Hiring Manager FAQ
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Recruitment System Information
When I try to log in, I get a message telling me "Login failed. Please try again." What does that mean?
That can mean a couple of different things:
- Are you positive your Department User account has been set up already? You should have received emails with your username and a link to set your password. If not, contact your Agency HR.
- Are you typing your username and password correctly? You can reset your password or have your username emailed to you. See below for instructions.
If you still cannot log in, please contact your Agency HR for assistance.
On the login screen there are two links, "Forgot your password" and "Forgot your username", that will assist you in resetting your password or getting your username emailed to you.
I received an 'Account is locked' message. I have waited longer than 30 minutes and it is still locked. What should I do?
For security reasons, too many unsuccessful login attempts will lock your account temporarily. If you have waited the specified amount of time, and it is still locked, you may unlock the account by requesting to reset the password. Select the “Forgot your password” or “Forgot your username” to have the information emailed to you.
Password reset emails are sent immediately but delivery can depend on your email provider. Be sure to check your spam/junk mail folder if you do not see the e-mail in your inbox. If you still have not received the e-mail, add the e-mail address email@example.com to your Contacts. If it still is not received, contact technical support at your e-mail service provider to determine if the reset password e-mail is being filtered out or blocked.
All positions within the Classified Service with the State of Alaska are filled through Workplace Alaska with the following exceptions:
- Some nonpermanent positions are filled without public notice;
- Positions range 9 and below can be filled through the Alaska Job Centers with the Department of Labor and Workforce Development;
- Positions in the Labor, Trades, and Crafts Unit are filled through the Public Employees Local 71 hiring hall;
- Partially and fully exempt positions within the Executive Branch may be filled through Workplace Alaska.
Additionally, you may find positions for the Legislative Branch, Alaska Court System, Alaska Railroad, and Governor’s Office.
Go to the Hiring Managers Resources Page to access the Online Hiring Center Job Aid. This Job Aid will provide you with the step-by-step process to create a requisition, along with how to manage your referred list and send notifications to candidates. If you need assistance, contact your Agency HR.
The minimum number of days is 10 calendar days from the date the recruitment is posted on Workplace Alaska. The Hiring Manager may choose to have the recruitment open for a longer period (up to 90 days). The first counted day will begin the day after the recruitment is posted on Workplace Alaska. If the recruitment ending date falls on a weekend or holiday, the recruitment will close the following business day.
* There is a 5 day minimum for recruitments open to CEA, State Employees Only, or Departmental Employees Only.
The Hiring Manager may choose to extend their recruitment bulletin to allow additional applicants to apply. Extensions must be requested through your Agency HR prior to or within 2 weeks after the closing date of the recruitment.
Upon completion, save the requisition, attach the required documents, and then edit the requisition again. Scroll to the bottom and click “Save and release”. This sends the requisition to your Agency HR so they can get your position posted.
Upon receipt of the requisition, recruitment staff processes the request for posting within the established 2 business days Client Service Standards or sooner if possible. You will not received a computer generated email letting you know the position was posted.
If you need more information, contact your Agency HR.
There are a variety of resources available for reaching candidates. The following lists provide examples of the resources that can be tapped when conducting candidate searches. You may use one or more of the following methods to advertise positions in places where viable candidates may see your recruitment postings.
Prior to advertising in the sources below, ensure you’ve followed your operating agency policies and procedures. The Division of Personnel & Labor Relations is not responsible for costs and fees associated with additional outreach and/or advertisement of your vacancies.
- Workplace Alaska website
- Internal Agency e-mail
- Agency Website
- DOP&LR Recruitment Services facilitates a State of Alaska presence at several job fairs a year in Anchorage and Juneau.
- Your department may attend other job fairs. Contact your Agency HR to find out when.
- Job Boards
- Resume Banks
Diversity Affinity Organizations
Colleges and Universities
Associations and Organizations
- Professional Journals
- Work Bulletin Boards
- Professional Organizations
- Employee Referrals
- Direct Mailings
All bargaining agreements have contractual requirements regarding layoff candidates which stipulate they have rights superseding other claims in filling positions.
Agency HR will perform a preliminary layoff check and let the hiring manager know if there is a Layoff candidate prior to posting their vacancy announcement on Workplace Alaska.
