Commonly Used Terms

1:

What is a recruitment?

A:

A recruitment is a process for locating applicants for employment.

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2:

What is a Recruitment Number?

A:

A "Recruitment Number" is a six digit number that identifies a recruitment.

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3:

What is a recruitment period?

A:

A recruitment period is a time period indicated on the job announcement during which applications are accepted.

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4:

What does "Continuous Recruitment Until Needs are Met" mean?

A:

The recruitment will be open continuously until there’s no longer a need for eligibles. A Continuous Recruitment may close at any time; the notice of the last day to file applications will be posted in our office, and on the Job Opportunities Listing page of our website.

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5:

What is a State of Hawaii Career Opportunity Announcement?

A:

A State of Hawaii Career Opportunity Announcement describes a job that the Department of Human Resources Development, State Recruiting Office, is currently recruiting for. It is the best source of information about a job as it tells you the time period for which applications will be accepted, the title of the job, recruitment number, geographic location, pay, job duties, minimum qualification requirements, what type of examination (if any) you must take to qualify for the job, and instructions on how to apply.

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6:

What is an Open-Competitive recruitment?

A:

An open-competitive recruitment is a recruiting notice that announces the receipt of applications open to the general public.

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7:

Who is considered a member of the State civil service?

A:

An employee who successfully completes an initial probation period and demonstrates continued fitness and ability by meeting all performance requirements of the employee’s position.

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Applying for a Job

8:

How are vacancies filled?

A:

Jobs can be filled either from a department announced recruitment also known as an Internal Vacancy Announcement (IVA) for which only members of the civil service can apply, or from an "eligible list" established for a recruitment that the State Recruiting Office has announced. The State Recruiting Office publishes Career Opportunity Announcements for jobs open to the public. These announcements contain important information about the duties and responsibilities of the job, minimum qualifications required, and the examination process for placement on the eligible lists. You should review the Career Opportunity Announcement of the job(s) for which you are interested prior to completing the application form. CLICK HERE for our Job Opportunities Listing.

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9:

What kind of jobs does the Department of Human Resources Development, State Recruiting Office recruit for?

A:

A very large range of jobs. The Department of Human Resources Development administers the civil service system for the Executive Branch of Hawaii State government. The civil service employment system is based upon hiring, retaining and promoting employees based on their qualifications and ability to do the work. There are over 1700 different job titles. For a complete set of the Class Specifications of every civil service job that exists in State government, a current list can be found at the Employee Classification and Compensation Division page, or visit the following public libraries: On Oahu at the Main, Kaimuki, Kaneohe, and Pearl City libraries; and on the Neighbor Islands, at the Hilo, Kahului, and Lihue libraries. Ask the library personnel at the reference desk where the Class Specifications for State government jobs are located.

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10:

Where can I find out about State jobs that are currently being recruited for?

A:

Information about jobs are available on the internet, at the State Recruiting Office and other designated distribution centers, and on occasion in the newspaper. In some instances, the department that has the vacancy may be delegated to conduct their own recruitment. If this occurs, the department will be responsible for advertising the vacancy.

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11:

How do I apply for a State job?

A:

There are two ways – online or paper application form. To apply online, go to the Job Opportunities Listing page of our website to view current job openings. From your job search results, click on the job title to view the Career Opportunity Announcement. You will find step-by-step instructions in the "How to Apply" section and a link to create an online application for the specific job. If you prefer to write out and submit your application on paper forms, our job applications are available for pick-up in person. Applications are available for current job openings only.

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12:

Where can I obtain a job application?

A:

There are three ways. 1) The online application can be accessed through the Job Opportunities Listing page by clicking on the job you’re interested in, then clicking the "apply" link. 2) Applications in paper form can be picked up in person at the following locations: On Oahu at the State Recruiting Office, or at the Waipahu Workforce Development Office; and on the Neighbor Islands, at the Hawaii State Workforce Development Offices and the Lanai Library.

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13:

When can I apply for a State job?

A:

Applications are accepted only when a recruitment has been announced and only during the recruitment period specified on the job announcement. If the recruitment has a deadline to apply, you must submit your online or paper application and any other additional materials required in the job announcement by the last day to file applications.

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14:

How do I know what jobs I qualify for?

A:

You must first meet the minimum qualification requirements of the job. These requirements can be found on each Career Opportunity Announcement. You should review each announcement carefully, noting the location of the job opening, minimum qualification requirements, description of job duties, and any other special requirements. Taking the time to thoroughly review each announcement will help you avoid applying for jobs that may not interest you, or for which you may not qualify.

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15:

Can I submit a resume instead of the online or paper application?

A:

No. A resume in itself will not be processed. It must be accompanied by either an online or paper application, along with other required supporting documents asked for in the Career Opportunity Announcement.

