Refusal of Employment (RE)
Universal Jobmatch will transform how claimants access and apply for jobs.
They can access the full service via GOV.UK using an internet enabled
computer/device or smartphone.
They will be able to search and view jobs, set up an account, build and upload
their public CV and if they wish, create a Cover letter. Claimants will receive
automatic matches to employers’ jobs from the ‘Profile’ they created. These
job matches will be put into their ‘Recommended Jobs’ page in Universal
Jobmatch.
However, this does not mean you will no longer be able to notify claimants of
suitable jobs and where appropriate take RE action. Universal Jobmatch will
change how you identify suitable jobs for claimants and identify where RE
action may need to be taken.
How you will find, notify, follow up a job and where appropriate refer to a
decision maker if the claimant has not applied, will depend on whether the
claimant is using Universal Jobmatch and has given DWP access to their
account.
Claimants must apply for any jobs you save for them unless the job is exempt
from RE action.
Claimant has agreed a pattern of availability of 24 hours or more
per week
Where a claimant has agreed a pattern of availability on their JSAg of 24
hours or more per week and the hours recorded on the job are clearly less
than 24 hours per week, you
cannot notify the claimant to apply for the job.
However, if the hours of the job were not recorded by the company you
can
notify them to apply for the job if the job is recorded as full time.
Where a claimant has agreed a pattern of availability on their JSAg of 30
hours per week and the hours recorded on the job are 40 hours per week, you
cannot notify the claimant to apply for the job.
Claimant has agreed a pattern of availability of less than 24
hours per week
Where a claimant has agreed a pattern of availability on their JSAg of less
than 24 hours per week and the hours recorded on the job are clearly less
than 16 hours per week, you
cannot notify the claimant to apply for the job.
However, if the hours of the job were not recorded by the company you
can
notify them to apply for the job if the job is recorded as part time.
Where a claimant has agreed a pattern of availability on their JSAg of 17
hours per week and the hours recorded on the job are 20 hours per week, you
cannot notify the claimant to apply for the job.
Finding and notifying the claimant of a job - claimant using
Universal Jobmatch (DWP has access to their account)
You will view the claimant’s Homepage and find a suitable job by:
selecting a job from the list in the ‘Recommended Jobs’ section; or
entering data in the Search criteria fields and select ‘Search’; or
select the ‘Browse Jobs’ link.
Whichever way you choose, you must then select the ‘Save’ link from the ‘Job
Details’ page. This will put the job in the claimant’s ‘Saved Jobs’ page and
place a blue circle next to the job, which tells the claimant it is a ‘Job saved by
your adviser’.
However, you must first check the expiry date of the job to make sure the
claimant has enough time to apply. To view the expiry date of a UJ job you
will need to select the ‘Find company/recruiter/jobs’ link from the UJ
application homepage which will open the ‘Company and recruiter search’
screen/page. You will then enter the Job ID number in the ‘Enter search
details’ field and select the ‘Job ID’ radio button and select ‘Go’. The expiry
date is shown under the ‘Date expires’ column. If the expiry date is the
following day, you will need to find another job. If the expiry date is longer, you
must formally notify the claimant of their obligation to apply for the job, and
what the expiry date is, by either telling them:
face to face; or
by telephone; or
by letter.
You must also record you have notified the claimant to apply for the job and
the Job ID number in ‘LMS Conversations’ as follows – “NOTIFIED claimant
by *telephone/face to face/letter (*delete as appropriate) to apply for admin
assistant, Job ID 133234 at GX Recruitment posted 26/11/12.” It is important
you do this in case the claimant:
decides to withdraw DWP access to their account before their next
jobsearch review or advisory interview which means follow up action
will be very problematic if you do not do this; or
later indicates they were not informed of their obligation to apply after a
sanction has been imposed for Refusal of Employment.
The Job ID number can be found in the ‘Job summary’ section from the ‘Job
Details’ page. It is important you record this number because this will help
DMA staff find the job if the claimant subsequently did not or refused to apply
for the job.