The layoff list is certified in accordance with personnel rules and applicable bargaining unit agreement provisions when there is an employee on layoff status in a job class and the position is consistent with the employee's conditions of availability.
If you have a candidate interested in rehire, you are required to get hire approval from your Agency HR before making a job offer to a rehire candidate. Refer to the appropriate bargaining unit contract and/or contact your Agency HR for more information regarding rehire rights.
You can view the appropriate bargaining unit contract on DOP&LR’s Bargaining Unit Agreements page.
If you have a candidate interested in a transfer, you are required to get hire approval from your Agency HR before making a job offer to a transfer candidate. Contact your Agency HR for more information regarding transfer rights.
Note: An employee moving from the exempt service to the classified service is considered a new appointment. Transfer positions DO NOT apply in this situation.
You can view the appropriate bargaining unit contract on DOP&LR’s Bargaining Unit Agreements page.
Managing Your Recruitment
An application package consists of the applicant’s application, including the Agency Wide Questions and any Supplemental Questions, and any documents required at the time of application (cover letter, references, transcripts, etc). These required documents will most often be attached to the applicant’s application in Workplace Alaska. If the applicant experienced any application difficulty, you may receive the documents via fax or email.
If you are requiring a cover letter or other documents, it is important that you provide a fax number or email in case the applicant experiences difficulty attaching the documents.
Applicant pools are now called Referred Lists. You will not be able to view your applicants as they apply. When your recruitment has closed, your Agency HR will refer your applicants to you. At that point, you will be able to access the list through the Online Hiring Center and work your list.
If you have concerns about having a very large list or not getting many applicants, please contact your Agency HR for assistance in managing your recruitment.
All documentation regarding a selection must be retained for two (2) years, in accordance with 2 AAC 07.113.
Advanced step placements may be authorized upon:
- Initial appointment
- Appointment of a current employee to a lower class not in the same class series
Advanced step placement is an exception to the normal rate of pay and must be approved by the Agency HR lead prior to the effective date of appointment. It is strongly recommended that the Advanced Step Placement Analysis/Worksheet be submitted at the time hire approval is requested. Under no circumstances should the hiring manager promise the selected applicant any step other than step A at time the job offer is made, unless a higher step has already been approved. For advanced step placement to be considered, the scope of recruitment must have been open to Alaska Residents or All Applicants.
You can download the Advanced Step Placement Analysis/Worksheet on the DOP&LR HR Forms page.
A nepotism waiver is needed when appointing, transferring, promoting, demoting, or otherwise placing an individual into a position in an operating agency where an immediate family member or an individual related within and including the second degree of kindred is employed. If such relationship exists, the appointing authority complete a Nepotism Waiver form which is submitted to the Commissioner or his/her designee for approval. Note: The designee must have written delegation of the Commissioner or agency head to approve nepotism waivers under 2 AAC 07.950.
Approval of a Nepotism Waiver is required before making a job offer of employment, promotion, demotion or other position change covered under AAM 100.050 policy.
You can download the Nepotism Waiver form and FAQ on the DOP&LR HR Forms page.
Yes. It is State of Alaska policy (AAM 100.120) that you check at least two employment-related references checks on the applicant determined most qualified for the position.
For an applicant who is a current or former employee of the State of Alaska, and who has been determined most qualified for the position, as part of the reference check process, the hiring manager will also contact the Division of Personnel & Labor Relations, Employee Planning and Information Center (EPIC) to obtain the applicant’s two most recent performance evaluations, if available, and any other pertinent documents such as disciplinary memoranda.
Simply fax or email the "Applicant Certification Form" along with a fax cover sheet documenting the request for performance evaluations and other pertinent documentation regarding the applicant’s performance and behaviors to Employee Planning & Information Center (EPIC) at 907-465-6624 or firstname.lastname@example.org. Please indicate if you would like to receive the documents by fax, e-mail, or hardcopy.
Positions that require a background investigation in accordance with 13 AAC 85 are not subject to this policy.
