Create List Overview

The Create List page is where you filter applicants for a vacancy and create lists.

To access this tab, select a Request Number in Pending Recruitment status from the Dashboard, select the Vacancy Number link in the Vacancy Created section, select the Applicant Overview tab, and select the Create List button on the Overview page.

The following elements are displayed:

• Applicant List Name. The system generates an Applicant List Name. You have the option to change the name.
• Last Updated By. This is the name of the user who last updated the list.
• Last Updated. This is the date and time the list was last updated.
• Gear. Selecting this icon allows you to Calculate Manual Assessment Scores, Export Manual Assessment File, Import Manual Assessment Results and Show Application Numbers.
• Notes. This field will display once the list is saved.
• History. This field is enabled once the list is saved.
• Refresh icon. Selecting this button refreshes the list of applications. This enables the system to apply the filters to applicants newly added to the vacancy.
• Save List. Selecting this button saves the filters that have been applied to a list. This enables the system to apply the filters to applicants newly added to the vacancy. Saved lists can be located under Applicant Overview.
• Generate Stored List. This option is used for stored lists. A stored list can be based on any of the ordering criteria choices, regardless of the area of consideration chosen on the Position Information page. It is suitable for use with some special hiring authorities or flexibilities, such as the Pathways program, Excepted Service positions, Schedule A, and Title 38. Because this certificate type turns off all rules and restrictions that normally apply when preparing a certificate, you must ensure that ordering criteria used are valid and appropriate under the circumstances. This option is used to allow pre-certified applicant lists available for review by Hiring Manager Users. For instructions, see: Creating a stored list.
• Filters. This field displays the filters applied to the applicant list.
• Search. This field allows you to search the applicant list by last name, first name or e-mail address.
• Clear. This option allows you to clear any search results.
• Adjudicated. This icon will display next to the Veteran Preference or an eligibility if the claim has been adjudicated.
• Claimed. This icon will display next to the Veteran Preference or an eligibility if the claim has not been adjudicated.
• Ineligible. This icon will display next to the an eligibility if the claimed eligibility has been adjudicated to ineligible.
• Overridden. This icon will display next to an applicant record if the rating has been overridden.
• Bookmark icon. Selecting this bookmark icon allows you to designate an applicant as bookmarked.

The Certificate Type section allows you to select the type of certificate to be created. The following elements are displayed:

• Certificate Type drop-down list. The certificate types listed in this drop-down list correspond to the USAJOBS Announcement Type chosen on the Vacancy-Position Information page (Public, Merit Promotion, or Internal Merit Promotion). The Certificate Type selected, determines the choices appearing in the Rank By, Priority Order, Refer Method, Order, and Tie Breaker radio buttons. The certificate type options are:
  • Ranking List. This option is used to create a ranking list. A ranking list can be based on any of the ordering criteria choices, regardless of the area of consideration chosen on the Position Information page. It is suitable for use with some special hiring authorities or flexibilities, such as the Pathways program, Excepted Service positions, Schedule A, and Title 38. Because this certificate type turns off all rules and restrictions that normally apply when preparing a certificate, you must ensure that ordering criteria used are valid and appropriate under the circumstances. For instructions, see: Creating a ranking list.
  • Category Rating. This option is used for category rating referrals (delegated examining). This certificate type is sometimes referred to as “outside hiring” or “all sources”. For instructions, see: Creating a category rating certificate.
  • Rule Of Three. This option is used for rule of three referrals (delegated examining). This certificate type is sometimes referred to as “outside hiring” or “all sources”. For instructions, see: Creating a rule of three certificate.
  • Competitive Merit Promotion. This option is used for merit promotion referrals. It provides a referral list of applicants eligible for a promotion action covered by the agency’s Merit Promotion Plan and other eligible applicants; for example, veterans eligible under VEOA. For instructions, see: Creating a competitive merit promotion certificate.
  • Merit Referral List. This option is used for non-competitive referrals. It provides a non-rated referral list of applicants eligible for appointment under the agency’s Merit Promotion Plan. Typically, these non-competitive referral lists contain applicants who are eligible for lateral reassignment, transfer, or reinstatement without promotion potential.
  • Rule Of Many. This option is used for rule of many referrals (delegated examining). This certificate type is sometimes referred to as “outside hiring” or “all sources”. For instructions, see: Creating a rule of many certificate.

• Open options for certificate type. Selecting this gear icon displays the ordering criteria available for the certificate type selected.

