Guidance: Managing candidate reserve lists (vX)

Civil Service Resourcing

May 8
12:46 2024

A candidate can be placed on a reserve list for up to 12 months. With approval, this can be extended by a further 8 weeks.

Appointing candidates from a reserve list

  1. Find the vacancy.
  2. Select Applications tab.
  3. Select the link for Reserve List status.
  4. To sort candidates by order of merit, select Customise layout dropdown, then Quick Review - Interview 1 Feedback.
  5. Select candidate(s) to appoint from the reserve list, then select Status.
  6. From the dropdown, select Progress Application then Confirm.
  7. A Provisional Offer email opens.
  8. Select Send Correspondence to send to the candidate.

Candidate status changes to Provisional Offer - Online.

Checking reserve list expiry

There is a Reserve List - expiry dates option in the candidates application summary so vacancy holders and recruiters can review dates. This information can also be added to a layout when listing multiple applications.

Rejecting candidates on an expired reserve list

When a reserve list expires, candidates on that list will automatically be removed and sent an email.

Candidate status changes to Reject - Reserve list expired.

Manually rejecting candidates

If for any reason you must manually reject candidates, here are the steps to follow:

  1. Search for applications at Reserve List status.
  2. Filter to only display applications whose reserve status has expired.
  3. Choose Selected dropdown, then Select All (or select relevant application only).
  4. Select Status dropdown, then Reject Application.
  5. Confirm.
  6. A rejection email opens.
  7. Preview and select Send Correspondence to send this to candidates.

Extend reserve list duration

The standard maximum is 12 months without approval. To extend for between 2 and 8 weeks you must have approval from the Civil Service Commission.

  1. Find the vacancy
  2. Select Vacancy Forms tab.
  3. Select Edit and amend the Length of reserve list.
  4. Save.

The reserve list expiry date will be updated for candidates already on the list and also apply to those added in the future.

Help and support

Contact the Product and Support Team if you have a technical problem:

Published 31 July 2019
Last updated 8 May 2024 +show all updates
  1. Reserve list extensions have been reduced from a maximum of 12 months to 8 weeks.

  2. Information added about extending reserve lists beyond 12 months.

  3. Updated details for automatic expiry of lists.

  4. First published.

Related Articles


  1. We don't have any comments for this article yet. Why not join in and start a discussion.

Write a Comment

Your name:
Your email:

Post my comment

Recent Comments

Follow Us on Twitter

Share This

Enjoyed this? Why not share it with others if you've found it useful by using one of the tools below: