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]
ELIGIBLE LIST CANVASS LETTER
Please note the following changes:
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.
REEMPLOYMENT LIST CANVASS LETTER
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.