Delegated Examining Operations Handbook, A - Beatley
Transcription
Delegated Examining Operations Handbook, A - Beatley
To Delegated Examining Customers: We are pleased to provide you with an updated version of the Delegated Examining Operations Handbook, A Guide for Federal Agency Examining Offices, dated October,1999. The updated Handbook is designed to complement the new training program for agency delegated examining staff now available from OPM Service Centers. The handbook contains new or expanded discussions of a number of key examining subjects such as: o agency options to use a variety of candidate assessment techniques o effective job analysis, including a detailed step by step guide to job analysis procedures o a new competency-based approach that agencies can use in developing crediting plans and other examining tools. The Handbook also has been updated to reflect the latest statutory and regulatory changes and now includes a glossary of examining terms and expanded legal and regulatory citations. To make this information available to agencies as quickly as possible, we have placed the updated Delegated Examining Operations Handbook on our website without “hyperlinks.” This version of the Handbook can be downloaded for printing and immediate use. Within the next few weeks we will upload the Handbook in the format provided for previous editions of the handbook, including special “hyperlinks” incorporated within the document allowing you to move among related topics quickly. The enhanced version of the Handbook will have a complete listing of the updates and may also include additional material on pending policy and statutory changes, so please be sure to check this website periodically. We are also planning to incorporate a continuing “what’s new” feature on this website alerting you to new or updated information. If you have any questions, please send us an E-mail at [email protected]. We hope you find this website useful and welcome your comments and suggestions. United States Office of Personnel Management Delegated Examining Operations Handbook A Guide for Federal Agency Examining Offices October 1999 i TABLE OF CONTENTS Page INTRODUCTION iv SECTION 1 -- DELEGATION RESPONSIBILITIES 1.1. 1.2. 1.3. 1.4. I-1 Basic Authority Occupational Coverage Relationship of the Delegated Examining Office to the Agency Relationship Between OPM and a Delegated Examining Office I-1 I-1 I-2 I-3 SECTION 2 -- CANDIDATE ASSESSMENT OPTIONS 2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8. 2.9. II-1 The Staffing Process Assessment Options Choosing a Particular Assessment Option Case Examining v. Standing Inventories Qualification Requirements Written Tests Special Hiring Procedures for Shortage Category Positions Special Hiring Authorities Subject to the Luevano Consent Decree NonPermanent Appointments (5 CFR 316) II-1 II-1 II-2 II-2 II-3 II-3 II-4 II-4 II-5 SECTION 3 -- RATING AND RANKING CANDIDATES FOR GENERAL SCHEDULE (GS) POSITIONS 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. 3.7. Purpose Policy Definitions Job Analysis Competency/KSA-Based and Rating Schedule Development Two Alternative Rating Procedures Developing and Using Selective Factors Documentation SECTION 4 -- INITIATING THE EXAMINING PROCESS 4.1. 4.2. 4.3. 4.4. III-1 III-1 III-2 III-2 III-4 III-6 III-6 IV-1 Receipt, Preliminary Review, and Control of Requests for Certification Competitive Examining v. Outside-The-Register Examining Implementing The Agency Career Transition Assistance Plan (CTAP) and The Interagency Career Transition Assistance Plan (ICTAP) Excepted Service Positions, Senior Executive Service Positions, and Statutory (Public Law) Appointments Certification Control Sheet CTAP Special Selection Consideration ICTAP Special Selection Consideration Delegated Examining Operations Handbook III-1 IV-1 IV-2 IV-2 IV-11 IV-13 IV-14 IV-15 Inst. 5 - October 1999 ii SECTION 5 -- PUBLIC NOTICE AND RECRUITMENT 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. V-1 Introduction Public Notice of the Opportunity to Compete Differences Between Public Notice and Recruiting Focused Recruiting Setting Up An Effective Recruiting Plan Direct Entry of Job Vacancies Into The Federal Jobs Database Coordinating Recruitment Efforts With Public Notice V-1 V-1 V-2 V-2 V-3 V-3 V-7 SECTION 6 -- ACCEPTING APPLICATIONS AND ADJUDICATING VETERANS PREFERENCE VI-1 6.1. 6.2. 6.3. 6.4. 6.5. 6.6. 6.7. Application Acceptance Procedures Review of Applications for Legally Required Information Special Filing and Consideration Procedures for 10-point Preference Eligibles in Case Examining Situations Adjudication of Veterans Preference Positions Restricted to Veterans Issuing Notices of Results Reconsideration of Rating Decisions SECTION 7 -- ESTABLISHING & MAINTAINING COMPETITOR INVENTORIES 7.1. 7.2. 7.3. 7.4. Definition of Competitor Inventory Establishing Competitor Inventories Maintaining Competitor Inventories Terminating or Combining Competitor Inventories VII-1 VIII-1 The Certificate of Eligibles Certification from an Inventory Number of Applicants Certified Under Case Examining Order of Certification Tied Ratings Certifying Name Requests Completing the Request for Certification Form Adding Names to (Or Rearranging Names On) Outstanding Certificates Supplemental Certificates Additional Certification Certification by Geographic Area Acting on the Certificate Auditing Actions on Certificates of Eligibles Lost Certification due to Erroneous Certification Certification Time Limits Delegated Examining Operations Handbook VI-7 VI-8 VI-9 VI-9 VI-10 VII-1 VII-1 VII-5 VII-7 SECTION 8 -- CERTIFICATION PROCEDURES 8.1. 8.2. 8.3. 8.4. 8.5. 8.6. 8.7. 8.8. 8.9. 8.10. 8.11. 8.12. 8.13. 8.14. 8.15. VI-1 VI-6 VIII-1 VIII-2 VIII-4 VIII-4 VIII-5 VIII-6 VIII-6 VIII-6 VIII-7 VIII-8 VIII-8 VIII-9 VIII-14 VIII-16 VIII-19 Inst. 5 - October 1999 iii SECTION 9 -- MISCELLANEOUS INFORMATION AND INSTRUCTIONS 9.1. 9.2. 9.3. 9.4. 9.5. 9.6. 9.7. 9.8. 9.9. IX-1 Documenting SF-50s to Show Selection Through Delegated Examining Providing Quarterly Workload Reports to OPM Providing Examining Information Under the Freedom of Information and Privacy Acts Maintaining Delegated Examining Records Maintaining Forms Necessary for Examining Operations Safeguarding the Examining Process Conducting Internal Reviews of Examining Operations Termination, Suspension, or Revocation of Delegated Examining Authority Delegated Examining Review Sheets and Checklists IX-1 IX-1 IX-2 IX-4 IX-4 IX-4 IX-5 IX-6 IX-6 GLOSSARY APPENDIX A - Sample Interagency Delegated Examining Agreement APPENDIX B - Positions Covered Under the Luevano Consent Decree APPENDIX C - Instructions for Completing Competency/KSA-Based Job Analysis and Rating Schedule Development APPENDIX D - A-C-E Rating Procedure APPENDIX E - Professional and Scientific Positions APPENDIX F - Transmutation Tables for General Schedule Positions APPENDIX G - Records Retention and Disposition Schedule APPENDIX H - Sample Vacancy Announcement Language to Explain CTAP and ICTAP APPENDIX I - Personnel Actions Subject to Public Notice Requirements APPENDIX J - Random Referral Instructions APPENDIX K - Instructions for Completing the Delegated Examining Quarterly Workload Report Form APPENDIX L - Model Agency-Based Accountability Agenda APPENDIX M - Oversight Review Guide for Tier 3 Reviews APPENDIX N - Delegated Examining Checklists Delegated Examining Operations Handbook Inst. 5 - October 1999 iv INTRODUCTION A. This Handbook provides guidance for agencies that have been delegated examining authority by the U.S. Office of Personnel Management (OPM) under the provisions of Title 5, of the U.S. Code (U.S.C.), Chapter 11, Section 1104. B. The Handbook is intended to guide and provide options to users, and where necessary, to prescribe specific operational procedures in order that an examining program may comply with merit system laws and regulations. The Handbook is to be used in conjunction with (1) specific authorities cited in the agency’s delegation agreement; (2) applicable laws in 5 U.S.C.; and (3) regulations published in the Code of Federal Regulations (5 CFR). C. The principal merit system objectives for recruiting and selection are to provide adequate public notice of the opportunity to compete for consideration and to select from among the best qualified available candidates on the basis of job-related measures. Ensuring that these objectives are met entails several basic steps and the preparation of related documentation. The usual order of the process is as follows. 1. Using job analysis processes, identify the Competencies or Knowledges, Skills, and Abilities (KSAs) needed to perform the job (including selective placement factors), and develop criteria for evaluating the extent to which applicants possess the KSAs; 2. Notify the public of the acceptance of applications, and target recruitment as necessary to reach the best sources of qualified applicants; 3. Rate applications against minimum qualification standards or competency-based job profiles, including selective factors, to identify eligible candidates; 4. Assess the relative competencies or knowledge, skills, and abilities of eligibles against job-related criteria; 5. Rank eligibles, giving due weight to veteran preference entitlement; 6. Refer the ranked list to the selecting official for appointment consideration; 7. Review the results of the selection process for conformance with laws and regulations; 8. Maintain the lists of eligibles, that include records of referral for each eligible candidate; and 9. Dispose of records when appropriate to do so in accordance with instruction in the agency’s Delegation Agreement and in this Handbook. A set of records must be kept showing that these steps were accomplished properly. D. This installment of the Handbook (Inst. 5 - June 1999) completely replaces all earlier versions. Delegated Examining Operations Handbook Inst. 5 - October 1999 I-1 SECTION 1 - DELEGATION RESPONSIBILITIES References: 5 U.S.C. 1104: OPM’s Authority to Delegate Examining 5 U.S.C. 2301: Merit System Principles 5 U.S.C. 2302: Prohibited Personnel Practices P.L. 104-52: Amendment to 5 U.S.C. 1104 Interagency Agreement for Delegated Examining Authority Luevano Consent Decree www.opm.gov/deu - OPM Delegated Examining Website) § 1.1. BASIC AUTHORITY A. Competitive examining is the process used to fill civil service positions with candidates applying from outside the Federal workforce. It is also used to enable employees who do not have civil service status to compete for a permanent appointment and to enable employees with civil service status to compete for other positions. Appointments made through the competitive examining process are subject to civil service laws which ensure recruitment from all segments of society, and selection on the basis of the competencies or knowledge, skills, and abilities, and veterans preference, after fair and open competition. B. The authority for OPM to delegate competitive examining derives from the Civil Service Reform Act of 1978, and is now codified in 5 U.S.C. § 1104. OPM delegates examining authority at the headquarters level of an agency, and this authority cannot be redelegated. Requests for certification of a Delegated Examining Unit (DEU) or employees responsible for competitive examining must come from the office to which the authority is delegated. (See Appendix A for the standard Interagency Agreement for Delegated Examining Authority). C. It is particularly important for agency units conducting both delegated competitive examining and internal merit promotion to recognize that there are substantial differences between the two processes. Unlike merit promotion, competitive examining requires the application of veteran preference, the rule of three, pass-over and objection procedures, and full public notice. § 1.2. OCCUPATIONAL COVERAGE A. General. Title 5 U.S.C. § 1104 was amended by P.L. 104-52 in November 1995 to permit delegation of all jobs in the competitive civil service (except Administrative Law Judges). B. Additional Considerations: There are two additional limitations on the types of occupations for which agencies can examine: 1. Positions Covered Under the Luevano Consent Decree (formerly called Administrative Careers With America - ACWA) Defined. The series and job titles covered under the Luevano Consent Decree are listed in Appendix B. In addition to the series being one of those listed in the Appendix, a covered position must also meet ALL of the following criteria: Delegated Examining Operations Handbook Inst. 5 - October 1999 I-2 (a) it is being filled at either GS-5 or GS-7; (b) it is classified at 2-grade intervals; and (c) it must have promotion potential to GS-9, or higher. Agencies are reminded that the Luevano consent decree required the establishment and application of an approved rating procedure for entry into these covered positions. OPM continues to administer an approved examining instrument on a case-by-case basis; alternatively, OPM will administer the written test developed for the Luevano positions for an agency, upon request. When using the approved rating instrument, the specialized qualification questions can be modified, but the rating questions cannot be changed. Agencies that wish to consider developing an alternative examining instrument must obtain approval from the Department of Justice and the plaintiffs prior to implementation. Agencies should be aware that there are data collection and reporting requirements that go along with examining for Luevano positions. The Outstanding Scholar provision of the Luevano decree is still available as a supplement to a formal competitive examination. Refer to Section 2.7 of this Handbook for additional information on the Outstanding Scholar hiring authority. 2. Clerical Jobs. Although agencies were delegated authority to examine for all clerical positions, OPM’s qualifications standard for competitive clerical positions at grades 2/3/4 requires applicants to successfully pass a specific OPM written test. In the case of CTAP/ICTAP candidates, the written test is waived when these applicants are processed as reinstatement eligibles. For a complete listing of OPM’s written test requirements, visit our Website at opm.gov/qualifications/sec-v. As of April 2, 1999, agencies have two options when filling temporary clerical positions of less than one year. Agencies may (1) continue to use the written test for temporary clerical positions or they may (2) use education, experience and proficiency requirements as provided in OPM’s guidelines on “Qualifications Standards for General Schedule Positions” to fill these jobs. These options may be used whether the agencies fill the positions under delegated examining authority, use outside of the register selection procedures under 5 CFR 333, or obtain examining services from the Office of Personnel Management. If OPM does not provide regular testing services in a particular geographical area, an agency may procure these services from OPM on a case-by-case basis or administer the test themselves, provided, the test administrators are trained by OPM. An agency may elect to share the examining process with OPM or request OPM to provide total examining services along with the administration of the clerical test. (See Section 2.6.B) § 1.3. RELATIONSHIP OF THE DELEGATED EXAMINING OFFICE TO THE AGENCY A. Personnel staff who perform delegated examining have a dual responsibility as a vital adjunct of its parent agency charged with expediting the process of filling vacant positions with well-qualified persons and as a representative of the Federal Government responsible for upholding the laws and policies of merit selection. (See 5 U.S.C. § 2301 and § 2302) For this reason, agency personnel staff who perform delegated examining are required to be trained and certified by OPM (See 1.4 below). Delegated Examining Operations Handbook Inst. 5 - October 1999 I-3 B. OPM prescribes no requirements for how the delegated examining function is organized. In some agencies, employees may work full time on competitive examining; in other agencies, the competitive examining tasks may be just a collateral duty. OPM's experience in working with many agency examining programs through the years, however, has demonstrated the effectiveness of a very close relationship between the competitive examining function and whichever organization is responsible for other external hiring programs. There is considerable overlap, and employees often share techniques and information between the two functions. C. In carrying out its examining authority, an agency has a number of options including conducting all examining work itself; contracting with an OPM Service Center to conduct part or all of the work on a reimbursable basis; or contracting with a certified Examining Office of another Federal agency to conduct part or all of the work. D. Agencies are required to conduct annual reviews of each unit carrying-out delegated examining operations. (See Section 9.7, Conducting Internal Reviews of Delegated Examining Operations.) § 1.4. RELATIONSHIP BETWEEN OPM AND A DELEGATED EXAMINING OFFICE A. Training. OPM and each agency have a vested interest in assuring that responsible agency Examining Office employees are fully knowledgeable about competitive examining procedures. To that end, OPM provides comprehensive training to new staff members responsible for delegated examining and periodic refresher training to more experienced staff. Ad hoc training can usually be provided as agencies identify internal needs. Agencies are also responsible for notifying their local OPM Service Center when initial or refresher training is necessary for delegated examining staff members and, in this context, providing information to OPM on their training needs and background. B. Candidates for Delegated Examining Training. Training is provided to agency specialists, assistants, or clerks whose responsibility include conducting or maintaining delegated examining operations. Experience has shown that staff identified for delegated examining work and training by OPM should have one or more of the following to be successful: 1. Prior work experience that has provided a knowledge of personnel staffing procedures from the perspective of administering or conducting either competitive staffing or internal agency merit promotion operations; and/or 2. Classroom training that has provided a knowledge of basic staffing policies, procedures, methods and techniques; and/or 3. Knowledge of Federal personnel management procedures including the application of merit systems principles. Prior to attending training, each participant and his/her supervisor will be asked to complete a training needs assessment for OPM’s use in ascertaining the individual’s technical level of knowledge, and identifying specific areas of training to be emphasized. C. Certification of Agency Delegated Examining Staff. Individuals who have successfully completed OPM’s delegated examining training and related assessment procedures will be certified for the performance of delegated examining work. Certifications will be time limited and will require periodic refresher training for recertification. Generally, recertification must occur within three years of the initial training, although additional conditions may be established by the local OPM Service Center. Delegated Examining Operations Handbook Inst. 5 - October 1999 I-4 D. On-going technical assistance. OPM staff is available to respond to technical questions or to make on-site technical assistance visits as needed. Agencies are encouraged to ask for help on issues that may not be clear to the examining staff. Often, OPM's clarification can prevent major problems. E. OPM's oversight role. OPM is tasked with maintaining an oversight program to ensure that activities under any authority delegated under 5 U.S.C. § 1104(a) are in accordance with the merit system principles and the standards established under 5 U.S.C. § 1104(b)(1). OPM’s Office of Merit Systems Oversight and Effectiveness (OMSOE) conducts periodic reviews of competitive examining activities. A review is not necessarily intended to be a problem-finding exercise. However, when problems are identified, corrective actions will be specified, and OPM may conduct future reviews on a more frequent basis and with more intensity. Any actions contrary to any law, rule and/or regulation shall be corrected as required by OPM and in accordance with 5 U.S.C. § 1104. Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 1 SECTION 2 - CANDIDATE ASSESSMENT OPTIONS References: 5 CFR 316: Non-Permanent Appointments 5 CFR 333: Recruitment and Selection for Temporary Appointments Outside the Register. Luevano Consent Decree www.opm.gov/qualifications - Operating Manual for Qualification Standards for General Schedule Positions www.opm.gov/veterans Federal Employment Policy Handbook: Veterans and the Civil Service (VetGuide) www.opm.gov/deu OPM Delegated Examining § 2.1 THE STAFFING PROCESS Examining is a critical part of the overall staffing process or continuum. This process includes: § 2.2 C Planning and forecasting workforce needs of the organization; C Working with agency managers to design specific positions to meet those needs; C Conducting appropriate analysis of the jobs to identify key tasks, responsibilities, occupational classification, and pay levels; C Determining the competencies or knowledge, skills, and abilities needed for successful performance in the position; C Notifying the public of the opportunity to compete and focusing recruitment efforts on the best sources of candidates identified by labor market analysis; C Choosing the best assessment procedure to measure candidates against job requirements; C Applying relevant laws and regulations to the examining selection process; C Monitoring the performance of new hires through the completion of their probationary period. ASSESSMENT OPTIONS In carrying out competitive examining work, agencies can use a broad range of tools, individually or in combination (subject to the requirements affecting written tests listed in Section 2.5), to assess candidates including: C Objective Test. A series of questions (e.g. true-false, fill-in-the-blank, matching, and multiple choice) or exercises designed to measure job-related competencies. The word “objective” refers to the scoring and indicates that there is only one correct answer. Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 2 C Assessment Center. A method of evaluating candidates (e.g. executives, PMIs) through a variety of assessment tools which include: leaderless group discussions, interviews, role playing, group discussion and in- basket exercises. C Education/Experience. An evaluation of the candidate’s job-related competencies or knowledge, skills, and abilities accomplished by reviewing the factual background of a candidate to include positions held, levels of responsibility, accomplishments, and job-related education they have received. Example: Rating Schedule or Crediting Plan using Behavioral Consistency Method. C Professional Certification. A certification that is issued and recognized by a specific general professional community or by other group (e.g. agency Certification Program) as a result of meeting job-related requirements. Example: Certified Public Accountant (C.P.A.). C Structured Interview. A structured interview consists of questions that are consistently used for all interviews for a particular job. The questions are based on job-related competencies critical to job performance. It may include questions concerning job knowledge, job samples, work requirements, and how a candidate would handle various situations. Structured interviews often anchor the rating scales used by interviewers with behaviorally specific examples of what constitutes good, average or poor answers on a competency. C Work Sample Assessment. Systematic evaluation of a candidate’s work that would represent a job-related competency. Example: Writing Sample. These assessment options do NOT need to be approved by OPM but they must meet the three considerations in Section 2.3. § 2.3 CHOOSING A PARTICULAR ASSESSMENT OPTION The key consideration affecting an agency’s choice of a particular assessment instrument should be: § 2.4 C Validity (i.e. The extent to which the instrument is predictive of successful performance on the job); C Practicality (i.e. Appropriate for the occupation/grade, labor market, expected candidate supply, professional capability of agency staff, consistent with time frame to fill the position etc.) C Conformance with the requirements of the Uniform Guidelines on Employee Selection Procedures (also found on OPM’s Delegated Examining Website), applicable qualifications standards and competency-based profiles, and other laws and regulations affecting the staffing process. CASE EXAMINING v. STANDING INVENTORIES Case examining v. standing inventories. Delegated examining authority is understood to apply equally to case examining situations and to the maintenance of inventories. Agencies may determine which option best meets their needs for specific vacancies. A. Case Examining. An effective technique in filling a specific position in which the job seeker applies directly for the position and is rated and ranked using job-related competencies/KSAs. A certified delegated examiner conducts the examination process and issues a Certificate of Eligibles for the position. A standing inventory is not maintained. Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 3 B. 1. Advantages: (1) Enables agencies to identify specific requirements of the job, (2) Candidate availability is good because they have applied for the specific job. 2. Disadvantages: (1) Case examining requires more time to issue a certificate than inventories, since each vacancy must be announced first. (2) From the applicant's perspective, case examining requires more diligence in finding out about vacancies and more effort in applying for them. Standing Inventories. An inventory of eligible competitors who are assigned a numerical rating and certified in score order by occupation, grade, location, etc. This is an effective approach when many recurring vacancies are anticipated over time. 1. Advantages: (1) Speed of referral is the principal advantage; a certificate can be issued in a matter of hours (or minutes) after an SF-39 or other formal request for a certificate is received. (2) The applicant can file once and be assured of consideration for recurring jobs (consistent with his/her rating). 2. Disadvantages: (1) Inventories sometimes generate a high unavailability rate as the span of time between filing and consideration lengthens. (2) Inventories require continual maintenance as eligibles request extensions of eligibility, address changes, etc. §2.5 QUALIFICATION REQUIREMENTS A. General Schedule positions. Agencies must use OPM qualification requirements found in the Operating Manual: Qualification Standards for General Schedule Positions or OPM published competency-based job profiles, unless an agency has an agency-specific standard which has been approved by OPM. Any written test requirement must be met, unless a specific waiver from OPM has been obtained. Agencies are also responsible for identifying through job analysis appropriate competencies or KSA’s for their positions. (See 5 CFR 300.103) B. Wage Grade Positions. Agencies may use approved job elements in OPM’s Handbook X-118C, or develop their own job-related elements. If agencies decide to develop their own job-related elements, they must retain the required screen-out element and use the job element rating process and transmutation table prescribed in the Job Qualification System for Trades and Labor Occupations Handbook, X-118C. C. Operating Manual for Qualification Standards for General Schedule Positions. The introduction to this manual contains excellent resource material on a variety of qualifications issues; including, but not limited to: application of the qualification standards, superior academic achievement requirements, medical and physical requirements, special inservice placement provisions, etc. This manual is also available on OPM’s Website at www.opm.gov/qualifications. § 2.6 WRITTEN TESTS A. Non - OPM Tests. Examining Offices’ must follow the guidelines listed below concerning the use of written tests in examining. 1. Examining Offices may develop applicant appraisal procedures, including written tests, consistent with the following: Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 4 2. B. a. The technical standards in the Uniform Guidelines on Employee Selection Procedures in the development of any applicant appraisal procedure, including written tests. b. The Operating Handbook, Qualifications Standards for General Schedule Positions. This includes using any written test that is specifically mentioned in the qualification standard (e.g., clerical occupations). c. There are also certain occupations that require written tests for inservice placement. Examining Offices must adhere to the guidance found in the Operating Handbook, Qualifications Standards for General Schedule Positions. Agencies must obtain OPM approval to use a written test to determine basic eligibility or as the sole basis for ranking applicants for inservice placement. A written request must be submitted to OPM’s Employment Service, Personnel Resources and Development Center. OPM Tests The administration of OPM written tests has been delegated to agencies. Examining Offices’ test administrators must receive training from OPM before administering OPM tests. At the discretion of an agency examining unit, OPM will administer tests on a reimbursable basis. § 2.7 SPECIAL HIRING PROCEDURES FOR SHORTAGE CATEGORY POSITIONS Special hiring procedures commonly known as “direct hire” are appropriate when agencies are not able to attract enough qualified candidates to fill their positions. The criteria for use of these procedures are that there must be (1) an open continuous job announcement, (2) active recruitment, and (3) an insufficient supply of qualified candidates to fill current vacancies. Even under special hiring procedures, the rule of three and veteran preference must be applied. This means that applications must be rated and ranked if there are more than three applications, or if there are two or more applications from a combination of preference and non-preference eligibles. Under the delegated examining authority, agencies are responsible for determining whether the special hiring criteria for a specific series and grade level(s) are met and for making the decision to use these procedures. When making employment offers under direct hire procedures, selections must meet rule of three and veteran preference requirements. If these requirements are not met because higher-rated applicants or preference eligibles are available, this situation must be reconciled promptly by making a job offer or filing a formal objection. § 2.8 SPECIAL HIRING AUTHORITIES SUBJECT TO THE LUEVANO CONSENT DECREE A. Outstanding Scholar for Luevano Consent Decree Positions. Under the terms of the Luevano consent decree the Outstanding Scholar Program was established as a supplement to the competitive examining process where under representation of Blacks and Hispanic exists. This authority was not intended to replace competitive examining, nor to become the primary method of hiring. This authority allows agencies to appoint Outstanding Scholars as an exception to normal competitive procedures, that is, the rule of three and veterans’ preference do not apply. However, agencies must first ensure that there are no well-qualified candidates eligible for priority referral under the Career Transition Assistance Plan (CTAP) and Interagency Career Transition Assistance Plan (ICTAP). The Outstanding Scholar authority is NOT an exception to CTAP\ICTAP and Reemployment Priority List (RPL) (see Section 3 for further information on the CTAP\ICTAP program). Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 5 To qualify for consideration as an Outstanding Scholar, an applicant must be a college graduate from an accredited university (or expect to graduate within 9 months) who has maintained a gradepoint average (GPA) of 3.5 or higher on a 4.0 scale for all undergraduate course work, or have graduated in the upper 10 percent of their baccalaureate graduating class, or of a major university subdivision. Grade-point averages are rounded to the nearest full tenth of a GPA point. For example, a GPA of 3.45 is rounded up to 3.5, but a GPA of 3.449 is rounded to a 3.4 GPA. Agencies are required to submit an annual report addressing the race and national origin data of all Outstanding Scholar applicants. This authority is only to be used with the 100+ administrative occupations at GS-5 and GS-7 grade levels specifically covered under the Luevano decree. Under no circumstances may Outstanding Scholar hiring procedures be used for filling any other positions. (See Appendix B for a list of positions covered under the Luevano consent decree.) B. Bilingual and\or Bicultural Certification for Luevano Consent Decree Positions. Agencies may also use the bilingual\bicultural certification provided by the consent decree as an exception to normal competitive hiring procedures for Luevano positions. However, under this program, persons must first obtain a passing score on an appropriate competitive examining procedure and may be appointed without further regard to rank, provided that: (1) the job is covered by this program (see Appendix B), (2) the position must require interaction with the public or in which job performance is enhanced by having bilingual and/or bicultural skills, and (3) the agency has determined through use of a reasonable questionnaire or interview that the applicant to whom appointment is to be offered has the required level of oral Spanish language proficiency and/or the requisite knowledge of Hispanic culture. Agencies must maintain documentation that these requirements have been met. The bilingual\bicultural certification process is NOT an exception to CTAP/ICTAP (see Section 3 for further information on the CTAP/ICTAP program.) Under the current examining procedure for most Luevano occupations, a written test is not used. In this case, a passing score is equivalent to meeting the minimum qualifications for the position. Agencies can make minimum qualifications determinations themselves. Therefore, if an applicant meets minimum qualifications and the three criteria described in the preceding paragraph are fulfilled, no further rating is required. § 2.9 NONPERMANENT APPOINTMENTS (5 CFR 316 and 5 CFR 333) A. Temporary appointments. Delegated examining authority applies to filling temporary not-to-exceed (NTE) one year positions, as well as permanent jobs. Positions filled on a temporary basis are limited to an initial appointment of one year or less, with the option of a one-year extension. For specific limitations on the use of the temporary hiring authority, agencies should review the temporary regulations found at 5 CFR 316, Subpart D. B. Term appointments. Delegated examining authority applies to filling term positions. These are nonpermanent appointments set up for greater than one year, but not more than four years without OPM’s approval. Term positions may not be filled through outside-the-register procedures. Term positions must be filled either through competitive procedures or an appropriate non-competitive authority. The regulations authorizing the use of the term authority are at 5 CFR 316, Subpart C. Reasons for term appointments may include, but are not limited to project work, extraordinary workload, scheduled abolishment, reorganization, contracting out of the function, uncertainty of future funding, or the need to maintain permanent positions for placement of employees who would otherwise be displaced from other parts of the organization. Delegated Examining Operations Handbook Inst. 5 - October 1999 II - 6 Term appointments do not confer status. Therefore, term employees may not be selected for permanent appointments through merit promotion procedures unless they have reinstatement eligibility from previous Federal service. Term employees like any other applicant may be given a permanent appointment when properly reached on a competitive certificate of eligibles. C. Extensions of Temporary and Term appointments. Agencies are reminded that if the initial or original appointment/action to a temporary or term position is 121 days or more, agencies must advertise the position in order to clear CTAP and ICTAP. Extensions of temporary appointments beyond 120 days and term appointments for up to 4 years are also covered by the ICTAP regulations. Refer to Section 4.3B.6 for additional information. Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 1 SECTION 3 - RATING AND RANKING CANDIDATES FOR GENERAL SCHEDULE (GS) POSITIONS References: 29 CFR 1607: Uniform Guidelines on Employee Selection Procedures 5 CFR 300.102 and 300.103: Policy on Competitive Employment and Basic Requirement for Job Analysis 5 U.S.C. 2301: Merit Systems Principles Operating Manual for Qualifications Standards Handbook, Section II.,E,6, Using Selective Factors. www.opm.gov/deu - OPM Delegated Examining § 3.1. PURPOSE Rating candidates involves evaluating the qualifications of eligible candidates to identify the “highly qualified” based on a comparison of the eligible candidates’ qualifications against a set of job-related criteria measured by valid selection devices. Rating procedures developed in a systematic manner through job analysis will produce the types of documentation necessary for the certification record and for demonstrating the jobrelatedness of the rating procedure. There are a number of valid approaches to job analysis. The methods described below provide one model. Agencies are free to choose the specific method they will use, provided that it is consistent with the Uniform Guidelines on Employee Selection Procedures and applicable laws and regulations. This Section does not mandate a specific process for developing rating procedures, but it does provide details on the competency-based approach, which has several advantages over traditional approaches. Specifically, competency-based approaches provide a foundation for integrated human resource management (HRM), flexibility for placement and career transitioning, and relative stability of job requirements as compared to ever changing job tasks. This Section also describes the documentation that must be retained as rating procedures are developed. § 3.2. POLICY A. Individuals involved in competitive examining should become familiar with the basic policy and requirements for competitive employment practices as stated in 5 CFR 300.102 and 300.103 respectively. 1. Section 300.102 covers the requirements for competitive examinations to (1) fairly measure the relative capacity and fitness of candidates; (2) result in selection from among the best qualified candidates; (3) be developed and used without discrimination because of race, color, religion, sex, age, handicapping condition, national origin, partisan political affiliation, or other non-merit grounds; and (4) assure opportunity for candidates to appeal. 2. Section 300.103 addresses the requirement for employment practices to be based on job analysis to identify (1) basic duties or tasks and responsibilities; (2) KSAs needed to perform the duties and responsibilities; and (3) the factors that are important in evaluating candidates. Section 300.103 also covers the requirement for selection procedures to comply with the standards established by the Uniform Guidelines on Employee Selection Procedures (29 CFR, 1607). (See www.dol.gov/dol/esa/public/regs/cfr/41cfr/toc_chapt60/60_3_toc_htm.) Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 2 A thorough job analysis, conducted according to the Uniform Guidelines, is essential to providing the foundation for developing selection procedures that are valid and fair. Optimizing validity, in turn, provides the greatest return on investment for organizations as well. That is, the more valid the selection procedure, the higher the pay off (in terms of better job performance from a high quality workforce). § 3.3. DEFINITIONS A. Behavioral Consistency Method - The behavioral consistency method is based on the principle that the best predictor of future behavior is past behavior. This method focuses on accomplishment dimensions (i.e., competencies) that best differentiate high performers from low performers. The behavioral consistency method requires that benchmarks used to evaluate applicant achievements be based on data from actual applicants. The behavioral consistency method asks applicants to describe accomplishments in job-related areas. These accomplishments statements are rated on the basis of carefully-developed, anchored rating scales. B. Competency - An observable, measurable pattern of skills, knowledge, abilities, behaviors, and other characteristics that an individual needs to perform work roles or occupational functions successfully. C. Knowledge, Skills, and Abilities (KSA's) - The attributes required to perform a job which generally demonstrated through qualifying experience, education, or training. Knowledge is a body of information applied directly to the performance of a function. Skill is a present, observable competence to perform a learned psychomotor act. Ability is present competence to perform an observable behavior or a behavior that results in an observable product. D. Rating Procedure - A single, comprehensive documented process with specific criteria for making consistent and job-related determinations about the relative qualifications of applicants for a position. E. Job-Relatedness - A standard met when the competencies or knowledge, skills, and abilities (KSA's) in the rating procedure are shown through an analysis of the job to be necessary for successful job performance. F. Job Analysis - A systematic method of studying jobs to identify the tasks performed and the competencies or the KSAs required to perform the tasks. Job analysis information is used to develop employee selection procedures, identify training needs, define performance standards, and other uses. G. Subject-Matter Expert (SME) - A person with bona fide expert knowledge about what it takes to do the job. The first-level supervisor is normally a good SME. Superior incumbents in the same or very similar positions and other individuals can also be used as SMEs if they have current and thorough knowledge of the job's requirements. H. Augmentation - A procedure to add additional points to augment the ratings of eligibles based upon an assessment of the quality of the eligibles’ Competencies or KSAs in specific job-related criteria that were not previously measured. § 3.4. JOB ANALYSIS COMPETENCY/KSA-BASED AND RATING SCHEDULE DEVELOPMENT This section is intended to provide an understanding of job analysis and its function as an essential part of the selection process. It is also intended to provide an understanding of how to work with subject matter experts to identify benchmarks or examples of work experience or education at multiple levels (i.e., superior, acceptable, and barely acceptable) that demonstrate possession of the competencies/KSAs. Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 3 Operationally, the process will involve collecting job information to identify task and competency requirements of the position, using subject matter experts (e.g., managers supervising the work) to rate the tasks and competencies, and then linking the competencies to the tasks to show overall job-relatedness. Those competencies that are identified as critical for successful job performance are considered for assessment via the rating schedule. A. Job Analysis. The first step in the job analysis is to collect job information that can be used to identify the tasks and competencies related to the job. Good sources of information include accurate and up-to-date position descriptions, classification standards, and existing performance standards. OPM’s occupational studies are also an excellent source of information on job-related tasks and competencies. These studies were designed to cover many occupations; the examiner will need to identify which tasks and competencies included in the study are relevant to the position being filled. Because these studies were developed based on a comprehensive review of job information and are very broad in scope, it is unlikely that the examiner will need to develop many additional tasks and competencies beyond those included in these studies. (Copies of the tasks and competencies, along with their definitions, used in OPM’s three government wide studies are included in Appendix C of the Handbook.) Once the job-related tasks and competencies have been identified, based on the job information collected, the next step is to have SMEs rate the tasks and competencies to verify their jobrelatedness. According to the Uniform Guidelines, tasks should be rated on importance for job performance and on time spent/frequency, and competencies should be rated on importance, need at entry, and distinguishing value (between superior and barely acceptable performance). The Uniform Guidelines also require that the tasks and competencies are linked to demonstrate the respective job-relatedness of the competencies. The linkage also ensures comprehensive coverage of the job’s task and competency requirements. The job analysis information is then used to develop weighted rating criteria and benchmarks that will comprise the rating schedule. Not all competencies meeting these criteria will necessarily be included on the rating schedule. Resource limitations and the appropriateness of measuring the competency via a rating schedule also needs to be taken into consideration in deciding which competencies to assess. See Appendix C, for a more detailed explanation. B. The rating schedule or crediting plan as an examining method. Although "rating schedule" is a generic term referring to a number of different procedures, most Federal rating schedules evaluate an applicant's relevant training, education, and/or experience. Eligible applicants receive ratings from 70 to 100 based on the type and amount of training and experience that they possess. 