Civil Service Hiring Process

Below outlines the process for hiring or rehiring a Civil Service position.
View the NEOED Hiring Guide

1. Make sure that Human Resources has a position description that is current.
   • For new position, send position description to Human Resources for review for appropriate classification before submitting Position Request Form (PRF) for administrative approvals.
     (Estimated 2-5 days depending on information provided in position description)
   • If changing the classification title, send position description to Human Resources for review before submitting PRF for administrative approvals.
     (Estimated 2-5 days depending on information provided in position description)
   • If classification is staying the same, upload signed position description when submitting PRF.
     (Estimated 1-2 days)
2. Complete requisition within NEOED and submit for administrative approvals. Approval process goes from Hiring Manager in department to Dean/Director to VC to Human Resources. Human Resources will review position in NEOED for completeness. Hiring manager in department receives an email from NEOED that the position is approved. HR creates a posting in NEOED, and the employment counselor handling the vacancy will work with the department contact on the next step.
   (If all documents complete, estimated 1-2 days)
3. Position will be posted or handled as continuous post classification.
   • If custom classification, HR works with the department on special qualifications. Employment counselor handling the vacancy will work with the contact on the next step before posting.
   • If position is continuous post, register is certified and all new applicants who have tested are scored.
     (Department should receive names of those tested 1-2 weeks after HR receives approved PRF).
   • If advertised vacancy, the position will be posted in NEOED. After posting for 2 weeks, all candidates who applied through NEOED will be reviewed. Process of reviewing applications cannot start until position has closed since individuals have until deadline to update application or add additional documents.
     (Review process varies depending on number of candidates but will take a minimum of two weeks)
4. Applicants are scheduled for in person testing or a credentials assessment exam. Testing will schedule applicants for advertised vacancies testing dates during the following week. Examinations are scored within 7-10 days from date exam is taken.
   (2 weeks)
5. Candidates are provided to department via NEOED or emailed memo. Interview letters are emailed to applicants.
   (Estimated 1-2 days after exams scored).
6. If position has an affirmative action goal and an applicant in the pool meets the established goal,
   department and VC will receive memo at this stage.
7. Candidates may or may not be given a week to respond to department to schedule an interview. Please refer to guidance received from your employment counselor regarding this. Departments may choose to use the self-scheduling tool in NEOED to allow candidates to self-schedule their interview time based on parameters set by the hiring manager. If department chooses not to use self-scheduling you will be required to contact each referred candidate to inquire on their interest in an interivew. Interview timeline is established by the department.
   (Minimum time, one week)
8. After candidate is selected, department contacts employment counselor before an offer is made. If there is an affirmative action goal and selected candidate does not meet the goal, approval needs to be
   requested through administrative channels and Affirmative Action Office. Timeframe is dependent on the approval received by each of these areas. HR will give clearance to make an offer an estimated 1-2 days depending on salary calculation.