State of Alaska, Department of Administration, Division of Personnel and Labor Relations

Classification: Recruitment Concerns

This page focuses on assisting you with situations that you might encounter and questions or concerns that you might have about recruitment as it pertains to the work of your department, division, unit, and staff. Within the following you will find information and guidance on the role of Classification in personnel administration and dealing with various issues related to recruitment. Some of your own questions or concerns may lead you elsewhere within our site. However, we may also be able to address them here. We encourage you to investigate all of the prospective questions and concerns, even if at first glance they don't initially appear to cover yours.

My recruitment efforts result in no qualified (meeting the minimum qualifications) applicants. Who do I contact for assistance with this matter?

Contact your appropriate Recruitment staff for a consultation on your recruitment and selection practices.

The majority of my applicants do not meet my pre-interview criteria. Who can I talk to if I have questions about my recruitment efforts?

Contact your appropriate Recruitment staff for a consultation on your recruitment and selection practices.

What is considered a demonstrated history of recruitment difficulty?

Recruitment difficulty is defined as:
  • The majority of recruitments have been open to All Applicants within the previous 24 months
  • The majority of recruitments resulted in fewer than five qualified, eligible, and available applicants over the previous 24 months.
  • There is a demonstrated recruitment failure of at least 15%; and,
  • The department has demonstrated aggressive recruitment strategies including, but not limited to, all applicant recruitments, advanced step placement, flexible staffing, college recruiting, increased presence at job and career fairs, networking in professional organizations, greater use of print or other social advertising media, etc.

What does qualified, eligible, and available mean?

Applicants are considered:
  • Qualified if meeting the minimum qualifications for the job classification. An applicant does not need to meet the desired qualifications to be considered qualified.
  • Eligible if they:
    • Have the right to accept employment in the United States;
    • Are Alaska residents, if applicable;
    • Have not been convicted of crimes that directly relate to future performance in the positions applied for;
    • Have complied with all the requirements of the Selective Services Act; and
    • Have not lost eligibility under 2 AAC 07.112

  • Available if they are able to report to work within a reasonable period following acceptance of the job offer. A reasonable period is defined as two to four weeks.

What type of reporting requirements exist to demonstrate recruitment difficulty?

You must work with your appropriate Recruitment staff to request a report of recruitment data for the previous 24 month period.

Recruitment data that will be collected and reported includes:

  • Job Title(s)
  • Location(s)
  • Scope of Recruitment (i.e., All Applicants, Alaska Residents Only, All State Employees, Department Employees Only, etc.)
  • Recruitment dates
  • Number of qualified applicants
  • Recruitment Outcome (i.e., No Hire, Promotion, Rehire, New Hire, etc.)
  • What step placement was granted to the hire
  • How the department advertised for the vacancy

What is the definition of a hard to fill position or job class?

A position or job class can be considered hard to fill if it meets the recruitment difficulty criteria and the recruitment data report supports and demonstrates recruitment difficulty.

My recent recruitment postings have consistently generated applicants who do not meet the current minimum qualifications (MQs); however, it appears that their education and/or experience may make them well suited to perform the work of the class upon entry/appointment to the position. Who do I contact to discuss a possible change to the MQs?

The first person to ask is your supervisor to ensure that you have departmental approval to pursue this option. You should also contact the appropriate HR staff serving your department.

Agencies wishing to reexamine the MQs of job classes should request a consultation with Classification Studies to determine if the MQs should be amended through a Maintenance Request, which changes the MQs and MQ Questions but not any other part of the class concept(s).

Your Division Director (or appropriate delegate) should submit an email to:

  1. The Classification Section; and, carbon copies to,
  2. Your department's Administrative Services Director (if submitted by a delegate, please also cc your Division Director); and,
  3. The appropriate HR staff serving your department.

