Recently, several colleagues received notifications that they were not qualified after filing for an NYC DCAS Civil Service exam. It was clearly a mistake, as I know these gentlemen as very well qualified, and they are presently working as provisional within that title.
As this is a second group that I know of in recent months who received disqualification notices from a different exam, I did further investigation with them to see what could have happened.
It appears that they are giving more details and information than is required when they fill out their work history in OASys . The Notice of Examination or NOE, explains what information and details are required. From OASys:
You must make sure you describe your experience in basic detail. It seems the reviewers are looking for words and terms that are in the NOE and, most likely, do not have the technical background or have the appropriate experience in that particular field to determine if your description meets the NOE.
For example, for Computer Specialist (Software), the NOE states:
For my Ajax and Python examples you pretty much have to state plainly that you have “…maintenance and support of software…” and maybe “…web development and design…” if appropriate regarding Ajax experience.
Several of my Radio Mechanic colleagues were recently disqualified because they, too, had too much information. One gent put down that he had “TDMA and MOTOTRBO systems” experience and has extensively worked with Aviat Eclipse systems. However, the Radio Repair Mechanic (RRM) NOE states:
Unless the DCAS reviewer was familiar with Public Safety and Land Mobile radio systems, they would have no idea that MOTOTRBO is a form of land mobile radio system nor would they know that Aviat Eclipse is a microwave radio system.
When DCAS sends the disqualification notice, they also advise on how to appeal the decision. You have 30 days from the date on the notice itself to file that appeal and it gets sent to the “Committee on Manifest Errors” at the address listed. You should revisit what you have described in your original entries and adjust it to fit the words in the description. They usually don’t want your resume nor would that help.
It must be postmarked no later than the 30 days from the date on the notice – and preferably earlier. Remember, I am not a lawyer, DCAS employee, or city HR person. So, if you’re unsure you may want to contact DCAS for clarification. Personally, I would also send it in a manner where you have proof of mailing and/or receipt; whether that’s hand delivering it to the post office and getting a receipt, mailing it by Priority Mail, or sending it Certified Mail, Return Receipt Requested.
Once you have successfully got through the qualifications, passed a test, if one was required, and then called off a certified list, then you can go with the resume. It will be the agency that calls you that will review your specific qualifications in detail.
If you are still found disqualified you may bring it to the NYC Civil Service Commission and perhaps seek legal counsel if you would like to pursue it further. But this is only AFTER you have exhausted the DCAS process and have received a final determination notice that you have been disqualified.
Questions and Comments welcomed below.
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Photo by Taduuda on Unsplash (Computer and Monitor on Desk)
Hi,
I received a disqualification notice in November, saying that they didn’t receive my foreign diploma evaluation on time. My evaluation was sent on time, and I presume got lost in mail. I sent an appeal via email and certified mail, explaining that the evaluation was sent before due date, and included original evaluation dated before due date. I received an email stating that they received my appeal, and will notify me by mail abkut resolution. Now almost four months passed and no response in the mail, and the list just came out and my name is not on it. Does that mean that my appeal wasn’t approved?
Hi,
I don’t know how that would be handled. Perhaps you should call DCAS at (212) 669-1357 (other contact information here). I don’t know if they can add to a list that’s already published – you’d have to ask.
Good luck! – Chris
Hi, my name is Elizabeth, I was a late entry, after 35…I pass all my exams and only had to write incident descriptions, I could not remember dates from 10 years prior and asked the detective assigned to me if he could help, he’s answer was to go ask my friends in the PD (as I do have many) but I felt this person wouldn’t help me at all…unfortunately, I got discouraged and left it at that…My question is his review presented a few reasons for disqualification, I want to appeal them just because I don’t want it on my records, is that possible?
Hi Elizabeth,
I’m not sure if you’re referring to a police officer position or a civilian position; I only know a little about civilian positions. But I know background checks are done in civilian positions too – especially in the PD.
Sorry you became discouraged; I don’t blame you. It’s grueling to gather all of that information, much less remember it. I also don’t blame the investigator for not helping too much. If the investigator had to do this with everyone it would be more than a full time job just with a few candidates.
Unfortunately I don’t know the answer for this one either. I don’t know how you information is stored or used, or who could have access to it. I would think that you wouldn’t need to worry for a private employer because you weren’t hired for the job and have no reason to list your attempt to get hired for another job. But for another job within the city, some agencies might have access – say, Fire Marshals for the FDNY. But I guess it would depend on the nature of the disqualification. A ‘reasonable’ reviewer would probably not be concerned with a disqualification because of lack of historic information. If the disqualification was more significant in nature then it might be of concern.
You may want to speak with an attorney who handles disqualifications – here is one and here’s another.
I can’t speak for either; I don’t know them, I haven’t used them, and I am not getting any compensation for referring them. I found them on a search for “NYC Civil Service Disqualification Attorney”. I think one has a free consultation, but you’d have to call to check.
Hope I was of some help and Good Luck! – Chris
Hi,
I unfortunately misunderstood the deadline for submitting the education and experience requirements and just paid for the exam. I did not receive notice until after that I am now disqualified for it. If I submit an appeal with the missing information, how likely is it that they will allow me to take the exam?
Hi,
I think if you appealed they would listen to you.
The education and experience exams don’t usually have a written exam with them – your score is based on your qualifications.
So, if you appeal and provide your full information – and it fits the qualifications (make sure you don’t use buzz words and industry lingo – they might not understand it and consider you not qualified) – you should have a shot at a successful recovery…
Good luck!
Thank you so much!
Hi ,
I recently received a noticed that was disqualified from and exam for not including education and experience on my application . I am going to submit an appeal letter including this missing info , is there a certain format to follow ?
Hi,
I don’t know of any specific format, but just make sure you describe the education and experience as is requested on the Notice of Examination and don’t use industry jargon, product names, or “fancy descriptions”. For example, if they’re asking if you have experience with Microsoft Excel spreadsheets, I would stay away from something like “developed conditional formatting and pivot tables to create management summary reports using imported data sets” and keep it easier for a non-Excel user to understand – “I have 5 years experience working extensively with Microsoft Excel Spreadsheets”. I’d save the details for the sit-down interview with the agency you’d be working for.
If they still kick it back I would then recommend a sit-down with the DCAS examiner to review your education and experience.
Good luck! – Chris
Thank you for the post and the information. Just received disqualification notice from DCAS and i am completely puzzled. The rejection notice states “you did not describe the work experience in sufficient detail”. I have 8 years of professional license and 15 years of experience in the position i applied on the test. Was following the instructions and filled the exam questions in detail explaining each work task. What is considered “sufficient” in DCAS terms was still not explained in the disqualification note.
Hi,
Unfortunately this might require a scheduled visit to DCAS. I have a colleague who had to sit down with a DCAS representative to explain his qualifications. He had similar circumstances – fully qualified, filed an appeal, but still had “qualification” issues. I would recommend you consider doing the same. I think it would be harder for them to consider you “disqualified” in a face-to-face meet, or at least they could possibly provide more detail on what you might be missing.
Good luck! – Chris
As someone who just finished writing an appeal (and will be sending via certified mail tomorrow morning)…. I have what I think is a straight forward question.
To your knowledge, does a well thought out letter of appeal ever get the original disqualification overturned? Do they respond favorably 50% of the time? 10% of the time or closer to 0%…? (Just asking based on how you see the landscape).
Hi Rob,
I have seen the disqualification overturned a good percentage of the time – it’s hard to say but of the number of people I know that were disqualified there was only one who didn’t get through on a second less-detailed and no-jargon attempt.
Two people I know had to go and sit with a DCAS rep to have it reviewed – and both had it overturned successfully.
My opinion – and it’s just an opinion – is that the DCAS reviewers are comparing applications to the Notice of Examination. I don’t think they have someone with the specific job knowledge or experience review the initial application. It might even be automated, just looking for keywords and descriptions.
So, if you keep it to what the NOE is asking for I think you’d have a good shot. And, if it still doesn’t go through then a sit down with a DCAS examiner should get the job done (as long as you DO have the qualifications they’re looking for). Save the details for the sit down interview when you get called off the list 🙂
Good luck with your appeal! – Chris
Hello again Chris,
As a follow-up (and for information for others who come across your blog), I finally received a notice from Manifest Errors and they approved my appeal. For reference, I sent my letter 08/13/2019 and my response arrived 12/11/2019.
Ultimately I received a 90% on the Education and Experience Exam. I believe I should have received a 100% but I’m not going to spend the time appealing any further. I do have a separate question about lists though. When dozens of people have the same score, how are the rankings (list number) assigned?
Thanks again and I hope you and your readers are doing well.
Regards
Hi Rob,
Congratulations on making it through on the appeal! Boy, that took some time… almost 4 months…
I feel your pain on their scoring assessment – you know the work you’ve put in to get where you are and it stinks to have is assessed by persons who may not appreciate it. But a 90% isn’t so shabby…
So, if a veteran applies for credit and receives it. they will be brought higher on the list.
But, after that, believe it or not, they sort it by your social security number!
4.4.11. Candidates With Same Final Examination Rating.
Whenever two or more candidates in an examination receive the same final examination ratings, their respective place on the resulting eligible list shall be determined for administrative reasons only by a sequence of the number derived from the last five and then the first four positions of their social security numbers.
You can find the full details on the DCAS website here.
Congratulations on your appeal and I hope this helps! – Chris