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16:

Can I use the same application to apply for several different jobs?

A:

No. If you are using a paper application and applying for jobs listed on different Career Opportunity Announcements, you must submit a "complete application" for each announcement. Please make sure that the correct job title is listed on your application(s), and that each application accurately describes your education and experience in relation to the specific minimum qualifications required. It is recommended that you also keep a copy of your application for your records.
If you are applying online and have already set up your user account, you may use your saved application from previous jobs, to apply for any other positions you wish to be considered for.

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17:

What is considered a "complete application?"

A:

A "complete application" consists of the online or paper application as well as supporting documents that are necessary for us to complete our review. Examples of these documents include the Applicant Data Survey, your college transcripts, documentation of veteran status, a copy of your valid driver’s license or professional licensure. Supporting documents as described in the job announcement must be on file with the Department of Human Resources Development (HRD), to complete your application. Note: You must re-submit supporting documents to HRD if they were submitted: 1) to the City & County of Honolulu; 2) to the Hawaii State Judiciary; 3) to the Hawaii Department of Education; or 4) to HRD prior to July 2006.
Your application is considered incomplete until all of the information required to complete our review is received, so please read the Career Opportunity Announcement carefully.

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18:

I want to apply for a job, but the location is not listed. Can I still apply for the location I want?

A:

No. The geographic restriction targets the location of the immediate or anticipated vacancy(s). If you are not willing to work at the listed location(s), watch for any future announcement that contains your location preference.

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19:

What happens if I submit an online or paper application for a recruitment that has already closed?

A:

If the recruitment has closed, you cannot apply online. Your paper application will be considered a "late application" and will be rejected. To be considered timely, all applications must be received by the last day to file applications. Hand-delivered applications must be received Monday through Thursday by 5:45 p.m., Hawaii Standard Time, during the Pilot Project that ends October 31, 2008. Mailed applications must be postmarked by the "last day to file." Applications and documents submitted by e-mail or fax will not be accepted.

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20:

How do I notify you of a change to my name, address, phone number or availability for employment?

A:

Please send written notification of any changes to your mailing address, telephone number, and/or work availability to the State Recruiting Office. You may submit a Change of Information Form, which is available on our website. Be sure to include your full name, and the job you applied for. Your changes will replace the previous information on record.

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Examination

21:

What is an "unassembled" examination?

A:

An examination in which applicants are not required to take a written examination at a designated date, time, and place. Your rating (score) is based on the education and experience information you provided on your application form.

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22:

Can I apply for a job requiring a college degree, if I have not yet graduated?

A:

Unless otherwise indicated on the Career Opportunity Announcement, you must meet the education requirement at the time your application is filed.

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23:

Do you have study guides to help me prepare for a written exam?

A:

No. We design written tests to reflect the knowledge, skills, and abilities (KSAs) needed to be brought to the job. The tests are not designed to show what you have learned from books. We want to give you a chance to show how many of the job-related KSAs you have. People with these KSAs should do well on the test.

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24:

What kind of test will I have to take?

A:

The type of test you take will depend on the type of examination being administered for a particular job. The job announcement will provide this information under the section titled "Testing Information."

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25:

How often is the written exam given?

A:

If you apply for a recruitment open on a continuous basis, the exam will be administered several times a year. This can vary depending on the number of applicants, the type of exam, and the needs of the hiring agency. If the recruitment has a closing date, it will only be administered once after the closing date.

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26:

I have a disability. How do I request special accommodations to take a State exam?

A:

Please call the Examination Branch at (808) 587-0994 as soon as possible. Be prepared to provide medical proof of your need for accommodation by a professional who is qualified to make a diagnosis.

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27:

How are scores calculated?

A:

The way scores are calculated depends on the type of examination procedure administered. For more information on the type of examination, please refer to the section titled, "Testing Information."

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28:

I already took a written exam and was placed on the eligible list. Can I take the exam again to improve my score?

A:

If the recruitment is still open, you may re-apply and take the written exam again, as long as 30-days have lapsed between the written tests. If you do not pass the exam the second time, you will keep your original score.

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29:

If I take the test again before my eligibility expires, and score lower, can I still keep my original score?

A:

No. If you pass the written exam and receive a lower score, the lower score will replace the original score.

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30:

Are original transcripts required or can I just submit a copy?

A:

If you are using education to qualify, or if there are mandatory course requirements for the job, you may submit a legible copy of your official college transcripts. Transcripts obtained through the internet are not accepted. Please note that education obtained outside of the United States must be comparable to a degree earned at an accredited school in the United States. The State Recruiting Office reserves the right to request evidence of comparability and/or an official copy of your transcript.