This email should include:

  1. A description of the change or concern.
  2. The job class(es) impacted by the change or concern.
  3. Any solutions proposed by your department.
  4. Any additional agencies who utilize the impacted job class(es).
  5. Your department's designated contact for this request.

Amendments to MQs typically take from one to ten business days to complete and, like other actions completed by Classification, are interactive and collaborative processes.

How do I go about requesting a change to the minimum qualifications (MQs) to broaden my applicant pools and allow for more contemporary education and experience to reflect current job requirements?

The first person to ask is your supervisor to ensure that you have departmental approval to pursue this option. You should also contact the appropriate HR staff serving your department.

Agencies wishing to reexamine the MQs of job classes should request a consultation with Classification Studies to determine if the MQs should be amended through a Maintenance Request, which changes the MQs and MQ Questions but not any other part of the class concept(s).

Your Division Director (or appropriate delegate) should submit an email to:

  1. The Classification Section; and, carbon copies to,
  2. Your department's Administrative Services Director (if submitted by a delegate, please also cc your Division Director); and,
  3. The appropriate HR staff serving your department.

This email should include:

  1. A description of the change or concern.
  2. The job class(es) impacted by the change or concern.
  3. Any solutions proposed by your department.
  4. Any additional agencies who utilize the impacted job class(es).
  5. Your department's designated contact for this request.

Amendments to MQs typically take from one to ten business days to complete and, like other actions completed by Classification, are interactive and collaborative processes.

I have a position that has just gone vacant after several years and we're desperate to get it filled (like, yesterday). The PD has not been updated since before it was last recruited. Do I have to update the PD to recruit?

Per AAM 130.120, a new or revised PD is submitted when one or more of the following has occurred:
  • The supervisory authority assigned to the position is changed or modified (e.g., direct report positions added, changed, deleted, etc.).
  • A new primary duty (the main duty the position exists to perform) has been assigned.
  • The position's focus has shifted (e.g., responsibility shifts from reviewing a form for completeness to approving the action requested on the form, OR the position supports Program B while its PD indicates it supports Program A).
  • The mission, goals, or objectives of the position, or the program the position supports is changed or modified (e.g., new statutory mandates alter the program function, department executive team establishes new goals or mission that impacts the work performed by the position in question).
  • Essential duties have been added, deleted, or modified.
  • The work demands section has been modified. This information is necessary to ensure compliance with the Americans with Disabilities Act (ADA) and Occupational Safety and Health Act (OSHA) blood borne pathogens standards.

In addition, since the June 2006 implementation of OPD, all departments have been tasked with ensuring that all PDs are current to the OPD system. If the PD has not already been updated to OPD it must now be done.

Target turnaround times are as follows:

  • Priority 1 (Departmental Priority, determined by the department's Administrative Services Director) = As Quickly as Possible.
  • Priority 2 (Establish New Position) = 14 calendar days.
  • Priority 3 (Vacant Position) = 14 calendar days.
  • Priority 4 (Filled Reclassification to Another Job Class) = 35 calendar days.
  • Priority 5 (Filled Update) = 58 calendar days.

Please Note: All PD submission priority levels are authorized by the Administrative Services Director of the submitting department.

How long will it take to update a PD for a vacant position that we need to recruit for and what might slow the process down?

Target turnaround times are as follows:
  • Priority 1 (Departmental Priority, determined by the department's Administrative Services Director) = As Quickly as Possible.
  • Priority 2 (Establish New Position) = 14 calendar days.
  • Priority 3 (Vacant Position) = 14 calendar days.
  • Priority 4 (Filled Reclassification to Another Job Class) = 35 calendar days.
  • Priority 5 (Filled Update) = 58 calendar days.

Please Note: All PD submission priority levels are authorized by the Administrative Services Director of the submitting department.

These timeframes are tentative and not contractual. There are numerous factors that may impact the overall turnaround time from PD origination to finalization by Classification. When planning for the submission of a PD, please consult and coordinate the process with your Division Director, Administrative Services Director, and/or designated division and departmental administrative staff.

