An eligibility list is an inventory of pre-qualified candidates in ranked order who have been assessed in a staffing action and are qualified to fill future vacancies. If you're considering establishing an eligibility list, it must be clearly indicated in the job posting.
Eligibility lists are cost effective and are recommended whenever there are more qualified candidates than current vacancies, as well as for the following scenarios:
- Positions may be available in the near future due to program requirements or employee moves
- The classification, type of position, or location traditionally has high turnover
- There are a large number of vacancies to fill and vacancies occur regularly throughout the year
An eligibility list is used to fill future vacancies at the same classification with the same job qualifications at the same location and in the same business area. In some circumstances, an eligibility list may be used to fill vacancies in other locations or across organizational units.
For jobs that are common throughout your ministry, consider working with other hiring managers to establish eligibility lists for multiple vacancies and/or locations. If the eligibility list will be used to fill future vacancies in multiple locations, include this information in your posting.
- If you anticipate there may be more opportunities available in the near future, you may want to establish an eligibility list. The job posting should clearly state how the eligibility list will be used and list the geographic areas.
- The maximum term for an eligibility list is one year for BCGEU, BCNU, UPN and Crown Counsel positions. An eligibility list may be established for a shorter term and extended for a maximum of one year, prior to the expiration date of the eligibility list.
- Once established, an eligibility list must be used to fill subsequent available vacancies that would otherwise be filled through a full staffing action, until the list expires.
- As with any staffing action, an employee placement referral may take place for your vacancies (for example, rehab placement).
- Candidates are placed on an eligibility list in rank order. The order is determined by calculating the total points in the competition including years of continuous service (if applicable).
- The term of an eligibility list starts on the day final regrets are sent.
- Candidates on an eligibility list are advised of their own placement on the list in their regret letter. Employee applicants not on the eligibility list are advised that an eligibility list has been established.
- The hiring manager who established the eligibility list maintains a record of the list and ensures it is referred to when vacancies arise.
- Prior to offering a position to a person on the eligibility list, ensure the past work performance (reference) checks have been completed.
- Offer the first available vacancy to the top applicant on the list. If the applicant declines, offer the vacancy to the next applicant.
- If the applicant accepts, follow up with a written offer and make an appointment. The next step is to complete the required paperwork for your new hire—see set up your new employee. No additional notification to other applicants is required.
- This process continues as vacancies occur until the list is exhausted or the term of the list has expired. If an individual refuses the first offer, they remain at their current place on the list and will be called as subsequent vacancies become available, unless the individual requests to be removed from the list.
- When filling subsequent available vacancies, the vacancy must be the same grid level, should be the same classification and must be within the same category (for example, same union or excluded). The job qualifications and accountabilities should be the same or very similar.
- If the job vacancy is in a different office location or organizational unit contact the candidate to share information about the position, office, staff, reporting relationships, and determine if the candidate is interested in the vacancy.
To Remove an Applicant From a List
- An applicant's name may only be removed from an eligibility list at their request or if the applicant is no longer able to meet the requirements of the position (for example, the loss of a licence that is required for a position).
- If an applicant resigns or retires, they remain on the eligibility list for that particular competition until the eligibility list is no longer valid.