Applicant List

The Applicant List page is where you review and audit applicant records, send notifications, review and upload documents, and review and add notes. For the basic display of the standard certificate header information, see Certificate. A basic display of the applicant information is listed and you may further access the applicant record by clicking on the applicant’s Name link. To access this page, select a Request Number in Pending Recruitment status from the Dashboard, click the Vacancy Number link in the Vacancy Created section, click the + tab, select Certificates to access the list of certificates issued for the vacancy, and click the Certificate Number link. This Certificates option will only be available when one or more certificates have been issued. The number to the right indicates how many applicants are on the certificate or ranking list. The following elements are displayed:

• Amend Certificate. This toggle activates the functionality to add applicants and to change the order of applicants on a certificate.
• Certificate Audit Complete. This toggle indicates the audit has been completed.
• Filters. The filters selected will display here. In order to add an applicant to a list that applicant must meet all of the filters displayed at the top of that certificate page.
• Create Additional Requests. This button allows you to add the number of requests entered in the previous field. For instructions, see Creating additional requests within a certificate
• Show Un-approved Requests. This button allows you to view the additional requests that are created but not approved. This option is hidden from requests created from an interconnection.
• Add Filters. This field allows you to search the certificate for a particular applicant by Audit Code, Return Status, Veterans Preference, Announcement Location and/or Applicant Name.
• Clear. This button allows you to clear your search criteria.
• Gray Box options. A check in this box allows you to audit, print documents, add notes, send notifications, or set the return status for a particular applicant or multiple applicants. You may click on the drop-down arrow for this box to filter select applicants without audit codes or return status codes.
• View Applicant Record. Clicking the + icon provides access to a condensed view of the applicant record. The following elements are displayed:
  • Rating. Click on this section to display a condensed view of the applicant rating and score information. The following elements are displayed:
    • Rating Combo
    • Minimum Qualifications
    • Raw Score
    • Final Rating
    • Category
    • Augmented Rating
    • Cert Availability
  • Assessment. Click on this section to display the applicant responses to the assessment questionnaire. This section varies based on the assessment questionnaire used in the vacancy.
  • Eligibility. This section displays if eligibilities were claimed during the application process. The type of eligibility claimed and adjudication is listed.
  • Onboarding. This section displays if the applicant has been selected and audited in a way that creates a New Hire Record. Click on this section to access the New Hire record and manage the onboarding process for that particular applicant.
• View New Hire. Click this button to access the New Hire record and manage the onboarding process for that particular applicant. For instructions, see Viewing and assigning a process owner to a new hire record from a certificate.
• Name. This column displays the name of the applicant. Access an applicant by clicking on the link.
• Audit this Application. This icon allows you to audit an applicant record.
• Rating. If applicable, this column displays the rating assigned by the system based on the assessment rating criteria.
• Vet Pref. This column displays the veteran’s preference claimed by the applicant or the adjudicated preference determined during the application process. The drop-down list allows you to adjudicate the claimed preference. The Adjudicated, Claimed, and Overridden icons are defined at the bottom of this section. They will display as appropriate.
• Audit Code. This column displays the audit code selected when auditing the applicant record. The options are:
  • Selected. The applicant has been selected for this position.
  • Alternate Selection. The applicant has not been selected for the position.
  • Not Selected. The applicant was not selected for the position.
  • Selected on a Different Certificate.The applicant has been selected off another certificate.
  • Not Selected Pending Passover Approval. The applicant was not selected for the position and is pending approval of a passover request.
  • Withdrawn from Consideration. The applicant requested to be withdrawn from further consideration.
  • Failed to Reply. The applicant did not respond to contact attempts.
  • Declined Interview/Assessment. The applicant declined the invitation to participate in an interview/assessment.
  • Declined Location. The applicant declined the position based on the location.
  • Declined Position. The applicant declined the position.
  • Declined Salary/Grade. The applicant declined the position based on salary/grade.
  • Declined During Negotiations. The applicant declined the position during the negotiation process.
  • Accepted Another Position with Agency. The applicant decided to accept another position with the agency.
  • Removed from Consideration. The applicant was removed from further consideration.
  • Removed - Current Employee. The applicant was removed from the certificate because they are currently an employee in your agency.
  • Removed - Drug Test. The applicant was found not eligible for this position based on drug test results.
  • Removed - Security. The applicant was found not eligible for this position for security reasons.
  • Removed - Suitability. The applicant was found not suitable for this position based on a review of their background.
  • Removed - Qualifications. The applicant was removed from the certificate because they were found not qualified for the position.
  • Removed - Medical. The applicant was found not eligible for this position for medical reasons.
• Return Status. This column displays the return status selected when auditing the applicant record. For instructions, see Auditing an applicant record. The options are:
  • Available. This status is the most commonly used and indicates that an applicant is still under consideration and eligible should another certificate be issued.
  • Hired. This status is used along with the selected Audit Code to document selectees.
  • Unavailable. This status would prevent an applicant from being referred on subsequent certificates for the per rating combination (series/grade/specialty) for that Vacancy. This could be used when the applicant has declined, failed to respond to inquiries, or is otherwise no longer in consideration at their own request.
  • Vetting. This status allows agencies to begin the onboarding process for applicants who are tentatively selected, but must go through a certain pre-employment processes before a formal offer can be extended. For instructions, see: Auditing multiple records as selected/alt selection and vetting.
• Documents. The number in the drop-down list indicates the number of documents submitted by the applicant. Clicking on the arrow to the right to displays a pop-up window listing all of the documents.
• Eligibility. This column displays the eligibilities claimed by the applicant.
  • Adjudicated. This icon will display next to an eligibility if the claim has been adjudicated.
  • Claimed. This icon will display next to an eligibility if the claim has not been adjudicated. Note: The Eligibilities used to create a certificate will display in bold font.
• Notes. The number in the drop-down list indicates the number of notes related to the applicant record. The drop-down list allows you to add or review notes specific to the applicant. Along with the note, the system saves the full name of the user who added the note, date, and time the note was added.
• Request Number. This column displays the request number selected when auditing an applicant record as selected. For instructions, see Auditing an applicant record.
• Date Certified. This column displays the date the applicant was referred on a certificate.
• Flags This column displays the flags associated with the applicant.
  • Reviewed icon. Clicking the check mark icon allows you to designate the applicant as reviewed.
  • Followup icon. Clicking the flag icon allows you to designate the applicant for follow-up.
  • Pin icon. Clicking the pin icon allows you to designate the applicant as pinned.
  • Starred icon. Clicking this star icon allows you to designate an applicant of interest.

• Alert. This column may display icons indicating an applicant is missing a required document, is marked for followup, has been amended, or that the applicant has been reviewed.
• Number of applicants per page. This dropdown allows you to configure number of applicants shown per page. The options are 25, 50, or 100. The default is 25.
• Go to page. This field will display when viewing an applicant list with multiple pages. Entering a page number will take you to the selected page.