It is also good practice to make clear to the claimant, that refusal or failure to
apply for the job, or subsequent non-acceptance of the job if offered, may
result in the loss of JSA. This ensures the claimant can make their decision
about whether to apply in the full knowledge of the possible consequences.
Additionally, if the method of application is not to select a CV in UJ and send it
online through the service – e.g. by other means such as email, post or
telephone, then tell them they may wish to record details of their application
by completing the ‘Job search notes’ free text box in UJ so that we can see
they have applied for the job. Alternatively, suggest to the claimant they may
supply other evidence to show they applied for the job such a copy of an
email or letter which shows they applied, or a copy of an email or letter from
the employer that says their application was unsuccessful.
NOTE: If the claimant wishes to use a DWP IAD to apply for the job, you must
arrange an appointment for them to do so before the expiry date.
Following up a job - claimant using Universal Jobmatch (DWP
has access to their account)
You will do this by looking for any ‘Jobs saved by your adviser’ in the
claimant’s ‘Saved Jobs’ page. You will then need to select the ‘View All’ link
within the claimant’s ‘Saved jobs’ section. You can then select the Job Title
link to find the job details/description.
Claimant says they have applied for the job
If they have applied for the job, the ‘Application History’ page will show they
have applied if the method of application was to select a CV in UJ and send it
online through the service.
If the saved job is not shown in the ‘Application History’ page you will need to
check if the claimant has:
recorded that they applied for the job by completing the ‘Job search
notes’ free text box in UJ, if the method of application was not online
through the service as detailed in paragraph 106. If so, an Icon
identifies all notes created this way and refers to them as ‘My Notes’ in
‘Activity History’;
or
supplied other evidence that they applied for the job – i.e. a copy of an
email or letter which shows they applied, or a copy of an email or letter
from the employer that says their application was unsuccessful. In this
case you must record in ‘LMS Conversations’ - e.g. “Claimant applied
for admin assistant, Job ID 133234 at GX Recruitment posted
26/11/12.”
The follow up questions you ask will depend on the information recorded in all
these pages or any additional information the claimant supplies.
Claimant says they do not intend to apply or failed to apply for the job
If the claimant says they do not intend to apply or failed to apply for the job
they may have also given a reason why from the drop down menu in the ‘Job
Details’ page in UJ. However, selecting a reason why from this drop down
menu is optional.
Whether they have recorded a reason from the drop down menu or not, you
must continue to ask the claimant for a full explanation of why they do not
intend or failed to apply and any reason(s) given will need to be included in
the RE referral to a Decision Maker unless the job is exempt from RE action.
Where the claimant says they do not intend to apply or failed to apply
because of the hours of the job and the hours were not recorded by the
company on the job, you must contact them to confirm the hours and record
this information in DART before making the RE referral to a Decision Maker.
Where the claimant gives no reason or gives a reason which does not involve
the hours of the job and the hours were not recorded by the company on the
job, then the hours of the job do not need to be included in the RE referral to a
Decision Maker.
Claimant says they do not intend to apply or failed to apply for the job
but restrictions on availability or an RE discretion applies
If the claimant says they do not intend to apply or failed to apply for the job
and you determine that a referral to a Decision Maker is not required because
any restrictions on availability or one of the discretions apply you must record
in ‘LMS Conversations’ - e.g. “RE action not needed – Permitted Period or RE
Discretion (followed by the relevant scenario letter) for Job ID 133234 at GX
Recruitment posted 26/11/12.”
Claimant says they were offered the job but decided not to start
If the claimant says they were offered the job but decided not to start you
must ask why and any reason(s) given will need to be included in the RE
referral to a Decision Maker unless the job is exempt from RE action.
Claimant says they have not yet applied for the job but still intends to
If the claimant says they have not yet applied for the job but still intends to,
you must check the job has not expired in UJ. You can find the expiry date of
a job by taking the action described in paragraph 102. If the job has expired
you must ask them why they did not apply before the expiry date and any
reason(s) given will need to be included in the RE referral to a Decision Maker
unless the job is exempt from RE action.