Delays to the review, allocation, and finalization of a PD may occur as a result of any combination of:

  • Staffing charts that are incorrect and/or not attached;
  • Incomplete and/or inconsistent Duties and Other Work Details statements;
  • Incomplete and/or inconsistent Supervisory Authority pages;
  • Incomplete and/or inconsistent Organizational Routing Codes;
  • Incomplete, inconsistent, and/or non-attached Training Plans for flexibly staffed submissions;
  • Incomplete, inconsistent, and/or otherwise non-descriptive Questionnaire responses for new position or reclassification requests; and/or,
  • Delayed responses to requests for clarification from Classification staff.

I already have a PD at Classification for review. Can I start recruitment now or do I have to wait until they've finished with it?

A department may:
  • Post a job announcement for a position on Workplace Alaska (WPA) while the PD is being updated and is at the department level (i.e., Origination, Division, or Department approval step) within OPD.
  • Post a job announcement for a position on WPA while the PD is submitted and concurrently being reviewed for update through Classification. However, recruitment staff will not approve request for hire approval until the PD has been finalized through Classification.
  • Post a position on WPA while the PD is at the Classification step as a request for reclassification (i.e., up, down, or change in job class). The department may recruit under the anticipated reclassification job title. However, recruitment staff will not approve any request for hire approval until the PD has been finalized by Classification. If the result of the final reclassification action is different than the job posting, or there are significant changes to the position description not listed in the recruitment bulletin, the recruitment must be closed out as "No Hire Made" and a new recruitment process may be initiated by the hiring manager.

Help! I have a vacant position, which we're desperate to fill, whose duties have changed and the PD needs to be updated ASAP. Who can I talk to in order to speed things up?

All PDs require several layers of approval prior to being sent to Classification. The primary contact that you should always make within your department to facilitate and coordinate the drafting and review of any PD, regardless of its urgency, is to your Division Director and/or designated administrative staff assigned to review and approve your PDs.

In addition, you may also contact your appropriate Allocations Supervisor for a non-study submission to notify him/her of the pending PD submission. Contact should be made with the appropriate Class Studies Analyst for any submissions that are submitted as part of a study.

Delays to the review, allocation, and finalization of a PD may occur as a result of any combination of:

  • Staffing charts that are incorrect and/or not attached;
  • Incomplete and/or inconsistent Duties and Other Work Details statements;
  • Incomplete and/or inconsistent Supervisory Authority pages;
  • Incomplete and/or inconsistent Organizational Routing Codes;
  • Incomplete, inconsistent, and/or non-attached Training Plans for flexibly staffed submissions;
  • Incomplete, inconsistent, and/or otherwise non-descriptive Questionnaire responses for new position or reclassification requests; and/or,
  • Delayed responses to requests for clarification from Classification staff.

How do I recruit for a nonpermanent position?

Long Term nonpermanent employees must be hired via Workplace Alaska (WPA). If a former employee held a permanent position in the same job class for which you are recruiting, or a higher class in the series, you may waive WPA and hire this person based on his/her rehire rights (were employed in the job class as either a GG or SU member within the past two years). This is subject to review and approval by your appropriate Recruitment staff.

Short Term employees may be appointed without formal recruitment through WPA, provided the person considered meets the minimum qualifications (MQs) of the job. MQs can be found by accessing job class specifications on WPA. The Alaska Job Service Centers are popular methods for short-term hires.

LTC nonpermanent positions must be hired through the Public Employees Local 71 hiring hall. Please contact your appropriate Recruitment staff for further information.

Student, College, and Graduate Interns must be recruited through WPA.

I wasn't able to find my particular questions and concerns here. What other options do I have?

We encourage you to continue reviewing our other pages. However, if you are either certain that your questions and concerns are not covered elsewhere, or have looked and still not found an answer, please do not hesitate to email us directly at the Classification Section.