Civil Service Lists

Initiating the Recruitment Process

The hiring department completes the PDAR/SUSB 37 to be reviewed/approved by VP Coordinator. It is the forwarded to Classified and Compensation for review/approval. Once approved, Classification and Compensation will forward PDAR/SUSB 37 to Classified Appointments for review/approval. It is then forwarded to the Recruitment Section, who will assign a reference number for posting in the Campus Job Opportunities.

The position is posted for 10 working days. During this time, Classified Appointments will immediately check for any mandatory rehire rosters using a Civil Service computer program, NYSTEP. At the same time, Classified appointments will order a Civil Service list for this title, if in case the mandatory rehire roster is cleared. The following are steps taken when initiating the recruitment and interviewing process for a competitive title.

These steps are followed when initiating recruitment for an open competitive title. The time frames given are an approximate goal to start and complete the entire process. Often there are obstacles that preclude us from completing within these time frames. There can be times where there is a delay in telephone communication with prospective candidate, events such as car trouble or lack of child care which may delay the interview process. In any event, we must give these individuals every opportunity to be considered.

The following procedures are followed if a mandatory rehire roster exists:

If a mandatory rehire roster exists for this title, Classified Appointments prints out a roster and sends out canvass letters with a deadline date of 10 working days or a telephone canvass is initiated. Due to delays in mail delivery, Classified Appointments will allow 1 extra day for late canvass letter responses. If there are interested candidates, interviews will then be coordinated with the hiring department and Classified Appointments. The normal time frame for scheduling interviews is 3 - 5 days to allow for telephone contact.

Mandatory rehire rosters supersede all other lists, transfers from other state agencies and reclassification. If the prospective candidate is interested, he/she must be offered the position or postpone filling vacancy if candidate does not meet the needs of the hiring unit.

The following procedures are followed if no mandatory rehire rosters exist:

If a mandatory rehire roster does not exist for this title, a Civil Service list is then requested immediately via telephone.

Upon it’s arrival (4 - 5 days), it is canvassed for 10 working days. Again, Classified Appointments will allow an extra day due to mail delivery delays.

Steps for preparation of canvass letters:

List is numerically coded in rank order from highest score to lowest score. Labels for canvass letters are also numerically coded with corresponding numbers from list.

Classified Appointment's prepares canvass letters with all pertinent information which will include:

• Date canvass letter sent out.
• Date canvass letter to be returned.
• Human Resource Services address with office and fax number.
• Title of position.
• Salary grade.
• Location (county/agency).
• Status of position (permanent/temporary).
• FTE of position (full-time/part-time).
• Remarks: if prospective candidate has any questions or requires further information, to please call Classified Appointments.
• Hours/shift.

Copies of the canvass letters are made for the amount needed to be sent out. A copy of the position description as it will be posted in the CJO and a blank employment application is attached to canvass letter.

Those candidates who returned a canvass letter indicating an interest in the position, are ranked and the top eligible candidates are identified for interview.

Interviews are then scheduled in coordination with the hiring department and Classified Appointments. When scheduling from an internal Stony Brook promotional list, 2 - 3 days are needed for telephone contact. When scheduling from an external list, 3 - 5 days is needed for telephone contact.

When a selection is made, the hiring department will notify Classified Appointments (via e-mail) so that the appointment can be finalized.

Classified Appointments makes offer of employment to selected candidate. If selected candidate accepts the position, a start date is agreed upon and an appointment with candidate and Classified Appointments is then scheduled to complete all necessary appointment paperwork (offer letter, Performance Program Letter, Demographic form, I-9 Form if necessary and tax forms). Classified Appointments notifies hiring department via e-mail all necessary information ie. start date, date candidate is completing appointment packet, the required Peoplesoft forms, Performance Program forms.

Civil Service list is returned to Albany for coding which takes approximately 7 - 10 days.

Facts and most frequently asked questions about Civil Service Lists:

More than often, Classified Appointments Sections is asked questions concerning rules & regulations pertaining to a CS list. Here are some facts and most frequently asked questions.

The life of the list (the hard copy HR receives from CS) is viable for only 60 days from date of request to Civil Service. It does not mean the list is expired or exhausted, most lists are generally viable from anywhere to 1 - 4 years. Within the 60 days, Classified Appointments must canvass and schedule interviews, then finalizing it with an appointment.