Depending on the Certificate Type selected, the following options will display:

• Certificate Grade. This drop-down list allows you to select the grade to be used for the certificate.
• Rank By. The selection made from this radio button determines how applicants will be ranked on the certificate. The options available depend on the rules governing the certificate type selected. The options available are:
  • Rating (include Veteran Points). Applicants are ordered by score and veterans’ preference rules.
  • Rating (exclude Veteran Points). Applicants are ordered by score excluding veterans’ preference rules.
  • Raw Score. Applicants are ordered by raw score. Raw score is the applicant’s score prior to transmutation. This option is not available when there are two or more rating assessments used in the vacancy.
  • Transmuted Rating. Applicants are ordered by transmuted rating of up to two decimal places. This option is not available when there are two or more rating assessments used in the vacancy. This option is not available when a USA Hire assessment is used in the vacancy.
  • Eligibles Only. This list includes eligible applicants and will not display a numeric rating or any veterans’ preference.
• Priority Order. The selection made from this radio button determines the priority order applied to applicants. The options available depend on the rules governing the certificate type selected. The options available are:
  • CTAP/ICTAP Well Qualified Score. This field is where you enter the score applicants must obtain to be considered as well qualified under CTAP/ICTAP procedures. This displays depending on the priority order selected.
  • Priority Referrals, Compensable Veterans. This option will order CTAP/ICTAP qualified candidates at the top under a priority heading, followed by compensable veterans (if any), then remaining applicants meeting the ordering criteria in score order with veteran’s preference rules applied.
  • Float Compensable Veterans. This option will place all compensable veterans at the top of the certificate before any remaining applicants meeting the ordering criteria.
  • Category Rating Rules. This is the default when the certificate type is Category Rating. It will place priority referral candidates and veterans on the certificate based on normal category rating floating rules provided they meet the CTAP/ICTAP well-qualified score or category cut-off score.
  • None. When this option is selected, no priority order is applied to the certificate and applicants are certified according to the rest of the ordering criteria.
  • Float Priority Referrals. This option will place all applicants claiming or adjudicated for CTAP or ICTAP at the top of the applicant list. Applicants do not need to meet the cut-off score or number of names criteria applied in Refer Method.
  • Absolute Veteran Preference. This option will place all veterans at the top of the certificate in veteran’s preference order followed by remaining non-veteran applicants meeting the ordering criteria.
• Refer Method. The selection made from this radio button determines the referral method used in deciding which or how many applicants will be placed on the certificate. The options available depend on the rules governing the certificate type selected. The options available are:
  • All. This selection includes all applicants meeting the defined criteria.
  • Number of Names. This selection corresponds to the adjacent Number/Score field and will determine how many applicants will be included on the certificate.
  • Cutpoint. This selection corresponds to the adjacent Number/Score field and will indicate what cut-off score will be used to determine which applicants will be included on the certificate. If you select this option you will be prompted to enter a numerical value.
  • Top Category. This selection is used for Category Rating procedure referrals. This refer method automatically establishes the ordering criteria following category rating rules.
  • Merged Category. This selection is used to change the score to the score identified for the next lower category. The system will then merge the categories including all applicants up to the score indicated in this field.
• Order. The selection made from this radio button determines the order the applicants will appear on the list. The options available depend on the rules governing the certificate type selected. The options available are:
  • Rating. This option places applicant names in order according to their ratings.
  • Name. This option places applicant names in alphabetical order by last name, first name, and middle initial.
  • Original Submission Date. This option places the applicants in order of their initial application submission date.
  • Latest Submission Date. This option places applicants in the order of their most recent application date.
• Tie Breaker. The selection made from this radio button determines which applicant will be placed on the certificate before another should a tie occur based on an ordering criteria. The options available depend on the rules governing the certificate type selected. The options available are:
  • Random Number. This applies to the last digit of the Application Number which serves as the tie breaker for ordering purposes when two or more applicants have the same rating. This is a system-generated number that changes daily and cannot be manipulated.

