Overview of the Merit Employment System

OVERVIEW OF THE MERIT EMPLOYMENT SYSTEM

As authorized under KRS 18A, the Commonwealth of Kentucky uses an open, competitive register system to fill its vacant merit positions in the classified service.  Classified service includes all the employment subject to the terms of KRS 18A.005 except for those positions expressly cited in KRS 18A.115; a "classified position" is a position in the classified service. A register is a list of applicants who have submitted their applications (applied) to a job posting, met all eligibility criteria for a particular job within a particular county and who can, therefore, be considered for employment by the agency in which the vacancy exists.  Applicants must meet the minimum job requirements to be appointed. Merit positions make up approximately 80 percent of all state government jobs.

• Merit positions that are currently vacant are listed on the Personnel Cabinet's online application system, Career Opportunities System (COS). This system can be accessed from the World Wide Web at  https://sjobs.brassring.com/1033/ASP/TG/cim_home.asp?partnerid=20101&siteid=5031.
• For the purposes of this Overview, the term applicant will refer to those applying to jobs and candidate will refer to those applicants who have merit status or to those who have been certified to agencies.  Candidate is also a term used within the COS Web pages.
• All competitive applicants (those without merit status) must complete an application in COS and apply to the vacancies in which they are interested in being considered. Applicants should be aware that in COS, they apply to each vacancy within one of the agencies of state government through separate application actions. This differs from the previous paper-based application system in that applicants no longer have their credentials sent to every open position whether they have an interest in working for a particular agency or not. Qualified applicants are considered only for those jobs to which the applicant has applied.
• Applicants who do not have access to the Internet may use computer kiosks located in the Frankfort office which are set up and ready for applicant use or they may submit their applications by mail. Please note that mail-in applications take more time to process than applications submitted through COS as the online application system has been optimized to minimize the time required to process an application and to maximize the applicant’s convenience throughout the application process. Therefore, applicants wishing to apply to open positions through a paper application should allow plenty of time for factors beyond the Cabinet’s control such as the time it will take for the US Postal Service to deliver your application to the Cabinet and then return it to you should additional information be required. 
• For Immediate Fill job titles, applicants are placed on registers for only those counties listed on their application.
• Agencies may post vacancies that are limited to the promotion of current employees who have merit status and are advertised as such on the vacancy posting.  Only state employees who have merit status, known as Internal Mobility candidates, are eligible to apply to promotional job postings.
• When an agency requests to fill a vacancy, all eligible applicants who have applied to the vacancy are referred to that agency.  However, if re-employment candidates are blocking registers, then only the name of the re-employment candidates, along with the names of all Internal Mobility candidates, are sent to the agency.  Reemployment is defined as the rehiring of an employee with status who has been laid off or of an unclassified employee with career service who has resigned on request or been terminated without cause.
• Agencies select candidates from the register to consider for interview, request a minimum qualifications review from the Personnel Cabinet, conduct necessary interviews of qualified candidates, and recommend appointment of a candidate to fill the vacancy
• Individuals who are not currently U.S. citizens, legal permanent residents, or who do not have a Social Security number, a current visa such as a J1, F1 or other visa that allows them to work for a period of time in the United States will not be able to be hired by an agency.

CURRENT MERIT VACANCIES

• The Personnel Cabinet provides a listing of current competitive vacancies and promotional vacancies which agencies have requested to fill the COS Website.
• Necessary information to apply for current competitive and/or Internal Mobility (promotional) vacancies is also listed on the Web site at http://personnel.ky.gov.
• The Personnel Cabinet Web site also contains other information such as salary schedules, commonly asked questions about the Kentucky State Government merit system, the Deferred Compensation Authority, state holidays, etc.
• Merit vacancies are normally listed for ten (10) days in COS. Competitive and Internal Mobility applicants must submit their application for a job for which they are interested on or prior to the closing date listed in COS in order to be included on a register issued to an agency to fill a vacancy. Registers are usually filled and issued to agencies at the end of the 10-day period, unless extended.

USING COMPUTER LAB AT FRANKFORT CENTER

Applicants may come to the Personnel Cabinet’s Frankfort office computer lab to use a kiosk to apply for employment within state government.  Upon arrival they should sign in as a visitor with the receptionist at the front desk of the State Office Building located at 501 High Street, Frankfort, KY.  Applicants who need assistance with using COS will be provided help in the computer lab.  The computer lab is open from 8:00 AM to 4:30 PM EST except for state holidays.

ABOUT THE CAREER OPPORTUNITIES SYSTEM APPLICANT TUTORIAL

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This tutorial will take you step-by-step through the Career Opportunities System (COS) application process. From creating your user login and password to searching for job vacancies and completing the fields in the application, this tutorial gives you a complete overview.  You can view the tutorial on your computer at your own pace and pause at any time. Click here to get started.

