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0102b - Eligibility Lists

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Contents

Introduction

  1. Eligibility lists are a cost-effective and efficient method of staffing similar positions.  Once an eligibility list is established, the list may be used to fill subsequent similar vacancies that would otherwise be filled through a competition.

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Definitions

  1. Eligibility list is an inventory of applicants who have applied on a staffing competition and may be qualified to fill future similar vacancies.  An eligibility list can be either:
    1. prequalified applicants who have been tested and interviewed; or
    2. a competition folder with resumes of applicants.
  2. Screening criteria sets out the prerequisite experience and education that candidates require to be considered for an interview.
  3. Human Resources Officer means those employees of the Department of Human Resources designated to coordinate the recruitment process.
  4. Selection Committee includes, but is not necessarily restricted to, a Human Resources Officer and the supervisor of the position being filled.  Where appropriate, a member with technical expertise or a community representative may be added to the Selection Committee, either as a full participant or in an advisory capacity with no vote in the final hiring decision.

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Guidelines

  1. Eligibility lists are established by the Department of Human Resources to fill similar vacancies within the Public Service.
  2. All Government of the Northwest Territories’ (GNWT) competitions are advertised as having the potential to create eligibility lists for similar positions.
  3. An eligibility list is established after the appeal period on the initial competition is over, and there is an appointment of an applicant to the Public Service.  The remaining applicants in the competition folder are determined to be on an eligibility list for similar positions.
  4. When a competition is held and no one is appointed to the position, the applicants in the competition folder are determined to be on an eligibility list for similar positions.  The appeal rights are provided to candidates when the first job offer is made.
  5. An applicant may request to be removed from an eligibility list at any time.
  6. Eligibility lists may be used to staff similar positions at higher or lower pay levels than the original competition position to a maximum of two levels (i.e., a Policy Officer competition at pay level 16 that established an eligibility list may be used to fill a Policy Coordinator position at pay level 14).
  7. Qualified employees available through the Staff Retention Policy must be considered before applicants on an eligibility list.
  8. Eligibility lists are normally established for a term of six months. Factors to consider when using an eligibility list include:
    1. the likelihood that the remaining applicants are qualified and interested; and
    2. the possibility that qualified and interested applicants did not apply on the original competition and are not included in the eligibility list.
    The eligibility list may be established for more or less time as appropriate to the vacant positions and extended if necessary.

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Procedures

  1. The manager initiates a competition (see Section 102- Initiating a Competition).  The Human Resource Officer explains the eligibility list option.
  2. If the manager agrees to use an established eligibility list, the Human Resources Officer will review the job description and screening criteria to see if they are comparable to similar positions in recent competitions.
  3. The Human Resources Representative initiates a competition in the Government Human Resource Management System (PeopleSoft Recruitment Module), which will generate a competition number.
  4. The Human Resources Representative adds the newly generated competition number to the existing competition file from which the eligibility list was created and includes the following information:
    1. the authorization to staff the position;
    2. the job description and organization chart; and
    3. competition checklist.
  5. The Selection Committee (see Section 103- Selection Committees) determines if the existing screening criteria, interview questions and, if applicable, assignments need to be revised.  For example, if an Administrative Assistant position requires more experience/knowledge in the use of Microsoft Excel than the use of Microsoft Word, the screening criteria, interview questions and, if applicable, assignments need to be revised.  This should be done before the selection committee reviews applicant’s resumes.
  6. If the selection committee uses a list of prequalified applicants, the selection committee:
    1. reviews only the resumes of those applicants who have completed an interview and/or test(s); and
    2. does not have to review resumes of applicants who have failed previous interviews and/or tests.
  7. If a candidate is selected from the prequalified list, the Human Resources Officer contacts the candidate and provides them with details on:
    1. the eligibility list process;
    2. the title, pay level, location and Department, Board or Agency of position;
    3. confirms whether the applicant is interested in being considered for the position;
    4. provides the applicant with the position description if necessary;
    5. asks candidate for permission to check references if the candidate is interested in the position; and
    6. confirms whether the applicant is interested in remaining on the eligibility list for future competitions.
  8. If the selection committee uses a competition eligibility list without a prequalified applicant list, the Selection Committee will review all resumes in the competition file against the selection criteria (see Section 109- Screening Applications).
  9. The Human Resources Representative contacts applicants selected at least 24 hours prior to the interview and provides them with details on:
    1. the eligibility list process;
    2. the title, pay level, location and Department, Board or Agency of position;
    3. confirms whether the applicant is interested in the position;
    4. provides the applicant with the position description if necessary; and
    5. confirms whether the applicant is interested in remaining on the eligibility list for future competitions.
    The Human Resources Officer also provides the candidate with other interview information outlined in Section 109- Screening Applications.
  10. The selection committee follows the applicable sections of the staffing process (i.e., interviews, reference checks, etc.) to determine the best candidate.
  11. The Human Resources Representative provides the successful applicant with a job offer.
  12. No regrets or appeal rights are provided to the remaining applicants.  The remaining applicants stay on the eligibility list and their resumes may be reviewed again during future competitions until the eligibility list expires or is exhausted (i.e., six months).

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