Applications received on a continuous announcement are processed, evaluated and established within 10 workdays. Applications received on a 2 week announcement will be evaluated and established within 2 months from the closing date. The certification process will follow thereafter as the need arises.
V. ESTABLISHMENT OF ELIGIBLES:
After appropriate examination, the names of all applicants for a particular job announcement are listed on an eligibility list. The names of all qualified candidates are placed on the eligibility list in rank order of rating scores, from highest to lowest. The names of all non-qualified applicants are also listed for documentation and statistical purposes with no rating score. The eligibility list is considered “established” upon official signature. The Eligibility List and its contents must be kept confidential to maintain the integrity of the merit system. It can only be reviewed by or released to authorized personnel after approval from DOPM.
VI. NOTICE OF RATINGS:
After an eligibility list is officially established, each applicant is promptly notified of their examination results via a Notice of Rating. Once again, confidentiality must be maintained for all examination materials and results.
An applicant may appeal an examination rating within 10 work days following the date his examination rating was postmarked. Certification of eligible is authorized only after the administrative review period has elapsed.
VII. CERTIFICATION OF ELIGIBLES
Employees shall be selected from among the highest available eligible on appropriate eligibility lists. Certification of Eligible is typed in proper format. The interview date should then be scheduled and the candidates notified accordingly.
Rule of Five/Ten:
For Rule of Five with one vacancy position, the first top five eligible candidates on the appropriate eligibility list(s) are certified according to numerical rating. However, should there be an available candidate with re-employment rights under an open competitive certification, such candidate will be considered first on the list.
For more than 1 vacancy, the next highest eligible candidate shall be certified. For two vacancies, the certification list appears as follows:
1st ranked eligible
2nd ranked eligible
3rd ranked eligible
4th ranked eligible
5th ranked eligible
6th ranked eligible
In the event that eligible #6 and #7 have identical scores (tie score), eligible #7 and all others with identical scores shall be certified accordingly.
However, should the appointing authority decide to fill only one of the two vacancies, he shall restrict his selection from the first five eligible only.
Consult DOPM for certifications from the different types of eligibility lists
The Certification List is highly confidential and its contents can only be released to the interview panel or the department head at the start of the selection interview.
VIII. NON-COMPETITIVE TEMPORARY APPOINTMENTS
There are two types of non-competitive recruitments: Limited Term Appointments and Temporary or 120-Day Appointments. Limited Term Appointments are temporary employment appointments up to one year in duration. Temporary Appointments cannot exceed 120 working days. Both types of appointments are to temporarily fill classified positions. To fill a position under a temporary appointment, the following steps shall be followed:
•. The applicant being considered for the appointment must complete and sign an official job application.
•. The job application must be reviewed to determine if the applicant meets the minimum qualification requirements of the position to be filled.
•. If the applicant is qualified, the next step is to prepare a Name-GG-1. The GG-1 must be appropriately authenticated.
•. After the GG-1 is cleared, the appropriate Personnel Action is processed.
NOTE: The above steps apply to both LTA’s and TA’s. However, please note that an LTA appointment cannot be transacted if a sufficient Eligibility List exists and is current for the position to be filled.
IX. RECORD KEEPING AND MAINTENANCE
To facilitate the recruitment process and to ensure that proper recruitment procedures are followed, it is important to follow a well established filing and record keeping system. When filing job announcements, job applications, eligibility lists, notice of ratings, and certification lists, it would be helpful to file all of them in one folder or a group of folders by position title. All position folders shall then be filed in alphabetical order.
If possible, the Recruitment Management Information System (RMIS) or automated recruitment processing system should be utilized to facilitate the evaluation of job applications, the printing of notices of ratings, eligibility lists and certification lists. The greatest benefit from automating the recruitment process is the ability to generate management reports that will assist in providing useful information on the status of all recruitment efforts.
The management reports along with a well maintained filing system will ensure that proper recruitment procedures are followed and will assist DOPM and the Civil Service Commission in monitoring compliance
RECRUITMENT WORKFLOW
1. Input application into computer
2. Evaluate application
3. Generate application
4. Submit list for approval
5. Send out Notice of Ratings
6. Wait for 10 appeal period
7. Generate the Certification list
8. Review and specify who will be on the list
9. Print the Certification List and Interview Notices
BASIC KEY COMMANDS
F1+R = REPRIEVE
F1+S = STORE or SAVE
F1+D = DETAIL or VIEW or GENERATE
F1+P = PRINT
F1+A = ACCEPT
F1+E = EXIT
DETAIL PROCESS
1. Input application into computer
• The “Application Entry Screen” is in the Recruitment Menu and the Applications Sub-Menu.
• Type the SS# into the SS field then TABS
• If the computer finds that the applicant has applied for a previous position the computer will bring up the information.
