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Documents

Declinations

If a candidate declines a job offer, the Personnel Officer or the interviewer should document this in the personnel record and indicate the reason. A written statement including the specific title, location of the position and reason for the declination should be sent to the candidate to confirm the declination. The candidate should be instructed to notify the Personnel Officer if any of the information is incorrect.

Selection Memo

The selection memo substantiates the selection decision. It is prepared by the person responsible for filling the position and is retained in the Personnel Office. The selection write-up must demonstrate that the selected candidate is the best candidate to perform the duties of the position in question. The relationship between the candidate's knowledge, skills and abilities and the duties and responsibilities of the position should be clearly explained. This is an important document in the event of a challenge under the Human Rights Law and Title VII of the Civil Rights Act of 1964, as amended.

In preparing the selection memo, incorporate the selection criteria that were established for the position. Also include information from the application, resume, job analysis, interview, references and/or any other criteria established during the selection process.

Documentation to Retain

During the interview process, a large amount of information is typically collected. Following is a list of items that should be retained:

• Application forms and/or resumes for each applicant.
• Date, time and place.
• Name, address and job title of the interviewer(s).
• Questions and responses for each applicant.
• Description of the interview format, interview guides, rating scales, etc.
• Access to Interview Records.

Under the Personal Privacy Protection Law (Article 6-A of the Public Officers Law), a candidate or employee has the right to see a portion of his or her records. However, the law also prohibits disclosure of references, as well as advice or recommendations prepared by an interviewer or personnel staff.

To obtain additional information, contact the Records Access Officer at the State agency possessing the records or the Committee on Open Government, 162 Washington Avenue, Albany, NY 12239, (518) 474-2518.