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Rev: 10/15/03
Checklist
Item Guidelines
1. All bargaining unit agreements have contractual requirements regarding layoff and injured worker candidates
which stipulate that they have rights superceding any other claims in filling positions. For the majority of
bargaining units that determination is made prior to the job request being posted. However, the GGU differs -- if
a layoff or injured worker becomes available at any time during the posting period for a position, that individual
may have rights to that position. This means that a check must be done before posting and after the recruitment
period closes. The Recruitment Unit will perform the preliminary check and alert the hiring manager of the
existence of a layoff or injured worker candidate. When recruitment closes the manager must send an email to
the Recruitment Unit requesting that this check be done. The Recruitment Unit will return reply; retain this
response. This check must be completed prior to contacting anyone for an interview.
2. All applicants must first meet minimum qualifications (MQ's) before going any further in the selection process,
including bargaining unit members, veterans and underutilized applicants. This is the first responsibility of the
hiring manager and the first step in determining the interview pool. Applicants who fail to meet any part of the
MQs (educational requirement, experience requirement, etc) must be eliminated from competition and receive no
further consideration. If you are uncertain whether an applicant qualifies, contact the Recruitment Unit.
3. All applicants are required to disclose any felony conviction received at any time, or a misdemeanor conviction in
the last five years. An applicant possessing a conviction may be interviewed without prior approval of the
Recruitment Unit.
If your applicant pool contains no applicants with convictions, you may check N/A. Some Divisions have internal
policies for criminal conviction and background checks that are more extensive and supercede the instructions
below. Managers in those divisions must follow internal procedures.
Only when a direct nexus between the nature of the offense and the work of the position can be shown might a
conviction be considered a bar to employment. This determination must be made on a position-by-position basis.
For example, because an individual cannot be hired into a certain clerical position does not mean he/she will be
barred from competing for other clerical positions.
If you believe it is inappropriate to interview an applicant due to the nature of the offense call your
Recruitment Unit contact in the Juneau Human Resource Office for guidance. The determination
that an applicant’s conviction will be a bar to employment must be made prior to offering an interview,
not after.
Applicants with convictions are required to provide documentation of the offense. A copy of the
judgment for felony convictions, or the required written explanation of a misdemeanor are mandatory, with
one exception being a suspended imposition of sentence (SIS). For an individual who has been given a
Suspended Imposition of Sentence (SIS) and who has completed all terms of probation, whose conviction
has been expunged, or pardoned, disregard the existence of the conviction. The hiring manager may ask
for other documentation necessary to determine the nature and relationship of the offense to the work of
the position, including conditions of probation, suspended imposition of sentence, etc. The applicant
must provide this explanation and clarifying information before going forward in the selection process or
the application will be considered non-responsive. WPA does not provide a method to transmit this
information, so the manager notifies the individual where it should be submitted.
Once it is determined that the conviction is not a bar to competing for that position, the individual
proceeds to the next step in the selection process. Remember that any documentation regarding a
conviction is confidential. Only those with a business reason to know may review the information
(e.g. the hiring manager, his/her superior, Recruitment Unit), and it may only be used for the purpose of
making a hiring decision for that specific position.
Orig: 6/25/01
4. AS 39.25.159 (a) and (c) requires that qualified veterans having 10 veterans’ preference points will be offered an
interview for all open competitive vacancies (vacancies for All Alaska Residents). This preference does not
extend to All Department Employee or All State Employee recruitments. “Qualified” means meets the
minimum qualifications. WPA automatically identifies 10 point veterans.
5. AS 39.25.159 (a) and (c) requires that qualified veterans having 5 veterans’ preference points will receive
consideration for all open competitive vacancies. This preference does not extend to All Department Employee
or All State Employee recruitments. “Qualified” means meets the minimum qualifications. “Consideration”
requires review of the veteran’s work history and education as described in the applicant profile and JQS to gain
enough knowledge of the veteran’s background in relation to the job to be able to determine whether the person
should be given further consideration. If the hiring manager wishes to offer a qualified veteran an interview the
manager may do so. However, offering an interview is not required as it is for a 10 point veteran.