Career Opportunities Applicant Tutorial (swf - 8230 KB)

APPLICATION REVIEW

When an applicant applies to a job vacancy (self-nominates) they are attesting they believe they meet minimum requirements for the position.  Such assertions are subject to verification via minimum qualification review. You should review and compare the minimum requirements to that of your education and experience listed on your application prior to applying to a job vacancy. Authority is granted under KRS 18A.032 (1) (a) and KRS 18A.110 (7) (c). The minimum requirements are listed in the job posting under “job details”.  All applicants nominating to permanently posted Immediate Fill requisitions are reviewed for minimum qualifications prior to register certification.  Applicants applying to all other vacancies will be reviewed for minimum requirements by a Personnel Analyst, but the review may occur at any time during the selection process.

JOB SUBMISSION STATUS

The Job Submission Status feature in COS allows applicants to check the status of their applications with regards to the jobs to which they have applied by logging onto their COS account with their password.  Below is a listing of each of the job submission statuses:

Application received by Personnel Cabinet – You successfully applied to the position.  No further action is required from you unless specifically requested by the Personnel Cabinet.

Application sent to hiring agency – The hiring agency has access to your employment application.  Submission of an application to the hiring agency is not a confirmation that you meet minimum requirements for the position. Nor is it a guarantee for an interview. The hiring agencies are responsible for determining the best fit for their vacancies.

Not Approved – It has been determined that you do not meet the minimum requirements for the class title for which you applied. You will receive a communication specifically explaining why you could not be approved.
Not eligible for consideration – You will receive a communication specifically explaining why your application could not be sent to the hiring agency.

Not eligible for promotional vacancy – You applied to a position that is only open to current merit employees.  If you believe you actually have merit status you may e-mail COSHelp@ky.gov or call (502) 564-8030 for assistance.

Not eligible due to reemployment – Your application was not sent to the hiring agency due to the existence of a Reemployment candidate on the eligible list.   Reemployment candidates are laid-off state employees.  State law dictates that they have priority over all other applicants in the hiring process.  If the reemployment candidate declines a job offer for an advertised position, the agency may request the applications of all other eligible candidates.  However, you are not specifically notified when the updated eligible list is sent to the hiring agency.  Your method of notification is to periodically check your Job Submission Status to see if your status for the particular vacancy changes to “Application sent to hiring agency”.

Withdrawn – Your application was withdrawn from consideration due to administrative action, or because of job cancellation, or at your request.

FILLING REGISTER REQUEST

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To fill a vacant position in the classified service (not otherwise filled by lateral transfer, reinstatement, reversion or demotion), the appointing agency will submit a request for register certification. If approved, the Personnel Cabinet will post the vacancy in COS and will certify to the agency the names of eligible competitive applicants, the Internal Mobility candidates (current state employees) and/or the re-employment candidates (former state employees who were laid off from merit jobs). In accordance with KRS 18A.135, competitive applicants are not certified on registers that contain the names of former state employees who have applied for re-employment.

INTERNAL MOBILITY PROGRAM (STATE MERIT EMPLOYEES ONLY)

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Agencies may advertise promotional vacancies that are limited to Internal Mobility candidates.  Internal Mobility candidates are current state employees who have merit status under KRS 18A, and are seeking promotion, transfer, or demotion into another merit position.  Internal Mobility candidates are also eligible to apply to competitive job advertisements, which are open to all applicants. FFTL, interim, non-merit, and probationary employees do not have merit status and therefore are not eligible to be considered for promotional job advertisements.
If you are a merit employee and want to be considered as an Internal Mobility candidate on a promotional register, you must:

• Find a posted vacancy announcement;
• Submit an application to that vacancy through COS; and
• Meet the minimum requirements for the position for which you are applying.

As promotional registers are requested by hiring agencies and vacancies are posted, the names of all employees with Internal Mobility status who have applied will be certified to the requesting agencies. Placement on a register is not an indication of approval for reclassification of a position.  NOTE:  Part-time employees with merit status are only identified as Internal Mobility candidates on registers for part-time vacancies.  They are identified as competitive candidates on registers for full-time vacancies.

EDUCATION VERIFICATION

Applicants are responsible for providing verification of the education and/or licensure required for the positions for which they are applying.  Upon appointment, verification must be presented as requested or the individual will be de-certified from payroll.  Copies of documents are not considered official and will not be accepted. Types of acceptable documentation to verify education are: an original college transcript, original high school diploma, original GED scores, original vocational school transcript, or original letters from the registrar or school board. Originals will be returned if requested. Agencies may verify education by completing the Certification of Education/Training form.

