Requisitions-

From Creation to

Close

Requisition Road 1. Hiring Agency Creates/Approves

Requisition

3. DAS-HRE Posts Position on

BrassRing

6. Hiring Agency Screens

Candidates

8. Hiring Agency Codes Applicants

in Final Status

Hiring agency has a position to post.

Personnel assistant will create and send the requisition to

DAS-HRE.

This puts the requisition in BrassRing – “Approved

Requisitions.”

The requisition will need to remain there overnight. DAS-HRE

will typically post the requisition the next business day when

recall/outplacement is run/cleared.

The average requisition will be posted in a quick timeframe –

1 to 2 business days after arriving in the “Approved

Requisitions.”

Requisition Created

Recall/Outplacement is a BrassRing search that is run by

DAS-HRE employment specialists before every merit and

non-merit/contract-covered position is posted. It generates

names of persons eligible for recall/outplacement for the

requisition.

Allowing the requisition to sit overnight gives the BrassRing

system time to update. It also gives those candidates added

to the Recall/Outplacement program on the date the requisition was approved time to be identified by the search.

Recall/Outplacement

Requisition Checklist

The Hiring Justification (HJ) and Position Description

Questionnaire (PDQ) should accompany the requisition.

Ideally, they should be attached in the attachments section. A

PDQ is only required for positions with selectives, while a HJ

is required for all positions.

If the position is for department only or state employees only,

red language at the top of the requisition will state:

This position is for permanent state employees only. Those in

any other status are not eligible to apply.

Or

This position is for permanent Department of……. employees only. Those in any other status are not eligible to apply.

Posting a Requisition

Job Description – This should be specific enough to identify

what the position entails. It draws applicants who are both

interested and more likely to be qualified. DAS-HRE can

assist the hiring agency with this description.

Font used for the Job Description, To Apply, Additional

Qualification Requirements, and Selective Definitions section is Arial 13.

Posting a Requisition (Cont’d)

Selective certification requirements, known simply as

“selectives,” are position-specific additional qualification

requirements that are based on the demonstrated job-related

needs of an individual position being filled. Not every position

will require the use of a selective, and some positions may

require more than one selective.

If the position has a selective or selectives, the full definition

of the selective(s) will be put in the requisition. The following

text will be at the top of the posting in red.

“Only applicants who meet the Minimum Qualification

Requirements and meet all selective requirements (listed

below) will be placed on the eligible list.”

For more information on selectives visit,:

https://das.iowa.gov/human-resources/classification-and-pay.

Posting a Requisition Cont’d

Use Requisition Notes to alert the employment specialist to

any situation/particular need regarding the close date.

The hiring agency can put specific instructions to send a

cover letter/resume to a hiring manager. Hiring agencies

should not use the wording that candidates will be

“disqualified” if they don‘t follow the instructions. DAS-HRE

qualifies candidates. Hiring agencies “screen” candidates.

The employment specialist will post the requisition. The

requisition team will receive an email stating the requisition is

open and available on the DAS website for applicants to

apply.

Posting a Requisition Cont’d

When evaluating applications, the Minimum Qualifications

(MQs) of the job class are used by the employment specialist

to determine whether or not the applicant is qualified.

MQ means the minimum education, experience, or other

background that is stated in the job description.

Some MQs are a combination of education and experience.

The purpose of the MQ screening is to uphold the merit

system and to ensure that those qualified/hired for merit-

covered positions meet a certain standard of

education/experience.

Please note: Upon request, DAS-HRE can qualify candidates for non-merit positions.

Qualifying Candidates

To perform the MQ review, the employment specialist verifies

the minimum qualifications are met using information the

applicant has supplied in BrassRing (resume, paper

application, and work history/education forms).

Some job class minimum qualifications contain a promotional

clause. This states “Employees with current continuous

experience in the State Executive Branch that includes full-

time experience equal to specified number of months of full-

time work as a (class title/titles).” The employee must be a

current state worker and at some point worked in the required

classification for the specified time.

When an MQ indicates full-time work, this refers to 40 hours per week.

Qualifying Candidates Cont’d

The most common communications sent to candidates are

“qualified,” “not qualified,” and “not qualified selective.”