6,7& 8. The GGU contract requires that the 5 most qualified bargaining unit members must be offered an opportunity to
interview. SSU requires all members are offered an interview. “Qualified” means meets minimum
qualifications. If the applicant pool contains fewer than 5, all must be offered an interview. If the number of
qualified bargaining unit members exceeds 5, evaluate all qualified bargaining unit members to determine the 5
most qualified (GGU). This provision extends to all types of recruitments.
9. Bargaining unit contracts allow only state employees with permanent status to apply for these recruitments.
Retain this documentation with your records. If an applicant indicates in their profile or JQS that they have
probationary or nonpermanent status, you cannot consider them. If in doubt about the permanent status of any
applicant contact the Recruitment Unit for assistance.
10-11. It is Department of Health and Social Services policy that all qualified underutilized applicants will receive
consideration. “Qualified” means meets minimum qualifications. “Consideration” requires review of the
applicant’s work history and education as described in the applicant profile and JQS to gain enough knowledge of
the applicant’s background in relation to the job to be able to determine whether the person should be given
further consideration and an opportunity to interview. Any qualified underutilized applicant may be offered an
opportunity to interview.
12. Candidates must read and sign the form at the time of the interview. The form must be kept on file along with all
of your recruitment documents for 3 years. The original signed form must be sent with all the hiring paperwork for
your approved appointee's. The Applicant Certification form can be found in this workbook.
Applicant Certification Form
13. It is highly recommended that work references be checked, at minimum, for the proposed appointee. Reference
checks should be performed prior to requesting legal hire approval. Although some employers policies restrict
them from commenting on a former employee's performance, you can still confirm the dates, titles, duties, and
responsibilities. Some DHSS divisions have internal policies regarding background and reference checks.
Managers in those divisions must follow internal procedures.
14. If a proposed appointee is related to an employee of DHSS, a nepotism waiver must be completed. Applicants
identify relations in the State Employment Status section of the JQS. The manager submits a completed
nepotism waiver to the HR office for approval by the Commissioner. Approval is required for all hires including
initial appointments, promotions, transfers and rehires. Click Nepotism Waiver Form to pull up the form.
Nepotism Waiver Form
15. If you are unsure of what dispo comments are acceptable, please contact the Recruitment Unit in Human
Resources.
Orig: 6/25/01
16. Duplicate applicants can be easily identified and noted by simply selecting the "Duplicate Application" option from
the drop down menu.
17. Identify your proposed appointee by using the "Appointed to Position" point-&-click comment from the "Disposition
of Applicant" drop-down menu. If dispoing a multiple-PCN list, you must designate each candidate to a specific
PCN.
18. Each applicant not meeting the MQ's must have a dispo comment that clearly explains what experience or
education was lacking.
19. Yes responses to DQ questions that require specific experience or education must be documented in each
applicant's profile and/or JQS. If a candidate was interviewed whose responses were not supported in the profile
or JQS, please explain. Information used to determine the candidate's suitability for the position must be based
on documentation provided by the applicant and retained.
20. Advance step placements must be approved prior to appointment. First the manager receives legal hire approval
of the appointment; then the advanced step may be requested. The requested step must be approved by the HR
Office prior to the appointee's first day of work. Advanced step placement cannot be approved retroactively. This
process starts with the hiring manager filling out the necessary paperwork (please see form) and submitting to the
Recruitment Unit in HR for a determination. Please refer to P&P 806.
Advance Step Worksheet
The manager must document the criteria used to determine which candidates will be interviewed. For example, "must have
answered yes to DQ #s 1-5, 10 and have 1 year of direct-service experience within the last 5 years".
If the proposed appointee is not the highest-scoring candidate at the conclusion of your selection process, please explain
why.
Orig: 6/25/01
Orig: 6/25/01
Orig: 6/25/01
Orig: 6/25/01
STATE OF ALASKA
Department of Health and Social Services
FRANK H. MURKOWSKI, GOVERNOR
Applicant Certification
I certify that the information I have provided during the application process for
_________________________________(job class) is true and complete. I understand that if I
deliberately conceal or provide false information during this process I may be removed from the
applicant pool for this vacancy, prohibited from applying for future vacancies, or removed from
my job. I also understand that the information obtained during the application process may be
released in an authorized legal investigation; and that for the purpose of this certification, a
photocopy of facsimile of my original signature shall have the same force and effect as my
original signature. I agree that the State of Alaska, or its agents, may contact current or former
employers or other persons who know me in order to obtain additional information or to verify
the information I have provided.
