Subchapter C. VACANCY POSTINGS AND APPLICATION PROCESS
Sec.
602a.4. Vacancy postings.
602a.5. Application requirements.
602a.6. Evaluation of applications.
602a.7. Audit of applications.§ 602a.4. Vacancy postings.
(a) Content of vacancy postings. A vacancy posting shall be published using the form prescribed by the Office of Administration and, at a minimum, must include all of the following information:
(1) The appointing authority.
(2) The relevant bureau, division, office or program area.
(3) The job classification.
(4) The position number, if assigned.
(5) The salary range or hourly rate of pay.
(6) The position(s) type(s).
(7) The location of the position(s).
(8) A general description of the position(s) and work to be performed.
(9) Contact information of the appointing authority.
(10) Notice of the residency requirement, or notice of the waiver of the residency requirement.
(11) The minimum qualifications for the job classification.
(12) Selective criteria required for appointment or promotion to the position(s), if applicable.
(13) The examination information or the internal recruitment methods, including, if applicable, the job classification(s) constituting the next lower classification and a requirement that applicants submit their most recent employee performance review.
(14) The closing date and time of the vacancy posting.
(b) Veterans’ preference. In addition to the requirements of subsection (a), where applicable, a vacancy posting must advertise that veterans’ preference (51 Pa.C.S. Chapter 71 (relating to veterans’ preference)) is the law of the Commonwealth.
(c) Nonconformance. When an appointing authority’s vacancy posting does not conform with this section, the Office of Administration may, in its discretion, direct an appointing authority to do all of the following:
(1) Remove the nonconforming vacancy posting.
(2) Publish a vacancy posting that conforms with this section, which shall remain open for a period equal to or greater than the period provided for by the nonconforming vacancy posting and shall state that applicants who had applied using the nonconforming vacancy posting need not apply again and will be considered for the relevant position(s).
(d) Publication. Vacancy postings will be available through the Office of Administration’s web site.
§ 602a.5. Application requirements.
(a) Submission of applications. An application shall be submitted using the form prescribed by the Office of Administration, which will be available through the Office of Administration’s web site and shall contain a statement made subject to the penalties of 18 Pa.C.S. § 4904 (relating to unsworn falsification to authorities), verifying the truthfulness of all responses contained in the application.
(1) Timeliness of applications. An application shall be submitted by the date and time specified in the vacancy posting. An application submitted by 11:59 p.m. Eastern Time on the closing date indicated on the vacancy posting will be deemed submitted within the specified time limit.
(2) Completeness of applications. An applicant shall include on their application all information necessary for determining whether the applicant possesses the minimum qualifications for employment in the relevant job classification and, where applicable, the selective criteria required for appointment or promotion to the specific position to which the applicant applied. An applicant’s failure to comply with this provision may result in the applicant’s application being deemed incomplete.
(3) Rejection of applications. The Office of Administration may reject an incomplete or untimely submitted application. Whenever an application has been rejected, notice, with the reasons for the rejection, shall be given to the applicant.
(4) Discretionary acceptance of applications. The Office of Administration may extend the deadline for the acceptance of applications if sufficient need exists for additional applicants and if the acceptance of additional applications is uniformly applied to all applications for the position(s) filed on the same date or on an earlier date. The Office of Administration, in its discretion, may accept applications filed after the date and time specified in the vacancy posting if it determines extraordinary circumstances warrant acceptance.
(b) Limitation on inquiry. Limitations on inquiry in applications shall be as follows:
(1) Except as provided in paragraphs (2) and (3), no question on an application will require an applicant to provide information concerning their age, race, color, religious creed, ancestry, national origin, gender, sexual orientation, gender identity or expression, political opinions or affiliations, union membership or affiliations, AIDS or HIV status, or disability; nor will the information be required in another manner by an official or employee of the Office of Administration or of an appointing authority in connection with the appointment or promotion to a position within the classified service, except as otherwise permitted by the act or this subpart.
