Introduction
The City of New York’s civil service process is administered by the Department of Citywide Administrative Services (DCAS) and is guided by New York State Civil Service Law. The competitive examination process ensures that the hiring process is fair and competitive, measuring potential candidates’ fitness for appointment to titles is based on merit.
There are two pathways that lead to job appointments in civil service recruitment – hiring pools and targeted job postings. After an exam has been conducted, scored, and a certified list has been established, NYCPS requests the list from DCAS to fill their approved vacancies and will schedule a hiring pool. Candidates from the list are invited to the pool to interview with hiring managers. A selection may be made at the hiring pool, or hiring managers may choose to schedule follow-up meetings with candidates from the pool before extending an offer of employment. A targeted job posting may be utilized to advertise to candidates who have already been appointed to the advertised title, who may be appointed without passing an examination if there is no established list for the advertised title or the title doesn’t require civil service examination, or who may be qualified to compete for a higher title in the direct line of promotion provided there is not a active list in the higher title.
The structured interview process must be utilized in both civil service pool and job posting recruitments. The process for civil service structured interviewing is outlined in more detail below. Hiring managers utilizing job postings should utilize the Structured Interview Guide for Administrative Employees. (LINK when posted on the InfoHub)
Hiring managers should work with their Human Resources Directors (HRDs), Recruiters, Operations Points, etc., to determine which recruitment method is appropriate based on the approved vacancy.
Civil Service Hiring—Key Concepts & Flow
Key Terms and Definitions
| Term | Definition |
|---|---|
| Certified List | The Civil Service List or portion of the Civil Service List is officially sent to City agencies and from which they can hire. |
| One in Three | Agencies typically may select one of the three eligibles scoring highest on the ranked eligible list of exam passers. |
| Open Competitive vs. Promotional | Exams open to anyone meeting the minimum qualifications as described in the official Notice of Examination.
Promotional exams are limited to permanent Civil Service employees who have been appointed from a Civil Service exam and successfully completed their mandated probationary period. Importantly, appointment from a promotional list applies only within the agency in which the employee currently works; promotional lists do not grant eligibility for appointment in other City agencies. |
| Provisional | Temporary appointment when no eligible list exists; subject to replacement by a list candidate. Employees must take and pass the examination for the provisional title they are serving in once it becomes available. |
Civil Service Pools
Civil Service Pool Process – Simplified Workflow
- Confirm vacancy, title, and budget approval; coordinate with the DHR Office of Classification, Compensation and Civil Service (OCCCS) to schedule a hiring pool.
- Interview per structured process; document scores and selections in scoring rubrics.
- Schedule follow-up interviews with pool candidates if needed.
- Proceed with job offer, onboarding, and required notifications/documentation.
Civil Service Pools – Structured Interview Process
Pre‑Interview Coordination:
Once hiring pool dates are finalized, the Civil Service Management Unit (CSMU) hosts a coordination call with all participating hiring managers. During this meeting, we will:
- Review the number of candidates and interview schedule
- Confirm if interviews take place over one or multiple days
- Review structured interview questions
- Provide a link for each office to submit 1–2 additional structured interview questions
- Provide one rating sheet for each vacancy. Only one hiring manager from each office should complete the rating sheet and submit it to CSMU by the provided deadline.
- Establish the order in which offices will ask questions
- Confirm the time each office will have with each candidate
Day‑of-Pool Interview Procedures:
- Hiring managers must log into the Zoom hiring pools 15 minutes early.
- Candidates are called in list‑number order.
- CSMU opens each interview with a brief introduction and informs the candidate of the number of vacancies they are being considered for.
- Offices ask their questions in the predetermined order and within the agreed‑upon time limits.
- The candidate is given time to ask questions at the end.
- Important: All candidates must receive the same structured interview questions to ensure civil service compliance.
Pool Follow‑Up Interviews:
- Offices may schedule follow-up interviews directly with candidates.
- Offices must follow the same rules outlined above and submit your selected candidate by the deadline.
Offer Process After Candidate Decision is Finalized:
- The Civil Service Management Unit (CSMU) prepares and sends the official offer to the candidate.
- The offer includes an approved salary that aligns with guidelines set by the Office of Classification, Compensation, and Civil Service (OCCCS).
- If the candidate accepts, CSMU will provide the next steps for the nomination process.
- If the selected candidate declines the offer, the office may extend the offer to the runner-up candidate.
- Important: An office cannot begin a nomination until it receives authorization and instructions from CSMU.
CSMU remains available throughout the entire hiring pool and onboarding process to answer questions, provide support,
and ensure compliance.
Job Posting Recruitment Process
Simplified Flow – Job Posting Process
- Confirm vacancy, title, and budget approval; verify if an eligible list exists that would prevent recruitment via job posting.
- Interview per the Structured Interview Process.
- Document scores and selections in scoring rubrics.
- Proceed with hire, onboarding, and required notifications/documentation.