Applicant Frequently Asked Questions

2. What if I do not have access to a computer?

A number of public venues offer free access to internet-enabled computers. Some options include:

·         Visit the New Mexico State Personnel Office located at 2600 Cerrillos Road, Santa Fe, NM 87505 to utilize a public access computer.

·         Use a public access computer at any Public Library or Department of Workforce Solutions locations.

·         Students can check with their college or university for computer access.

 

3. What can I do if I don't have an email address?

An email address is required in order to create an account and submit online applications. You can establish a free email account at any number of internet sites.  Some of the most common are: www.msn.com, www.yahoo.com and www.gmail.com.

 

4. What if I qualify for Title I and need help filling out my application?

Title I of the Americans with Disabilities Act (ADA) requires employers to provide reasonable accommodation to qualified applicants and employees with a disability.  Should an applicant need assistance in completing an application, please contact the New Mexico State Personnel Office at (505) 476-7759.

 

5. Can I submit a paper application?

No. All applications must be made through the web-based NEOGOV system in order for your application to be considered.  Please reference the Creating an Applicant Profile and Applying for a Job Positng for step-by-step instructions on how to apply.  We also recommend you review the Quick Tips for First Time Users for additional assistance.

 

NEOGOV and the SHARE/PeopleSoft recruitment module are not linked recruitment systems.  The State Personnel Office closed the SHARE recruitment module on November 1, 2011, when NEOGOV went live.  Applications submitted through SHARE are no longer accessible.  Applicants will need to follow the instructions to set up a new account in NEOGOV in order to apply for jobs. Transcripts and other documentation previously provided will also need to be re-attached to your NEOGOV application.

 

No. All of your work experience must be included in the Work Experience section of the NEOGOV application. Resumes will not be reviewed or considered.

 

Even though you have attached a résumé/CV, you must enter a work history entry for each job you have worked.  The same is true for the Education Section.  The Work Experience and Education sections should reflect your complete work and educational history.  

 

Filling out the Work Experience Section and Education Section are part of what is considered a complete application.  Please note, once a completed history is created in the user’s Applicant Profile, the user will not have to enter the information again. The information may be updated at any time at the applicant’s discretion.

 

No. NEOGOV can accommodate virtually any number of work history entries per application.

 

10. If I have questions about job postings and the application process, what should I do?

For questions about specific job advertisements, contact the New Mexico State Personnel Office at (505) 476-7759 or send an email to applicant.support@state.nm.us. For questions regarding the specific posting the applicant applied for, contact the agency contact or individual listed on the bottom of the job advertisement.

 

If you have a technical question about applying for a position, please first refer to the Application Guide, Quick Tips for First Time Users and Applicant FAQs.  If your question is still not answered, you may contact the SPO Career Services Bureau via email at applicant.support@state.nm.us or (505) 476-7759.

 

11. What do I do if I forget my login information or password?

In our ongoing effort to ensure the highest level of security to protect the user’s personal information, SPO has implemented an automated password reset process. On the login page, select either ‘Forget your password’ or ‘Forgot your username’ link in the Quick Links box. To use the password/username reset features, enter the email address utilized in that account. An email will be sent to the email address listed with a link to reset the user password.  For further assistance with logging into your account, please contact the New Mexico State Personnel Office at (505) 476-7759 or via email at applicant.support@state.nm.us. You may also contact NEOGOV Customer Support at 1-877-204-4442

 

12. When does the Application Profile log me out of the screen? 

For safety purposes, the SPO system is set to automatically log the user off after 30 minutes of inactivity.

 

13. Why was I forced to change my password?

To ensure the security of our users, SPO has set the system to automatically ask for a new password every 90 days.

Passwords must be:

                                Minimum of (8) characters

                                Must include at least one special character (#, $, %, &, etc.)

                                Must contain at least one number

     Passwords are case sensitive

                                Please remember to keep the password in a safe place.

 

Users can be confident that they are receiving the same level of trust and security used by many of the top Web sites and Fortune 500 companies worldwide. All information is on a secure website and can only be viewed by the Career Services Bureau and the hiring agency Human Resources authorities. 

