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Send a State Classified Declination Letter
All candidates reserve the right to deny a job opportunity regardless of canvass response. This is accomplished with declination letters.
On This Page:
Declination Letter Process
- Once a candidate denies an offer or an interview, the hiring manager fills out a declination letter
- Print a copy of the declination letter on departmental letterhead, and the hiring manager will sign the letter
- The declination letter is mailed to the candidate from the hiring manager
- A copy of the declination letter is sent from the hiring manager to the assigned Workforce Planning Specialist
- Human Resources records the declination and releases further list candidate information (if applicable)
Be Mindful of the Timeline
To remind you, the submission of declination letters must fall within the canvass schedule.
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Declination Letter Responses
Choosing the correct reason the candidate declined the position is critical and can impact the candidates eligibility for future positions.
Common Responses
Candidates may decline a position for many reasons. Review common scenarios and the codes you use when completing the declination form.
Impacts of the IC reason:
- Continue to move through the list of candidates
- Keeps the candidate active on the list for other vacancy announcements.
Impacts of the DP reason:
- Allows you, as the department, to continue to move through the list of candidates
- Removes the candidate from the list for vacancy announcements at the University at Buffalo
Impacts of the FR reason:
- Allows you, as the department, to continue to move through the list of candidates
- Removes the candidate from the list for vacancy announcements at the University at Buffalo
- You declined an appointment from our agency at this location. Your name will be removed from this list for consideration for any future vacancies in our agency at this location. [DP]
- You declined an appointment at this location, your name will be removed from consideration for any agency in this city, town, or village [LU]
- You failed to report to your scheduled interview. Your name will be removed from this list for consideration for any future vacancies in our agency at this location. [FR]
- You said you are temporarily unavailable until (insert date here). Your name will be inactivated on the list until that time. [TI]
- You requested to be inactive for this canvass only. You have been left active on the list for future consideration. [IC]
Before selecting the declination codes of DP or LU, discuss with the Workforce Planning Specialist assigned to your posting to determine the best declination code.
Use Proper Response
It is crucial for Hiring Managers to list the proper declination responses, as some fields may disqualify the candidate from future searches.
Updates for List Candidates
It is important for list candidates to keep their information current. Using ELMS Online, list candidates can update:
- Name
- Address
- List preferences
- E-mail address
- Remove any previous declinations
Changing State Agencies?
Remember to update your List Preferences with your new state agency for any promotional lists you are on.
Related Links
Contact an Expert
Lauren Merletti
Recruitment and Position Specialist
Workforce Planning and Recruitment