523 Negative Eligibility or Suitability Decision

An applicant found ineligible in any one factor — age, Selective Service System registration, driving record, qualifying test, driver’s license review, drug screening, or English competence — is notified in writing that he or she is ineligible. However, the Postal Service provides an opportunity for reconsideration of an ineligibility decision only for Selective Service System registration, not for the other factors. The human resources office notifies an ineligible applicant in writing of the decision, and in the case of Selective Service System registration only, is given 15 calendar days from the date of the letter to provide a written request for reconsideration. See the sample letter in A–5. The name of a disqualified applicant is inactivated for all applications handled by the administrative office.

Note: See Exhibit 523, Disqualification Processing, that contains detailed information for the handling of specific disqualification categories.

For unsuitability, human resources notifies the applicant in a letter of his or her unsuitability and the reasons for the decision. In the letter, specific derogatory information used in the determination is included. If an applicant has been contacted previously in writing for further information, he or she is notified in writing of a suitable or unsuitable determination. If derogatory information was previously furnished the applicant in a letter, this fact must be stated, and the prior letter identified by date. See Appendix A for sample letters.

If the applicant responds with compelling reasons for reversing the decision, the applicant’s name and eligibility are restored to the appropriate list, and the eligibility period extended to make up for the period of temporary ineligibility.

Exhibit 523 

Disqualification Processing

 

Disqualification category	If on Hiring Worksheet,* use close by admin — enter status, use code:	Change applicant — register status and enter:	Change applicant — prescreening use:	Also provide applicant with:
Age	MAG	MAG	-	Written notification that he or she can request for reactivation in writing to administrative office when requirement is met
Criminal conviction history**	OBJ	-	2 (not qualified) for criminal conviction history	Reconsideration of removal from all registers
Criminal conviction history — pending charge that would be disqualifying	NAP	NAP	-	Written notification that he or she can request for reactivation after charge is resolved stating how charge was resolved
Driving history	DRU	-	2 (not qualified) for driving history	Written notification that he or she can request for reactivation after a future date
Drug screen	OBJ	-	2 (not qualified) for drug screen	Written notification of removal from all registers
Eligibility to work	NAP	NAP	-	Written notification that he or she can request for reactivation in writing to administrative office when requirement is met
Employment history — all registers**	OBJ	-	2 (not qualified) for employment history	Reconsideration of removal from register(s)
Employment history — certain registers** ***	OBJ	OBJ only for disqualification from additional registers if needed or if applicant is on Transitional Hiring List or Casual Hiring List	-	Reconsideration of removal from register(s)
English competence	NAP	NAP	-	Written notification that he or she can request reactivation by writing to administrative office if fluency in English improves
Initial Road Test	DRU	No action	No action	Notice of rating
Medical	-	MCS — only for the job and register office from which selected and after determination has been made and applicant notified	-	Applicants except those adjudicated with CPS are notified of final decision. Cases of CPS veterans are given right of review by Office of Personnel Management
Military service**	OBJ	-	2 (not qualified) for employment	Reconsideration of removal from all registers
Selective Service	OBJ	OBJ	-	Disqualification letter stating that applicant has been disqualified for failure to register with the Selective Service. Provide reconsideration.
Note: MAG = does not meet minimum age requirement; OBJ = object; NAP = not available, pending resolution of suitability; DRU = driving record unsatisfactory; MCS = medical condition after selection. * If applicant is on a THL or CHL, manually enter the appropriate status code on the office copy of the THL or CHL. ** See chart on next page on processing for disqualification of applicants who have adjudicated veterans’ preference for handling of preference eligibles. *** If applicant is a former postal employee who was terminated from a temporary appointment or during probation for not meeting a job requirement, policy is not to disqualify if the termination was due to a requirement that will not be needed. In such situations, a decision must be made whether the applicant should be disqualified for a certain job or all jobs.

Advice on doubtful cases must be sought from the district Human Resources manager. For policy regarding persons removed from the Postal Service for cause, or who resigned while charges were pending. See 514.11, Handling Removals From Postal Service or Other Federal Employment, for more information.