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Some Tips and Rules For the Open Competitive Admin, ASA and SA Lists

Candidates may be called to pools at multiple agencies, since these are citywide open competitive lists which will be given to every agency that has a provisional Administrative, Associate or Staff Analyst, not simply the agency you are presently serving in (assuming you are a City employee already).

Your list number is very important. Agencies cannot simply appoint whomever they want, whenever they want. They must, by law, proceed in number order while making appointments.

Some words about the "One-In-Three Rule." An agency does not have to appoint every successful candidate. When the agency "considers" candidates whose list numbers are #1, 2 and 3 for the first job, the agency can select the best of the "one-in-three."

If the agency gives that first appointment to the candidate whose list number is list #1, numbers 2 and 3 are marked "CNS" or considered but not selected. If a second job is available, list #s 2, 3, and 4 must be considered. If #2 is chosen, #3 has been considered but not selected twice and #4, once.

When a third position is offered, #3, 4 and 5 are considered, but if the job goes to candidate #4, candidate #3 has been considered but not selected three times. His or her name is removed from the list for any future consideration. The agency can (but does not have to) grant a candidate's written request for later restoration to the list. On the other hand, you remain eligible to be called from the list at all other City agencies.

If you are presently a City employee, you need to ask your agency if they have received the certified Administrative or Associate Staff Analyst list from DCAS, if they will reach your number, and whether you will be appointed.

If you receive a notice from another agency inviting you to a hiring pool, you need to tell your agency immediately. If they choose to, they will give you a "DP-72" form to take to the hiring pool at the other agency. The other agency will appoint you for your agency. Agencies help each other in this way all the time, but your agency must approve the appointment by providing the "DP-72" form. Give the form to the personnel at the hiring pool when you arrive. If they reach your number, they will give you papers to return to your agency.

You can read more about DP-72 forms by downloading the memo from Michael Schady at this link:

Appointment to a permanent civil service title via a DP 72 Form

If you are called to a pool by your agency or another agency, never decline a job offer. Let them decline you. If you decline a job, you will be removed from the list for every agency and you will have to write to DCAS to restore you. They can only restore you to the list three times. If the agency declines you, you remain on the overall list, but will not be called by that particular agency again. You may, however, write to Human Resources at that agency and ask to be restored to the list for that particular agency.

If you are invited and do not go to a pool or call and tell them you will not be coming, either in your agency or another agency, you will be considered an "FTR" or Failure to Report. You will be taken off the list for every agency and will be forced to write DCAS for restoration to the list - which can only be done three times.

Sometimes, you will have no choice but to FTR at an agency, because agencies sometimes call the list on the same date and at the same time. You will be forced in those cases to choose which pool to attend. If you are appointed at the pool you do attend, you don't need to do anything. If you are declined by the agency whose pool you attended, the FTR in the other agency you did not attend will mean you are removed from the list and you will need to write to DCAS for restoration to the list.

If you are in another higher provisional title (other than Associate Staff Analyst or Staff Analyst - depending on which list you are on), you will remain in your current position at your current salary and become a probationary Associate Staff Analyst (on leave) or probationary Staff Analyst (on leave). After your year's probation as an ASA or SA, you will become a permanent Associate Staff Analyst (on leave) or Staff Analyst (on leave). You will be, what is called "turned over."

OSA normally seeks to monitor the "calling of the list." If you receive a notice calling you to a pool, contact OSA Executive Director Sheila Gorsky at (212) 686-1229. Occasionally, candidates know about a hiring pool before the union does.