Under KRS 18A.032 and KRS18A.990, it is illegal to falsify education and experience on an application. Those who falsify an application are subject to dismissal from employment and other sanctions including ineligibility for employment, jail time and fines. KRS 18A.110(7)(c) authorizes the Secretary of the Personnel Cabinet to investigate an individual's education, experience, capacity, knowledge, skills, character, personal traits, or physical fitness to determine an applicant's fitness for employment. Educational credentials will be verified to determine if they are from an accredited institution, and/or meet current equivalent requirements.

EDUCATION ACCREDITATION

•      U.S. Department of Education (USDE)
•      Kentucky Non-Public Schools Commission (KNPSC)
•      National Council for Private School Accreditation (NCPSA)

• Foreign engineering degrees:  If applying for a position that requires an engineering degree, it must be evaluated by the National Council of Examiners for Engineering and Surveying (NCEES) .  Evaluation results will also be used to determine qualifications for non-engineering vacancies.
• All other foreign education:  Must be evaluated by one of the member organizations of the National Association of Credential Evaluation Services (NACES) or the Association of International Credentials Evaluators (AICE) .  Evaluation reports prepared by the American Association of Collegiate Registrars and Admissions (AACRAO)  are also accepted.

Please Note
This web page contains hypertext links or pointers to information created and maintained by other public and private organizations. These links and pointers are provided for the user's convenience. The Kentucky Personnel Cabinet does not control or guarantee the accuracy, relevance, timeliness, or completeness of this outside information. Further, the inclusion of links or pointers to particular items in hypertext is not intended to reflect their importance, nor is it intended to endorse any views expressed, or products or services offered, on these outside sites, or the organizations sponsoring the sites.
 

VETERAN'S PREFERENCE STATUS

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When an eligible list (Register) is certified to a state agency for employment consideration, all candidates who qualify for Veterans’ Preference will be appropriately identified.

Veterans’ Preference provides qualified veterans, or their eligible family members, opportunities to receive interviews for Merit System positions within various state government agencies. However, being selected for an interview does not guarantee employment.
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When a register (official list of individuals who apply to a specific job vacancy) is released to the hiring agency by the Personnel Cabinet, all candidates who have submitted the required documentation to claim Veterans’ Preference will be designated as having veteran status. Veterans, either disabled or nondisabled, will be identified with a “V” beside his or her name on the job register.
 
If there are more than five (5) candidates on the register identified as having Veterans’ Preference, the hiring agency shall offer an interview to a minimum of five (5) individuals including current state employees. Should there be fewer than five (5) candidates entitled to Veterans’ Preference on the register, the employing agency shall offer an interview to those individuals.

The following individuals may qualify for Veterans’ Preference once the appropriate documentation is submitted to the Personnel Cabinet:

Veterans and Current Members of Active Military,  Reserves, or  National Guard:

• Copy of DD Form 214 reflecting Honorable or General Discharge, Honorable Discharge Certificate (DD Form 256), NGB Form 22 or current military ID card 

Disabled Veteran

• Copy of DD Form 214 reflecting Honorable or General Discharge, Honorable Discharge Certificate (DD Form 256) or NGB Form 22
• Statement from VA Benefit Rating Board verifying that disability is service-connected

Spouse of Disabled Veteran:

• Copy of DD Form 214 reflecting Honorable or General Discharge, Honorable Discharge Certificate (DD Form 256) or NGB Form 22
• Statement from VA Benefit Rating Board verifying that spouse’s present disability is service-connected
• Statement from treating physician that affirms veteran cannot perform the duties of his/her usual occupation

Un-remarried Spouse of Deceased Veteran:

• Copy of DD Form 214 reflecting Honorable or General Discharge, Honorable Discharge Certificate ( DD Form 256) or NGB Form 22
• Copy of Veteran’s Death Certificate 
• Notarized statement that spouse has not remarried

Dependent Parent of Deceased or Disabled Veteran:

• Copy of DD Form 214 reflecting Honorable or General Discharge, Honorable Discharge Certificate ( DD Form 256) or NGB Form 22
• Proof of veteran’s death while on active duty or proof that veteran’s permanent and total disability is service-connected

To whom and when must I submit documents to receive Veterans’ Preference?                      

Please submit the appropriate documentation indicating an Honorable or General Discharge and other necessary records to Ms. Sharen Fogle.  The information can be faxed to Ms. Fogle at 502-564-0512 or mailed to her attention at Personnel Cabinet, Register Branch, 501 High Street, 1st Floor, Frankfort, KY 40601. Applicants will be notified by email once the preference has been assigned.

Candidates must submit the required documentation to the Personnel Cabinet prior to any register being released to the hiring agency to be identified as having Veterans’ Preference.  The preference is not retroactive to registers that have been submitted to hiring agencies.