1. The Behavioral Consistency Method. Most Federal rating schedules employ what is known as the Behavioral Consistency Method. Under the traditional Behavioral Consistency Method of training and experience evaluation, originally developed by OPM in 1979, candidates are asked to describe their major achievements in several job-related areas identified for the position, called job dimensions (i.e., competencies). The competencies to be included on the rating schedule are identified by the job analysis. For each competency, benchmarks are developed that describe the type and level of achievements that represent each level of competence. Each benchmark is assigned a point value. The information provided by the candidates about their achievements is compared to these benchmarks to determine a rating (score). Selection methods that assess training and experience attempt to predict future job performance from past related accomplishments or achievements. A rating (score) is assigned through systematic, judgment-based evaluations of information provided by applicants on résumés, applications, or other documents. Examples of accomplishments are used either to Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 4 develop rating schedule items (e.g., with yes/no or multiple-choice formats) or to develop benchmarks to rate applications’ responses (e.g., to open-ended questions). Examples of accomplishments can be gathered from job information (e.g., position descriptions), past applications, or from SMEs. SMEs should also be used to assign point values to the items or benchmark examples. 2. Validity of rating schedules. The validity of rating schedules that assess training and experience usually is established using a content validity model. Research has shown that a content validity strategy is applicable to the development and validation of an examination using the Behavioral Consistency Method. The behaviors sampled in the accomplishments are content valid because they sample the kinds of achievements required to perform in the occupation. The purpose of developing competencies is to point out and direct attention to the areas in the background of the applicants where the most valid accomplishments are likely to be found. The Society for Industrial-Organizational Psychology's Principles for the Validation and Use of Personnel Selection Procedures (1987) supports the use of content validity for accomplishments. Accomplishments can be justified by a similarity between the content of the personal history experience and the content of the occupation, regardless of whether or not the personal history experience and occupation as a whole are similar. As indicated in the Uniform Guidelines on Employee Selection Procedures, this relationship can be based on the similarity between the competencies or behaviors documented in the accomplishments and those of the occupation rather than between the exact content of the accomplishments and the job. For instance, a person with budgetary experience need not demonstrate experience with the specific budgetary items associated with an occupation for the accomplishments to be content valid, provided the competencies or behaviors in the accomplishments are similar to those required by the job. § 3.5. TWO ALTERNATIVE RATING PROCEDURES A. Alternative Rating Procedure (historically called A-C-E Rating Procedure). In this procedure, an applicant’s qualifying experience and education/training are assigned to a single quality level. It also provides for assigning additional points, on the basis of an evaluation of the applicant in terms of specific competencies/KSAs that are important for successful performance on the job. 1. Analyze the Job(s). Regardless of the rating process used, the first step should always involve an analysis of the position(s) involved to determine the major duties or functions and the competencies/KSAs that are required across all of the jobs being covered by a particular rating schedule. 2. Define the Quality Levels. After the job is analyzed to identify the job requirements, a single definition is used to define each quality level. As placement in the quality level defines relative qualifications, the quality levels must be defined in increasing levels of difficulty or complexity. Typically 3 levels are used where the lowest quality level (E level) is worth 70 points, which equates to the minimum qualifications only. The highest quality level (A level) equates to exceptional qualifications. That is, where 3 quality levels are used, the levels would typically be worth 70, 80 and 90 points, respectively. The following are examples of quality levels. Each of these must be operationally defined before use. (See Appendix D). Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 5 “A” experience is outstanding experience for the position for which the applicant is being considered. “C” experience is good experience for the position for which the applicant is being considered. “E” experience is minimally qualifying experience for the position for which the applicant is being considered. Quality levels should be broad and flexible since applicants may have acquired the competencies/ KSAs in a number of ways. The superior or outstanding level should not create artificial restrictions. For example, experience gained in a large company or government setting is not automatically an indication of superior possession of a competency or KSA. Likewise, not all types of work experience are better than education or training. Recent education or experience may be more desirable for some positions but not for others. Whatever is used, it must be relevant to performance of the job to be filled. 3. Rating Procedure. All applications that are determined to be at least minimally qualified are compared to the quality level definitions. The applicant is assigned the quality level point value (70, 80, or 90) that best reflects the level of the applicant's experience and education. Veterans’ preference points are added after the assignment of quality level and additional points, if applicable. Where the application of veterans’ preference points raises the applicant to a higher quality level, the applicant will be placed in the higher level. 4. Assignment of Points. For positions that result in a large number of applicants with tied scores at the quality level(s) being considered for selection, the examiner is obligated to refine the rating procedure (rating schedule) through the use of rating factors (competencies or KSAs) that are important for successful performance on the job. These rating factors are determined through an analysis of the duties and responsibilities of the position. Additional points associated with these rating factors distinguish among the best qualified applicants within a quality level. A tie-breaking procedure (See Sections 7.2.C and 8.5) in ranking applicants within a quality level may be used only when there are few candidates in the quality level (for example, 90 quality level) or when other job-relevant rating factors cannot be identified. As stated in 5 U.S.C. § 2301(b)(1), “...selection and advancement should be determined solely on the basis of relative ability, knowledge, and skills, after fair and open competition...” Applicants could have up to 9 additional points added to their score based on their level. The total number of additional points, with the exception of veterans preference, cannot raise the applicant to the next higher quality level. That is, for “C” and “E” quality levels the maximum number of points an applicant can receive within these quality levels is 9 points. For “A” quality level, the maximum number of points an applicant can receive is 10 points because it would not raise the applicant to any higher quality level. (See Appendix D) 5. The Ranking Procedure. The applicant’s final numerical score is calculated by adding the rating factor points and the quality level, then augmented with veterans preference, if applicable. The final score is a reflection of the applicant’s overall education/training and/or experience for that particular position. The score could change depending on the competencies or KSAs developed for another position. Example: A 10-point preference eligible is placed in the “C quality level,” worth 80 points; an assignment of 3 points for experience, would result in a score of 83; after the addition of the Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 6 applicant’s 10 preference points, the new rating is 93. Although the new rating elevates the applicant's rating to the “A quality level”, the eligible is still "C" quality. As a reminder, CP/CPS 10-point veterans preference applicants will float to the top of the list of eligibles unless the position is a GS-9 or above scientific or professional position. (See 5 U.S.C. § 3313 and Appendix E.) Please be aware, however, that CP/CPS 10-point preference eligibles in the GS-1102 professional series still float to the top of the list for all grades. B. Generic Rating. A Generic Rating procedure is one that examines for a number of different occupations using rating criteria that are common to all positions. This rating procedure is typically used for entry-level positions. For example, for Engineering positions at the GS-05 and GS-07 grade levels, the basic qualifications are identical except for the engineering specialty and specialized experience. The quality levels are developed based on common duties or functions of the engineering occupation and the rating factor(s), such as major field of study, course work or specialized experience is related to the engineering specialty. The final rating is augmented by veterans preference. Care must be taken to ensure that the job analysis of all occupations to be covered by a generic rating procedure supports the use of a common rating criteria. § 3.6. DEVELOPING AND USING SELECTIVE FACTORS A. Identifying and Documenting Selective Factors. 1. Selective factors are identified during the job analysis process. Selective factors must be documented and justified by referencing information provided in the position description, job analysis, and other job-related processes. They are Competencies or Knowledge, Skills, Abilities, or special qualifications that are in addition to the minimum requirements in a qualification standard, but are determined to be essential to perform the duties and responsibilities of a particular position. That is, they are essential for a new employee to bring to the job. The customary rule of thumb is that a selective factor could not be acquired within 90 days of entering the job. Applicants who do not meet a selective factor are ineligible for further consideration. 2. Some selective factors may also be used later in the examining process as rating factors. Proficiency in a foreign language is an example of a factor which would most likely be used to determine minimum qualifications only. Applicants either possess the necessary language proficiency or they do not. They are rated in or out, but are not usually later evaluated on the degree to which they possess fluency in the language. Other selective factors such as knowledge of video conferencing can also be used in the rating process. In this case, applicants must have this experience to minimally qualify; and, during the rating process the applicant could be further rated on the level of video conferencing experience they possess. When this occurs, applicants must receive at least a minimally-acceptable score to be eligible. 3. As a selection criterion, recency can legitimately be used in many occupations. Highly technical fields, such as information technology, are changing extremely rapidly, and recency of experience can be a legitimate criterion for filling positions in these fields. Recency could also apply to fields that are impacted by rapidly changing technology. § 3.7. DOCUMENTATION A. Definition and Requirements. Documentation must provide the rationale for the rating procedure and sufficient information to enable reconstruction of the process used in developing the rating procedure. The actual documentation record should be kept in the examination folder (for case Delegated Examining Operations Handbook Inst. 5 - October 1999 III - 7 examining) or as a separate file identified by the occupation and referencing any inventory (register) for which it was used. Documentation must include the following information. B. 1. Position descriptions or any other material gathered to identify the task and competency requirements of the position. 2. The job analysis ratings (i.e., the task, competency, and linkage ratings), the quality level definitions, or other benchmark criteria used in the rating schedule development process to distinguish qualifications. If any other rating, ranking, or weighting of competencies or KSAs is made, this information and its basis must be maintained. 3. A copy of the actual rating procedure used in accordance with 5 CFR 300.102 and 5 CFR 300.103. Also, include transmutation tables used to transmute raw scores to ratings between 70 and 100, if applicable. (See Appendix F.) 4. Reference to the OPM qualification standard applied or a copy of the OPM approved standard if different from the OPM qualification standard. Raters’ initials and dates of qualifications determinations for each applicant are required. 5. Copy of the supplemental application form, if developed. (Supplemental forms must be approved by OMB and contain Privacy Act Information only if the information is being collected from the general public.) 6. Tie-breaking method developed from job-related criteria, if used. 7. Identification of those subject matter experts and personnelists who participated in development and the application of the examining plan (i.e., name, title, series, grade). Recording the Information. Most documentation occurs in progress while developing a rating procedure; therefore, a file should be maintained during the process. This eliminates problems that often occur when past events must be reconstructed from memory or incomplete notes. In addition, it can facilitate recording contacts with subject matter experts by preparation of summaries indicating who was contacted, when, questions asked, and replies received. This approach contributes to both the convenience and comprehensiveness of the rating process. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 1 SECTION 4 - INITIATING THE EXAMINING PROCESS References: 5 U.S.C. 105: 5 U.S.C. 3304: 5 U.S.C. 3327: 5 U.S.C. 2301: 5 U.S.C. 2302: 5 U.S.C. 8337(h): 5 U.S.C. 8456: 5 CFR 330, Subpart F: Executive Agency Competitive Service; Examinations Requirement to Notify OPM of vacant positions being filled Merit System Principles Prohibited Personnel Practices Disability Retirement Military Reserve Technicians Agency Career Transition assistance Plans (CTAP) for Local Surplus and Displaced Employees 5 CFR 330, Subpart G: Interagency Career Transition Assistance Plan (ICTAP) for Displaced Employees 5 CFR 330, Subpart K: Federal Employment Priority Consideration Program for Displaced Employees of the District of Columbia Department of Corrections 5 CFR 330, Subpart L: Federal Employment Priority Consideration Program for Displaced Employees of the Panama Canal Zone 5 CFR 333: Outside of the Register Examining www.opm.gov/deu - OPM Delegated Examining § 4.1. RECEIPT, PRELIMINARY REVIEW, AND CONTROL OF REQUESTS FOR CERTIFICATION A. Consideration of Hiring Options Available. Examining Offices should be aware of the various options available to fill a vacancy. Each vacancy should be considered on its own merits to determine whether a competitive process, such as delegated examining should be used; or whether a non-competitive process, such as merit promotion, reinstatement authority, or a non-competitive veteran’s hiring authority would be most appropriate. B. Request for Referral of Eligibles. Once a decision has been made to use the delegated examining process, the Examining Office must be provided information documenting the significant facts about the job to be filled. OPM recommends the use of the SF-39 for this purpose, as it is a comprehensive document which identifies all required information. A copy of the SF 39 can be found on OPM’s Website at www.opm.gov/forms. However, its use is not mandatory. Agencies may develop their own method of documentation as long as all significant information is documented in the case file. The significant information for documentation purposes includes department or agency name, name and address of bureau or field establishment, request number, date of request, number of vacancies, position title, series code, grade, name of duty location, type of appointment, full performance level potential, date the request was initiated, reemployment priority list cleared, work schedule, name and telephone number of contact person, request approval signature block, issuing officer signature block, certificate number, date certificate issued, date certificate due back and CTAP/ICTAP clearance. The following are optional fields that would become mandatory if an agency is doing work for another agency: other conditions of employment, maximum number of nights per Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 2 month in travel status, date applicants available, any special remarks, and address where certificate is to be sent. If an agency elects to use an SF-39, one SF-39 may be used for multiple vacancies for the same position (for example, GS-5/7/9), type of appointment, and work schedule. OPM recommends that the request for certification of candidates (or SF-39 if it is used) be documented with the date on which it is received to aid in tracking the timeliness of the certification process. The Examining Office should then review the request document provided (or SF-39) to ensure that it contains all the information necessary to issue a certificate. The SF-39 or request document should be accompanied by the appropriate position description(s). The Examining Office may also request a job analysis (See Section 3.4 and Appendix C), justification for selective placement factors, proposed competencies or KSAs, crediting plan, and completed application forms for any name requests. C. Control of Requests. Examining Offices may wish to establish and maintain a certification log to help ensure prompt response to requests for certification and timely return of reports on certificates by appointing officers. As a minimum, the log should contain the date the request for certification or SF- 39 was received, series and grades of the position, certificate number(s) (if for multiple grades or duty locations), and date(s) issued. It may also include whatever other categories of information the Examining Office wants to track. A suggested Certification Control Sheet can be found at the end of this Section. § 4.2. COMPETITIVE EXAMINING V. OUTSIDE-THE-REGISTER EXAMINING Section 2 (Candidate Assessment Options) addresses the fact that delegated examining authority may be used to fill temporary positions not-to-exceed (NTE) one year. Temporary positions may also be filled using outside-the-register (OTR) hiring authority. Refer to 5 CFR 333 for information on OTR examining. This procedure is applicable to temporary appointments of one year or less only and provides for a simplified appointment procedure. § 4.3. IMPLEMENTING THE AGENCY CAREER TRANSITION ASSISTANCE PLAN (CTAP) AND THE INTERAGENCY CAREER TRANSITION ASSISTANCE PLAN (ICTAP) A. General Requirements and Obligations. 1. CTAP and ICTAP regulations provide special selection priority to eligible current or former employees who have been, or will be, separated from their positions through RIF or related action (CTAP/ICTAP regulations are found in 5 CFR 330, Subparts F and G.) NOTE: Because of the benefits provided to its employees under the Priority Placement Program (PPP), the Department of Defense (DoD) is exempt from applying CTAP placement provisions. However, DoD must adhere to ICTAP provisions. 2. When an agency fills a vacancy in the competitive service by most internal and external placement methods (including Outstanding Scholar appointing authority), the CTAP/ICTAP provisions apply. Described in more detail below, those provisions require agencies to provide selection priority to eligible well-qualified surplus or displaced employees for agency vacancies in the local commuting area. The definitions of these highlighted words are as follows: Agency - An Executive department, a Government corporation, and an independent establishment as cited in 5 U.S.C. § 105. For the purposes of this program, the term agency includes all components of an organization, including its Office of Inspector General. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 3 Vacancy - A competitive service position filled for a total of 121 days or more, including all extensions, which the agency is filling, regardless of whether the agency issues a specific vacancy announcement. Local Commuting Area - The geographic area that usually constitutes one area for employment purposes as determined by the agency. Surplus Employee - A current agency employee serving under an appointment in the competitive service, in tenure group I or II, who has received a Certification of Expected Separation or other official certification issued by the agency indicating that the position is surplus, for example, a notice of position abolishment, or a notice stating that the employee is eligible for Discontinued Service Retirement. The employee is still on the agency rolls. Displaced Employee a. Under CTAP, a displaced employee is a current agency employee serving under a competitive service appointment, in tenure group I or II, who has received a specific reduction in force (RIF) separation notice, or notice of proposed removal for declining a directed reassignment or transfer of function outside of the local commuting area. The employee is still on the agency rolls. b. Under ICTAP, a displaced employee is: 1) A current or former career or career-conditional (tenure group I or II) competitive service employee who: a) Received a specific RIF separation notice; or b) Separated because of a compensable injury or illness, whose compensation has been terminated, and whose former agency certifies that it is unable to place; or c) Retired with a disability and whose disability annuity has been or is being terminated; or d) Upon receipt of a RIF separation notice retired on the effective date of the RIF and submits a Standard Form 50 that indicates "Retirement in lieu of RIF;" or Retired under the discontinued service retirement option; or e) Received a notice of proposed removal for declining a transfer of function or directed reassignment outside the commuting area. OR 2) A former Military Reserve or National Guard Technician who is receiving a special OPM disability retirement annuity under section § 8337(h) or § 8456 of Title 5, United States Code. Eligible a. Under CTAP, an eligible employee is a current employee of the agency (including all agency components, and is not limited to the installation) who is surplus or displaced; has a current performance rating of at least Fully Successful (or equivalent); applies for a Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 4 position at or below his/her current grade level, with no greater promotion potential; occupies a position in the same local commuting area; files an application within the agency-specified time frame and provides proof of eligibility; and is found to be wellqualified. b. Under ICTAP, an eligible employee is a displaced employee who has a current or last performance rating of at least Fully Successful (or equivalent); applies for a position at or below the grade level from which he/she is being separated, with no greater promotion potential; occupies or was displaced from a position in the same local commuting area; files an application within the agency-specified time frame and provides proof of eligibility; and is found to be well-qualified. Length of Eligibility for Special Selection Priority under CTAP and ICTAP a. b. c. Under CTAP (§ 330.605(b), eligibility for special selection priority begins: 1) On the date the agency issues the employee a RIF separation notice; or 2) On the date an agency issues the employee a certificate of expected separation; or 3) On the date an agency issues the employee a notice of proposed separation for declining a directed reassignment or transfer of function outside of the local commuting area; or 4) On the date of any other official agency issued certification identifying the employee as surplus. Under CTAP (§ 330.605(c), eligibility expires on the earliest of: 1) The RIF separation date, the date of the employee’s resignation, retirement, or separation from the agency, including separation under adverse action procedures for declining a directed reassignment or transfer of function or similar relocation to another local commuting area; or 2) The cancellation of the RIF separation notice, certificate of expected separation, notice of proposed removal for declining a directed reassignment or transfer of function outside of the commuting area, or other official agency certification identifying the employee as surplus; or 3) When an eligible employee receives a career, career-conditional, or excepted appointment without time limit in any agency at any grade level; and 4) Within an agency, and at the agency’s discretion, when an eligible employee declines a career, career conditional, or excepted appointment (without time limit), for which the employee has applied and been rated well-qualified. Under ICTAP (§ 330.704(b), eligibility for special selection priority begins: 1) On the date the agency issues the RIF separation notice; or 2) On the date an agency certifies that it cannot place an employee eligible under §330.703(b)(3); or Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 5 d. 3) On the date an employee eligible under §330.703(b)(4) is notified that his or her disability annuity has been or is being terminated; or 4) On the date the agency issues a formal notice of proposed separation to an employee for declining a transfer of function or directed reassignment outside the local commuting area; or 5) On the date the National Guard Bureau of Military Department certifies that an employee under §330.703(b)(6) has retired under 5 U.S.C. 8337(h) or 8456. Under ICTAP (§ 330.704(c), eligibility expires on the earliest of: 1) One year after separation, except for those employees eligible under 5 CFR 330.404 (preference eligibles in restricted positions affected by contracting out under A-76 procedures). For these employees, eligibility under ICTAP lasts for 2 years. 2) One year after an agency certifies that an individual under §330.703(b)(3) cannot be placed; 3) One year after an individual under §330.703(b)(4) receives notification that his/her disability annuity has been or will be terminated; 4) When the employee receives a career, career-conditional, or excepted appointment without time limit in any agency at any grade level; 5) When the employee no longer meets the eligibility requirements set forth in §330.704(a), (e.g., the employee is no longer being separated by RIF, or under adverse action procedures for declining a transfer of function or directed reassignment outside the local commuting area, or separates by resignation or nondiscontinued service retirement prior to the RIF effective date); or 6) At an agency’s discretion, when an eligible employee declines a career, careerconditional, or excepted appointment (without time limit), for which the employee has applied and been rated well-qualified; or upon the failure of the applicant to respond within a reasonable period of time to an offer or official inquiry of availability. Well-qualified - An eligible employee who possesses the competencies or knowledge, skills, and abilities which clearly exceed the minimum qualification requirements for the position. A well-qualified employee will not necessarily meet the agency’s definition of “highly or best qualified,” when evaluated against other candidates who apply for a particular vacancy, but must satisfy the following criteria, as determined and consistently applied by the agency: a. Meets the basic qualification standards and eligibility requirements for the position, including any medical qualifications, suitability, and minimum educational and experience requirements; and b. Satisfies one of the following qualifications requirements: 1) Meets all selective factors where applicable. Meets appropriate quality rating factor levels as determined by the agency. Selective and quality ranking factors cannot be so restrictive that they run counter to the goal of placing displaced employees. In the absence of selective and quality ranking factors, selecting officials will document Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 6 the job-related reason(s) the eligible employee is or is not considered to be well qualified; or 2) 3. 4. B. Is rated by the agency to be above minimally qualified in accordance with the agency’s specific rating and ranking process. Generally, this means that the individual may or may not meet the agency’s test for “highly qualified,” but would in fact, exceed the minimum qualifications for the position; c. Is physically qualified, with reasonable accommodation where appropriate, to perform the essential duties of the position; d. Meets any special qualifying condition(s) that OPM has approved for the position; and e. Is able to satisfactorily perform the duties of the position upon entry. Following are some of the actions not covered by CTAP/ICTAP. Refer to 5 CFR 330.606(d) for CTAP and 5 CFR 330.705(c) for ICTAP for a complete list. a. Exchange of positions between or among agency employees, when the actions involve no increase in grade or promotion potential, e.g., job swaps; b. Conversion of an employee of the same agency who is serving on an excepted appointment which confers eligibility for noncompetitive conversion into the competitive service; e.g., conversion of a veterans readjustment appointee to a career-conditional appointment; c. Assignments made under the Intergovernmental Personnel Act; d. The filling of a position through an excepted appointment; e. Extensions of temporary or term actions, up to the full period allowed, provided that the original vacancy announcement specified that the position was open to CTAP/ICTAP candidates and that extension was possible without further competition. Agencies must provide notice of vacancies to ensure that CTAP/ICTAP eligibles have the opportunity to apply. Each agency must develop its own Career Transition Assistance Plan which sets forth how notification will occur for internal placement actions within the agency, including reassignments, changes to lower grade, and promotions requiring competition. When vacancies are to be filled from external sources including transfers, reinstatements, promotions, and new appointments, notification must be made by entering the vacancy information in the Federal Jobs Database. For specific information about that process, refer to Section 5 of this Handbook. Procedures to Follow in Filling Positions Under CTAP/ICTAP. 1. The two flow charts at the end of this section of the Handbook will walk the user through the steps to follow in filling positions in compliance with CTAP/ICTAP. External competitive examining is subject to ICTAP, as is other types of external placements (e.g., transfers and reinstatements). If CTAP/ICTAP clearance is done outside the Examining Office, there must be documentation in the Examining Office case files that CTAP/ICTAP requirements have been met. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 7 2. The last step on both charts states "Employee is referred for priority selection." That phrase has a unique meaning under CTAP/ICTAP. a. If an individual is referred under CTAP for priority selection, meaning a well-qualified surplus or displaced agency employee is available, then no one else from inside or outside the agency may be selected. If two or more CTAP eligible employees apply, the agency may select any one of them. If no CTAP eligible employees apply, the agency may select an applicant under customary internal placement procedures. b. If an individual is referred under ICTAP for priority selection, meaning that a well-qualified displaced employee is available, then no one else from outside the agency may be selected unless they are covered by one of the exclusions. If two or more ICTAP eligibles apply, the agency may select any one of them. If no ICTAP eligibles apply, the agency may select an applicant through regular procedures. NOTE: There are some exceptions to ICTAP selection priority. Some lost consideration candidates may be considered with ICTAP eligibles and may be selected (see Lost Consideration procedures in Section 8.14). If a 10-point preference eligible applies, or an individual eligible for selection under an excepted hiring authority, and is qualified for the position, the agency may choose to select him or her in lieu of selecting the ICTAP eligible. The candidate considered as an exception to ICTAP must, however, be appointable through some existing procedure. The ICTAP program does not establish a new appointing authority for 10-point preference eligibles. 3. If an individual applies as a CTAP or ICTAP candidate and is determined to be eligible, but not well qualified, the agency must ensure that a documented independent second review is conducted. The applicant must be advised in writing of the results of the second review (5 CFR 330.609 and 330.709). When the second review sustains the original determination of not well qualified, the applicant is not given selection priority but is considered along with other qualified applicants. 4. There is no provision for filing an objection to a CTAP or ICTAP eligible. 5. In a competitive examination, examining offices may waive the written test for well-qualified CTAP/ICTAP candidates. If a CTAP or ICTAP candidate is applying through internal procedures, he/she must be tested only if the agency normally tests status candidates. For example, agencies which have law enforcement positions and use the written test as part of their screening process may not wish to waive the test. Agencies which use the written test in this manner should continue to require CTAP/ICTAP candidates to be tested. 6. Extensions of Temporary and Term appointments. If the initial or original appointment/action to a temporary or term position is 121 days or more, agencies must advertise the position in order to clear CTAP and ICTAP. Extensions of temporary appointments beyond 120 days and term appointments for up to 4 years are also covered by the ICTAP regulations. Under discretionary exceptions to the final regulations for CTAP/ICTAP (published 6/9/97) agencies are allowed to make extensions to temporary or term appointments, without having to reannounce the position and reconsider surplus and/or displaced employees under both CTAP/ICTAP. The original vacancy announcement must have been open to CTAP and/or ICTAP candidates, and must have clearly stated that the original action or appointment could be extended without further announcement. Reference: §330.606(d)(26) & §330.705(c)(11) of 5 CFR. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 8 7. The order of selection of applicants is as follows: a. Surplus and displaced agency employees eligible through the CTAP (mandatory); b. Internal agency employees, through reassignment, promotion or change to lower grade (optional); c. Minimally qualified individuals on the agency's RPL (mandatory); d. Other former employees the agency previously separated by RIF (optional); e. Special Selection Consideration Eligibles: (1) Displaced employees eligible through the ICTAP under 5 CFR 330 Subpart G (mandatory); or (2) Displaced employees eligible through the District of Columbia Department of Corrections under 5 CFR 330 Subpart K (mandatory); or (3) Displaced employees eligible through the Panama Canal Zone under 5 CFR 330 Subpart L (mandatory); However, if two or more individuals eligible under (e) apply for a vacancy and are determined to be well-qualified, and meet the eligibility requirements under 5 CFR 330.704(a) or 5 CFR 330.1104(a), or 5 CFR 330.1203(a), the agency would have the discretion of selecting any of these eligible employees. f. C. Qualified applicants, nonstatus or status (optional). Tools and guidance. 1. Examining Offices may obtain current information and guidance in implementing CTAP/ICTAP provisions by either contacting their local OPM Service Center, or by accessing the OPM Internet Web site at http://www.opm.gov. Extensive career transition information is also available on the “Federal Employees’ Survival Guide” at http://safetynet.doleta.gov, and on the Restructuring Hotline at (202) 606-2425. 2. Appendix H to this Handbook contains sample vacancy announcement language covering CTAP and ICTAP provisions. § 4.4. OTHER FEDERAL EMPLOYMENT PRIORITY CONSIDERATION PROGRAMS A. Displaced Employees of the District of Columbia Department of Corrections (5 CFR 330 Subpart K) 1. Purpose. A displaced employee of the District of Columbia (DC) Department of Corrections (DOC) who is separated from his or her position as a result of the closure of the Lorton Correctional Complex, and who does not meet the qualifications and suitability requirements for Federal Bureau of Prisons law enforcement positions, is entitled to priority consideration for other Federal vacancies when he or she applies and is determined to be well-qualified. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 9 2. Duration. This program will terminate one year after the closing of the Lorton Correctional Complex or December 31, 2002, whichever is later. (See 5 CFR 330.1102) 3. Definitions. For purposes of 5 CFR 330 Subpart K: Displaced Employee - A current or former employee of the District of Columbia Department of Corrections who has received a specific reduction in force separation notice as a result of the closure of the Lorton Correctional Complex. Does Not Meet The Qualifications And Suitability Requirements For Bureau Of Prisons Law Enforcement Positions - A DC DOC employee who has not been appointed to a Federal Bureau of Prisons law enforcement position. Non-Bureau of Prisons positions in the Federal Government - Any competitive service positions (other than positions covered by the Federal Bureau of Prisons Priority Consideration Program). Priority Consideration - See 5 CFR 330, Subpart G Geographical Restrictions - DC DOC employees are eligible for this priority consideration without regard to any geographical restrictions. (See 5 CFR 330.1103(d)) Well-qualified - See 5 CFR 330, Subpart G Eligibility - Under this program, an eligible employee is a current or former employee of the DC DOC who is in receipt of a reduction-in-force separation notice from the DC Department of Corrections in connection with the closure of the Lorton Correctional Complex.; have not been appointed to a Federal Bureau of Prisons law enforcement position; applies for a vacancy within the time frames established by the agency; and is found to be well-qualified for the specific vacancy. (See 5 CFR 330.1104(a)) Eligibility for Priority Consideration Begins - On the date the DC DOC employee receives or is issued a specific reduction-in-force separation notice by the DC DOC. (See 5 CFR 330.1104(b)). Eligibility for Priority Consideration Expires: (See 5 CFR 330.1104(c)) 4. a. One year after the closing of the Lorton Correctional Complex; b. When the DC DOC employee is no longer being separated by reduction-in-force; c. When the DC DOC employee receives a career, career-conditional, or excepted appointment without time limit in any Federal agency at any grade level; d. When the DC DOC employee voluntarily separates by resignation or retirement prior to the reduction-in-force effective date; or e. When the DC DOC employee is separated involuntarily other than by reduction-in-force prior to the reduction-in-force effective date. Order of Selection. If two or more individuals apply for a vacancy and are determined to be well-qualified, and meet the eligibility requirements under 5 CFR 330.704(a) or 5 CFR Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 10 330.1104(a), or 5 CFR 330.1203(a), the agency would have the discretion of selecting any of these eligible employees. B. Displaced Employees of the Panama Canal Zone (5 CFR 330 Subpart L) 1. Purpose. This subpart implements Section 1232 of Public Law 96-70 (the Panama Canal Act of 1979) and provides eligible displaced employees of the former Panama Canal Zone with interagency special selection priority consideration for continuing Federal vacant positions in the continental United States. 2. Definitions. For purposes of 5 CFR 330 Subpart L: Canal Zone - The areas and installations in the Republic of Panama made available to the United States pursuant to the Panama Canal Treaty of 1977 and related agreements. (22 U.S.C. 3602(b)(1)) Displaced Employee - A current or former employee of the former Panama Canal Zone who is a citizen of the United States and who: a. Holds or held a position in the Panama Canal Employment System that is in retention tenure group 1 or 2; b. Was an employee of the Panama Canal Company or the Canal Zone Government on March 31, 1979, and has been continuously employed in the former Panama Canal zone under the Panama Canal Employment System; or Has been continuously employed since March 31, 1979, in the former Panama Canal Zone under the Panama Canal Employment System as an employee of an executive agency, ora as an employee of the Smithsonian Institution; c. Holds or held a position that is eliminated as the result of the implementation of the Panama Canal Treaty of 1977 and related agreements; d. Is not appointed to another appropriate Federal position located in the Republic of Panama; and e. Has received a specific notice of separation by reduction in force, and meets the additional eligibility criteria covered in 5 CFR 330.1203. Priority Consideration - See 5 CFR 330, Subpart G and 5 CFR 330, Subpart K. Geographical Restrictions - Eligible displaced employees of the former Panama Canal Zone have special selection priority under this subpart to positions throughout the continental United States. Well-qualified - See 5 CFR 330, Subpart G. Eligibility - Under this program, an eligible displaced employee of the former Panama Canal Zone must: a. Have received a specific notice of separation by reduction-in-force; Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 11 b. Have not been appointed to another appropriate position in the Government of the United States in Panama; c. Apply for a vacancy within the time frames established by the hiring agency; and d. Be found by the hiring agency as well-qualified for that specific vacancy. (See 5 CFR 330.1203(a)) Eligibility for Priority Consideration Begins - On the date the displaced employee receives or is issued a specific reduction-in-force separation notice. (See 5 CFR 330.1203(b)). Eligibility for Priority Consideration Expires: (See 5 CFR 330.1203(c)) 4. a. One year after the effective date of the reduction-in-force; b. The date that the employee receives a career, career-conditional, or excepted appointment without time limit in any Federal agency at any grade level; c. The date that the employee is separated involuntarily for cause prior to the effective date of the reduction-in-force. Order of Selection. If two or more individuals apply for a vacancy and are determined to be well-qualified, and meet the eligibility requirements under 5 CFR 330.704(a), 5 CFR 330.1104(a), or 5 CFR 330.1203(a), the agency would have the discretion of selecting any of these eligible employees. (See 5 CFR 330.705). § 4.5. EXCEPTED SERVICE POSITIONS, SENIOR EXECUTIVE SERVICE POSITIONS, AND APPOINTMENTS AUTHORIZED BY STATUTE A. Individuals having past or current employment in the Excepted Service, non-career Senior Executive Service (SES) and on an appointment authorized by Statute are generally not eligible by virtue of that service for conversion to competitive service positions. These candidates must participate in the competitive examining process, such as a case examining announcement under a delegated examining agreement. The following categories of service do not confer noncompetitive employment/conversion eligibility: 1. Most Schedule A and B appointments, and all Schedule C appointments (refer to specific Schedule A or B authorities to verify if they confer noncompetitive employment/conversion eligibility); 2. Non-career SES appointments; 3. Employees on an appointment authorized by Statute (i.e., employment authorized by Public Law); 4. Experts and consultants, whether by statute or Title 5, Section §3109; 5. Employees with limited appointments, such as SES Limited Term appointments, Foreign Service Limited or Reserve appointments, IPA assignments; and 6. Employees with Overseas Limited appointments, or unappropriated or non-appropriated fund appointments. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 12 B. Agency personnel officials, and particularly Examining Office personnel, should be particularly attentive in cases involving non-career excepted service employees being considered for competitive service vacancies. These employees have often been appointed to their excepted service positions without competition. While serving in these positions they gain specialized experience which may give them a definite advantage in subsequent competition with other individuals. Federal agencies have substantial discretion in filling their vacancies and must ensure that their hiring decisions are made "solely on the basis of merit and fitness and without regard to political or religious affiliations, marital status or race." C. Interchange Agreements. Under Rule 6.7, OPM and another agency having an established merit system (in the excepted service) may enter into an agreement prescribing conditions under which employees may be moved from one system to the other. A current list of Interchange Agreements can be found on OPM's website (www.opm.gov). Note: The appointment of Schedule C and non-career SES employees to the competitive service warrants special attention to ensure compliance with merit principles. The record in all personnel actions must show clearly that the actions are proper and legitimate. Both OPM and agencies have an obligation to ensure that all personnel actions conform fully to the spirit and letter of Civil Service Rules and to Sections § 2301 and § 2302 of Title 5, United States Code, especially the prohibition against political consideration, either favorable or unfavorable. Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 13 CERTIFICATION CONTROL SHEET Agency Data Certificate Number Report Data Certificate Data Date Received Date Due Agency or Organization Identification Number of Vacancies Delegated Examining Operations Handbook Series Grade Type of Appt. No.Names On Cert. Date Issued Inst. 5 - October 1999 Notes: Codes, Name Request, Etc. Date of Audit No. of Apt IV - 14 CTAP Special Selection Consideration For CTAP Special Selection Consideration: Does the Employee Have EITHER: (1) a RIF Separation Notice, or (2) a Notice of Proposed Removal, or (3) a Certification of Expected Separation, or (4) other agency certification. YY No YY YY Yes YY YY No YY YY No YY YY No YY YY Yes YY YY No YY Individual is not Entitled to Special Consideration \ Yes \ Has the Date of RIF or other Separation Passed? Individual is not Entitled to Special Consideration \ No \ Has the Employee Included a Performance Appraisal at the Fully Successful Level or Higher? Individual is not Entitled to Special Consideration \ Yes \ Is the Duty Station of the Vacancy in the Same Commuting Area as the Employee's Duty Station? Individual is not Entitled to Special Consideration \ Yes \ Is the Grade of the Vacancy At or Below the Employee's Current Grade? Individual is not Entitled to Special Consideration \ Yes \ Does the Vacancy Offer Greater Promotional Potential Than Employee's Current Position? Individual is not Entitled to Special Consideration \ No \ Is the Employee Deemed to Be Well Qualified? Individual is not Entitled to Special Consideration \ Yes \ Employee is Referred for Priority Selection Delegated Examining Operations Handbook Inst. 5 - October 1999 IV - 15 ICTAP Special Selection Consideration For ICTAP Special Selection Consideration: Is the individual a displaced employee as defined in 5 CFR 330.703(b) or 5 CFR 330.404? YY No YY Individual is not Entitled to Special Consideration YY No YY Individual is not Entitled to Special Consideration YY No YY YY No YY YY No YY YY No YY YY No YY \ Yes \ Has the employee’s eligibility for ICTAP priority expired? (See 330.704(c) and 330.407(b)) \ Yes \ For non-injury eligibles: Has the Employee Included a Performance Appraisal Showing at Least a Fully Successful Rating? Individual is not Entitled to Special Consideration \ Yes \ Is the Duty Station of the Vacancy in the Same Commuting Area as the Employee's Last Duty Station? Individual is not Entitled to Special Consideration \ Yes \ Is the Grade of the Vacancy At or Below the Employee's Current (or Last) Grade? Individual is not Entitled to Special Consideration \ Yes \ Does the Vacancy Offer the Same or Less Promotional Potential Than Employee's Current (or Last) Position? Individual is not Entitled to Special Consideration \ Yes \ Is the Employee Deemed to Be Well Qualified? Individual is not Entitled to Special Consideration \ Yes \ Employee is Referred for Priority Selection. Delegated Examining Operations Handbook Inst. 5 - October 1999 V-1 SECTION 5 - PUBLIC NOTICE AND RECRUITMENT References: 5 U.S.C. 2301: 5 U.S.C. 3327: 5 U.S.C. 3330: Merit System Principles Civil Service Employment Information Requirement for OPM to maintain comprehensive list of certain announcements. 5 CFR 300.103(c) Basic Requirements 5 CFR 330: Recruitment, Selection and Placement. Interagency Agreement for Delegated Examining Authority www.opm.gov/deu - OPM Delegated Examining § 5.1. INTRODUCTION A. This Section provides the conceptual framework and procedural instructions for assuring adequate public notice of the opportunity to compete and gives guidance on additional public notice and recruiting activity that may be conducted to increase the quality and quantity of candidates for a Federal job. B. It is the responsibility of the Examining Office personnel to assure that full, fair and open competition occurs, genuinely demonstrating equal opportunity, and that no unwarranted advantage is gained by any candidate. C. This Section also describes the methods for complying with public notice requirements: USAJOBS on-line entry, and job entry template. D. The agency is responsible for establishing public notice procedures that meet the standards set forth in this Section. § 5.2. PUBLIC NOTICE OF THE OPPORTUNITY TO COMPETE A. Public notice is the information dissemination process that assures that persons seeking Federal employment in the competitive service will be able to learn of opportunities to compete in a specific enough manner to enable them to know where, when, and how to apply for positions appropriate to their qualifications and job interests. This definition is based on the premise that the required information is available through a designated information process, but that the responsibility for obtaining the information rests on the applicant. B. The requirement for public notice is stated in 5 U.S.C. § 3327. This legal requirement supports the Merit System Principles of the Civil Service Reform Act (5 U.S.C. § 2301), the first of which reads: Recruitment should be from qualified individuals from appropriate sources in an endeavor to achieve a work force from all segments of society, and selection and advancement should be determined solely on the basis of relative ability, knowledge, and skills, after fair and open competition which assures that all receive equal opportunity. Delegated Examining Operations Handbook Inst. 5 - October 1999 V-2 C. Adequate Public Notice. Adequate public notice is the minimum notice necessary to satisfy statutory responsibilities. At a minimum, adequate public notice assures open competition by guaranteeing that necessary information will be accessible and available on inquiry. Providing for adequate public notice is required in every competitive employment situation. Additional recruitment activities may or may not be necessary depending upon the agency's needs for applicants. The minimum open period for competitive announcements is defined in the standard interagency agreement governing delegated examining (see Appendix A) as five business days with applications being accepted that are postmarked on or before the closing date. (As an alternative to using the postmark date to govern application acceptance, examining offices may employ an application "received by" date criterion, provided the announcement in question is open for at least 10 business days.) OPM has determined that examining offices may, at their discretion, establish a shorter open period than five business days in situations when an inordinately large number of applications from well qualified candidates is expected. An examining office's decision to use a shorter open period due to such an expectation must be based on such objective factors as the number and type(s) of jobs to be filled currently, labor market conditions, and recent experience when announcing to fill similar positions. The examination record file must address such factors in documenting the rationale (examples of past public notice results for the same or similar positions, or special situations, such as, local private industry laying off large numbers of well qualified workers) for the examining office’s decision to use a shorter public notice period.” A shorter open period may be established either in terms of days or the point at which a specified number of applications is received. When an application number is used it must be specified in the public notice issued in connection with the vacancy. All applications received on the day the specified number is reached must be accepted and processed. D. When Public Notice is Required. Generally, public notice is required anytime the agency considers candidates from outside the workforce for competitive positions. See Appendix I, Personnel Actions Subject to Public Notice Requirement, for a listing of Nature of Action codes and Legal Authority codes which require public notice. § 5.3. DIFFERENCES BETWEEN PUBLIC NOTICE AND RECRUITING The procedures described in this section for entering jobs into the Federal Jobs Database are designed to meet the minimum public notice requirements for civil service positions contained in Federal law and regulations. They should not be understood, however, as substitutes for the more focused recruiting efforts agencies need to make in many cases, over and above public notice, to fill their positions with the best qualified candidates. Public notice is one part of the overall recruitment process. § 5.4. FOCUSED RECRUITING Recruiting is an effort to attract the best candidates available to support agency goals. Delegated examining authority is particularly well suited to situations where agencies need to make extensive recruiting efforts to find well-qualified candidates. Such actions are consistent with merit principles. Agencies have a variety of tools available to support effective recruiting programs in conjunction with delegated examining. These include: 1. Paid advertising; 2. Special Internet-based Recruiting Websites; Delegated Examining Operations Handbook Inst. 5 - October 1999 V-3 3. Contracted recruiting support from other Federal agencies or commercial firms; 4. Special software applications that better screen candidates; 5. Recruitment bonuses; and 6. Incentive awards to staff who locate top quality candidates. § 5.5. SETTING UP AN EFFECTIVE RECRUITING PLAN Listed below are some basic steps to consider when developing a new recruitment strategy: 1. Become a strategic partner with your agency’s managers to identify recruiting needs; 2. Analyze future directions of your agency’s workforce and decide appropriate occupations, competency requirements and hiring strategies; 3. Research the labor market and design your message and corporate image as a recruiter; 4. Identify and train your recruiters; and 5. Establish and maintain relationships with the best sources of candidates for your workforce. § 5.6. DIRECT ENTRY OF JOB VACANCIES INTO THE FEDERAL JOBS DATABASE A. What is the Federal Jobs Database? The Federal Jobs Database is the Government's official repository of employment information and job opportunities. Entry of vacancies and job announcements into the Federal Jobs Database allows agencies to meet statutory and regulatory requirements to publicize employment opportunities. B. When Must the Database be Used? 1. Under 5 U.S.C. § 3327, agencies must notify OPM of (1) competitive examinations and (2) vacancies in the competitive service and Senior Executive Service for which the agency will consider applicants from outside Federal Service. 2. Agencies also are required by the regulations for Career Transition Assistance for Surplus and Displaced Federal Employees in 5 CFR, Part 330 to notify OPM of competitive service vacancies open to candidates outside an agency's work force, including temporary vacancies lasting 121 days or more. OPM makes this information available to assist displaced employees in finding employment. By laws, OPM is responsible for disseminating the information to the public. 3. The database additionally includes many positions in the excepted service; non-appropriated fund organization; judicial and legislative branches; State and local governments; and positions in the private sector. OPM encourages agencies to list all jobs, not just those that are required by law or regulation to be listed. C. How does Entering Job Vacancies into the Federal Jobs Database Meet Public Notice Requirements? 1. Placing job vacancies in the Federal Jobs database ensures that information on jobs is readily available to State Employment Offices, the public, Federal employees (especially those who are Delegated Examining Operations Handbook Inst. 5 - October 1999 V-4 displaced in Federal agencies' downsizing actions), and individuals with noncompetitive appointment eligibility. Job vacancies entered before 4 p.m. Eastern Time and opening the next day will appear in the delivery systems on the following business day. Entries made after that time will take an additional business day to process. Job entries are automatically deleted when the closing date passes. 2. Jobs entered into the Federal Jobs Database are available to job seekers through the USAJOBS Government wide Automated Employment Information System: web site (http://www.usajobs.opm.gov); automated telephone service; and touch screen computer kiosks. Many of these systems are accessible 24 hours a day, seven days a week. If an Examining Office follows a few simple procedures, the Federal Jobs Database fully meets legal public notice requirements. D. Making Entries to the Federal Jobs Database 1. Register for job entry access through the Job Entry computer bulletin board. Using a computer with a modem and communications software that supports ANSI Graphics, log into the job entry program at (912) 757-3125 or Telnet to jobentry.opm.gov. At the prompts, enter the information required for access. Upon verification, which usually takes about two work days, users may proceed with job entry. 2. Enter jobs and vacancy announcements using one of the following methods: a. Bulletin Board Entry. Connect to the job entry program as instructed above. On the first screen in the Entry Program, highlight selection for the desired function and press <Enter>. Select the type of vacancy being listed and proceed with entering data at the prompts on the screen. Complete instructions for job entry are provided in the job entry manual which can be downloaded from the board. At the first screen in the entry program, press “F”. At the next screen select “Jobs Entry Download File Area.” Download the manual under filename “GUIDE-FED.WP5” for the WordPerfect 5.1 version or “GUIDE-FED.TXT” for ASCII text. b. USAJOBS Online Entry. Connect to the USAJOBS web site at http://www.usajobs.opm.gov. From the home page click on JOB ENTRY FOR EMPLOYERS. Use the on-screen instructions and help to add, edit or delete job entries and create complete vacancy announcements. c. Job Entry Template. This is an off-line system that can be used to submit entries and vacancy announcements via E-mail. Use the Job Entry Board to obtain the required template files. The first, named template.txt, can be used for adding and making changes to jobs in the Federal Jobs Database. The second template, named del_list.txt, can be used to delete job entries and obtain listings of entries. Also required are a description of each of the template fields; and the occupational code, duty location, agency code, and remark code tables referenced in the template field descriptions. The files, available under the following filenames, can be found in the Agency Job Entry Files Area on the job entry board (912-757-3125 or Telnet to jobentry.opm.gov) in File area #1: TEMPLATE.TXT DEL_LST.TXT TMP_FLDS.WP5 DLCSTATE.WP5 or DLCSTATE.TXT RMK.WP5 or RMK.TXT Delegated Examining Operations Handbook Inst. 5 - October 1999 V-5 OCC.TXT or OCC.ZIP AGCY_CDE.WP5 or AGCY_CDE.TXT General: The address for the job entry system is [email protected]. All templates sent to the job entry system must be submitted in ASCII text format. The job entry templates can be submitted as messages or attachments. Template entry is limited to registered users of the job entry bulletin board. Adding Jobs: Complete or apply text to the template (template.txt) that conforms to the template edits. Insert ASCII text vacancy announcement on the first line below “=== BEGIN FULL VACANCY =======”. Send completed template to the job entry system. In the subject line insert A. This will alert the entry system that a job is being added. The entry will be reviewed and an E-mail message will be returned to verify acceptance of the entry or to request corrections. A control number will be provided for successfully transmitted entries. Save a copy of the template file for editing if necessary. Changing Jobs: Make desired changes to the saved template file and send the revised template to the job entry system. In the subject line insert C <space> <Control Number>. The revised file will overlay the existing record and notification will be returned. Deleting Jobs: Complete the Delete/List template to provide the job entry user name. Send the template to the job entry system. In the subject line insert D <space> <Control Number>. The entry will be deleted from the database and notification will be returned. Obtaining Lists of Current Entries: Complete the Delete/List template to provide the job entry user name. Send the template to the job entry system. In the subject line insert L. A record of current listings will be returned. For information about data entry registration or jobs data entry, call the help desk at the Staffing Service Center in Macon at (912) 757-3090 or fax questions or problems to (912) 744-2263. E. What are the Minimum Requirements of Electronic Vacancy Announcements Provided to the Federal Jobs Database for Competitive Examinations? 1. Title, series, pay plan, and grade (or pay rate); 2. Duty location; 3. Open and closing dates, plus any other information dealing with how application receipt will be controlled, such as the use of early cut-offs (for additional information see Section 6.1); 4. Name of issuing agency and announcement number; 5. Qualification requirements, including competencies or knowledge, skills, abilities, and combination of education and experience; 6. Who may apply (generally, any U.S. citizen may apply unless the position is restricted, e.g. restricted to veterans; 7. Type of appointment (i.e., whether permanent, term, temporary, or TAPER, include Not-toExceed dates if applicable); Delegated Examining Operations Handbook Inst. 5 - October 1999 V-6 8. Entrance pay; 9. Brief description of duties; 10. Basis of rating; 11. What to file; 12. Instructions on How to Apply (including information about requesting forms if supplemental forms are necessary); 13. Information on how to claim veterans’ preference; 14. Equal employment opportunity statement. 15. Information about filing as a CTAP/ICTAP eligible, including the definition of "well-qualified." (See Section 4.3.) F. Additional items when appropriate. The following additional items must be a part of competitive vacancy information when applicable to the specific position to be filled: 1. Special conditions when one announcement is used for both an external and internal competition. (See paragraph G.2 below.) 2. A statement about physical requirements. 3. A statement restricting appointment to veterans. (See Section 6.5.C.) 4. Temporary or term appointment, special employment conditions, e.g., part-time or intermittent employment, shift work, unusual tours of duty, travel requirements. 5. Minimum or maximum entry age. 6. Mandatory interview requirements. 7. For Interdisciplinary positions, agencies have the option of advertising a single vacancy announcement showing all disciplines or advertising one vacancy announcement for each discipline. If multiple announcements are used, each one must reference all of the other announcements. When entering the Electronic Job System, agencies must: a. make an entry for each discipline; b. reference the entry for all other disciplines included; and c. upload the electronic copy of the full announcement for each entry. 8. G. Any other information needed by job seekers to determine their interest in applying. Simultaneous Recruitment Through Open Competitive Examining and Merit Promotion. Agencies frequently solicit applications from the public-at-large concurrently with merit promotion competition. Sometimes this involves using one vacancy announcement for both external and internal competitions. There are some important cautions that should be observed to protect the open competition merit principle. Delegated Examining Operations Handbook Inst. 5 - October 1999 V-7 1. An open competitive announcement must clearly indicate that all persons, regardless of where they reside, may apply. On the other hand, a merit promotion announcement may identify a "recruiting area" or specify an "area of consideration." 