General Circular No. 001269

To: Heads of State Agencies and Human Resource

Directors

Subject: Guidelines For Checking The Open Preferred List

Issue Date: December 20, 1996

For the first time in several years, we are experiencing an

increase in layoff and preferred reemployment activity. The

last period of significant activity was before the

implementation of the OPEN system. At that time, open

preferred information was distributed on monthly printouts.

The primary source of information now is OPEN.

The purpose of this circular is to establish guidelines

concerning

1. When you should check the open preferred list; and

2. If you have checked the open preferred, when should

you re-check it.

Since it is impossible to tell how long it may take to fill a

vacancy; we strongly recommend that you make a screen print to

document the status of the preferred list.

I. If you have access to OPEN

A. Working a certificate

1. Check the Open system when you receive the

certificate. If there is no open preferred list,

print the screen. If the candidate appointed

reports within 45 days of the issue date of the

certificate no further checking is required.

2. If you are going to extend the certificate or if

the appointment date is more than 45 days after

the issue date, you need to recheck the open

preferred list and print the screen. Assuming

there was no open preferred list initially and

when you rechecked, no further check is necessary

as long as the candidate reports within 75 days of

the original issue date.

3. If we approve a second extension and there is no

open preferred list, you must make your

appointment within 105 days of the original issue

date of the certificate.

4. If a certificate was worked, and you made a

certifiable score appointment, the timeframe for

working a certificate will be used.

B. Probationary appointments not requiring a certificate

1. When you are ready to begin to fill a position,

check the OPEN system and if there is no open

preferred list, make a screen print. If the

appointment date is within 30 days of your

screenprint, no further check is necessary.

2. If the process takes longer than 30 days, check

the OPEN system and make another screen print. If

the appointment is within 30 days of your second

screenprint, no further check is necessary.

II. If you have a monthly printout and you do not have access

to OPEN

A. Working a certificate

1. Check the most recent monthly printout. If there

is no open preferred list and the candidate

reports within 45 days of the issue date of the

certificate, no further check is required.

2. If the appointment date will be more than 45 days

after the issue date, you need to check the latest

printout.

3. If you receive an extension of the certificate,

check the latest printout. If there is no open

preferred list and the candidate reports within 75

days of the issue date, no further check is

required.

4. If we approve a second extension, check the latest

printout. If there is no open preferred, you must

make your appointment within 105 days of the

original issue date of the certificate.

5. If a certificate was worked, and you made a

certifiable score appointment, the timeframe for

working a certificate will be used.

B. Probationary Appointments not requiring a certificate

1. When you are ready to fill a vacancy, check the

most recent printout. If the appointment date is

within 45 days of the issue date of the printout,

no further check is necessary.

2. If the appointment date is more than 45 days after

the issue date, you need to recheck the Open

Preferred. You can do this by checking the next

printout or by calling Civil Service.

It is extremely important to keep clear accurate records in

case an appointment is questioned or appealed.

III. If you do not receive a printout or have access to the

OPEN system

A. Working a certificate

1. When you send in your SF-2, you can request a copy

of the open preferred list. If there is no open

preferred list and the person reports within 45

days of the issue date of the certificate, no

further check is required. If you did not request

a copy of the open preferred list, you can call

certification at 504-342-8559 and verify that

there is no list.

2. If the effective date of the appointment will not

be within 45 days of the issue date of the

certificate, you need to call Certification and

request an extension of the certificate and

whether there is an open preferred list. Every

approved extension and checking of the open

preferred gives you an additional 30 days to

employ someone.

It is extremely important to keep clear accurate records in

case an appointment is questioned or appealed.

If you have any questions, please call at 504-342-8593.

Sincerely,

Allen H. Reynolds

Acting Director