Request to Cancel an Examination/Recruitment/Eligible List

Date:

To:John Kraus, Director, Recruitment and Assessment Services, Department of Human Resources

Cc:Anna Biasbas, Operations Manager, Recruitment and Assessment Services, Department of Human Resources

From:

Requesting Department Information
Department: / Date:
Analyst: / Phone No.:
Supervisor/Departmental Personnel Officer: / Phone No.:
Examination/Recruitment Information
CBT PBT
Employment Register Continuous Testing / Class Number: Title:
Entrance
Combined Promotive & Entrance
Promotive Only / Examination/Recruitment No.:
Number in Current Applicant Pool or on Eligible List: / Special Conditions, if any:
List of Citywide Departments Affected by this Request:
(Please refer to PeopleSoft employment query)
Specify Which Department(s) Were Contacted and Their Response:
(Requesting Department is responsible for checking with all citywide departments that will be affected by the resulting decision of this request.)
Justification/Comments
(For DHR use only)
Effective Date of Cancellation: / Recommended Date To Notify Affected Applicants:
Last Permanent Exam/Recruitment Date: / Expiration Date of the Last Eligible List:
Duration of Eligible List: / No. of Eligibles Remaining: / No. of Holdovers:
Approved: Yes No / Reviewed By: / Director, RAS Date:
Approved: Yes No / Reviewed By: / Director, DHR Date:
Comments/Reason For Disapproval:

Distribution:Client Services

Referral Unit

Requesting Department

Instructions for Completing this Request Form

INSTRUCTIONS: / 1) The analyst responsible for the examination/recruitment initiates the formal request to cancel by submitting t this form to DHR, Recruitment and Assessment Services (RAS) for review, and sending a copy to the DHR Client Services Representative.
2) The Director of Recruitment and Assessment Services will review the justification and recommend appropriate action to the HR Director. The HR Director will make the final determination and so indicate on this form.
3) A copy of the form with the disposition indicated will be returned to the requesting department. An additional copy will be distributed to Client Services and Referral Unit.

Factors considered when evaluating a request to cancel

Support
  • The requisition has either been deleted from the budget or frozen for salary savings. [“…based on the needs of the City…” Sec. 111A.26.4]
  • There are layoffs/holdovers in the classification.
  • The classification is being abolished through a classification action.
  • Reorganization and/or reclassification eliminate the need for any departments’ vacancies in the short term (next 2 years).
  • A major/significant technology change which affects how a classification functions citywide after the recruitment/exam administration has already begun.
  • The pool of applicants does not reflect the demographics of the relevant labor market. [Sec. 110.10]
  • When repeated attempts to recruit find that applicants are unable to meet specific job requirements or qualifications [Sec. 111A.26.4]
  • Upon further assessment, the remaining eligibles on the list are found not to possess the minimum requirements, special condition, or testable skill set required for the position
/ Don’t Support
  • There has been a minor departmental change (not citywide) in the use of the classification which should be identified during the job analysis process.
  • Changes in the minimum qualifications were noted during the job analysis process and the recruitment was opened using the old minimum qualifications. In this case, approval of revised minimum qualifications is required before making any change, then amending or reissuing the recruitment is appropriate.
  • Re-titling the job (more appropriately handled through amending or reissuing.)
  • Continuous recruitment is no longer necessary - current eligible list exists with active, available, qualified applicants.
  • When the department goes through a reorganization process but the function of the classification remain unchanged.
  • Applicants missed the filing deadline for submitting their applications.
  • Extend and expand recruitment efforts (as an initial action, it may be more appropriate to amend or reissue, if the applicant pool is not of sufficient quantity or is deemed unqualified, rather than cancel.)
  • As a general rule, cancellation requests will not be supported prior to list issuance if formal testing has begun.