2. The vacancy announcement must permit persons who are eligible to file for both the internal and external competitions to do so. All applicants, including status applicants, must be allowed to file through competitive procedures for job vacancies opened for non-status candidates. Filing instructions must be clear. For example, if an individual must file two applications for dual consideration, the announcement must say so. If different forms are required, they should also be identified. (See Section 6.1.K and L) H. The Examining Office should print a copy of its job listing from the Federal Jobs database as evidence that the listing did, in fact appear. The printed copy should be maintained in the case file. I. Modifying the Closing Date. Anytime a closing date is modified, the Federal Jobs Database must be updated. § 5.7. COORDINATING RECRUITMENT EFFORTS WITH PUBLIC NOTICE A. Recruitment should be an on-going process. An agency is permitted to solicit and collect applications in advance of a competitive announcement provided all applications received are forwarded to the Examining Office during the open period of the announcement and are considered along with the applications received during the open period. B. Special recruiting activities such as paid advertising need to be coordinated so all applications are either received or postmarked by the closing date of the public notice except for those referred to in Section 6.1.G. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 1 SECTION 6 - ACCEPTING APPLICATIONS AND ADJUDICATING VETERANS’ PREFERENCE References: 59 FR 65086: 5 U.S.C. 3112: 5 U.S.C. 3303: 5 U.S.C. 3305: 5 U.S.C. 3310: Elimination of the SF-171; New Application Procedures Disabled Veterans; Noncompetitive Appointment Recommendations of Senators or Representatives Accepting Late Applications from 10-point Preference Eligibles Preference Eligibles; Examinations; Guards; Elevator Operators, Messengers, and Custodians 5 U.S.C. 3328 Selective Service Registration 5 U.S.C. 5534a: Dual Employment & Pay During Terminal Leave from Uniformed Services 5 CFR 211: Basic Definition of Veterans’ Preference 5 CFR 300.103: Basic Requirements 5 CFR 300.701 Statutory Bar to Appointment of Persons Who Fail to Register Under Selective Service Law 5 CFR 332: Recruitment and Selection Through Competitive Examination (Note Subpart C, Acceptance of Applications After the Closing Date) 5 CFR 337: Evaluating Qualifications for Preference Eligibles 5 CFR 338.101: Citizenship Requirements Interagency Agreement for Delegated Examining Authority www.opm.gov/qualifications - Operating Manual for Qualification Standards for General Schedule Positions www.opm.gov/veterans Federal Employment Policy Handbook: Veterans and the Civil Service (VetGuide) www.opm.gov/deu OPM Delegated Examining Website § 6.1. APPLICATION ACCEPTANCE PROCEDURES A. Acceptable forms. Current OPM instructions on use of employment applications permit applicants to use résumé, the Optional Application for Federal Employment (OF 612), the old SF-171, or any other form of an applicant's choosing. They do not permit agencies to design and use their own application forms for use by the public at large unless OMB approval is obtained. OMB is not likely to approve them unless the agency has unique, specialized requirements or uses an automated rating system. Examining Offices may require necessary supplemental documents from applicants, such as college transcripts, answers to Competencies or Knowledge, Skills, and Abilities (KSA) statements, and copies of licenses where appropriate. Note that in June 1995, OPM abolished OPM Form 1170/17 and all other supplemental application forms in the 1170 issuance series. Agencies may no longer require an 1170 form but may use them if an applicant includes one with his/her application. In addition, OPM or agencies may provide for electronic filing with special application procedures consistent with applicable law and regulations. B. Agencies may give automatic extensions to persons who request application materials by the closing date. When extensions are granted, a response due date should be given, and the application packet should be annotated so that the forms can be identified when returned. One way to do this is to send a cover form with the application packet that identifies the announcement number, specifies the deadline date, and requires that the cover form be returned with the completed applications. The selection must be delayed until either those applications have been received (if the number is known) or the deadline date has passed. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 2 C. Agencies must be able to reconstruct the case file to show when applications were received. Typical methods of documentation include, but are not limited to, date stamping of documents when received, manual or automated logs or other appropriate methods. D. Any application that is postmarked timely but received after the closing date should be appropriately annotated. Some methods that could be used include the following: the envelope showing the postmark may be retained with the application, the postmark date can be written on the application (e.g., PM 02-15-98) and initialed by the reviewer, or an automated log or other source document could be used. E. When an announcement allows for a postmarked application, a certificate should not be issued until 5- work days after the closing date to allow a reasonable period for timely-postmarked applications to be received. F. Accepting late applications. There are certain valid exceptions to the general rule prohibiting late applications. The following categories of persons may be entitled to apply after the closing date (See 5 CFR 332, Subpart C): 1. A 10-point preference eligible may file an application at any time for any position for which a non-temporary appointment has been made in the preceding 3 years from a competitive list of eligibles or for which a list of eligibles currently exists but is closed to new applicants. (See Section 6.3. for more detailed instructions.) 2. A preference eligible is entitled to be entered on an appropriate existing competitor inventory if he or she applies within 90 days after furlough or separation without delinquency or misconduct from a career or career-conditional appointment or if found eligible to apply after successfully appealing a furlough or discharge from career or career-conditional appointment. 3. A preference eligible is entitled to be reentered on each competitor inventory (or its successor) where previously listed if he or she applies within 90 days after resignation without delinquency or misconduct from a career or career-conditional appointment. 4. A person who was unable to file for an open competitive examination or appear for a test because of service in the armed forces or hospitalization continuing for up to 1 year following discharge may file after the closing date if the competitor inventory of eligibles still exists. 5. A person who was unable to file an application or appear for a written test because of overseas service with a Federal agency or international organization in which the U. S. Government participates (e.g., Peace Corps volunteers) is entitled to file an application after the closing date when there is an existing competitor inventory, or if one is about to be established. 6. A Federal employee who was unable to file for an open competitive examination or appear for a test because of active Reserve duty continuing beyond 15 days may file after the closing date. 7. A person who was on a competitive competitor inventory but lost eligibility for appointment from that competitor inventory because of active duty in the Armed Forces is entitled to be restored to the competitor inventory (or its successor) and receive priority consideration when certain conditions are met. (See 5 CFR 332.322 for more details.) 8. A person who was unable to compete in open competition under a Civil Service examination due to serving in the Armed Forces may file an application for any examination which was open while he/she served in the military. The preference eligible must file within 120 days after discharge Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 3 under honorable conditions, regardless of whether he/she is eligible for veteran preference. The application will be accepted provided a list of eligibles is still in existence. G. A person who is currently serving in the Armed Forces may file an early application for any examination which was open while he/she was in the military. Such a person must file within 120 days prior to discharge under honorable conditions, regardless of whether he/she is eligible for veteran preference. The application will be accepted provided a list of eligibles is still in existence. With competitor inventories, the names of persons who were allowed to file late applications and who meet qualification eligibility requirements are entered onto the competitor inventory in score and appropriate veterans preference order. H. In case examining situations, applications from persons who are entitled to file late should be accepted and processed up until the certificate is issued. Once issued, the certificate should not be amended to include delayed applications, unless so requested by the selecting official. However, any valid late applications received after the certificate is issued should be retained in the case file. If additional names are necessary, these applications would be rated and considered. I. Procedures for Retaining Applications from 10-point Preference Eligibles in Case Examining Situations. The procedures for accepting a late application from a 10-point preference eligible are set in statute (5 U.S.C. 3305) and are different from procedures for persons in categories 2-8 in Paragraph 6.1.F. A 10-point preference eligible is entitled to have his/her application considered for all immediate vacancies and retained for future vacancies, (procedures described in detail in Section 6.3). This entitlement applies only if the 10-point preference eligible is not added to the certificate. In case examining situations, other categories of late filers are allowed only to file after the closing date for the immediate vacancy. J. Accepting Applications from Status Candidates. An application from an individual with civil service status that is filed in an open competitive examination must be accepted and processed under the competitive examination, even though the applicant may also have filed under a concurrent merit promotion announcement. In instances when an agency issues two announcements -- a competitive and a merit promotion -- for the same position, the announcements must contain distinctive announcement numbers, and candidates should be considered for the specific announcement they apply under. If an agency is using a single notice to announce joint solicitation of external and internal applications, it must include language to clarify the appropriate application procedures, e.g., the necessity to file two applications for dual consideration. In the absence of that clarifying language, the status candidate must be considered for both processes. (See Section 5.6.G.) K. Accepting Concurrent Applications from Preference Eligibles. An application from a preference eligible that is filed in an open competitive examination must be accepted and processed under the competitive examination, even though the applicant may also have filed under a concurrent internal vacancy announcement that is open to persons who are eligible for special hiring programs, such as Veterans’ Readjustment Appointment (VRA) or 30% or More Disabled Veteran Program (5 U.S.C. § 3112). In instances when an agency issues two announcements -- a competitive and an internal announcement -- for the same position, the announcements must contain distinctive announcements numbers, and candidates should be considered for the specific announcement(s) they apply under. A preference eligible who files one application without specifying which vehicle, should be considered as a candidate for the open competitive examination. If an agency is using a single notice to announce joint solicitation of external and internal applications, it must include language to clarify the appropriate procedures, e.g., the necessity to file two applications for dual consideration. In the absence of that clarifying language, a preference eligible must be considered for both processes. Under the competitive (external) process, the veteran is given veterans preference. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 4 However under the merit promotion (internal) process, veterans preference is not used for status applicants. L. Dual Employment During Terminal Leave from Uniformed Services. Members of the uniformed services who are on terminal leave pending separation from, or release from active duty in, that service under honorable conditions may accept employment in a civil service position and are entitled to receive pay for that position in addition to pay and allowances from the uniformed service for the unexpired portion of the terminal leave (5 U.S.C. 5534a). Therefore, an application received from a member of the uniformed services who are on terminal leave, must be accepted and processed. M. Order of Processing Applications and Use of Early Cut-offs. Cut-off dates should be explained in the vacancy announcement. Applications may be rated at any time, as long as they are rated in the order of receipt; that is, all applications received since the open date (or the last rating cut-off date) are rated at the same time. The applications of agency name requests are not given priority over the processing of other applications received up to that time. N. Incomplete Applications. An application is incomplete if any required form or other material is not submitted, or if the applicant fails to enter on the form answers to questions which must be answered before action can be taken, such as, the applicant’s social security number. The Social Security Number is a required item for processing the application. The application may also be incomplete if insufficient information concerning education or experience is furnished. Incomplete applications may be rated based on either the information available or the Examining Office may request the applicant to furnish the missing information. Whichever option is chosen, it must be applied consistently for all applicants for any specific position or competitor inventory. The Examining Office has the flexibility of determining which method will be used for any particular case file or standing competitor inventory. Applications can be deemed incomplete for many different reasons. In the rating process, care should be taken to see that an incomplete application is not unduly penalized. The following examples are typical but not all inclusive: 1. College Transcript. An applicant fails to attach a college transcript. Although a transcript may be critical for jobs with a positive education requirement and others at college entry levels, a list of courses and hours is sufficient at the time of application. An official college transcript is required at the time of appointment. However, it is not normally a significant factor at higher grades, for clerical jobs, and other categories of positions. As a rule, a transcript should not be considered an absolute requirement unless basic qualifications cannot be determined without it. 2. Veterans’ Preference. The following instructions apply only to veterans who are still on active duty and therefore cannot obtain a DD Form 214. There is no reason, however, why someone who has been separated from the military should not be able to produce a DD Form 214 to document his or her claimed service. At the time of appointment, all candidates must produce a DD Form 214 documenting that their service was honorable. a. Applicants claiming veterans’ preference who are still on active duty will be granted 5-point tentative preference if their applications show that they have the required military service, such as service in a war, campaign, or expedition. Applicants claiming receipt of an Armed Forces Expeditionary Medal (AFEM) are qualified for veterans’ preference. However, the Armed Forces Service Medal is not qualifying for veterans’ preference. A complete list of DoD approved campaigns or expeditions is located in the Federal Employment Policy Handbook: Veterans and the Civil Service (VetGuide) on OPM’s website (www.opm.gov/veterans). Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 5 3. b. Applicants claiming 10-point preference on the basis of a disability must include appropriate documentation from the military service or Department of Veterans Affairs before 10-point preference can be awarded. When the appropriate documentation for 10- point preference is absent, Examining Offices should grant the applicant 5-point tentative preference if the veteran appears to meet the veterans' preference requirements. c. Applicants claiming 10-point preference on the basis of receiving a Purple Heart who are still on active duty will be granted 10-point tentative preference, provided, the preference eligible submits appropriate documentation. Examples of type of documentation would be: a copy of the orders awarding the Purple Heart, award citation or some reasonable or tangible proof that the preference eligible received a Purple Heart. At the time of appointment, all candidates must produce a DD Form 214 documenting receipt of a Purple Heart. d. Applicants who were discharged from the military service and claiming 10-point preference on the basis of a disability and failed to include appropriate documentation from the military service or Department of Veterans Affairs (VA), such as, a letter from the VA dated within 12 months of application, can be granted 5-point tentative preference; provided, he or she appears to meet the basic veterans’ preference requirements and submits the appropriate proof of military service. e. Applicants normally apply for veterans’ preference by claiming preference and submitting proof of eligibility at the time of application for a position. Because some applicants will not be aware of new laws affecting veterans’ preference, i.e. Defense Authorization Act of FY 1998, Examining Offices must take the first step in ensuring that applicants receive the preference to which they are entitled. Signature. An applicant fails to sign an application form. Since the suitability form includes a statement that the applicant has not submitted any erroneous information, a signature is no longer needed on the application form. O. Restriction of Consideration to One Gender. 5 CFR 332.407 generally prohibits an appointing officer from restricting employment consideration to candidates of one gender. The regulations allow OPM to make exceptions in unusual circumstances. An Examining Office must contact the appropriate OPM Service Center before a job is announced if it believes it has an unusual situation that may warrant such a restriction. P. Accepting Recommendations from Members of Congress. Section 315 of Public Law 104-197 (effective October 16, 1996) amends 5 U.S.C. § 3303 to provide that a selecting official may accept and consider an employment recommendation from a Member of Congress only insofar as it pertains to the "character and residence of the applicant." Q. Accepting Electronically-filed Applications. In 1996, OPM introduced a new electronic method for applicants to use in filing for examinations announced specifically by OPM Service Centers. Individuals who access either the USAJOBS web site or electronic bulletin board can file electronically. They must first retrieve the appropriate Supplemental Qualifications Statement and then use it to answer the qualifications questions on-line. Applicants who use this option must file electronically by the closing date and follow up with other required documents. Although this service is available only when an OPM service center is the Examining Office through a reimbursable contract, Examining Offices should be aware of it in order to answer questions from applicants. Agencies may incorporate electronic application filing into their processes by using the on-line résumé feature available on the USAJOBS web site. Job seekers may use the on-line résumé to create, save Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 6 and edit résumés suitable for Federal employment and, for some jobs, submit résumés electronically to Examining Offices for consideration. Agencies will be able to identify in the job entry process those announcements for which electronic résumés will be accepted. The opportunity to electronically submit résumés for specific announcements in the Federal jobs database will only be provided to job seekers while jobs are open. Agencies will be able to manually process résumés received from the USAJOBS website or integrate the résumé with automated application receipt and/or processing systems. A new application procedure was develop to provide agencies with an additional option for application receipt to take advantage of current technology. The use of automated systems for the development, movement and processing of résumés is becoming standard within the human resources field. Rather than requiring agencies to make individual requests to OMB for the approval of a résumé approach for Federal employment application, OPM determined it made more sense to move ahead on a Government wide basis. As of November 13, 1998, agencies may restrict the application process to résumé when applications are processed using automation. Agencies must accept résumés created from any source; e.g., Online résumé builder; résumé preparation software; word processing software; or typewriter, as long as the résumé meets the specific agency parameters for format, content and length. Agencies accepting applications in other formats must be sure that the automated methods for applying are available and accessible to job seekers. § 6.2. A. REVIEW OF APPLICATIONS FOR LEGALLY REQUIRED INFORMATION The elimination of the SF-171 has changed the process of reviewing applications in a competitive examination. The OF 612 contains less information to review and has shifted the suitability questions to another form, the Declaration for Federal Employment, OF 306. The intent of the OF 306 is to move the suitability review out of the examination phase of the hiring process. (See Section 8.12.D, for more information on suitability issues.) 