If the expiry date has not yet been reached see the Refusal of Employment
guidance.
It is important you carry out all the action described in paragraphs 107 to 118
as appropriate to ensure compliance with the Performance Measurement
Labour Market Check.
Referral to a Decision Maker required - claimant using Universal
Jobmatch (DWP has access to their account)
If a referral is required, you will do this in the usual way. The only difference is
you will need to:
Record “Job ID 133234 – see Conversation dated 26/11/12.” in the
‘Notes’ field in the ‘New Referral/Decision Details’ window in LMS and
also in DART. This will ensure the Decision Maker will know which job
within Universal Jobmatch the doubt refers to.
Select ‘Yes’ to the ‘New Referral/Decision Details’ prompt which will
appear after you have saved the referral in LMS.
Action required by Decision Maker - claimant using Universal
Jobmatch (DWP has access to their account)
You will make your decision in the usual way. However, you will need to view
the job. To enable you to do this you will access Universal Jobmatch and you
will use the Job ID number and Job Details recorded in DART to help you find
the job.
To view the job you will need to login to the UJ Application and find the
claimant. From the claimant’s Homepage you will then need to select the
‘View All’ link within the claimant’s ‘Saved jobs’ section. You can then select
the Job Title link to find the job details/description.
Finding and notifying the claimant of a job - claimant using
Universal Jobmatch (No DWP access to their account)
You will select the ‘GOV.UK job search’ link from the UJ application
homepage and find a suitable job by:
entering data in the Search criteria fields and select ‘Search’; or
select the ‘Browse Jobs’ link.
Scenario 18 in Learning Product 05
contains further details on how to search
for a job on behalf of a claimant.
When you have found a suitable job you will select ‘Print’ from the ‘Job
Details’ page and give the print of this page to the claimant so they know the
details and how to apply for the job. You must tell the claimant they can easily
find the job later by entering the Job ID number shown in the ‘Job summary’
section on the print in the:
‘Skills or keywords’ Search criteria field from their UJ Homepage and
select ‘Search’ or
‘Skills (optional)’ field after accessing ‘www.gov.uk/jobsearch’.
You must also take the action described in paragraphs 102 to 106.
You must also explain to the claimant that because they have not given us
access to view their account, they will need to provide evidence that they
applied for the job at their next jobsearch review. To help them do this
suggest this may take the form of:
prints from their ‘Saved Jobs’; ‘Activity History’ and/or ‘Application
History’ screens/pages from their Universal Jobmatch account.
However, this will not possible for claimants who do not have access to
a printer or cannot afford to print out copies of these screens/pages; or
showing us these screens/pages if they have access to the internet on
a smartphone. Districts will need to consider the guidance on
Restricted Use of Electronic Media in Jobcentres although paragraph 7
in this guidance enables offices to allow claimants to use their mobiles
for this purpose.
If it is not possible for the claimant to do any of the above, advise the claimant
that they can login to their UJ account from an available IAD in your office and
print off the relevant screens/pages.
However, the onus is on the claimant to provide evidence that they have
applied for the job by whatever means they choose.
Therefore, if the claimant does not wish to do this, you will need to decide
whether they have applied for the job based on the evidence they have
provided.
Following up a job - claimant using Universal Jobmatch (No
DWP access to their account)
You will do this by checking ‘LMS Conversations’ for any jobs we have
required the claimant to apply for.
Claimant says they applied for the job
Ask the claimant to show you they have applied for the job by one of the
methods described in paragraphs 127 or 130. If you are satisfied from the
evidence they show you that they have applied for the job, you must record in
‘LMS Conversations’ - e.g. “Claimant applied for admin assistant, Job ID
133234 at GX Recruitment posted 26/11/12.”
However, if the evidence provided by the claimant is insufficient and you are
not completely satisfied they have applied for the job, you must refer the
doubt to a Decision Maker.
Claimant says they do not intend to apply or failed to apply for the job
Any reason(s) given by the claimant for not applying or failing to apply will
need to be included in the RE referral to a Decision Maker, unless the job is
exempt from RE action.
