ELMS Online - FAQ's

Frequently Asked Questions

Eligible List Frequently Asked Questions

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Do I already have a Civil Service User ID?
You have a Civil Service user ID if you are a public employee who uses Department of Civil Service applications. You will use the same ID here. You may also have a Civil Service user ID if you have previously applied on-line for Civil Service exams.
How do I get a Civil Service ID?
On the Civil Service Login page, click on the link that says, "Need a Civil Service ID?" You will be asked to provide some personal information. At the same time, you will select a user ID (of up to twelve characters) and a password that only you will know.
I forgot my Civil Service ID. How do I find out what it is?
On the Civil Service Login page, click on the link that says, "Don't know your password?" If you provide us with your name and Social Security number, we can send you your ID and reset your password.
I forgot my Civil Service Password. How do I find out what it is?
On the Civil Service Login page, click on the link that says, "Don't know your password?" We will provide you with the hint you gave regarding your password.
I don't remember what the answer to my hint was. How do I find out what it is?
On the Civil Service Login page, click on the link that says, "Don't know your password?" If you provide us with your name and Social Security number, we can send you your ID and reset your password.

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What does Rank mean?
Rank shows relative standing Statewide on the eligible list at the time the list is established. It is not updated. It does not necessarily indicate where you might stand for a given position once eligibles' preferences regarding geographic location, type of position (full or part-time), type of appointment (permanent or temporary) and other factors are considered.
How long will my name be on the eligible list?
Most eligible lists are initially established for four years. However, a list can be superseded by a new list after one year. If you decline a canvass by either letter or telephone, or at the interview, your name may be inactivated for the type of appointment, shift, agency or location. You may remain eligible for other jobs, however you should be aware of the effect of your declination (see your canvass letter) on your future eligibility. If you decline or are unable to accept a job at the time you may later reactivate your name. However, if you receive a permanent appointment from the eligible list, your name will be removed.
Some examinations are given more frequently and names of new passed candidates are interfiled in score order on the eligible list. These lists are called continuous recruitment and each eligible remains on the list for a period of eligibility that is specified in the exam announcement. It is usually 12 months.
After I take the exam, how long will it take to get my score?
In 2008, score notices were mailed on average, within 90-120 days from the date of the test. Your final score will be mailed to you at the same time as the list of passing candidates is established. This list is called the eligible list and it is available in ELMS Online as soon as the list is established.
I recently received my score, but I do not find any information regarding this eligible list in ELMS Online. Why is that?
The exam you participated in may have been a Decentralized Exam/List administered by user agencies or a Managed Placed exam. ELMS does not maintain the names of eligibles who are on the lists associated with these exams. Please refer to the exam announcement (past announcements are available at http://www.cs.ny.gov/announarchive/search/), or go to Managed Placement Lists or Decentralized Examinations/Lists links in ELMS Online to determine if this is the case, and see who you should contact if you have any questions. Examples of Decentralized Exams/Lists are Nurse 1 and Food Service Worker 1. Examples of Managed Placed Exams are Information Technology Specialist 1 and the Legal Specialties Program.
What do the different person statuses mean?
  • Active - the person is eligible for appointment
  • Inactive - the person is not currently eligible for appointment
  • Appointment Pending - an agency has indicated that the person has been appointed, but verification of the appointment has not been completed
  • Appointed - the person's appointment has been verified
I've received my score, what happens next?
Agencies request the list and send out "canvass letters" to enough high scoring eligibles to fill their jobs. A canvass letter is an inquiry into your interest in the job and its location, and your availability. Canvass letters are not job offers. If you receive a canvass letter, do not leave your present employment. Do return the canvass letter by the return date if you are interested in the job. If you return the canvass letter late, the agency is not required to consider you for that job. However, your name will remain active for future canvasses. While the law does not require the agency to canvass or conduct interviews, in most cases they do. However, agencies are required to hire from the eligible list according to the rule of three (an explanation of the rule of three is available at http://www.cs.ny.gov/jobseeker/faq/scorenotices.cfm#whatistheruleofthree). If you are undecided about accepting a particular canvass inquiry, you should indicate that you are interested in being interviewed. If you are called for an interview and after you have found out more about the job, you can always decline. You may write the department to reactivate your name for agencies, locations, shifts, or types of positions you have declined at the address below:
Staffing Support Unit
NYS Department of Civil Service
Alfred E. Smith State Office Building
Albany, NY 12239
What do the Exam Types mean?
  • Promotion/Transition - an examination open to all qualified individuals in New York State service
  • Open-Competitive - open to all qualified individuals both in and outside New York State service
On some lists there is an Option column. What does this mean?
An A option means the eligible qualified by service in a direct line or closely related title. The B option means the eligible qualified by service in other qualifying titles. Refer to the appropriate exam announcement for specific information (past announcements are available at http://www.cs.ny.gov/announarchive/search/).

Additional FAQs are available at http://www.cs.ny.gov/home/faq/.

If you have questions regarding your status on any of your lists displayed in ELMS Online, or if you require additional information on any of the topics covered in the FAQs, please call the Eligible List Information Line (518) 457-4295.

To report a name and/or address change, to reactivate your name on a list, or to be considered for additional locations, please write to:

Staffing Support Unit
NYS Department of Civil Service
Albany, NY 12239

If you wish to comment on ELMS Online, please contact us at elms@cs.state.ny.us.

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