1. The following paragraphs cover the adjudication of "legal" issues in the competitive examination cycle at the time of application. a. Date of Birth. For most jobs, age is not a factor, and an applicant's date of birth can be obtained when he/she is hired. Age is a factor for law enforcement and other positions with maximum entry ages and for those few jobs where a minimum age (usually 16) might come into play. In these situations, applications must be screened for date of birth. b. Citizenship. OPM's instructions on citizenship (5 CFR 338) prohibit noncitizens from both competing in a civil service examination and from being appointed to a position in the competitive service. Therefore, employment applications from noncitizens should not be accepted. If there is a question about an applicant’s citizenship (e.g., the applicant failed to answer the question on the automated application form), the application may be accepted and processed. If the individual is subsequently referred on a certificate, his/her name should be annotated with instructions to verify citizenship before appointment. c. Veterans’ Preference. Agencies should determine at what stage in the hiring process they will require proof of veterans’ preference. Proof is an absolute necessity: (1) if such preference is used as a basis for acceptance of an application after the closing date (See Section 6.1.G); (2) when positions are restricted to preference eligibles (See Section 6.5); or (3) prior to final selection if the veteran was selected over other candidates based on their preference. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 7 2. The following paragraphs cover the adjudication of "legal" issues in the competitive examination cycle at the time of appointment. a. Selective Service Registration. Agencies are required to verify male applicants’ selective service registration at the time of appointment. A male applicant is required to register with the Selective Service if he was born after December 31, 1959. (See 5 U.S.C. 3328 and 5 CFR 300.701) b. Original Signature. A signature is no longer required on an employment application. The OF 306 contains a signature block with all of the necessary certifications about accuracy of information, etc. c. Arrest Record, Discharge from Employment, etc.. As indicated previously, the suitability questions have been shifted to the OF 306 for adjudication during the hiring phase. There are slight variations in the way the questions are worded in the OF306 from the SF-171. To avoid confusion, all suitability determinations should be made in the same way. Thus, even when an individual applies with an SF-171, OPM recommends that the suitability questions on that form be ignored by the Examining Office. (See OPM's Investigation Service website: www.opm.gov/extra/investigate for more information.) Examining Offices have the option of requesting an OF 306 at the time of application for positions, such as, law enforcement and medical; provided, the announcement clearly states that: a) the form is required as part of the application package and b) where applicants can obtain an OF 306. § 6.3. SPECIAL FILING AND CONSIDERATION PROCEDURES FOR 10-POINT PREFERENCE ELIGIBLES IN CASE EXAMINING SITUATIONS A. To implement the provisions of 5 U.S.C. § 3305, OPM has written regulations in 5 CFR 332.311 providing that a 10-point preference eligible (all categories of 10-point preference) may apply for any job for which he/she qualifies for, for which a non-temporary competitive appointment was made in the preceding three years. (For the purpose of this section, “non-temporary” includes term appointments.) B. The purpose of the law and regulations is to extend a special employment consideration privilege to 10-point preference eligibles. However, both the law and the regulations were written when the use of competitor inventories was standard practice. To preserve the intent of the law in case examining situations, OPM has designed special procedures which Examining Offices must follow. There are actually two alternative procedures, depending on whether the Examining Office elects to require an actual application from the 10-point preference eligible, or uses a card file or automated registration system. 1. Use of Applications. a. Applications from qualified 10-point preference eligibles that are received during an open filing period or up to the date the certificate is issued, are rated and added to the certificate. However, any valid late applications received after the certificate is issued should be retained in the case file. If additional names are necessary, these applications would be rated and considered. b. When an unsolicited (no specific announcement) application is received from a 10-point preference eligible, the job for which he/she is applying must be checked against available records to determine if a non-temporary competitive appointment was made in the Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 8 preceding three years. (For the purpose of comparing positions, the title, series, grade, and location should be the same.) If records are inconclusive, the applicant must be given the benefit of the doubt, and the application accepted. 2. C. c. An agency has the option of accepting any application which meets the 3-year test described in paragraph 6.3.A. without making a qualifications determination, or checking for possession of basic qualifications. (Also, see Section 6.1.I.) d. If an application does not meet the agency's conditions for retention, it should be returned to the preference eligible with an explanation. e. Agencies may decide for themselves how long to hold applications. Applications need not be retained for the full period of time necessary to meet the 3-year test. However, if a shorter retention period is used (e.g., 6 months), applicants must be allowed to request extensions. f. The preference eligible must be notified that his/her application will be retained, for how long, and what he/she must do to have it extended. There is no limit on the number of times the preference eligible may extend the retention of the application, so long as the date of extension continues to meet the 3-year test. g. Application files of 10-point preference eligibles must be checked each time an examination is to be announced. The 10-point candidate must be given the same opportunity to address job-specific qualification factors as other applicants. That means that if the Examining Office is using a supplemental application form or encouraging applicants to address competencies or KSAs, or otherwise using more than a resume or basic application form, it must send an application packet to each 10-point preference eligible who is potentially qualified. The Examining Office should either photocopy the individual's basic application for the case file or request a new one. The basic application itself should be immediately returned to the special 10-point preference eligible file for continuing consideration for other vacancies. h. The case file must be documented to show that the 10-point file was checked, and the names of any preference eligible whose applications were pulled from the file and sent additional material. This annotation will help assure a complete audit trail. i. When the established retention period has expired, the Examining Office may dispose of applications in accordance with records disposition instructions in Appendix G. Card File or Automated Registration System. In lieu of maintaining applications, an Examining Office can choose to register 10-point preference eligibles and maintain simplified records on them. Such a registration system, however, must assure that 10-point preference eligibles receive the same level of consideration as that discussed above using applications. For example, whenever an examination is to be announced, the file must be checked to see if any 10-point preference eligibles have been registered. Then application packets are sent to any registrant with an invitation to file. An agency may extend more liberal benefits to 10-point preference eligibles than those described in this section. For example, an agency may find it easier to register an individual for any series and grade (in the agency's work force) that he/she requests, rather than try to determine whether a nontemporary competitive appointment had been made in the most recent 3-year period. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 9 § 6.4. ADJUDICATION OF VETERANS PREFERENCE Basic definitions for the application of veterans preference are found in 5 CFR 211. Specific instructions for adjudicating preference are contained in OPM's Federal Employment Policy Handbook: Veterans and the Civil Service (VetGuide). The VetGuide is a comprehensive description of the special rights and privileges that veterans enjoy in Federal employment. This source should be followed in determining whether to award preference. The paragraphs below are intended to supplement the guidance referenced above. A. Documentation for Tentative Preference (5-point). Prior to the elimination of SF-171, Examining Offices granted tentative preference (TP) based on statements on the SF-171. The hiring agency was responsible for verifying that entitlement. Now that applicants may use either a résumé or the OF 612, they are instructed to attach their DD 214s if they are claiming entitlement to preference. In order to award 5-point preference, OPM Examining Offices verify entitlement from the DD 214. However, an Examining Office, may at its option, continue to award 5-point tentative preference to applicants who submit a SF-171 with no DD 214. (Award of tentative preference to those entitled but still in the military service and unable to obtain a DD 214 is not optional). B. Veterans’ preference codes. The following codes should be used on rating sheets and certificates to designate the various categories of preference: * CPS -- 10-point compensable preference based on a service-connected disability of 30% or more; * CP -- 10-point compensable preference based on a service-connected disability of 10% or more, but not 30%; * XP -- 10-point (other) preference; granted to recipients of the Purple Heart, persons with a noncompensable service-connected disability (less than 10%), widow/widower or mother of a deceased veteran, or spouse or mother of a disabled veteran; * TP -- 5-point preference; * NV -- designates a non-veteran. This is an optional code that delegated Examining Offices may use; a blank space is also used to designate non-veterans. § 6.5. POSITIONS RESTRICTED TO VETERANS A. 5 U.S.C. § 3310 restricts appointments for positions of Custodian, Messenger, Guard, and Elevator Operator to preference eligibles, as long as there are qualified preference eligibles available. B. For these four types of positions, an Examining Office has the option of (1) restricting competition to preference eligibles, or (2) accepting applications from non-preference eligibles, but referring them for employment consideration only in the absence of preference eligibles. Option 1 may be the best choice if past experience has shown that normal public notice will generate an ample supply of preference eligible candidates. Option 2 would be preferable if there is a chance that the supply of preference eligibles may be exhausted before all vacancies are filled. C. Public Notice. Public notice for a restricted position must contain a statement explaining whether applications will be accepted from non-preference eligibles, and if so, that they will not be considered if veterans are available. (See Section 5.6.F.3.) D. Certification Procedures. Certification procedures for positions restricted to preference eligibles are covered in Section 8.4.C. Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 10 § 6.6. A. B. ISSUING NOTICES OF RESULTS When an individual's application has been rated, the applicant should be notified of the status of their application including whether the applicant was found eligible or ineligible for the vacancy. There is no prescribed way to do this. OPM uses a quasi-form letter called a Notice of Results -- sometimes called a Notice of Rating -- (NOR) containing pertinent information about the applicant's candidacy. The NOR, or similar notification letter, is usually the only written notification provided by an Examining Office to an applicant at any stage in the examining process. Additionally, the written notification serves as the applicant’s record in case he/she chooses to exercise his/her right to challenge or appeal a rating(s) or correct any erroneous interpretation or application materials. A written notification provides a useful "status report" to applicants that may effectively preclude later inquiries. The following information would be useful to applicants if conveyed in a NOR. 1. Title, Series, and Grade of the job, plus announcement number or other job identifier; 2. Whether the candidate has been found eligible or ineligible; 3. If eligible, the numerical score (if applicable); 4. If eligible, the level of veterans preference awarded; 5. Any restrictions on eligibility, such as "subject to meeting education requirements." 6. If eligible, whether the candidate was referred to the selecting official for employment consideration; 7. If ineligible, a brief explanation of the reason; for example, "did not pass the written test," "did not meet basic experience or education requirements," "did not meet a mandatory selective placement factor," or "salary of the job was below the minimum acceptable level stated in your application;" 8. (For inventories): The length of eligibility and the procedures for extending that eligibility. When an announcement covers more than one grade level or specialty, one notification may be used to cover all grade levels and specialties, or separate notifications for each one may be issued. § 6.7. RECONSIDERATION OF RATINGS DECISIONS A. Examining decisions by Delegated Examining Offices are subject to reconsideration upon reasonable demonstration that the review is warranted. The Delegated Examining Office must establish a written procedure for the processing of requests for rating reconsideration. The procedure must be available to applicants who wish to challenge an assigned rating. The same procedure may be incorporated into the agency administrative grievance system and used for agency-employed applicants who grieve an assigned rating. Sometimes an applicant’s question can be answered informally by telephone. However, any requests that could result in a rating change must be in writing. B. The rating reconsideration procedure should include the following and specify the levels of review within the agency. 1. Requests must be made in writing and should indicate why it is believed the original decision was not proper, what factors were not considered, and any other pertinent information which will support the request and enable the reviewing office to reevaluate the decision. Any new Delegated Examining Operations Handbook Inst. 5 - October 1999 VI - 11 experience or education gained after the closing date of the announcement cannot be considered in the reconsideration process. 2. Requests for review of original examining decisions are submitted to the office which made the decision. 3. The review should be conducted by a qualified staff member other than the person who made the original decision. 4. In responding to the request, a full explanation of the reasons for the decision should be provided without unduly compromising the rating schedule. 5. Further reviews should be accepted at a higher level within the agency only after the above steps have been taken and then only based on a written request by the individual. The second level review is usually final. C. Reconsideration based on ineligibility in a standard or group interview is acted upon in the same manner as reviews of ratings in other types of examinations. D. When a request for reconsideration is received from a person entitled to 10-point veteran preference, processing the request as a quarterly (reopened) examination rather than a reconsideration request may be to the advantage of the applicant since he/she may have acquired additional experience which would qualify him/her for a higher rating. If this can be done in accordance with the instructions for reopening an examination, it should be so handled. E. Although there is no time limit for such reviews, reconsideration is normally limited to that period in which reconstruction of the case is possible, i.e., based on the records disposition schedule. See Appendix G. F. There is no further appeal to OPM. G. Case files must be complete enough to reconstruct the decision-making process including all correspondence, supporting documents and decision letters. H. Correction of a changed rating. In case examining situations, if an applicant provides additional information which the Examining Office is able to accept, and the information results in a changed rating, the new rating should be reflected on the certificate if the certificate has not been issued. Once a certificate has been issued, it should not be amended to reflect the new rating, unless the new rating is "ineligible" or the eligible was improperly awarded a higher type of veterans preference or the error was the result of the rater/examining office. (See Section 8.8 for additional discussion.) Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 1 SECTION 7 - ESTABLISHING & MAINTAINING COMPETITOR INVENTORIES References: 5 U.S.C. 2301: 5 U.S.C. 3309: 5 U.S.C. 3313: 5 U.S.C. 3317: 5 U.S.C. 3318: 5 CFR 316: 5 CFR 332: 5 CFR 332 Subpart C: 5 CFR 731: Merit System Principles Preference eligibles; examination; additional points Competitive service; registers of eligibles Competitive service; certification from registers Competitive service; selection from certificates Temporary and Term Employment Recruitment and Selection through Competitive Examination Period of Competition and Eligibility Suitability www.opm.gov/deu - OPM Delegated Examining As an alternative to case examining, Examining Offices may wish to establish competitor inventories, also referred to as "standing registers." This section sets forth the procedures which deal solely with competitor inventories. § 7.1. DEFINITION OF COMPETITOR INVENTORY A. Usually a competitor inventory is established when positions in the occupation are frequently filled with non-status candidates, and it is not efficient to issue a case examination for each vacancy filled. The competitor inventory provides a list of interested and qualified candidates ready to be certified for current and future vacancies. B. Competitor inventories are of two types: 1. Pre-rated Competitor Inventory. This is a listing of eligibles in the order in which they are to be certified, by option and by grade. Applicants are assigned numerical scores upon receipt of their applications. This type of listing has traditionally been called a register, and applications are referred to as being prerated or front-end rated. 2. Deferred-rated Competitor Inventory. This is a listing of applicants in alphabetical or identification number order. The list also includes options and grades for which the applicants are to be considered. This type of listing normally is preceded by only a very general screening of qualifications and is referred to as deferred-rated because applications are rated only when a certificate is requested for a specific vacancy. The rating received is usually only applicable for that specific position. § 7.2. A. ESTABLISHING COMPETITOR INVENTORIES General Information. 1. Examining Offices must record and maintain certain basic information with a competitor inventory. The minimum data that must be readily available to reconstruct the history of the competitor inventory includes: Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 2 B. a. Examination title and number; b. Position, grade and geographic area covered; c. Date the inventory was established; and d. Disposition of other competitor inventories which the new one may have superseded. 2. Examining Offices may find useful for this purpose a form or a hard copy or electronic format which the Examining Office adopts. 3. Date of Establishment. A competitor inventory from a vacancy announcement which is open for a limited period is considered to be established as a whole on the date on which the first certificate can be issued from it. A competitor inventory from a vacancy announcement that is to be open continuously is established on the date when the first eligible is entered onto the inventory. In either case, if the public notice material provides that all those who apply by a certain date are considered first, then the applicants from the first group are entered onto the inventory at the same time, and those who apply later are entered as they are rated. 4. Date of Entry. The date of an applicant's entry onto the competitor inventory must be noted. This is the date from which the length of the period of consideration is determined. The Examining Office may choose its own method of recording this date. 5. Requests for Additional Information Which Could Impact An Individual's Qualifications or Rating. The competitor inventory could be established without waiting for applicants to respond to requests for additional information. If this is the case, the Examining Office should make this fact known to the applicants from whom additional information is being requested. If it appears that all vacancies will be filled as a result of the first group of certificates issued or that the number of incomplete forms is very large, selections from the certificate may be delayed until the additional information has been received or until the deadline for additional information has been reached. Procedures for Establishing Pre-rated Competitor Inventories. The competitor inventory must contain a complete record of applicant eligibility data, such as listed in items 1 - 10 below. Some suggested methods for retaining this information are the use of a Register Card for each individual in the inventory, an automated data record, or other non-automated approach. Generally, a separate record is prepared for each position, grade, and option for which an individual is eligible. This system is recommended because using one card for several grades and options requires rearranging all cards each time a certificate is issued. If, however, the inventory is small and is used only occasionally, it may be feasible to show all grades and options on a single card. The record should contain the following information: 1. Eligible's rating, including preference points. If the examination includes a written test, the part scores may be recorded. 