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STATE AND COUNTY AGENCIES
Details of the Certification Process You Need to Know

• Certification Procedures Manual (coming soon)
  
  
• Certification List Request Form (PDF)

The Certification Services Unit is responsible for providing a list of applicants who have successfully passed a civil service examination and are eligible for consideration to:

• state agencies
• all reporting county Departments of Human Services
• local Sheriff's Departments

During the examination process individuals indicate the counties in which they are available for work and whether they want full-time and/or part-time employment. A separate eligible list is created for each classification using these additional breakdowns.

An agency having a position to fill from an eligible list submits a written request to Certification Services. The request to fill a vacancy contains the following information:

• the agency name and Payroll Number
• the Position Control Number(s) of the position(s) to be filled
• the appointment type (a separate request needs to be submitted for each type)
• the classification number and title
• the county of the vacancy
• the number of vacancies being filled

The following number of applicants are sent to agencies to fill vacancies:

• 1 vacancy, send ten names
• 2 - 4 vacancies, send 15 names
• 5 - 8 vacancies, send 20 names
• 9 - 12 vacancies, send 25 names
• 13-16 vacancies, send 30 names

Agencies are given thirty (30) days from the date the certification eligible list is issued to work it and report the results.

An agency marks one of the following appropriate outcomes for each applicant on the eligible list.

• SELECTED: The applicant was appointed to a position.

• Appointments for permanent positions will result in the applicant's name being removed from the eligible list.
• If an applicant is appointed to an intermittent or temporary position, his/her name remains on the eligible list for permanent appointment.
  
  
• AVAILABLE NOT SELECTED: The applicant was available for the position but not selected. An applicant will be returned on the follow-up certification eligible list until either a selection is made or until the applicant receives four (4) considerations.
• Available not selected counts as a consideration only if a selection made to fill a vacancy or certify against a provisional employee.
• A consideration is not given if a provisional appointment is made, i.e., provisional authorization is given due to an incomplete list.
  
  
• WAIVE CERTIFICATION: The applicant was not interested in any position currently offered from the list.
• All waivers shall be in writing, kept on file by the agency and not returned with the white copy of the certification eligible list.
• An applicant will receive one consideration (except when waiving for a provisional).
• An appropriate letter from Certification Services will be sent to the applicant informing him/her of the action being taken.
  
  
• WAIVE LIST: The applicant is no longer interested in employment in that classification.
• All waivers shall be in writing, kept on file by the agency and not returned with the white copy of the certification eligible list.
• The applicant's name will be removed from the eligible list and he/she will receive one consideration.
• An appropriate letter from Certification Services will be sent to the applicant informing him/her of the action being taken.
• The applicant's name may be restored to the eligible list upon written request as long as the list is valid.
  
  
• DECLINE: The applicant was offered the position and a starting date was given to the applicant, but he/she decided to decline the position.
• All decline letters shall be in writing, kept on file by the agency and not returned with the white copy of the certification eligible list.
• The applicant's name will be removed from the eligible list and he/she will receive one consideration.
• An appropriate letter from Certification Services will be sent to the applicant informing him/her of the action being taken.
• The applicant's name may be restored to the eligible list upon written request as long as the list is valid.
  
  
• NO REPLY: The applicant did not contact the agency for an interview within the allotted time.
• The applicant's name will be removed from the eligible list and he/she will receive one consideration.
• An appropriate letter from Certification Services will be sent to the applicant informing him/her of the action being taken.
• The applicant's name may be restored to the eligible list upon written request as long as the list is valid.
  
  
• NO SHOW: The applicant failed to show for the scheduled interview.
• The applicant's name will be removed from the eligible list and he/she will receive one consideration.
• The applicant's name may be restored to the eligible list upon written request as long as the list is valid.

In the remarks section for each applicant on the certification eligible list, the agency describes the reason for the specific notation for that particular applicant. For example, the applicant waived the position because of location or for a provisional or declined the position because of salary. Comments in the remarks section aid in determining the appropriate 407 letter to send to the applicant.

The unit also maintains the Reinstatement/Reemployment Lists for any layoff that occurs within state agencies or county departments of job and family services, and submits names from the appropriate lists when vacancies occur in the affected agencies and/or layoff jurisdictions.

Reinstatement and reemployment lists for exempt employees are established based on a laid off employee's retention points and classified status. The certified employee with the most points is reinstated or reemployed first. Once all certified employees have been reinstated or reemployed, the applicable eligible list is used to fill positions. If none of these lists exist, the provisional employee with the most retention points on the reinstatement or reemployment list, whichever is applicable, is offered the position.

Reinstatement and reemployment lists for bargaining unit employees are established based on seniority as defined by the respective contracts. When filling a bargaining unit position, it is necessary to refer to the individual contract. Currently the main contracts are OCSEA/AFSCME, OEA, FOP I and II, AFL/CIO, and 1199. OCSEA/AFSCME and 1199 are the two most common contracts we work with for state agencies.

Personnel actions are also processed by Certification Services for promotions, demotions, new hires, lateral class changes, transfers, etc. Plus, they assist appointing authorities, personnel officers, union representatives, employees, and the general public in understanding the certification procedures.