The life of the list can be extended by 10 working days (past expiration date) if needed to finalize an appointment(s). Many times, there are several similar titled vacancies being recruited for simultaneously. All departments will be given a fair time-frame to make a decision so that an offer can be made.

If a department has a vacancy which just completed it’s 10-day posting period, but Classified Appointments already has an existing list that is about to expire and be sent back to Civil Service, can they interview? Yes, by completing an Interview Option Form, the hiring department will be given two choices: elect to wait for new list which could take up to 3 weeks OR internview candidates from the most recent list, but applicant pool may change with the arrival of the new list.

Many times, departments will call CA to inquire if a prospective candidate, who is currently in their own department, is reachable, if they intend to upgrade them. We will let them know if an individual is immediately reachable or if a list needs to be canvassed. Keep in mind, we can only give you an accurate standing of an individual if a list has been canvassed if they are not immediately reachable.

If an old list is about to die, due to a new examination, we will let the hiring department know of their options. They can see the candidates from the old list, but if they are not happy with the choices, they can wait for the new list to be established. An old list dies 30 days after the new list is established. This sometimes gives the departments more selections to choose from, but if they choose the latter, they must wait for that list to be canvassed also.

When a department has an employee that is immediately reachable on a list (within the top 3 candidates without canvassing) there is no need to canvass the list. CA in coordination with CS will do an on-line certification via telephone; this process eliminates the canvass and completes the appointment in one easy step.

If after canvassing a list there are less than 3 acceptors; do we need to appoint one of these candidates? No. If none of these individuals meet the needs of your department, the list will be sent back to Civil Service, insufficient acceptors. CS will officially notify us that a list is exhausted and we may proceed to make a temporary appointment. The temporary/provisional individual appointed to this position, must take, pass and be reachable on the next Civil Service test when given.

Civil Service List Definitions

Promotional List

This list is established as a result of a promotional examination. This list is limited to the names and scores of internal agency employees. It is ranked by score. Before other lists may be used, this list must be canvassed and exhausted.

Deparmental List

This list is established as a result of promotional examination. This list is limited to the names and scores of all other state agencies. If the promotional list were exhausted, this list would be the next applicant pool. It is ranked by score. Before other lists may be used, this list must be canvassed and exhausted.

Open Competitive List (General List)

This list is established as a result of entry-level examination. This list is limited to the names and scores of the general public. It is ranked by score. If the promotional and departmental list did not yield any eligible acceptors for a promotional title, then this general list may be canvassed. For entry level titles the promotional and departmental lists generally do not include names or scores of state agency employees. (This is due to the fact that these titles are entry level and would not constitute a promotion.) For entry-level titles, this list is generally the first list canvassed.

Appointment to Promotional and Entry Level titles generally include probationary periods:

• New Appointments: 26/52 weeks
• Promotions (through SG-13): 8/26 weeks
• Promotions (SG-14 and above): 12/52 weeks

A list remains active for up to four years.

Mandatory Rehire Rosters

These lists are generated by New York State employee reductions in force. These lists supercede all other lists, transfers from other state agencies and reclassifications. Civil Service Law mandates these lists.

Placement Roster

This is a mandatory list of employees scheduled to be affected by layoff (reduction in force) who voluntarily seek transfer in lieu of layoff. The affected employee may transfer into the same or related title as deemed by Civil Service. The affected employee will have probationary period of 8/26 week in the new position. (For example, a Clerk I may be eligible for transfer into the position of Calculations Clerk I)

Preferred List

This list is established as a result of a reduction in force which consists of employees ranked by seniority (seniority is defined by total state service, not agency service). A Preferred List must be used before any other list. The top acceptor, ranked by seniority, must be appointed to the position or the position will remain vacant. There is no probationary period for Preferred List employees. Affected employees are placed title to title. (For example, Clerk I to Clerk I).

Re-employment Roster

This list is established for titles to which the affected employees were eligible for transfer or eligible for appointment prior to layoff. Affected employees are not ranked by seniority and are eligible for placement to the same or related title as deemed by Civil Service. This list is used after a Preferred List, but before Promotional or Open Competitive Lists. Affected employees who are appointed from this list will have a probationary period from 8/26 weeks.

These lists remain active for up to four years.

If you have any questions, please contact Chrisoula Cantone-Stadier at (631) 632-6174.

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