• Write down the new Application ID# on the application.
• At that point all that needs to be done is to go through the information and update it with current application.
• If the computer does not bring up any information, the information must be logged in anew.
• Write down the new Application ID# on the application before you start.
• STORE the information.
NOTE: If you do not STORE the information, all information will be lost.
2. Evaluate application
• The “Application Evaluation Screen” is in the Recruitment menu then the Evaluations Sub-Menu.
• The evaluation process starts on the second screen of the computer.
• Go through the fields verifying the corresponding information on the application, starting with the “Disabled” field TABBING through the rest and inputting.
• When you get to the third screen you should be on the employment history section. On the far left side of the computer there should be a single character box where you will be labeling each job by letter (A, B, C etc.).
• After entering the letter of the job, TAB to the from and to date field. Enter in the corresponding dates from the first job, then tab.
• Before proceeding to the GEN (General), SPEC (Specialized), and SUP (Supervisory) field, you must determine where you want to divide the work experience to meet the qualification requirements. To find where the requirements are allocated, go back to the first page to the Qualification Requirements Box. At this point you must decide how to divide the work experience among the three categories (refer to recruitment SOP) and input them into the corresponding fields.
• Follow the same process for the remainder of the job history.
After the job history is logged in, TAB to the “Education Credits” field. If the qualification requirements specify college credits, the credit must be entered here. The credits will automatically convert to months when you TAB through.
• After entering the credits, TAB through to the “third line” of that section labeled “Position Requirements.” DETAIL in each of the fields. A secondary screen should appear listing the qualification requirements for the GEN (General), SPEC (Specialized), and SUP (Supervisory) fields. As mentioned above, you need to know where the qualification requirements were inputted. When you locate the qualification requirements you must select the requirements that relate to the applicant by placing the cursor in the box where the requirement is inputted, then ACCEPT the information. This will bring you back to the main application screen.
• TAB through the screen until you get to the “Eligibility Status (T & E only)” section. Note that while TABBING through the screen you will bypassing the “Final Earned Rating” field, by doing so you will be calculated the “final score” for the applicant.
• Based on the score, you must determine what the “Eligibility Status” will be. To do this, you must DETAIL in the “Eligibility Status” field. You must remember that though the persons’ score qualifies, that does not necessarily mean the applicant qualifies. You must still consider the other qualification and documentation requirements.
• After determining the eligibility status TAB down to the “Applicant Type (Prom/Dem/Open)” field. DETAIL to select the proper type.
• Lastly, use the “Notice of Rating Remarks” to notify the applicant why they are not qualified, why they are rejected, or for general notes.
• STORE the information.
3. Generate application
• The Screen to generate the Eligibility List is in the Recruitment Menu, then the Eligibility List Sub-Menu, then Request Eligibility List Sub-Menu.
• Type in the announcement number and REPRIEVE.
• When the information is retrieved, type in the Eligibility ID#.
• TAB through to the “Status” field and DETAIL to select “2” (generate the list).
• Type in the date established, and the start and end date.
• Double check the information then STORE.
• EXIT
• To generate the list, you must go the Recruitment Menu, then Eligibility List Sub-Menu, then Generate Eligibility List Sub-Menu.
• The cursor should be in the “Detail to Generate List” field.
• DETAIL to generate the list.
• To review the list you must go to the Recruitment Menu, then Eligibility List Sub-Menu, then Review List Sub-Menu.
• Type in the Eligibility ID# and RETRIEVE.
4. Submit list for approval
• To print the list for approval you must first “review the list.” The review list is in the Recruitment Menu, then Eligibility List Sub-Menu, then Review List Sub-Menu.
• Type in the Eligibility ID# and RETRIEVE.
• PRINT then submits for signature.
5. Send out Notices of Ratings
• To send out the Notice of Ratings go back and “Review the List.”
• At the side of the list of names DETAIL in the box beside the names to print out the ratings.
• Sign the notices, fold them in half with the address portion on the outside and staple the two pages together to be mailed.
6. Wait for 10 appeal period
• You must wait for 10 working days for applicants to appeal their rating.
7. Generate the Certification List
• The certification menu is in the Recruitment menu, the Certification List Sub-Menu, and Merge Eligible List Sub-Menu.
• Type in the Certification ID# and TAB.
• Type in the date, the amount of vacancies and “2” in the “Status” field and also type in the “Type of Certification” by DETAILING in the field and selecting the proper code.
• TAB down to the “Position Tile” and type in the position number from the class code or DETAIL in the field and TAB over to the “Short Title” field and enter in the position tile and REPRIEVE.
•. TAB down to the “DIV/SEC” field and DETAIL.
• Type in the agency name and REPRIEVE.
• Select the Division that corresponds to the Division indicated on the GG-1.
