COMDTINST 12335.4A
h. Availability and Release.
(1) Applicants should be available for employment within 45 calendar days of the date
they are officially offered a position.
(2) A Coast Guard employee selected for promotion or placement under merit promotion
procedures should be released as soon as possible (normally allowing a full pay
period for a promotion, or two full pay periods if not for promotion). Exceptions
may be made when agreeable to the releasing and the receiving organizations.
i. Notification of Results.
(1) Applicants who wish to be notified of the status of their application(s) must include a
stamped, self-addressed envelope(s) or post card(s) requesting notification of
(a) Receipt of application(s); and/or
(b) Final status of the application(s).
(2) Applicants who apply on-line for vacancies advertised through the Coast Guard
automated staffing and applicant intake system will receive online feedback on their
eligibility and application status.
j. Record Maintenance. Administrative records for all merit promotion actions will be
recorded in a manner to ensure the provision of necessary information to employees and
the public, ensuring that individuals' rights to privacy are protected. There shall be a
temporary record of each merit promotion action sufficient to allow reconstruction of the
action, including documentation on how the candidates were evaluated. These records
should include the names of each individual involved in the determination process (the
name of the individual(s) making determinations of minimum or other qualifications,
including the servicing HR Specialist and/or CSA, panel members if any, and the name of
the selecting official); a copy of the vacancy announcement; a merit promotion certificate
naming all applicants, annotated to show all actions that take place; the position
description; the crediting plan; rating sheets; and all applications. The records may be
destroyed 2 years after the effective date of the personnel action or earlier, if the program
has been formally evaluated by OPM and the time limit for grieving has elapsed.
k. Grievances and Complaints.
(1) Employees have the right to file a grievance relating to a merit promotion action.
Such grievances shall be resolved under the appropriate negotiated or administrative
grievance procedures. While the procedures used to identify and evaluate qualified
candidates may be proper subjects for grievances, non-selection from among a group
of properly evaluated and certified candidates is not an appropriate basis for a
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