Frequently Asked Questions

Applying for a State of Kansas Civil Service job:

1. How do I apply for a State job?
There are 3 easy steps.  

1. Complete the Personal Data Form
2. Search for Jobs
3. Apply

2. What is an Applicant ID number?
An applicant ID number is a number that is assigned to each applicant applying for a State Civil Service Job. To get this number, you must complete the Personal Data Form to register your information with the State of Kansas.

3. How long does it take before I get my Applicant ID number?
Once you complete the Personal Data Form, expect to receive your Applicant ID number in the mail within 7 to 10 business days.

4. Do I need to have an Applicant ID number before I can apply for a job?
No, it is not necessary to have your Applicant ID number in order to fill out the online application since the Applicant ID number and SSN will get matched up in our system. We do recommend, however, that you fill out the Personal Data Form to make sure your name gets in our system before you complete the application process.

5. Do all agencies accept the online application?
No. Please read the job description carefully for details on how to apply. Some agencies will only accept applications by mail. You can also refer to our Participating and Non-Participating list of agencies.

6. Do I have to submit a separate application for every position?
Yes. Each time you see a vacancy you are interested in, you must complete a new application and submit it to the applying agency.

7. Is there a way to save my online application?
Yes. As long as no agency is selected and the requisition field is left blank on the online application form, no form will be submitted to an agency. You can fill out all the information and press the submit button. You will then be sent to a page that has a text file (.txt) and a PDF (.pdf) file. The text file is the file you can save to your computer hard drive or floppy disk. The next time you want to work on your application, you can go through the file upload process and find the file you saved. This will bring in the information you had previously saved. Once you select an agency to send the application to, you will get another opportunity to save the file. You can also see what the agency will be receiving by looking at the PDF file.

8. How can I make sure my application was received by the intended agency?
You can't. That is why it is always important to follow up with the agency before the vacancy deadline to ensure they have received your application. Even though we have a very high success rate, some agencies may be having mail server problems. If that is the case, you will receive an error message via email indicating your form did not make it. The subject will say "Nondeliverable" mail. If that happens contact the agency at your earliest convenience. You can always save your PDF file and attach it and email it to the agency once their mail servers are back in service.

9. How often is the Job Posting page updated?
The job postings are updated daily at 8:00 p.m.

10. On the Job Posting page, there is a column that has “Posting Type”. What does that mean?
There are 3 different types of job postings: External, Internal and Agency. External: Open to all applicants. Agency: Open to agency employees, persons eligible for reemployment, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas public employee retirement system or the United States social security administration. Internal: Open to all state employees, persons eligible for reemployment or reinstatement, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas Public Employee Retirement System or the United States social security administration.

11. I want to apply for a job, but what if the county I want is not listed on the vacancy list?
If a county is not listed on the vacancy list, there are currently no job openings at this time.

12. How do I attach my resume to my online application?
Our online application does not allow for a resume to be attached. You will need to either mail or email your resume and other documentation to the recruiter listed in the job description.

13. How do I claim Veterans’ Preference?
To claim Veterans’ Preference, please check the box on the application and submit your DD214 to the Division of Personnel Services, Room 252 S, Landon State Office Building, Topeka, Kansas 66612.

14. How does Veterans’ Preference work?
Each veteran who meets the requirements for a vacant position shall be offered an interview for that vacancy when all of the following conditions are met:

1. The vacancy is a regular classified position that states in its job notice that the position is "Veterans’ Preference" Eligible (VPE). This includes all external, internal or agency only vacancies.
2. No individuals who are eligible for the Kansas Employee Preference Program have applied for that vacancy.
3. The military service member was not dismissed or did not resign in good standing from state service.
4. The military service member’s active duty is not for the Reserves or National Guard training.
5. The military service member is separated and not on active service at the time of application.

Questions regarding the Online Application Form:

15. I am running out of room in my Work Experience "Duties" fields and some other fields that are edited. When I hit “submit” I get an error. What can I do?
The Employment Application has edits on some of the fields, especially the Duties fields in the Work Experience area. If you need more room you can put the information in the "SUPPLEMENTAL WORK EXPERIENCE" field at the bottom of the form. This field will hold up to a full page of information.

16. The agency I am interested in is not listed in the Notice of Vacancies. Why can't I find them in the drop-down menu?
The agency of interest is not participating in the Online Employment Application process. You will need to send the agency a paper version of the Employment Application. One option is to fill out the online application, do not select an agency and press the submit button. This will create a text file and a PDF file. You can then save the PDF file, print it out and mail it into the agency. Contact the agency recruiter for specific details about their application process.

17. I have previously saved my text file. When I upload my file and the data populates in the form, why are the “Number of Hours” and “Employed To” date fields reversed?
You will need to correct those fields and re-submit the form. Save the text file that is created for future use and those changes will be recognized the next time you upload the file.

18. Why are there two files created even when I don't select an agency and include a Requisition Number?
If no agency is selected there will be no application submitted but the files will be created for your use. This allows you, the applicant, to save to a text file what was completed in the form so you wont lose the data in the form. Also, by viewing the PDF file, it allows you to see what the agency will see. You can also use the PDF to send the application to those agencies that do not use the online process.

19. Does it work on a Mac?
This application has been successfully tested on a Mac using Operating System X with the latest versions of Internet Explorer and Netscape.

20. How can I save the files with my Mac?
Place your cursor over the link and click and hold until a dropdown menu appears. Select "Download link to disk" and save your file to your directory of choice.

21. Why do I get errors when I paste my job duties in the form after I submit?
Because your data has to fit in a fixed text area on the submitted application; only 13 rows of data are allowed. The font is small enough to allow for an adequate description. But be sure and state your duties in a succinct manner and minimize carriage returns.

** Remember you can always use the SUPPLEMENTAL WORK EXPERIENCE field that will give you a full page to describe what the Duties fields cannot contain because of the edits.

22. What are all the possible errors that I can get?
The following fields are required:
Last Name, First Name, Street Address, City, State, Zip Code, Email Address, Veteran’s Preference, Felony Box, and How Did you Hear About this Job.
The following fields cannot have more than 13 carriage returns (The "Enter" key on your keyboard):
**Work Experience Duties - 1 through 5.

The following fields cannot have more than 50 characters:
Reason for Leaving - 1 through 5.
Work Experience Title - 1 through 5.
Titles and Number of Employees you supervised - 1 through 5.
*For the Work Experience Duties field, it is recommended that you just type the information in and let the form automatically wrap your information.

** Remember you can always use the SUPPLEMENTAL WORK EXPERIENCE field that will give you a full page to describe what the Duties fields cannot contain because of the edits.

23. I have saved my file but I’m getting an error when trying to upload my file, what does this mean?
If you are getting an error when you are trying to upload your file, you did not properly save your online application. You must hit submit at the bottom of the application and create a text file in order to upload the file properly.

24. What if I have tried everything else and I still am unable to submit my application?
Try deleting your temporary internet files and cookies. To do this go to top of your browser and click on tools, then internet options and then delete your temporary cookies and your temporary internet files and click okay and then try submitting your application again.

Questions about the State of Kansas Hiring Process:

25. I have applied for a job, what happens now?
Once you have submitted your application, the agency will review all the applications received - - - usually within 2 to 3 weeks after the closing date. Your application will be reviewed to see if you meet the minimum requirements for the position. If minimum requirements are met, then the applications will be ranked and the top candidates will be interviewed for the position.

26. I’m already a state employee and want to apply for a promotional opportunity. Do I still need to send in an employment application?
Yes. You will need to complete an application each time you apply for a vacancy.

27. How do I know if I am being considered for a specific position?
If you are being considered for an opening, the hiring agency will contact you for an interview.

28. What benefits do State employees receive?
The State of Kansas offers employees many benefits. To view the list of benefits, please see Benefits.

Proceed to the Online Employment Application