• TAB down to the Eligibility ID section and indicate the eligibility list you want to merge.
• STORE
• The generate screen is the Recruitment Menu, then Certification List Sub-Menu, then the Generate Certification List Sub-Menu.
• DETAIL in the field specified to generate the list.
8. Review and specify who will be on the list
• The “Review Certification List” is in the Recruitment menu, the Certification List Sub-Menu, and Review Qualified Applicants Sub-Menu.
• Enter in the Certification ID# and RETRIEVE.
• Fill in the blanks.
• To select the applicants who will appearing for the interview, you must place a “Y” in the box on the left side of the corresponding applicants.
• STORE
9. Print the Certification List and Interview Notices
• To print the Certification list and interview notices you must go to the “Review Certification List” screen which is located in the Recruitment menu, then Certification List Sub-Menu, then Schedule Appointments Sub-Menu.
• Enter the Certification ID# and REPRIEVE.
• TAB down to the “Detail Here to printout List” field and DETAIL to print out Certification.
• TAB down until the cursor reaches the boxes next to the names of the applicants. DETAIL in the boxes to print out the individual “notice for interview.”
• Submit the Certification List for approval with the notice for
ASSEMBLED EXAMINATIONS
Announcement of Position:
1. Determine what position to be announced depending on department funding and need for the position.
2. Determine length of announcement period.
3. Create and print out announcement.
4. Post announcement and make sufficient copies for public distribution.
5. Make available sufficient amount of study guides for the position.
6. Answer customer inquiries regarding announcement, testing components, and study guides.
Evaluation of Applications:
1. Adhere to confidentiality and security measures by always keeping applications and candidate documents in a secure area.
2. Log in applications when received throughout the announcement period.
3. All applications to be considered for the position must be received no later than the last day of the announcement period.
4. Count applications and arrange in alphabetical order. Preliminary review of applications to verify that all applications are for position being announced.
5. Note the 60 day time frame from receipt of application until establishment of eligibility list. The time of announcement of application is the start of the 60 days.
6. All testing and establishment of eligibility list must be made prior to the 60 day time frame.
7. Review class standard of the position for qualification requirements.
8. Determine what type of tests is to be administered for this position, depending on the category.
9. Evaluate applications on the computer utilizing the Recruitment Management Information System (RMIS).
10. Upon completion of evaluation of applications, make all examination schedules and coordinate testing sites for the examinations.
11. Only candidates meeting position qualifications are eligible to take the exam.
12. Assign qualified applicants to exam schedule, no greater than 30 candidates assigned per test session.
13. Enter test schedule information into the RMIS.
14. Print out and sign notices to report for examination.
15. Mail out notices to report for examination at least 2 weeks prior to the examination test date, to allow candidates to prepare for the exam and to ask exam questions.
16. Prepare and print out sign in sheet for all examination sessions.
17. Prepare all forms, materials, and equipment needed for each test session.
18. Answer any questions from candidates regarding test session.
19. Coordinate rescheduling of exam dates per candidate request based on a case-by-case basis.
Test Administration:
1. Prepare all examination sites for test administration, to include set-up of equipment and supplies.
2. Inspect examination sites for proper test environment conditions.
3. Travel to testing site.
4. On day of test, ensure all test booklets, test forms, pencils, pens, and scratch paper is sufficient for candidates.
5. For each test session, verify candidates per checking identification card and having candidates sign the sign-in sheet.
6. Start and stop test promptly adhering to standardize set test time.
7. Read instructions verbatim to all candidates, advise of confidentiality, and test security.
8. Verify all test booklets and examination materials when turned in after each test session by candidates.
9. Secure all test booklets and candidate answer sheets.
10. Advise candidates of protocol of receiving test scores.
11. Clean up and secure test sites.
12. Travel back to office.
13. Grade the written tests using the Scranton.
14. Grade the typing test using the typing program.
15. Grade the oral test using the LOTUS system.
16. Record and enter all test scores (written, typing, physical, and oral) into the RMIS.
17. Verify all required documents received by candidates and attach to the individual candidate application.
18. Enter receipt of all required documents into the RMIS for candidates.
19. Establish eligibility lists and sign for authenticity.
20. Adhere to confidentiality of eligibility lists, do not give out information to any unauthorized person and do not give out information of candidate rank on the eligibility list.
21. Keep eligibility list and applications in a secure area.
22. Print out and sign test notice of ratings for each candidate.
23. Candidates must pass all parts of the examination for the position in order to be eligible for the position.
24. Final rating test scores are valid for a period of one year.
25. Physical ability test scores are valid for a period of six months.
26. Answer candidate questions regarding final rating for the position tested.
27. Address test score appeals.
28. Schedule meetings with candidates who want to appeal their rating.
