A key part of the Civil Service system is the evaluation of a candidate’s merit and fitness through the use of examination and appointment from a certification of eligibles. It is important this procedure be done properly and in a timely manner in order to have legal appointments and avoid potential liability.
As part of the examination process, our department sends out requests for appointing authorities to review both the class specification (job description) and the scope of the proposed examination. This is an important step in the exam process. The state uses the class specification to create the examination. While we try to keep specifications fairly broad to facilitate use in a variety of agencies, it is still important that they reflect the key aspects of the job. It is critical, therefore, that agencies review these documents and give careful consideration as to their relevance to the work being performed by the employee.
The process of canvassing the eligible list for a competitive class vacancy can be time consuming and somewhat confusing. Please remember it is essential that it be done correctly. Improper canvassing of the eligible list and making unauthorized appointments can be costly to your agency and can cause harm to candidates who may leave their current employment, only to learn they were appointed illegally by the agency. Please follow the procedures listed below, complete forms properly, submit all documentation in a timely manner, and call for assistance when you are unsure.
A position encumbered by another employee may be filled on a temporary basis, in accordance with Section 64 of Civil Service Law. Such appointments are regulated by the expected length of the temporary appointment as follows:
|Not exceeding 3 months||Candidate only needs to meet minimum qualifications for position|
|Exceeding 3 months but not to exceed 6 months||Candidate must be selected from an appropriate eligible list without regard to standing on eligible list|
|Exceeding 6 months or of an unknown duration||Candidate must be selected from the appropriate eligible list after canvassing and using the Rule of Three|
A provisional appointment may be made only after it has been confirmed there is no appropriate eligible list. Agencies cannot make this decision based on their prior canvassing experience since candidates have the right to request to be restored to the eligible list. The procedures below should be followed:
A position left temporarily vacant by the leave of absence of a permanent incumbent may be filled as a contingent permanent appointment, if the agency so chooses. Any candidate appointed on a contingent permanent basis shall have or will earn certain rights, as outlined in Rule XV, Section 5 of the Rules for the Classified Service of Dutchess County. If the agency is interested in making such an appointment, they should indicate so on the Request for Certification of Eligible List (.pdf), and use the appropriate Canvass Letter for Contingent Permanent Appointment (.pdf). The process is basically the same as regular canvassing, however, candidates should be provided a copy of the rule (.pdf) regarding contingent permanent appointments.