Under 02 AAC 07.106, Alaska residents receive an employment preference with the state of Alaska. Alaska residency for purposes of employment with the State of Alaska, is established in one of the following ways:
- The applicant is domiciled in the state of Alaska, or;
- The applicant is presently serving in the military with the intent of being domiciled in the state of Alaska upon completion of military service, or;
- The applicant can provide documentation of graduation from an accredited high school or post-secondary institution in the State of Alaska, or has earned a General Equivalency Diploma (GED) while domiciled in Alaska, or;
- The applicant is presently enrolled in a post-secondary institution in the state of Alaska and not solely in online classes.
- The applicant who is a non-resident displaced to any area of the United States by a natural disaster, with proof of residence from the area declared to be a natural disaster by the President of the United States, will be considered an applicant for employment purposes for a 12-month period following the declaration.
An applicant who is a disabled veteran or a prisoner of war may qualify as a 10pt veteran, which guarantees an interview for positions where a complete application was submitted and for which the applicant meets the minimum qualifications for.
An applicant who is a veteran but not a disabled veteran or prisoner of war may qualify as a 5pt veteran, which ensures complete consideration for positions where a complete application was submitted and for which the applicant meets the minimum qualifications for.
Please review the Employment Considerations Guidance and Veterans Preference Guidance on the Hiring Managers Resources page.
2 AAC 07.235 authorizes the appointment of a person having a severe disability, as determined by the director of the Division of Vocational Rehabilitation, to a job class for which the person meets the minimum qualifications in provisional status for a period not to exceed four months within a twelve-month period.
An incomplete application is one that does not contain the specific recruitment requirements which have been defined, documented, and requested in the job posting. Specific recruitment requirements are regularly requested and documented in the Special Note and Additional Required Information Section of the job posting.
Contact your Agency HR for guidance before dispo’ing an applicant as having submitted an incomplete application.
Your first point of contact will be your Agency HR. If they cannot assist you, they will direct you to call Recruitment Services.
Division of Personnel & Labor Relations, Recruitment Services contact information:
State of Alaska
Department of Administration
Division of Personnel & Labor Relations
PO Box 110201
Juneau, AK 99811-0201
Workplace Alaska Fax Number
- (907) 465-2576
Workplace Alaska Jobs Line
- Statewide – outside of Juneau: (800) 587-0430
- Juneau and out of State: (907) 465-4095
- Alaska Residents Only:
- Positions open only to Alaska Residents, as defined above.
- All State Employees:
- Positions open only to all permanent employees currently working within the State classified service.
- All Applicants:
- Open to all applicants who have a legal right to work in the United States.
- CEA Employees Only:
- Positions open only to employees currently working or on layoff status from a position in the Confidential Bargaining Unit.
- Classified Service:
- Defined by AS 39.25.100 as “The classified service consists of all positions in the state service not included in the exempt service or in the partially exempt service.”.
- A conviction is not absolute grounds for disqualification. The number, nature, recency, and relationship to the job applied for will be evaluated in reviewing the application. If convicted of a felony, you must provide a copy of the Judgment if requested.
- Department Employees Only:
- Only permanent State employees currently working in, or laid off from, the classified service of the designated department of the recruitment may apply.
- Exempt Employee - EX:
- Someone currently working in a position in the exempt service and is excluded by law from the regulations covering the State classified service. Appointments to exempt positions do not have to be made through Workplace Alaska process.
- Permanent year-round full-time employment.
- Temporary work from as little as 30 days to one or two years. The hours worked per week can be a full-time or part-time schedule.
- Nonpermanent Employee - NP:
- Someone currently hired in the State classified service to do a temporary job or to work on a special project.
- Permanent year-round part-time employment (less than 37.5 hours per week).
- Partially-Exempt State Employee - PX:
- Someone currently working in a position excluded by law from some of the regulations covering the State classified service. Appointments to partially-exempt positions do not have to be made through Workplace Alaska.
- Permanent State Employee - PE:
- An employee in the classified service who has completed a probationary period during their current period of service with the State of Alaska.
- Probationary State Employee - PR:
- Someone who is working in a permanent full-time, permanent part-time, or permanent seasonal position who is currently serving an initial probationary period (“working test period” during which the employee’s work is closely observed and evaluated to see if he/she can do the job) in the State classified service.
- Permanent work occurring annually of limited duration (for example, three months every summer).