Questions regarding this process can be directed to Ms. Fogle at 502-564-5202 or sharen.fogle@ky.gov  or Stuart Clark 502-564-5148 or stuartt.clark@ky.gov

Have You Ever Served in the Military or Have a Qualifying Event?
Indicate whether or not you have ever served in any branch of military service or if you are a parent of a deceased or disabled veteran, a spouse of a disabled veteran, or an un-remarried spouse of a deceased veteran.

Available responses:

• Yes
• No

If Yes, Indicate the Category For Which You Qualify.
If you indicated in the previous field that you have served in the military or have a qualifying event, select all the categories for which you qualify. Multiple responses may be selected by holding the Ctrl key while selecting each response.

Available responses:

• Current Member of Active Military, Reserves, or National Guard
• Parent of Deceased or Disabled Veteran
• Spouse of Disabled Veteran
• Un-remarried Spouse of Deceased Veteran
• Veteran/Disabled Veteran

If Applicable, Type of Discharge
If you received a discharge in your military service, select the appropriate type of discharge. The type of discharge can be found on your DD214.

Available responses:

• Dishonorable
• General
• Honorable
• Other

If Applicable, Date of Discharge
If you received a discharge in your military service, indicate the month, day, and year of your discharge. The date of discharge can be found on your DD214

CLASS SPECIFICATION REQUIREMENT SUBSTITUTION

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Most job titles with the Commonwealth of Kentucky require some combination of education and work experience. You can find the exact requirements for the job title for which you are interested by looking at that job title’s class specification. Every specification is unique, so you must consult the specification for the title you are interested in to know exactly what the minimum requirements are for that job.
Oftentimes, the specification will allow you to substitute work experience for all or part of the education requirement if you have not acquired all of the requisite education or to substitute education for all or part of the work experience requirement if you do not have all of the prescribed work experience. Of the specifications which permit substitutions, almost all require a specific kind of work experience to substitute for all or part of the educational requirement or require that your semester hours or degree be in a particular major area in order to substitute for all or part of the work experience requirement. Again, consult the class specification for the job title you are interested in for the specific substitutions that are allowed.

The Commonwealth of Kentucky defines equivalencies between semester hours and months of full-time work experience according to the following tables. There are different equivalencies for undergraduate and graduate semester hours.

If you went to a school that uses quarter hours instead of semester hours, you can convert quarter hours to semester hours by multiplying the number of quarter hours by 2/3. If you earned credit at a vocational school that uses clock hours, divide the clock hours by 120 to arrive at the equivalent number of months of work experience for which this training can be substituted. EDUCATION MUST BE FROM AN ACCREDITED U.S. ACADEMIC INSTITUTION TO BE CONSIDERED.

State employees will receive credit for supervisory, professional administrative or management experience for selected positions as indicated below if required as part of the minimum qualifications for a particular job for which they are applying. One year of supervisory credit experience for the successful completion of the Certificate of Management Fundamentals (CMF) Course and two years of professional administrative or management experience for the successful completion of the Certified Public Manager (CPM) Program offered by the Governmental Services Center. CPM certification will NOT substitute for the minimum professional or technical education or experience required in such classes as attorneys, engineers, nurses, architects, environmental or forensic scientists, etc.

APPLICATIONS SUBMITTED AFTER THE INITIAL APPLICATION

If any changes are made to an applicant’s work history for a time-period which is covered by a previously submitted application, the applicant will be required to provide verification of any changes made to the work history portion of his/her application. This is also true if there is overlap or conflicting information on the application. This procedure is to protect all parties and to allow Personnel Cabinet staff to give applicants full credit for valid work experience.

COUNTIES IN WHICH YOU DESIRE TO WORK

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On the portion of the application requiring you to list counties in which you are willing to work, it is very important that you specifically list by name ONLY those counties where you would go for an interview and accept employment. The counties you choose are only relevant for Immediate Fill titles.

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JOB REQUIREMENTS AND INTERIM POSITIONS

COS is an application system for permanent, merit system positions, as well as Federally-funded time-limited and grant-funded positions. However other positions such as interim may be posted on COS by agencies, but unlike merit positions, they are not required to be posted in COS. Each position has unique minimum requirements. These requirements may include minimum educational credentials, various types of licenses, having reached a minimum age, never having been convicted of a felony, and so on.  All applicants must be at least 18 years of age or have a high school diploma/GED. Some positions also require a valid driver’s license and/or a CDL (Commercial Driver’s License) when hired or within 6 months of employment. Applicants for certain positions, such as sworn police officers, must be at least 21 years of age, not have a felony record, etc. You should apply directly with the office or agency where you want to work if you are looking for an interim, summer, or non-merit position.

CONTACT INFORMATION

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Personnel Cabinet
State Office Building, 1st Floor
501 High Street
Frankfort, Kentucky 40601

Merit Employment Questions?
(502) 564-8030