SECTION 4.60 USING APPLICANT LISTS
TYPES OF APPLICANT LISTS
A. Applicant Lists issued are of two types:
1. Promotional
2. ALL
APPLICANT
B. Promotional Lists are of Two Types:
1. Intra-agency: Applicants are within a department.
2. Interagency: Applicants are from other departments and
willing to move between departments.
C. Requirements for Applicants to be on Promotional Lists:
1. Permanent
status as an employee of:
· The general government
portion of the Executive Branch.
· The Board of Regents.
· Community Based
Corrections.
2. Persons
enrolled in internship programs who meet a qualifying period of service of 90
days and complete
program requirements.
3. Persons
enrolled in the work experience program who meet a qualifying period of service
of 90 days and
complete program requirements.
4. All
applicants must meet minimum qualifications and, if required, any selective
requirements for
the vacancies for which they apply.
D. Order of Names
1. Names of
promotional applicants are printed on the list in social security number order.
2. Selection
of applicants for interviewing should be done applying procedures outlined in
the section of
Chapter 4 titled "The Hiring Process."
3. Any
applicant on the list is eligible for hire.
E. General Information for "Promotional Applicant
Lists"
1. Records
in the payroll system are reviewed biweekly to identify employees having
permanent status.
2. It is the
final responsibility of the hiring department to ensure that the applicant is
promotional.
3. If an
employee is not eligible, the appointment will be rescinded.
F. ALL APPLICANT LISTS
1. ALL
APPLICANTS LISTS contain the names of any applicant applying for the vacancy
(promotional and
nonpromotional).
2. Applicants
eligible to apply for the nonpromotional list at any time include:
· Persons laid off and
eligible for recall.
· Judicial branch
employees.
· Legislative branch
employees.
· Probationary or
permanent state employees.
· Seasonal, temporary,
trainee, or intern employees, not on the promotional list,
when
they have served an employment period of 60 days.
· Employees of the Board
of Regents and Community Based Corrections.
3. All other
applicants can apply to be on nonpromotional lists only when that class is open
for recruitment
and the applicant meets a special conditions listed.
G. Order of Names
1. Names on
ALL APPLICANT LISTS are printed in social security number order.
2. Selection
of applicants for interview from ALL APPLICANT LISTS should be done
applying
procedures outlined in the section of Chapter 4 titled "The Hiring
Process."
GENERAL INFORMATION FOR ALL APPLICANT LISTS TYPES
A. General instructions for certificate use:
1. Each list
is issued with an expiration date. The
hiring decision must be completed before
this date. Extensions may be granted by calling your
Employment Specialist.
2. The
starting date of the new hire must be no later than 60 days AFTER the
expiration
date.
3. PROTECTED
CLASS DESIGNATION: If the job class to be filled has been identified as
under utilized for
minorities, females, or persons with disabilities for that affirmative action
reporting unit,
the following codes will appear on the lists of applicants under the column
labeled UU:
M = minority (male or female)
F = female (minority or
nonminority)
D = person with a disability
4. The
person's name and address are listed under the name column.
5. The
person's day telephone number and evening telephone number are listed under the
phone column.
6. The
Status Code (STS) column is where you are to enter the action codes for the
actions
you have taken
with that particular applicant.
7. If the
job you are filling requires a Commercial Driver's License (CDL) you must send
the
applicant the
required supplemental application form (CFN 552-0562).
B. After interviews have been completed, the following codes
must be used to indicate the actions
taken on each applicant on the
certificate.
1. Codes:
201
Declined employment, working conditions
202
Declined employment, salary too low
203
Declined employment, working elsewhere
204
Declined employment, not available/not interested
205
Declined employment, location
206
Hired by requesting department (use for Continuous List Only)
207
Failed to appear for interview
208
Failed to respond to mail or offer for interview
209
Failed to report to work
210
Interviewed but not hired
211
Mail returned unclaimed
214
Intern Program Hire
215
Hire pending graduation or license
216
Intra-agency promotional hire
217
Inter-agency promotional hire
218
WEP program hire
219
Provisional hire
220
Applicant not interviewed, not contacted
221
Applicant Failed ILEA Requirements
222
Declined/failed to respond - pending graduation
223
Declined/failed to respond - pending license
225
HIRE FROM ALL APPLICANT VACANCY LIST
230
Declined position, wants to remain on the list
235
Declined, wants removed from list
250
Certificate voided, not used
260
Evaluated, did not meet screening requirements
270
Evaluated, met screening requirement, not interviewed
280
Interviewed, not hired
2. It is the
agency's responsibility to notify all applicants on the referral list if they
are not
interviewed/selected
for the position. DAS-HRE no longer
sends out a notice to the
applicants when you return your list.
3. If a
correction in the applicant's records or availability is needed, notify your
Employment
Specialist. It is important to keep applicant records
current.
4. Repost:
· To report a vacancy,
the personnel assistant must contact their Employment
Specialist. Reposting may be done for any number of
days. The original names,
plus
any additional applicants will be sent to the agency on the reissued list.
· The reissued applicant
list will have a new issue date and a new expiration date.