_____________________________ ___________________________
Signature Date
_____________________________ ___________________________
Printed Name Social Security Number
DHSS ADVANCE STEP PLACEMENT WORKSHEET
(Attach copies of all Applicant Profile, JQS, final dispo comments, recruitment bulletin, and the scoring
mechanism/worksheet used)
Appointee: Reqested Range/Step:
Date of Hire: Job Class:
PCN:
Applicant's Name Rank Education and Experience Summary
Minimum Qualifications (per class specifications):
Analysis (comparison showing appointee's education and/or experience substantially exceeds minimum
qualifications for job class and other candidates ranked the same or higher. Indicate how the exceptional
qualifications will be of particular benefit in performing the duties described in the PD for the above PCN):
Hiring Authority Printed Name Printed Position Title
Hiring Authority Signature Date
Following Section Completed by Personnel Only
Finding:
Approved [ ] Step: Disapproved [ ]
Kimberley King, Human Resources Manager Date
PCN #
Job Class Title
Your Name
1) Have you attended the Workplace Alaska for Hiring Managers class? Yes No
2) Once you learned that you had a vacancy did you check the Position Description (PD) to Yes No
ensure it was updated to reflect the duties of the position?
3) If needing update, did you submit the updated PD to Human Resources? Yes No
4) Did you get the approval from your Division Director to post the position? Yes No
5) Have you completed the Job Request on the internet? Yes No
6) Once you completed the Job Request, did you put it in "Open" status? Yes No
7) Did you email Human Resources that your request is ready for review? Yes No
STATE OF ALASKA
Department of Health and Social Services
FRANK H. MURKOWSKI, GOVERNOR
Request For Nepotism Waiver
A. In accordance with 2 AAC 07.950(c), authority is requested to appoint the individual listed below to the
indicated position.
NEW EMPLOYEE
Name (Last, First, MI) Division/Section
Location Class Title PCN
The following current employee's of this Department (or agency) are related to the above individual by blood or marriage within the
second degree of kindred. As provide by 2 AAC 999(37) "second degree of kindred" means a father, mother, son, daughter, brother, sister,
grandfather, grandmother, grandson, or granddaughter, in a full, half or step relationship.
CURRENT EMPLOYEE
Name (Last, First, MI) Relationship Division/Section
Location Class Title PCN
Name (Last, First, MI) Relationship Division/Section
Location Class Title PCN
Each employee listed above is supervised by different supervisor? [ ] Yes If no, request may not be approved.
Comments by the requesting Appointing Authority: I certify that there will not be a direct supervisory relationship between the named individual and the current employee's listed
Signature of Appointing Authority Printed Name Date
B. In accordance with 2 AAC 07.950(c) your request is recommended for approval by ________________________, DHSS
Human Resources Manager.
Comments:
*Note that approval is for this specified position only. Any change in status/position will require a new approval.
Any change in duties which creates a direct supervisory relationship voids this approval.
Approved* Not Approved
Commissioner's Signature: Date:
rev: 4/26/02
STATE OF ALASKA
Department of Health and Social Services
FRANK H. MURKOWSKI, GOVERNOR
Residency Affidavit
Under Personnel Rules, Alaskan residents receive preference in employment with the State of Alaska. Alaskan
residence for purposes of employment preference shall be established when a person is domiciled in the State of
Alaska.
Domicile is defined as:
CERTIFICATE OF APPLICANT:
I have read and understand the above definition of Alaskan residence and domicile. I certify that my domicile is currently
within the state of Alaska, that I established such domicile on__________________, and that Alaska is my true and permanent
home.
Print Name Social Security Number
Current Address State of Alaska Address (if different)
If you are currently out of Alaska, please indicate the reason for the absence.
What date do you plan to return? _______________________
Do you have a current driver's license?
State _______ License Number___________ Date Issued ___________Exp. Date________
Signature_________________________________________Date_______________________
(FOR OFFICE USE ONLY)
Requested by/return to:________________________________________________________________________________
By:__________________________________________
Date:________________________________________
1. Please List your addresses for the past five years, giving dates of residence at each.
2. If you served as a member of the armed forces during the past five years, please complete the following:
Residence Upon Entry Residence Upon
Service Location From To Separation
(A copy of form DD-2058 may be required)
3. Educational Background. Addresses of schools attended within the past five years.
Did you claim Alaskan residency for non-
Dates Attended resident tuition purposes? (Proof from your
Name & Address of School Part-time Full-time From To school may be required).
4. Are you a registered voter?
If yes, please complete the following:
State ________________________
Voter Registration No.________________________
Have you voted absentee during the past four years?
5. Do you have an Alaska hunting or fishing license?
If yes, please complete the following:
Date of Issue ________________________
Resident?
Number of years and months listed as resident_________________
6. Comments:
Division: PCN(s):
Job Class: Supervisors Name:
Recruitment ID: Date Submitted to HR:
1) All Bargaining Units: When the posting period for this recruitment ended, did you
check with the Recruitment Unit to ensure no layoff or injured worker candidates had become Yes N/A
become available for this job class during the posting period?
2) Did you review each Applicant Profile and Job Qualification Summary (JQS)
Yes No
to ensure the minimum qualifications (MQ's) were met?
3) Did you get prior approval from HR on your decision NOT to interview Yes N/A
any applicant with a conviction?
Yes N/A
4) Did you offer the opportunity to interview all 10-point veterans who met MQ's?
5) Did you consider all 5 point veterans who met MQ's? Yes N/A
6) GGU positions only: If you had 5 or fewer bargaining unit members who met the Yes N/A
MQ's, did you interview all of them?
7) GGU positions only: If you had more than 5 bargaining unit member who met the Yes N/A
MQ's, did you interview the 5 most qualified?
8) SSU Positions only: For all recruitments, did you offer the opportunity to interview to at least Yes N/A
5 permanent SSU members?
9) All State Employee/Department Employee recruitments only: Have you confirmed Yes N/A
with HR all applicants who meet MQ's are permanent employees (required!)?
10) Did you consider all underutilized applicant in each underutilized group? Yes N/A
11) Is your proposed appointee an underutilized candidate? Yes No
12) Did all interviewed candidates sign the Applicant Certification attesting to the Yes No
accuracy of the information provided in the Applicant Profile/JQS?
Applicant Certification Form
Rev:1/24/02,#3 Guide, Add #11
13) Checking references is required; did you check references for the Yes No
proposed appointee's?
14) If proposed appointee(s) is currently or formaly employed by the State, did you have HR Yes No
review the personnel file?
15) Is the proposed appointee's related to anyone employed at Health and Social
Yes No
Services?
**If so, you must have a nepotism waiver approved prior to making the job offer**
Nepotism Waiver Form Yes No
16) Have point-&-click and Managers' Dispo Comments been entered for all applicants?
Yes N/A
17) Have duplicate applications been dispoed using the "Duplicate Application"
Yes No
point-&-click?
18) Has your proposed appointee's been dispoed using the "Appointed to Position"
point-&-click? Yes N/A
19) For each applicant not meeting the MQ's, did you explain what experience or
education the applicant lacked in the Managers' Dispo Comments? Yes No
20) Did you ensure that the applicants responses to the Desired Qualification (DQ)
questions were supported in the Applicant Profile and JQS? Yes N/A
21) If selected candidate is new to the State system or accepted a lower level position in different class series,
have you informed the candidate that the hire will be at Step "A" unless approval is obtained for higher
placement prior to hire date?
Advance Step Worksheet
If after reviewing an applicants JQS and Profile, and you have reasonable doubt the applicant
is a State of Alaska resident for an in state recruitment, please send the applicant a Residency
Affidavit and submit to the Recruitment Unit for a determination.
Residency Affidavit
Explain below the specific criteria you used for offering an interview. ( required! )
COMMENTS (Please explain below any "No" answers or relevant information about your recruitment)
Rev:1/24/02,#3 Guide, Add #11
