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State Personnel Management Manual
Advisory Memorandum # 93-01

1600 Interviewing and Hiring
January 8, 1993

TO: Agency Personnel/Affirmative Action Officers

FROM: James W. Sever, Director of Staffing Services

SUBJECT: Revised standard canvass letters for eligible lists and reemployment lists/Canvass and Interview Reminders

Enclosed are several copies of the revised standard canvass letter agencies must use for canvassing eligible lists and reemployment lists. These are being provided to agencies as masters which they can reproduce with their address preprinted in the appropriate box. [Not enclosed here. See Policy Bulletin #00-01 for the latest versions]


Please note the following changes:

  • The "FROM:" box contains a space for the Personnel Office telephone number, and the date the letter was prepared.
  • There are two ways in which salary can be indicated. If "BEGINNING SALARY - open competitive eligible list" has been checked, type in the annual salary. If "SALARY GRADE - promotion/transition list" has been checked, type in the salary grade for the position.
  • "TYPE OF APPOINTMENT" must include the number of months expected when the appointment is temporary. Note that you must canvass for permanent when the position will be filled on a contingent permanent basis.
  • "TYPE OF EMPLOYMENT" must include the percentage of time whenever the job is less than 100%.

We've tried to make the effect of any declination clearer by including it on the line for the box an eligible might check. The processing codes have been moved to a shaded box. These are the only codes which should be used for declinations.


  • We have combined the three types of reemployment lists on one letter. It is essential that only one box be checked, and that it is the correct one.
  • "REMARKS" should be used to indicate the journey level salary grade for traineeship (NS) positions.
  • You may canvass for permanent and/or contingent permanent and/or temporary on the same canvass letter, provided you have the appropriate certifications of the list. Please note that at this time our policy remains that a declination of a contingent permanent position is counted in the same manner as a declination of a temporary position.

Intent to Appoint

Certifications of lists should be requested only when you intend to appoint. Preparing unnecessary certifications diminishes our ability to provide service. If you have access to APPS in your agency, you can view informational certifications of eligible lists via the on-line certification system. We are working on system changes that will provide on line access to reemployment lists.

Eligibles should be called for interview only when it is likely that an appointment will result, and there is a good chance that the person called will be reachable. Eligibles should be given at least 24 hour notice of their interview date. Agencies must attempt, within reason, to accommodate eligibles who wish to be interviewed.

Notification of Eligibles not Selected for Appointment from an Eligible List

Pursuant to §61 of the Civil Service Law, when an appointment is made from an eligible list, any eligible who was interviewed, or any eligible whose score was higher than the score of the eligible who was appointed, must be notified in writing that they were not selected.

Change in Requirements for Copies of Canvass Letters - Reemployment Lists

Although we still must have copies of their signed canvass letters for each eligible who declines, we no longer require a copy for each eligible who fails to reply; one sample letter will do. Please mark it clearly so we know what it is.

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