Civil Service Terms Glossary

Eligible List

The ranked list of candidates who passed the civil service exam, ordered by final score. Hiring agencies use this list to select candidates for vacant positions.

Canvass Letter

An official notice sent to candidates on an eligible list asking if they are still interested in appointment. You must respond by the deadline or risk removal from the list.

Certification

The formal process by which a hiring agency requests names from the eligible list for possible appointment. The number of names considered can vary widely by jurisdiction and rule set.

Provisional Appointment

A temporary appointment to a position when no eligible list exists or the list is exhausted. Provisionals are not permanent employees and can be displaced when a new list is established.

Permanent Appointment

A full civil service appointment made from an eligible list. After completing a probationary period, permanent employees receive job security and full civil service protections.

Probationary Period

A trial period after appointment during which the employee is still being evaluated. The exact length and employee protections vary by jurisdiction, title, contract, and civil service rule.

Veterans Preference

A preference benefit available to eligible veterans under many civil service systems. The exact point value, eligibility rules, and when the credit is applied depend on the jurisdiction or hiring authority.

Rule of Three

A traditional civil service selection rule under which an appointing authority may choose from a small group of top-ranked candidates. Many jurisdictions now use broader certification or banding rules instead.

Banding

A scoring approach that groups candidates with similar scores into a band and may treat them as comparably ranked for selection. The specific banding rules are set by the hiring authority.

Passover

When an appointing authority skips a higher-ranked candidate and appoints someone ranked lower. Whether justification is required, and what review rights exist, depends on the applicable civil service rules.

Residency Credit

Additional points added to exam scores of candidates who live within the jurisdiction (city, county). Varies by employer — check your examination announcement.

Competitive Class

Positions that require a competitive civil service exam for appointment. Most government jobs fall in this class.

Non-Competitive Class

Positions that do not require a competitive exam but may require other qualifications. Selection is at agency discretion.

Exempt Class

Positions specifically excluded from civil service requirements, typically high-level policy or political positions. Not subject to merit-based hiring.

Labor Class

Positions involving physical labor that may require a qualifying test rather than a full competitive exam.

GS Grade

The General Schedule (GS) pay scale used for many federal civilian employees. It runs from GS-1 through GS-15, with exact hiring levels depending on the role and agency.

Step Increase

A pay increase within a GS grade based largely on time in service and acceptable performance. Each GS grade has 10 steps, but the waiting period between steps changes over time.

Locality Pay

A pay adjustment added to certain federal salaries based on geographic labor-market differences. Rates are set officially and vary by locality area each year.

FERS

Federal Employees Retirement System, the retirement system covering most current federal employees. It combines a pension component, Social Security, and the Thrift Savings Plan.

CSRS

Civil Service Retirement System, the older retirement system for many federal employees hired before 1984. Coverage and interaction with Social Security differ from FERS.

TSP

Thrift Savings Plan, a tax-advantaged retirement savings plan for federal employees and members of the uniformed services. Matching rules depend on the employee group and retirement system.

FEHB

Federal Employees Health Benefits, the federal health insurance program for eligible employees, annuitants, and their families. Available plan choices and cost-sharing change over time.

PSLF

Public Service Loan Forgiveness — a federal program that forgives remaining student loan balances after 10 years of qualifying payments while employed by a government or nonprofit entity.

DD-214

The official military discharge document required to claim veterans preference on civil service exams. Must show Honorable or General discharge to qualify.

Service-Connected Disability

A disability recognized by the VA as resulting from military service. Qualifies the veteran for 10-point preference (vs. 5-point for non-disabled veterans) on civil service exams.

Eligible List Expiration

Eligible-list duration varies by jurisdiction, title, and civil service authority. When a list expires, candidates who have not been reached may need to reapply and retest under the next announcement.

Promotional Exam

A competitive exam for current civil service employees seeking promotion to a higher title or grade. Only current employees in the eligible title are permitted to apply.

Open-Competitive Exam

An exam open to the general public meeting minimum qualifications, as opposed to a promotional exam which is limited to current employees.

Subject-Matter Outline

The list of topics included in an exam, published in the examination announcement. Always use this as your primary study guide — it defines exactly what will be tested.