(2) The Office of Administration may make inquiries of an applicant’s age, race, national origin, gender or similar factors as is necessary to comply with Federal and State laws and regulations and this subpart.
(3) The Office of Administration may make inquiries of an applicant’s age, race, national origin, gender or similar factors as is necessary to conduct research required to validate selection procedures or to otherwise comply with Federal and State laws and regulations on equal opportunity. Applicants shall be informed that responses to such questions are not mandatory.
§ 602a.6. Evaluation of applications.
(a) Evaluations. Consistent with § § 601a.12 and 602a.3 (relating to minimum qualifications; and selective criteria), the Office of Administration shall evaluate an applicant’s application to determine whether the applicant possesses the minimum qualifications for employment in the relevant job classification and, where applicable, the selective criteria required for appointment or promotion to the specific position to which the applicant applied. The Office of Administration may require an applicant to supply certificates and other appropriate documents relevant to determining the applicant’s qualifications.
(b) Basis for evaluation. The job specification shall be the primary basis and source of authority for evaluating whether an applicant possesses the minimum qualifications for employment in the job classification to which the applicant applied. The Office of Administration may develop aids for interpreting the minimum qualifications for employment in a job classification, as set forth in the relevant job specification. These interpretive aids shall be binding for purposes of evaluating an applicant’s eligibility for employment in a job classification. If applicable, the approved selective criteria, as set forth in the vacancy posting, shall be the primary basis and source of authority for evaluating whether an applicant possess the selective criteria required for appointment or promotion to the specific position to which the applicant applied.
(c) Unqualified applicants. The Office of Administration is not required to score the examination of, or otherwise certify or refer, an applicant who lacks the minimum qualifications for employment in the relevant job classification or, where applicable, the selective criteria required for appointment or promotion to the specific position to which the applicant applied.
(d) Notice. When the Office of Administration determines that an applicant lacks the minimum qualifications for employment in the relevant job classification or, where applicable, the selective criteria required for appointment or promotion to the specific position to which the applicant applied, or both, the applicant shall be notified of the reasons for the determination and the ability to request reconsideration under subsection (f).
(e) Correction of errors in determination of qualifications. The Office of Administration, upon finding an error in the determination of an applicant’s qualifications shall correct the error and report the error to the affected applicant, regardless of whether the applicant requested reconsideration under subsection (f).
(f) Reconsideration. An applicant may request the Office of Administration reconsider a determination that the applicant lacks the minimum qualifications or selective criteria required for employment in a job classification or position by submitting a written request for reconsideration to the Office of Administration within 5 business days of the date that the notice of ineligibility determination was sent to the applicant by the Office of Administration. The written request for reconsideration shall state the grounds for the request, specifically explaining why the ineligibility determination was incorrect based on the information provided by the applicant on their application. The Office of Administration will re-review the applicant’s application and provide the applicant with a further explanation or revised result.
(1) Appointing authorities may continue the hiring process while an applicant’s request for reconsideration is pending review by the Office of Administration.
(2) If the Office of Administration determines that, due to an administrative error, an applicant was improperly determined to lack the minimum qualifications or selective criteria required for employment in a job classification or position, the Office of Administration will score the applicant’s examination and, if the applicant obtains a passing examination score, certify the applicant’s name to the appropriate eligible list or otherwise refer the applicant’s name to the appointing authority with instructions that the appointing authority must consider the applicant for appointment or promotion to the vacancy in accordance with the act and this subpart.
§ 602a.7. Audit of applications.
Information included on an applicant’s application may be subject to audit by the Office of Administration, including audit after the applicant’s appointment or promotion. Audits performed under this section are separate and distinct from any verification or background check performed by the Office of Administration an appointing authority or human resources staff supporting an appointing authority. If the Office of Administration cannot confirm information included on an applicant’s application, the applicant may be deemed ineligible for appointment or promotion to the relevant position or otherwise removed from the position.
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