs, letters of reference from internal and external sources, correspondence, memoranda, accompanying documentation, etc.) be kept until 6 months after an appointment is made and then destroyed. If you have search committee files kept out of the system, they should follow this retention schedule.


UTORecruit System Outage Notice


Between Friday April 27 at 6pm and Thursday May 3 UTORecruit will be unavailable.

This includes all job sites, staffing & manager webtop, job postings etc. No advertisements can be created at during this time, the online applications process will be down and no candidate materials will be available. All postings and applications in the system at the time of the outage will be accessible when UTORecruit is back online starting May 4.

A message informing candidates of this outage is now posted on the Current Opportunities website at:

We will shortly be contacting academic recruiters with closing dates during the outage period to modify closing dates to avoid undue inconvenience. We will also contact those with open positions during the outage period to suggest wording within the posting to notify applicants that the system will be unavailable.

If you are planning to post an academic position around this time, please consider the outage period when arranging posting and closing dates. Don't hesitate to contact our office for assistance.

If you believe the search committee will require UTORecruit during the outage period please inform them of the outage dates so meetings can be rescheduled as required.

If you have any questions about the upgrade or the system outage period contact Stephannie Roy, Projects Officer, Faculty & Academic Life at or 416-978-6662.