Where the claimant says they do not intend to apply or failed to apply
because of the hours of the job and the hours were not recorded by the
company on the job, you must contact them to confirm the hours and record
this information in DART before making the RE referral to a Decision Maker.
Where the claimant gives no reason or gives a reason which does not involve
the hours of the job and the hours were not recorded by the company on the
job, then the hours of the job do not need to be included in the RE referral to a
Decision Maker.
Claimant says they do not intend to apply or failed to apply for the job
but restrictions on availability or an RE discretion applies
If the claimant says they do not intend apply or failed to apply for the job and
you determine that a referral to a Decision Maker is not required because any
restrictions on availability or one of the discretions apply you must record in
‘LMS Conversations’ - e.g. “RE action not needed – Permitted Period or RE
Discretion (followed by the relevant scenario letter) for Job ID 133234 at GX
Recruitment posted 26/11/12.”
Claimant says they were offered the job but decided not to start
If the claimant says they were offered the job but decided not to start you
must ask why and any reason(s) given will need to be included in the RE
referral to a Decision Maker unless the job is exempt from RE action.
Claimant says they have not yet applied for the job but still intends to
If the claimant says they have not yet applied for the job but still intends to,
you must check the job has not expired in UJ. You can find the expiry date of
a job by taking the action described in paragraph 102. If the job has expired
you must ask them why they did not apply before the expiry date and any
reason(s) given will need to be included in the RE referral to a Decision Maker
unless the job is exempt from RE action.
If the expiry date has not yet been reached see the Refusal of Employment
guidance.
It is important you carry out all the action described in paragraphs 131 to 140
as appropriate to ensure compliance with the Performance Measurement
Labour Market Check.
Referral to a Decision Maker required - claimant using Universal
Jobmatch (No DWP access to their account)
If a referral is required, you will do this in the usual way. The only difference is
you will need to:
Record “Job ID 1332348 – see Conversation dated 26/11/12.” in the
‘Notes’ field in the ‘New Referral/Decision Details’ window in LMS and
also in DART. This will ensure the Decision Maker will know which job
within Universal Jobmatch the doubt refers to.
Select ‘Yes’ to the ‘New Referral/Decision Details’ prompt which will
appear after you have saved the referral in LMS.
However, you may need to view the job details/description. How you do this in
these cases will depend on whether the job has expired. You can find the
expiry date of a job by taking the action described in paragraph 102
Job not expired
To view the job details/description you need to enter the Job ID number
recorded in ‘LMS Conversations’ in the:
‘Skills or keywords’ Search criteria field from the UJ Homepage and
select ‘Search’ - you can then select the Job Title link to find the job; or
‘Skills (optional)’ field after accessing ‘www.gov.uk/jobsearch’ and
select ‘Search’ - you can then select the Job Title link to find the job.
Job Expired
You will be able to view the job details/description by selecting the ‘Find
company/recruiter/jobs’ link from the UJ application homepage which will
open the ‘Company and recruiter search’ screen/page. You will then enter the
Job ID number in the ‘Enter search details’ field and select the ‘Job ID’ radio
button and select ‘Go’ which will open a new page which displays a single row
table with the relevant job. To view the job details/description select the Job
ID link in the Job ID column.
Action required by Decision Maker - claimant using Universal
Jobmatch (no DWP access to their account)
You will make your decision in the usual way. However, you may need to view
the job details/description. How you do this in these cases will depend on
whether the job has expired. You can find the expiry date of a job by taking
the action described in paragraph 102
Job not expired
To view the job details/description you need to enter the Job ID number
recorded in ‘LMS Conversations’ or DART in the:
‘Skills or keywords’ Search criteria field from the UJ Homepage and
select ‘Search’ - you can then select the Job Title link to find the job; or
‘Skills (optional)’ field after accessing ‘www.gov.uk/jobsearch’ and
select ‘Search’ - you can then select the Job Title link to find the job.
