Administration & Information, Dept. of Human Resources Division

Chapter 5: Registers of Eligible Applicants

Effective Date: 12/07/2001 to 09/01/2009

Rule Type: Superceded Rules & Regulations

Reference Number: 006.0010.5.12072001

CHAPTER 5

REGISTERS OF ELIGIBLE APPLICANTS

Section 1. Establishment of Registers.

The Human Resources Division shall establish and maintain registers of applicants who have passed required examinations and have otherwise been determined to be eligible for appointment to specific classes. Applicants shall be added to registers, and registers shall be established and abolished by the Human Resources Division as necessary to serve the needs of the State. Under special circumstances, the Human Resources Division may place an applicant on the register for a class, other than the class applied for, if the applicant meets the minimum qualifications and has passed applicable examinations.

Section 2. Placement on Registers of Current Employees Voluntarily Seeking Appointments.

Employees seeking consideration for promotional appointments, transfers, and reappointments to positions in other classes, shall submit applications, meet minimum qualifications and pass any required examinations prior to placement on any registers.

Section 3. Placement on Registers of Reduction in Force Employees Seeking Appointments.

Employees seeking consideration for appointments to positions in other classes, shall submit applications, meet minimum qualifications and pass any required examinations prior to placement on any registers.

Section 4. Position Registers.

Whenever it has been determined by the Human Resources Division that the unique needs of a vacant position warrant special examination and screening procedures, the Human Resources Division may establish a position register for that specific vacancy. This register may be established as a result of a specific recruitment effort and/or by re-examination of applicants on the register.

Section 5. Removal of Applicants from Registers.

(a) Applicants may be removed from registers for any reason listed in Chapter 3, Section 2 pertaining to the ineligibility of applicants, or any of the following reasons:

(b) The applicant has failed to provide notice of any change of name, address, telephone number or of any information which would affect qualifications for the class;

(c) The applicant has failed to respond within seven (7) working days after a reasonable time for transmission of the message, when an attempt has been made to contact the individual in writing at the last known address;

(d) The applicant has been on the register for over twelve (12) months;

(e) Upon receipt of a statement from the applicant that the individual no longer desires consideration for an appointment;

(f) The applicant has failed to respond within a reasonable time to an inquiry to determine if the individual desires continued consideration for an appointment;

(g) The candidate has refused an offer of appointment to a given class where the location and other conditions were previously indicated as acceptable;

(h) The applicant has been appointed from a register, or appointed from a different register to a position class in the same or higher pay band unless the individual has specifically requested to remain on other registers;

(i) Upon failure, without valid reason, of an appointed candidate to report for duty on the date agreed to by the candidate and the appointing authority.

Section 6. Availability of Applicants.

Whenever an applicant has provided information on an application form or otherwise submits a statement restricting the geographical areas, types of appointments, or other conditions relative to availability for or willingness to accept an appointment, that applicant shall not be considered to be available for certification or consideration for vacancies which do not meet the conditions of indicated availability. It shall be the responsibility of the applicant to notify the Human Resources Division of any change of address or other changes affecting availability for employment.

Section 7. Abolishment of Registers and Re-examination.

(a) The Human Resources Division shall have the right to abolish a register or require re-application and/or re-examination of applicants on a register when:

(i) The minimum qualifications for the class have changed;

(ii) Positions having that classification no longer exist in the State service;

(iii) Examinations, scoring procedures or passing points have been changed since those applicants were placed on the register;

(iv) The applicant desires consideration for a vacancy for which a position register is being established; or

(v) For other reasons involving the adequacy of the register in meeting current needs.