”Not qualified selective” means the applicant was found to be

qualified for the job class, but not the selective(s).

If a candidate receives a “not qualified” or “not qualified

selective” notice, they have 4 business days to supply

additional information to DAS-HRE.

If the additional information supplied to DAS-HRE is found to

qualify the applicant, the employment specialist will send a qualified notice and put the applicant in “qualified status.”

Candidate Status/

Communications and

Timeframes to Consider

If the applicant supplies additional information to DAS-HRE

and is not found to be qualified, the applicant does have the

right to appeal.

The applicant is sent a letter by DAS-HRE, which includes the

appeal rights.

The applicant has 30 days to file an appeal with the

Department of Inspections and Appeals, Employment Appeal

Board.

The burden of proof to establish qualifications shall rest with the applicant.

Appeal Notification

Once the posting date has passed, DAS-HRE will issue

confidential and non-confidential lists to the hiring agency.

The non-confidential list just contains the first and last name

of the applicant.

Personnel assistant/agency contact will receive an email

indicating the hiring lists are available and attached to the

requisition.

The hiring list is typically issued within 4 business days of the

post close date.

For merit-based positions, the agency must use applicants on the list to fill any vacancies.

Hiring Lists

Hiring lists are effective for 120 days (effective January 1,

2016). If there is a need for an agency to use the list past the

120 days, contact DAS-HRE for a waiver request.

Hiring lists do contain veterans points – either 5 or 10

depending on applicant eligibility. Points are determined by

the materials submitted to DAS-HRE. A DD214 is required for

five points. A DD214 and VA Disability Rating Letter are

required for 10 points.

There may be instances when an applicant who was sent a

“not qualified” notice supplies additional information and is

found to be qualified. In these instances, DAS-HRE would

need to reissue the list. The applicant would have needed to

supply the additional information within the 4-business day timeframe. The hiring agency will be sent the updated list.

Hiring Lists (Cont’d)

The hiring agency can:

Repost the requisition

Send over a new requisition

Options if the Original Hiring List

Did Not Produce a Hire

If the initial requisition has a post close date that was 30 days ago or

more a new requisition should be sent over by the hiring agency’s

personnel assistant.

The requisition can be reposted for a length of time designated by

the hiring agency.

Before the requisition is reposted, DAS-HRE will check for any recall

eligible applicants whom may have become eligible since the initial

requisition. If there are none, the requisition will run for the specified

number of days.

A new hiring list (effective for 120 days) will be issued by DAS-HRE,

which will include the previous names on the list.

Those candidates who applied to the initial requisition would not be

eligible to apply again to the new requisition. BrassRing does not

allow a candidate to apply twice to the same requisition number.

When a requisition is reposted, it will have the same number as the

initial requisition.

Reposting a Requisition

The hiring agency’s personnel assistant will need to create a new

requisition.

The new requisition will have a different 5-digit BrassRing number

than the initial requisition.

The old requisition will be cancelled, and a cancellation notice will be

sent to all candidates who applied for the initial requisition by DAS-

HRE. A hire will not be able to be made from the cancelled

requisition.

Candidates who applied to the initial requisition would be eligible to

apply for the new requisition because the new requisition has a

different 5-digit BrassRing number.

DAS-HRE would check for any recall eligible candidates prior to

posting the new requisition.

DAS-HRE will issue a new hiring list for the new requisition that will be effective for 120 days.

Posting a New Requisition

Repost vs. New Posting

It is essential that applicants are coded and put in final status.

Examples of a final status would be “Hired,” “Interviewed not

Hired,” and “Considered not Interviewed.”

Candidates must be in final status before a requisition can be closed by DAS-HRE.

Coding and Closing

Requisitions

Employment Specialists

Sue Piel 515-281-6474 Mitch Waters 515-281-6811 David Wiedemeier 515-281-6479

Pre-Audit

Velma Matchinsky 515-281-5239

Elise Mullen 515-281-6889

Employment Team Leader

Kelly Fredericks 515-281-8893

Employment Bureau Chief

Brad Thomas 515-664-8189 Electronic Managers/Supervisors Manual

https://das.iowa.gov/human-resources/managers-supervisors-manual

Resources