Job Expired
You will be able to view the job details/description by selecting the ‘Find
company/recruiter/jobs’ link from the UJ application homepage which will
open the ‘Company and recruiter search’ screen/page. You will then enter the
Job ID number in the ‘Enter search details’ field and select the ‘Job ID’ radio
button and select ‘Go’ which will open a new page which displays a single row
table with the relevant job. To view the job details/description select the Job
ID link in the Job ID column.
Finding and notifying the claimant of a job - claimant not using
Universal Jobmatch
You can still require JSA claimants who have chosen not to use Universal
Jobmatch to apply for jobs unless the job is exempt from RE action. You will
need to find these jobs through:
other sources such as other job sites, newspapers or magazines; or
using the ‘GOV.UK jobsearch’ link from the UJ application to find jobs
that the customer can apply for outside of the service – i.e. the
arrangements allow for applications to be made to an external website
address or by post or by telephone.
In these cases you will use the Spec Sub functionality on LMS and record a
submission.
However, if a Spec Sub is being used for a job you have found from the UJ
application, and for these claimants the method of application must be not to
select a CV in UJ and send it online through the service – e.g. by other means
such as email, post or telephone you may find all the information recorded in
UJ about the job does not allow you to complete all the required Spec Sub
fields in LMS. In these cases you must record the Spec Sub as follows:
Step
Field
Action
1
Employer
Insert details held in Universal Jobmatch
2 Address Insert
‘UJ
VAC’
3 Postcode
Insert
‘UJ
VAC’
4
Notes
Insert the UJ Job ID number – e.g. ‘UJ Job ID
254666’
5 Contact Insert
‘UJ
VAC’
6
Tel No
Insert ‘0111 111111’
7
Job Title
Insert details held in Universal Jobmatch
8
SOC
Insert SOC 1111 (see NOTE)
9
SIC
Insert SIC 01.1 (see NOTE)
10 Type
Select
‘Employment’
option from the drop down list
11
Bus Proc
Select appropriate option from the drop down list
NOTE: You no longer need to look up the correct SOC/SIC code for spec
subs so to save time you may simply enter the codes at Steps 8 and 9.
You will not need to print a Spec Letter from LMS as you will select ‘Print’
from the ‘Job Details’ page in UJ and give the print of this page to the claimant
so they know the details and how to apply for the job.
You must also take the action described in paragraphs 102 to 106.
Following up a job - claimant not using Universal Jobmatch
You will do this in the usual way – i.e. by looking at any Spec Subs recorded
via the [Hist] button on LMS. You will then need to ask the claimant if they
have applied for the job and record the outcome by selecting the [AmSub]
button and then entering the details in the ‘Notes’ field within the ‘Amend Spec
Sub’ details window unless the job is exempt from RE action. For example, if
the claimant says they:
applied for the job including the date and by what method.
did not apply for the job including any reason(s) given for not applying .
did not apply for the job and you determine that a referral to a Decision
Maker is not required because any restrictions on availability or one of
the discretions apply you must record “RE action not needed –
Permitted Period or RE Discretion (followed by the relevant scenario
letter).”
were offered the job but decided not to start you must ask why and any
reason(s) given will also need to be recorded.
Claimant says they have not yet applied for a Universal Jobmatch job
but still intends to
If the claimant says they have not yet applied for a Universal Jobmatch job but
still intends to, you must check the job has not expired in UJ. You can find the
expiry date of a job by taking the action described in paragraph 102. If the job
has expired you must ask them why they did not apply before the expiry date
and any reason(s) given will need to be included in the RE referral to a
Decision Maker unless the job is exempt from RE action.
If the expiry date has not yet been reached see the Refusal of Employment
guidance.
It is important you carry out all the action described in paragraphs 154 to 156
as appropriate to ensure compliance with the Performance Measurement
Labour Market Check.
Referral to a Decision Maker required - claimant not using
Universal Jobmatch
If a referral is required, you will do this in the usual way.
Action required by Decision Maker - claimant not using
Universal Jobmatch
You will make your decision in the usual way.