 

 

If you have created your application and you are ready to apply for a position with the State of New Mexico, click on the “Job Opportunities” link and search by Department, Location or Job Title. Once you have found the job title of the position you wish to apply for, click on the name of the job posting. Next, click on the link “Apply” on the top right hand side of the posting.  You will next be required to complete five sections of the application:

·         Job Application

·         Agency-wide Questions

·         Supplemental Questions

·         Confirm Application

·         Certify & Submit

Once you click on “Accept” in the Certify & Submit screen, a confirmation screen will appear. This screen verifies that you have successfully applied for a position. You will also receive an email confirmation.

 

For further assistance, refer to the Apply for a Job Posting for tips and instructions for successfully applying for positions. You may also find it helpful to review the Quick Tips for First Time Users and the Applicant FAQs before you begin your application process. Should you require additional assistance, please contact the New Mexico State Personnel Office at (505) 476-7759 or via email at applicant.support@state.nm.us.

 

2. I’ve completed an application, but I do not see a way to submit it.

Once the applicant has completed the prior four steps of the application process; Job Application, Agency Wide Questions, Supplemental Questions, and Confirm Application the screen will prompt applicant to Certify and Accept.  Click “Accept. ”  Be aware that if you have not received an email confirmation letter, you have not successfully applied for the position. For further details, refer to the Apply for a Job Posting or contact the New Mexico State Personnel Office at (505) 476-7759 or via email at applicant.support@state.nm.us.

 

3. How can I be sure my online application was received?
A confirmation screen will appear once an application is submitted, which acknowledges that the application has been received by SPO.  The applicant will also be notified by email.

 

4. How do I check the status of my application?
Applicants can log into their Applicant Profile and click “Application Status” tab.  The screen will display where the application is in the screening process.  It is crucial that you have entered a valid email address on your Applicant Profile and that you check the email account regularly for updates.

 

The application status “eligible” means that the applicant has met the minimum qualifications and has passed through the first stage of screening.  Candidates who have successfully passed this stage are then listed in rank order, based on their ranked score. The top fifteen applicants are then confirmed by SPO and referred to the hiring agency.  Confirmation involves SPO reviewing and verifying the applicant’s experience and education; applicant’s qualifications that cannot be certified will not be referred to the hiring agency.

 

After the hiring agency has received their referred list of eligible candidates, they will review the applicant’s qualifications and determine those they select for an interview.  The amount of time taken to hold interviews may vary per agency.  It is recommended that the applicant contact the agency contact listed on the job advertisement directly for the status.  

  

7. I missed the deadline to apply - can I still apply?
No.  Once the recruitment has closed, no further applications can be accepted for the position.  Neither SPO nor the hiring agency can add an applicant after an advertisement has closed.  However, you may want to fill out a Job Interest Card to be notified of similar job postings in the future.  The link for Job Interest Cards appears on the recruitment home page. 

 

8. Will I automatically be considered for other positions if I previously submitted an application?
No. Applicants must submit a separate application for any position that they have interest in or feel they are qualified for.

 

9. What if I want to make a change to my application after I have submitted it online?

Applicants may login and update their Applicant (User) Profile at any time. However, the changes are not applicable to already submitted application(s). An applicant may apply for the same position one time in a 24 hour period.  If the applicant has updated their profile after their application submission, they may apply again for the same position with the new profile the following day.  SPO will utilize the most current application received in regards to duplicate applications.  Please note, once a position closes (recruitment ends), an applicant may not re-apply for the position.

 

10. How do I print my application?
Once the application process steps are completed, a link in the upper right hand corner that states, "Click here for a printable version of the application you just submitted."

 

11. Is there a limit to how many jobs I can apply for?
No. SPO encourages applicants to apply for as many postings as they are qualified or interested in. 

 

No. You do not need to create a new application for each position.  However, you will need to apply for each position separately. Applicants do have the option of creating multiple job-specific applications, but it is not required.  

 

No. It is not necessary to provide a social security number throughout the application process. 

 

NEOGOV allows submission of applications through the listed closing date and time.  Positions that have "Continuous" listed as the closing date are open to applicants until the position is filled.

 

Continuous Job Postings indicate that the agency is conducting an ongoing recruitment of applicants for one or more positions.  Frequently these are positions that are difficult to fill. There is no defined end date to the recruitment; it will remain open until the agency has filled the identified position(s).

 

Positions that are listed as Sponsored Term are not budgeted through the State’s General Fund.  These positions are typically funded through a grant or federal funds and can be extended if funding permits.

 

17. Should I apply if I am a convicted felon?

The state encourages all individuals that would like to work for the State of New Mexico to apply.  Having a conviction on the applicant’s record is not an immediate disqualification for a job with the State. 

 

Current state employees do not receive preferential treatment for positions advertised with the State of New Mexico.  The information collected is used to interpret data and measure the trends of employees searching for jobs.

 

Internal job advertisements are only open for current state employees to apply. Internally advertised positions are allowed when a position within an agency requires specialized experience that only internal applicants would have obtained during their employment with that agency.

 

20. How can I be notified when a state job opens in my field of interest?

The Applicant Profile system allows the user to complete a Job Interest card.  Once the user has this listed in their profile, the user will be notified via email of a job posting that matches their card.  Simply click on the enclosed link to apply for the position.

 

 

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Supplemental questions are developed by agencies to collect additional job-related information regarding an applicant’s qualifications for a position. Most advertisements will have a minimum of 5 supplemental questions asked. In order to receive full consideration on the application, the applicant must answer these questions.

 

Related experience is the experience that an applicant has where they have utilized the skills necessary to do the job they are applying for.  It is not required that the applicant have the exact experience listed in the purpose of the position, however, the applicant must have acquired the skills necessary to perform the job in their previous positions held.      

 

Yes. However, the experience calculation will be prorated based on the number of hours per week worked in the specific job.  That is, an applicant will not receive full time credit for a position where the applicant has worked less than 40 hours per week.

 

No. Applicants will only be given work experience credit for up to 40 hours in a week at any given time.  Therefore, if an applicant has overlapping experience or worked more than 40 hours in a week in multiple jobs, the applicant should be sure to calculate their service credit carefully and not give credit for duplicate work experience.

 

Applicants will only be given work experience credit for up to 40 hours in a week at any given time.  No additional service credit is given for jobs that required work in excess of 40 hours a week. Experience Calculator

 

Not necessarily.  The Supplemental Question asks: “How many years of experience do you have RELATED to the PURPOSE of this position? ??”  Before you answer the question, go back and read the purpose of the position. Review your work history and determine which experience is related to the position. You should only claim those years of experience when answering the Supplemental Question above.  During the screening process, if your stated years of experience cannot be verified, your application will not be forwarded to the hiring agency for further consideration.

 

If you state that you have any degree higher than a High School Diploma/GED, you are required to attach your transcripts to your application at the time that you apply for the position. The transcripts must clearly state the date and type of degree awarded.  If you do not provide evidence of your degree via transcripts, your application will not be forwarded to the hiring agency.  Part of the screening process includes verifying information that the applicant has certified as true regarding education and experience.  If an applicant has not attached transcripts to verify their degree, the application is incomplete and cannot be forwarded for further review.

 

8. Why does the state ask about background checks and drug testing?

Currently, the state does background checks and drug testing on many positions.  The state will ask the applicant to acknowledge and consent that the applicant may be subject to a background check or drug test, by checking the appropriate boxes labeled Background Check and Drug Testing.  Should a posting require a background check, drug screen or both upon job offer, the earlier acknowledgement by the applicant is therefore their consent.

 

 

Attachments are additional documents that may be requested to complete an application. Attachments are stored in the user Application (User) Profile. Examples of specific attachments are cover letters, licenses, certifications, transcripts, preference point eligibility documents (DD 214), etc. Do not attach transcripts that can be modified (edited).

 

The job posting will list any additional documentation needed to be attached electronically to your application in order to be considered for the position. Confirmation of degrees always requires the upload of transcripts that clearly shows the date and type of degree awarded at the time of application.

 

To add attachments, simply click the ”Add Attachment(s)” link, where the user may upload additional documentation to add to their application. Enter in the appropriate “File Description” title and select the appropriate attachment name as the “Attachment Type”. Next, Click “Browse”, find the appropriate attachment and click “Open”. Once you have completed this, it will appear in the next screen. Click “Upload”.

 

A transcript is a thorough record of course work studied and grades received for courses studied in an educational institution.  Transcripts from outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service.  This documentation is the responsibility of the applicant and must be included as part of the application when required for applicant consideration.  Failure to do so will disqualify the application from proceeding in the selection process.  Transcripts may be obtained from colleges, universities and technical institutions either on-line (unofficial copy) or by mail (institution sealed and certified official copy).  Transcripts must be attached to an application if required by job posting. 

 

5. What if transcripts are required for a particular position, and I don’t have them in my possession at the time of application?

You must have your transcripts available to upload on the date you apply for a position.  If you certify that you have education higher than a high school diploma or GED, it is required that proof of that education be attached.

·         Please keep in mind that you may only apply for a position once every 24 hours.

·         Official/unofficial transcripts that clearly state the degree and date awarded are acceptable for your electronic application.

·         All required documentation must be uploaded to your account and a valid application must be made prior to the closing date of the recruitment. 

·         Please be aware that some state agencies may require an official copy of a transcript at the time of interview or hire. 

 

You must attach your transcripts to your Applicant Profile as soon as possible and re-apply for the position before the recruitment closes. 

 

7. What if I don’t have my transcripts electronically?

Please visit your local library or Department of Workforce Solutions office for assistance in scanning your documents to a removable flash drive. You can purchase a removable flash drive at any office supply retailer. It is important to maintain your transcripts electronically for future use. If you need help uploading your transcripts to your account or require additional assistance, please contact the Career Services Bureau at (505) 476-7759.

 

Try saving each page of your transcripts as a separate file and attach them to your master profile individually.  If you continue to have problems or require additional assistance, please contact the Career Services Bureau at (505) 476-7759.

 

If you've previously attached transcripts to your application when submitted with other agencies, and you'd like your transcripts to be included when applying with the State of New Mexico Personnel Office, please ensure that you've selected the file type "Transcript" for your attachment. Because each agency is able to create their own custom file types, any file type that does not match "Transcript" identically will not allow your attachment to be submitted with your application.
If you receive an error message that your transcripts will not be included with your application, review your attachments at the bottom of Step 1, click Edit next to your transcript, and change the "File Type" to read "Transcript". 

 

 

Supplemental questions are developed by agencies to collect additional job-related information regarding an applicant’s qualifications for a position. Most advertisements will have a minimum of 5 supplemental questions asked. In order to receive full consideration on the application, the applicant must answer these questions.

 

2. What is Scoring?

Each job posting is broken down into 3 scoring phases:

·         required minimum qualifications

·         supplemental questions

·         preference points (residency and veterans)

If the applicant does not meet the required minimum qualifications, their application will not be processed for further review. The remaining applicants will be placed on an eligible list and scored based on their answers to the supplemental questions. Once the scoring is completed, the applicants are then assigned Preference Points (if eligible).  The top 15 highest scores will move onto the agency referred list.   

 

3. What are Preference Points?

Preference points are assigned for defined statutory purposes.  Preference points may be awarded to Veterans, Disabled Veterans, current members of the National Guard, and/or current residents of the State of New Mexico. The State of New Mexico recognizes that preference shall be granted to Veterans, Disabled Veterans, National Guardsmen or residents of the state in accordance with the provisions of Section 10-1-13.2, Section 20-4-9 and Section 10-9-13, NMSA 1978,. Preference points are applied to the application after initial minimum qualifications and supplemental scoring is applied. Documentation will be required to receive additional preference scoring (refer to Employment Page for more information regarding Veteran and National Guard Eligibility).

 

4. How do I determine if I am a resident of the State of New Mexico?

New Mexico residency is a minimum of one calendar year residing in the State of New Mexico. Select the answer on the State-Wide question when applying to all positions that is most applicable to the applicant’s residency status.

 

An Eligible List is an employment list from which hiring appointments are made. It is created based on the results of the screening and scoring process for a particular recruitment. Candidates who have passed the minimum qualifications for the position are listed in rank order, based on their final scores. The top fifteen candidates are then certified by SPO and referred to the hiring agency for further review. Agencies may extend interview offers to those candidates on the referred list. 

 

 

1. What are Preference Points?

Preference points are assigned for defined statutory purposes.  Preference points may be awarded to Veterans, Disabled Veterans, current members of the National Guard, and/or current residents of the State of New Mexico. The State of New Mexico recognizes that preference shall be granted to Veterans, Disabled Veterans, National Guardsmen or residents of the state in accordance with the provisions of Section 10-1-13.2, Section 20-4-9 and Section 10-9-13, NMSA 1978,. Preference points are applied to the application after initial minimum qualifications and supplemental scoring is applied. Documentation will be required to receive additional preference scoring (refer to the Veterans and National Guard page for more information regarding Veteran and National Guard Eligibility).

 

2. How to I determine if I am a Veteran, Disabled Veteran or a member of the National Guard who is entitled to preference points?

To be entitled to preference, a veteran must meet the eligibility requirements in accordance with the provisions of NMSA 1978, Section 10-1-13.2 and 20-4-9. This means that the veteran had:

 

•       An honorable or general discharge.

•       An honorable discharge with a service-connected disability, from the United States Armed Forces.

•       Currently serving in the National Guard.

 

Make sure to select the most appropriate answer on the agency questions when applying for all positions. If you require additional assistance with eligibility determination, please refer to the Veteran, Disabled Veteran or a member of a National Guide Reference Guide at the Veterans and National Guard page or contact the New Mexico State Personnel Office at (505) 476-7759.

 

To be entitled to up to 10 preference points for Veterans, Disabled Veterans or National Guard, an applicant must attach the following documentation:

·         Veterans Preference (5 points): Provide a copy of DD-214 Long Form.

·         National Guard Preference (5 points): Provide an official statement from applicable branch of the Armed Forces or NGB-22, illustrating that the applicant is a current member of the National Guard.

·         Veterans with service-connected disability Preference (5 points): Provide a copy of the Veteran’s Service-Connected Disability(ies) Certificate or Disability Determination letter.

 

 

 

1. What benefits does the State of New Mexico offer employees?

For details regarding benefits offered to state employees, please visit websites:

·         Employee Benefits: General Services Department-Employee Benefits Information

·         Retirement Benefits: Public Employees Retirement Association of New Mexico Website

 

 

1. Why did I receive an email stating that my education and/or experience could not be certified?

When an applicant receives a notification email that states their education and/or experience could not be certified, it means that their stated experience/education was not found in their application. For example, an applicant answers the Supplemental Questions stating that their highest level of education is a Bachelor’s Degree and their years of experience directly related to the position are 15 years. When SPO reviews the application, both the Bachelor’s Degree and the 15 years experience must be verified. Experience Calculator

 

Because the NEOGOV system is a ranked system based on the responses to an applicant’s answers to the questions, the State Personnel Office confirms that the information that was certified.

 

3. What if transcripts are required for a particular position, and I don’t have them in my possession at the time of application?

You must have your transcripts available to upload on the date you apply for a position.  If you certify that you have education higher than a high school diploma or GED, it is required that proof of that education be attached.

·         Please keep in mind that you may only apply for a position once every 24 hours.

·         Unofficial transcripts that are in a format that cannot be modified (edited) and that clearly state the degree and date awarded are acceptable for your electronic application.

·         All required documentation must be uploaded to your account and a valid application must be made prior to the closing date of the recruitment.  SPO cannot change an application once a posting has closed.

·         Please be aware that some state agencies may require an official copy of a transcript at the time of interview or hire.  Contacting the hiring agency for more information.

 

You must attach your transcripts to your Applicant Profile as soon as possible and re-apply for the position before the recruitment closes. 

 

The New Mexico State Personnel Office welcomes your feedback. In an effort to continually improve our services and to be responsive to our constituencies, we invite you to send us an email with any questions or suggestions that you have.  We will work diligently to incorporate your feedback into our information, publications and processes.

 

Please send your comments and suggestions to: applicant.support@state.nm.us.