The Filters section is where you select the filters to be used in the certificate creation. In order to add an applicant to a list that applicant must meet all of the filters displayed at the top of that certificate page. You can expand or collapse the filters if applicable. The following elements are displayed:

• Eligibilities. The selection(s) made here determine which applicant(s) will be placed on the certificate. The options displayed depend on what eligibilities were selected when creating the vacancy and what eligibilities have been claimed by the applicant(s) during the application process. The None eligibilities filter applies an “or” logic when selected with other eligibility filters so the list will include applicants who claimed selected eligibilities, those who did not claim any eligibility or were adjudicated not eligible for a claimed eligibility.
• Veterans’ Preference. The selection(s) made here will determine which types of veterans preference will be used in the certificate creation. The options available are:
  • Any
  • NV – No Preference Claimed. I do not claim Veterans' Preference.
  • NP – No Preference.
  • SSP – 0-point Sole Survivorship Preference.
  • TP – 5-point preference based on active duty in the U.S. Armed Forces.
  • CP – 10-point preference based on a compensable service-connected disability of 10-percent or more, but less than 30 percent.
  • CPS – 10-point preference based on a compensable service-connected disability of 30 percent or more (Be prepared to submit proof of eligibility DD-214) showing the length of active duty service and type of discharge.
  • XP – 10-point preference for non-compensable disability or a purple heart.
  • XP – 10-point preference based on widow/widower or mother of a deceased veteran, or spouse or mother of a disabled veteran.
• Locations. The selection(s) made here determine which location will be used in the certificate creation. This option will only display if there are multiple location associated with the vacancy.
• Grade. The selection(s) made here determine which grade will be used in the certificate creation. This option will only display if there are multiple grades associated with the vacancy.
• Series. The selection(s) made here determine which series will be used in the certificate creation. This option will only display if there are multiple series associated with the vacancy.
• Specialties. The selection(s) made here determine which specialties will be used in the certificate creation. This option will only display if there are specialties associated with the vacancy.
• Toggles. The selection(s) made here will determine which group of applicants will be included on the certificate.
  • Any. This option includes all applicants on the stored list.
  • Follow-up. This option includes all applicants marked as follow-up on the Applicant Overview page.
  • Not Flagged. This option includes all applicant who have not been flagged on the Applicant Overview page.
  • Not Reviewed. This option includes all applicants who have not been designated reviewed on the Applicant Overview page.
  • Reviewed. This option includes all applicants who have been designated reviewed on the Applicant Overview page.
• NOR Code. The selection(s) made here will determine which applicant NOR code(s) will be included on the certificate or notification list. The options are based on codes associated with applicants at the time the list is created.
• Status (RSC). The selection(s) made here determine which applicant status will be included on the certificate or notification list. The options available vary depending on the applicant pool.
• Category Rating. The selection(s) made here determine which applicant status will be included on the certificate or notification list. The options available vary depending on the applicant pool.
• Certification Status. The selection(s) made here determine which types of certification status will be used for the certificate. The options available are:
  • Any. This option includes all applicants on the stored list.
  • Eligibles. This option includes all eligible applicants on the stored list.
  • Ineligibles. This option includes all ineligible applicants on the stored list.
  • Unavailables. This option includes all applicants who should not receive further consideration, if new certificates are issued.
• Advanced Filters. The selection(s) made here determine which types of advanced filter will be used for the certificate creation. The options available are:
  • Advanced Criteria. This button allows you to add advanced criteria.
  • Assessment Filter. The button allows you to add assessment filter criteria.
  • Applicant Zip Code. This option allows you to filter applicants by zip code.
• Application Date. This drop-down list allows you to filter applications received by date to narrow down your applicant pool. For instructions, see: Generating a certificate by application date. The options include:
  • Original Application Submission. This option will filter applicants based on the date their initial application was submitted.
  • Latest Application Submission. This option will filter applicants based on the date the most recent application was submitted.
  • Application Expiration. This is the date range with applications expiring on and between the dates.
  • USA Hire Completed. This option will filter applicants based on when the applicant completed the requisite USA Hire assessment.
    • From. This is the starting date range.
    • To. This is the ending date range.
  • Do not apply "To" filter to 10-pt Vets. This toggle option will be displayed when one of the following Application Date filters are selected: Latest Application Submission, Original Application Submission, or USA Hire Completion Date.
    • When this filter is toggled off, the cutoff date applies to all applicants (current functionality).
    • When this filter is toggled on, 10-point Veterans (CP, CPS, XP, XP) will not be restricted by the cutoff date entered in the To: field.