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31:

Can my college send my transcripts directly to your office?

A:

Yes, if your name and recruitment number are clearly identified on the transcript. However, if you plan to apply for multiple recruitments, you may want to request the university send the original copy of your transcript to you so that you can make copies. While we accept copies of transcripts, we reserve the right to request an original transcript.

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32:

I was placed on an eligible list 3 months ago, and have since obtained an advanced degree that could improve my score. Can I ask to amend my score?

A:

No. Your newly acquired education or work experience cannot be considered after your name has been placed on an eligible list. However, if the recruitment is still open, you may re-apply and submit any additional education and experience on your new application.

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33:

Why was my application rejected?

A:

An application can be rejected for several reasons such as: 1) missing forms or other supplemental information; 2) insufficient detail in your description of job duties and responsibilities; 3) performing work in more than one specialty area and not providing the average hours per week spent in each task; 4) inability to verify your education (diploma, coursework), education, licensure, etc. needed for a particular job. Your notice of results letter may indicate which specific minimum qualification requirement(s) have not been met and/or request additional information in order to complete our review.

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34:

Why was my application not processed?

A:

An application cannot be processed for several reasons, including but not limited to: missing information such as name, address, etc. Another reason may be that an applicant did not indicate what recruitment they were applying for, or they tried to apply for more than one job on the same application.

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Eligibility/Referral

35:

What is an eligible list?

A:

A list of names of persons who have successfully competed the examination.

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36:

How long will it take until I am placed on an eligible list?

A:

We try to place qualified applicants on the eligible list as timely as possible. The actual time frame depends on a variety of factors, including the number of persons applying for a job, the type of exam used for the job, and the needs of the hiring agency that will be using the eligible list.

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37:

How long will I remain on the eligible list?

A:

You will have eligibility for the period stated on the Notice of Examination Results and Eligibility. It will indicate whether you meet all the minimum qualification requirements. If you qualify, the letter will also indicate your score and placement into the pool of eligibles.

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38:

If I accept a temporary position, will my name be removed from the eligible list?

A:

It depends. 1) If you are appointed to a temporary position from an eligible list that was established to fill both permanent and temporary vacancies, it will depend on the duration of the temporary appointment. If the duration of the appointment allows you to serve an initial probationary appointment which could lead to civil service membership, your name will be removed from the eligible list and you will no longer be referred to other vacancies. However, if the duration of the temporary appointment does not allow you to serve an initial probationary appointment, your availability for temporary positions will be removed and you will not be referred to future temporary vacancies. But, if you indicated interest in permanent positions on your application, your name will continue to be referred to permanent vacancies. 2) If you are appointed to a temporary position from an eligible list that was established to fill temporary positions only, you will be removed from the eligible list and you will no longer be referred to other vacancies.

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39:

How long does it take to be referred for a job interview?

A:

It depends on several factors. After you are placed on the eligible list, you will be referred to vacancies based on your examination score and the employment conditions/geographic locations you specified on your application form. Factors that increase your chances of being referred include how high your score is, your availability, and the number of vacancies that must be filled.

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40:

After I am placed on the eligible list, what happens if I decline or fail to respond to an employment inquiry?

A:

Your eligibility will be suspended when you decline a job offer; do not report for an employment interview or respond to an employment inquiry; indicate a lack of interest in any other way for a position; or you are contacted and not available to attend an interview.

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41:

If my eligibility is suspended, can my name be put back on the eligible list for future referrals?

A:

Yes. If the list is still active and your eligibility has not expired, you may reinstate your eligibility under the following conditions: 1) you are now available for employment; 2) you now meet the physical standards of the job; or 3) you terminated without delinquency or misconduct during your probationary period after being appointed to a permanent position from the eligible list. Your request must be in writing and include your name, job title, and recruitment number.

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42:

Can I find out my ranking on the eligible list?

A:

No. Your ranking may change from day to day for several reasons. Factors such as names being added and removed, availability changes, and hiring can affect your ranking.

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Miscellaneous

43:

Where is your office located? Is parking available?

A:

Click Here for a map of our Office. Our office is located in the Leiopapa a Kamehameha Building, Eleventh Floor, 235 South Beretania Street. If you are heading in the Ewa direction on South Beretania Street, we are located on the next block after the State Capitol between the cross streets of Richards and Alakea, directly across of the St. Andrew’s Cathedral. Parking is available at the Alii Place Building’s parking structure located at 1099 Alakea Street, just makai (oceanside) of the intersection of Alakea and South Hotel Streets.

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44:

What type of benefits does the State government offer?

A:

The State of Hawaii offers its employees who are members of the civil service a range of benefits. These benefits are subject to change whenever applicable collective bargaining agreements, laws, rules, policies or plan documents are changed.

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