The Applicant List section is where you can review applicants who have met the filters established and perform applicant maintenance functions. You may select the funnel icon to the left of the Applicant List to view the list as a full page. The number to the right indicates the total number of applicants available. The following elements are displayed:

• Refresh icon. Selecting this button refreshes the list of applications. This enables the system to apply the filters to applicants newly added to the vacancy.
• Save List. Selecting this button saves the filters that have been applied to a list. Saved lists can be located under Applicant Overview.
• Generate Stored List. This option is used for stored lists. A stored list can be based on any of the ordering criteria choices, regardless of the area of consideration chosen on the Position Information page. It is suitable for use with some special hiring authorities or flexibilities, such as the Pathways program, Excepted Service positions, Schedule A, and Title 38. Because this certificate type turns off all rules and restrictions that normally apply when preparing a certificate, you must ensure that ordering criteria used are valid and appropriate under the circumstances. This option is used to allow pre-certified applicant lists available for review by Hiring Manager Users. For instructions, see: Creating a stored list.
• Gray box. A check in this box allows you to send notifications to a particular applicant or all applicants as applicable.
• View Applicant Record. Selecting the + icon provides access to a condensed view of the applicant record. The following elements are displayed:
  • Rating. Select this section to display a condensed view of the applicant rating and score information. The following elements are displayed:
    • Rating Combo.
    • Minimum Qualifications.
    • Final Rating.
    • Category.
    • Augmented Rating.
    • Cert Availability.
  • Assessment. Select this section to display the applicant responses to the assessment questionnaire. This section varies based on the assessment questionnaire used in the vacancy.
  • Certificates. Select this section to view a list of all certificates in which the applicant was included.
  • History. This is a view of the notification, certification, and qualification histories.
• Name. This column displays the name of the applicant. Access an applicant by selecting the link.
• Age. When a vacancy is set to screen applicants based on age on the Vacancy - Settings page, the age will display in years, months and days.
• Rating. This column displays the rating assigned by the system based on the assessment rating criteria. Access the rating details by selecting the link.
• Category. This column displays the category the applicant was referred in if applicable.
• Vet Pref. This column displays the veteran’s preference claimed by the applicant or the adjudicated preference determined during the application process. Access the veteran’s preference by selecting the link. The drop-down list allows you to adjudicate the claimed preference. The Adjudicated, Claimed, and Overridden icons are defined at the top of this section. They will display as appropriate.
• RSC. This column displays the applicant Record Status Code (RSC). Applicants whose record status begins with “A” are active and available; record statuses of “IN” are inactive and ineligible. For additional information, see Record Status Codes (RSCs) Explanations.
• Documents. This column displays the documents submitted by the applicant. The number in the drop-down list indicates the number of documents submitted. Access supporting documents by selecting the arrow to the right to display a pop-up box listing all of the documents.
• Eligibility. This column displays the eligibilities selected by the applicant. Access the eligibilities to be adjudicated by selecting on a selected eligibility. Selecting the Add Eligibilities allows for additional eligibilities to be added. The Adjudicated, Claimed, and Overridden icons will display as appropriate.
• Notes. This column displays applicant related notes. This drop-down box indicates the number of notes associated with the applicant record. Selecting the box displays the current notes and can be used to enter additional notes into the selected applicant record; for example, to document the reasons for a rating override action.
• App Received. The date displayed in this column is dependent on what is selected in the Application Date Filter. The options are:
  • Original Application Date. This is the date the applicant initially applied.
  • Latest Application Date. This is the most recent submission date if an applicant applied multiple times.
  • USAH Date. This is the date the applicant completed the requisite USA Hire assessment(s).
  • Do not apply "To" filter to 10-pt Vets. This toggle option will be displayed when one of the following Application Date filters are selected: Latest Application Submission, Original Application Submission, or USA Hire Completion Date.
    • When this filter is toggled off, the cutoff date applies to all applicants (current functionality).
    • When this filter is toggled on, 10-point Veterans (CP, CPS, XP, XP) will not be restricted by the cutoff date entered in the To: field.
• App Number. This column displays when a check is placed in the Show Application Number box.
• . This icon allows you to designate the applicant as reviewed.
• . This icon allows you to designate the applicant for follow-up.
• . This icon allows you to designate the applicant as pinned.
• . This icon allows you to designate an applicant as bookmarked.
• Number of applicants per page. This dropdown allows you to configure number of applicants shown per page. The options are 25, 50, or 100. The default is 25.
• Go to page:. This field will display when viewing an applicant list with multiple pages. Entering a page number will take you to the selected page.

For additional information, see: Create List Tasks.