2. Appropriate veterans preference symbol (CP, CPS, XP, TP) for preference eligibles. A notation such as "NV" may be made to indicate that no preference has been allowed. 3. Job Specialty in which rated eligible. If register cards are used and separate cards are made for each grade, option, or position, the Examining Office may wish to post only rating, grade, etc., at the top of the card and note the bottom of the card with the other grades and options for cross reference purposes. Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 3 C. 4. Examination number. This is the public notice or announcement number. 5. Identification number. If the applications are to be filed numerically, record the application number. Record each candidate's social security number if it will be used to break ties. 6. Date of entry (registration date) onto the competitor inventory. 7. Other eligibilities. When separate cards are prepared for each option and grade, the Examining Office may want to list at the bottom of the card all other eligible ratings, grades, options, or positions resulting from the same application. 8. Special notations. Any limitations or modifications of eligibility should be noted, e.g., subject to completion of a 4-year college degree. In a card system, the notation would typically be placed at the bottom of the card. 9. If the application was accepted after the closing date, the register card should be noted to show the reason for acceptance, e.g., "Reopened" or "Delayed." Order of Eligibles on Pre-rated Competitor Inventories. Title 5 U.S.C. § 3313 prescribes the order of entry of eligibles on inventories and certificates. 5 CFR 330, Subpart G prescribes the order of selection when ICTAP eligibles are present. (See Section 4.3.B7) 1. For professional and scientific positions at grades GS-9 and above. professional or scientific positions in Section 8.4.B and Appendix E) (See definition of Enter in the following order: a. ICTAP and other special consideration eligibles. (See Section 4.3.B7) b. Eligibles who lost consideration due to erroneous certification. (See Section 8.14) c. All other eligibles in score order. NOTE: Within each of the above groups, eligibles are entered in the order of their numerical ratings including veterans preference points. (i.e. See paragraph 4 below.) 2. 3. For other positions, enter in the following order: a. ICTAP and other special consideration eligibles. (See Section 4.3.B7) b. Eligibles who lost consideration due to erroneous certification. c. All 10-point preference eligibles who have a service-connected disability of 10 percent or more (CPS and CP). d. All remaining eligibles in score order. For positions which are restricted to veterans, enter in the following order: a. ICTAP and other special consideration eligibles. (See Section 4.3.B7) b. Preference eligibles who lost consideration due to erroneous certification. Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 4 4. D. c. All 10-point preference eligibles who have a service-connected disability of 10 percent or more. d. All remaining preference eligibles. e. All remaining eligibles (if nonveterans were allowed to compete). Tied ratings. When eligibles within a particular class have identical ratings, the ties are broken by listing eligibles in the order given below: a. Ten-point preference eligibles who have a compensable service-connected disability of 10 percent or more (CP or CPS). b. Other 10-point preference eligibles (XP). c. Five-point preference eligibles (TP). d. Nonpreference eligibles. Procedures for Establishing Deferred-rated Competitor Inventories. There is no prescribed preprinted form for establishing this type of inventory. A computer listing may be used or the inventory may be maintained in an internal computer file. Normally all grades and options are contained in a single entry following the candidate's name. However, where manual systems are used, separate listings can be used for each grade or occupational option. The entry should contain: 1. Options and grades for which the applicant is being considered. 2. Appropriate preference symbol (CPS, CP, XP, TP) if preference is allowed. 3. Application number if the qualifications statements are going to be filed numerically. 4. Examination/announcement number. 5. Date of entry onto the competitor inventory; and 6. Special notations. Where appropriate, information which limits or modifies availability should be listed (e.g., geographic availability, availability for temporary work, willingness to travel, etc.). Unique notations such as subject to meeting maximum entry age requirements or the authority for the acceptance of a late application (e.g., "Reopened" or "Delayed") should be noted on the eligible's application if there is no provision for such in the inventory listing. E. Notices of Receipt of Application Under Deferred-rated Competitor Inventories. The notice should show the title and number of the examination, the name of the issuing office, and the date of issue. It should also describe how the applicant will receive consideration for the positions, options, and grades covered by the inventory. The notice should clearly state that it is not a notice of rating and any determination of eligibility has been deferred. However, some deferred-rated examinations may provide for a general screening and rating of qualifications. This determination/rating should be included in the notice of receipt of application. F. Replenishing a Competitor Inventory (Reopening) and Recompetition. When an examination for a suspended competitor inventory is reopened to the receipt of new applications, eligibles are added to the inventory in the order in which their applications are received and rated. Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 5 1. Reexamination of eligibles. Applicants rated eligible may file again and be reexamined if the examination is still open unless the frequency of recompetition has been limited. 2. Reexamination of ineligibles. Applicants who are rated ineligible may reapply and be examined at any time provided the examination is still open, unless the examination provides otherwise. 3. Recompetition in a written test. If an applicant competes more than once in a written test, the highest rating is the official one. Exceptions: 1) when a previous eligibility has expired, the latest rating is the official one; 2) if an applicant recompetes when Recompetition is restricted, any resulting rating is disregarded. 4. Reexamination of 10-point preference applicants. Persons entitled to 10-point preference may apply for reexamination/reopen for any position or grade covered by a closed announcement. (See 5 CFR 332.311 and Section 6.3 of this Handbook.) 5. Multiple applications. One person’s multiple applications will be combined and the ratings reconciled, if different. Examining Offices may, at their option, return or destroy identical submissions to conserve filing space. § 7.3. A. B. MAINTAINING COMPETITOR INVENTORIES Period of Consideration. The period of consideration or length of eligibility, may vary by examinations. It is established in the examination plan and is usually for either 6 months or 1 year, but may be shorter or longer. 1. Notice to Applicant. Information on the length of the period of consideration and instructions on how it may be extended should be included in the notice to the eligible that his/her application has been entered onto the competitor inventory (Notice of Rating/Notice of Results). Examining Offices should always clearly tell eligibles when their eligibility expires. Therefore, when an eligible extends eligibility, a notice will be sent with the new date of expiration of eligibility. Eligibility is extended for an additional period from the date it was to have expired (not the date of the communication from the applicant). 2. Remaining in the Inventory. An eligible may retain eligibility beyond the initial period of consideration, by updating his/her application at the intervals provided for in the notice of rating/notice of results. Any communication received from the applicant during the last 2 months of his/her eligibility, that clearly indicates continued interest in employment should be considered as a request to extend eligibility (e.g., letter changing address, Congressional inquiry). 3. Expiration of Period of Consideration. An eligible who does not communicate his/her continued interest in employment within the prescribed period is removed from consideration and put in the inactive inventory for a period of one year. Changes of Name, Address, or Availability. As notices of change in name, address, or availability are received, appropriate changes are made in the inventory records and on the application. Pen and ink changes to applicants' records should be clearly initialed and dated by the Examining Office employee making the changes. Acknowledgment of the receipt of this information is at the discretion of the Examining Office. The correspondence should be filed with the application for documentation purposes. Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 6 C. D. Other Changes. 1. From eligibles. Notifications may be received from eligibles which will require changes in the inventory. For example, eligibles may request that their period of consideration be suspended, or replies about availability may be received in response to a general circularization of the inventory. Action is taken to suspend, continue, or restore the period of consideration in these cases in accordance with the information in the eligible's communication. Appropriate notations are made in the inventory records as necessary. This correspondence should be filed with the application as supporting documentation. 2. Notification by appointing official. Changes resulting from appointing officers' communications with eligibles are made in accordance with instruction in this manual on auditing certificates (See Section 8.13.H). Granting or Withdrawal of Veterans Preference. Change of Veterans Preference. Whenever veterans preference is granted or withdrawn after entry into the competitor inventory, appropriate changes are made to the competitor's rating and records. An amended notice should be sent to the applicant informing her/him of the new rating. E. F. Changes Occurring While Eligible Is On A Certificate. Appointing Officers should be notified of significant changes in an eligible's status which occur while his/her name is on a certificate to them. The following changes should be reported: 1. Changes that would Remove the Eligible from Consideration. Include (1) suspension of eligibility; (2) reevaluation of qualifications resulting in an ineligible rating; and (3) statement from the eligible that he/she is no longer available. 2. Changes that would Impact on Further Contact with the Eligible. Include changes of address or phone number. 3. Changes that Alter the Eligible's Position on the Certificate. Include revocation of veterans preference or reduction in veterans preference from a higher type of preference. However, in order to protect commitments which may have already been made from the certificate, other changes need not be reported. These include changes in numerical rating and awarding of higher preference standing. Updating Qualifications and Rerating Eligibles 1. When to Accept Additional Qualifications Information. Notices of rating and other information materials emphasize when up-to-date information may be submitted; e.g. with requests for extension or consideration during the last 2 months of eligibility. However, eligibles sometimes submit additional information on a more frequent basis. Whether or not this information may be accepted depends on whether the examination is open or closed/suspended. 2. Under Open Examinations. Review the information submitted upon receipt. If it would provide a significant increase in the candidate's score or chances for referral, Examining Offices should evaluate it upon receipt rather than holding the information until a request for extension is received near the end of the eligibility period. If the information would entitle the applicant to consideration at a higher grade level, it should also be evaluated upon receipt; provided, the announcement is open at that level. Applicant requests for consideration at higher or lower grade levels or under different options should be honored at the time of request if the examination is or was open for the grades and options during the eligible's period of consideration. If the score Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 7 or grade level in a previously issued notice of rating changes, a new notice of rating is issued with a new eligibility period. 3. G. Under Closed Examinations. When the examination is closed or suspended to the receipt of new applications, Examining Offices may choose to allow eligibles to submit for rerate, information on additional qualifications gained after the closing date, only during the two months prior to the expiration of their eligibility. The eligible may request consideration under different options and grade levels at any time if the announcement was open for those options and grades during the eligible's period of consideration, and the eligible met the qualification requirements at that time (see c and d below). a. Additional education or experience (even that gained after the closing date) can be credited for the purpose of improving the eligible's score. b. The crediting of experience/education gained after the closing date applies only to those candidates who are eligible as of the closing date. Basic eligibility is not affected. Therefore, applicants initially rated ineligible would, upon appeal, have to establish that they were eligible as of the closing date of the announcement. Likewise, under deferred rating examination, eligibles must have been qualified as of the closing date of the option/level in question. c. The eligible should be rated at a higher grade if the higher grade was opened to the receipt of applications since the last update, and the eligible would have been rated eligible had he/she applied during the open period. d. If requested, at the time of update, or earlier, the eligible may be rated for a lower grade or a different option, if these had been open since the last update, and, if the eligible would have been rated eligible had he/she applied during the open period. Restoration to the Competitor Inventory 1. Removal After Selection. Eligibles removed from the inventory after selection may not be restored to the active inventory without competing in the examination under the same conditions as all other competitors except as indicated under 3 below. If a written test is required, the applicant, at the time of recompetition, need not retake the same test if previous test scores are available. In addition, when an eligible is removed from the inventory after selection, it is only for positions in that particular series and grade with the same promotion potential. The applicant is still entitled to eligibility for other series and grade(s) for which he/she has been determined qualified. 2. Removal for Failure to Respond to Official Correspondence. Records of eligibles removed from the inventory for any reason except appointment are placed in the inactive inventory file for a period of one year. These eligibles are entitled to restoration upon request any time during that one year period, whether the examination is open or closed. 3. Special Classes of Applicants. The following classes of applicants are entitled to restoration to the competitor inventory or its successor upon request whether the inventory is open or closed to receipt of applications: a. A preference eligible who resigns without delinquency or misconduct from career or careerconditional employment if he/she applies within 90 calendar days after separation (5 CFR 332.321); and Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 8 b. 4. § 7.4. A. B. Employees separated (voluntarily or involuntarily) during probation without delinquency or misconduct (5 CFR 332.323). Notification of Restoration. Applicants should be notified of the action taken on their requests for restoration. TERMINATING OR COMBINING COMPETITOR INVENTORIES When to Terminate a Competitor Inventory 1. Before a new inventory covering the same positions can be established (as when a new qualification standard or rating schedule is implemented), the old inventory must either be terminated or combined with an equivalent new inventory. 2. Old inventories must be terminated if one examination has a written test and the other does not, unless another procedure has been authorized by OPM. 3. An existing inventory may be terminated when it is no longer needed to fill vacancies, or when a case examining approach is better suited to the agency's needs. Procedure for Terminating a Competitor Inventory 1. Sufficient information to enable reconstruction of the events should be noted in the inventory case file, such as listed below. If an OPM Form 3911, or similar form, is used, the information may be recorded there. a. Date of termination of the competitor inventory; b. Disposition of the applications on the competitor inventory; c. Date of the last appointment from the inventory; and d. Whether a successor inventory was established. 2. Eligibles Entitled to Extended Consideration. If no successor inventory is being established, but the agency expects to fill future vacancies through case examining, the applications of persons entitled to extended consideration must be retained in a separate file that is readily accessible for future vacancies (See Section 8.14). Persons to whom this paragraph applies include 10point preference eligibles and individuals who lost certification opportunities or failed to receive bona fide consideration. 3. Notifying Eligibles when Terminating Inventories. Whenever an existing inventory is to be terminated, all active eligibles must be notified in writing. 4. a. If a new examination will be conducted for the purpose of establishing a new inventory, eligibles should be advised about the upcoming open dates and the procedures to follow if they wish to apply. b. If case examining procedures will be used, competitors should be told how to find out about future announcements. Alternative to Termination. When qualification requirements or rating schedules change, the old inventory is usually terminated. However, an Examining Office has the option to reevaluate the Delegated Examining Operations Handbook Inst. 5 - October 1999 VII - 9 qualifications of all eligibles on the old inventory under the provisions of the new examination and enter those that are qualified into the new inventory. Applicants who may not meet the new requirements must be allowed to submit new application materials, particularly if a period of time has elapsed in which the applicants could have gained additional education or experience. Under this option, a new notice is issued if under the new examination an eligible’s score or previous eligibility has changed from that contained in an earlier notice. C. D. Disposition of Records 1. Applications are pulled and scheduled for disposal in accordance with the Records Retention and Disposition Schedule as contained in Appendix G of this Handbook. 2. Terminated register cards or equivalent records are pulled, attached to the OPM Form 3911 (or similar form), and scheduled for disposition. Procedures for Combining Competitor Inventories. When competitor inventories are combined and there has been no change in the rating procedure, the scores are not changed. 1. Order of Listing Eligibles. When an existing competitor inventory is combined with a new inventory, current eligibles on the existing inventory are merged with the new inventory in the same order as if the list had resulted from one examination. Eligibles entitled to priority consideration on the old inventory for reasons such as lost consideration or lost certification retain their preferred standing on the combined inventory. 2. Period of Consideration. When an existing competitor inventory is combined with a new inventory, current eligibles on the existing inventory are normally not given a new full period of consideration, but only remain on the new inventory for their unexpired period of consideration. If an exception is made, eligibles should be notified of their new period of consideration. 3. Different Ratings. When a new inventory is combined with an existing one, the name of an eligible who is on both lists is entered on the combined inventory with the higher rating. However, eligibles with preferred standing, e..g, erroneous consideration, CTAP/ICTAP, priority referrals, on the old inventory retain their preferred standing on the combined inventory. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 1 SECTION 8 - CERTIFICATION PROCEDURES References: 5 U.S.C. 2301: .5 U.S.C. 3309: 5 U.S.C. 3313: 5 U.S.C. 3317: 5 U.S.C. 3318: 5 CFR 316: 5 CFR 332: 5 CFR 339.306: 5 CFR 332.404: 5 CFR 332.405: 5 CFR 731: Merit System Principles Additional Points in Examining for Preference Eligibles Order of Certification Certification of Names for Appointment. Selection from Certificates; Rule of Three; Passover of Preference Eligibles Temporary and Term Appointments Recruitment and Selection through Competitive Examination Processing Medical Eligibility Determinations on Certificates of Eligibles Order of Selection From Certificates Three Considerations for Appointment Objections Based on Suitability www.opm.gov/deu - OPM Delegated Examining § 8.1. THE CERTIFICATE OF ELIGIBLES A. Definition. A certificate is a list of the highest-ranked eligibles in score and veterans preference order, submitted to an selecting official for appointment consideration in accordance with the competitive selection laws and regulations. B. Numbering the Certificate. The Examining Office should establish an orderly sequential numbering system for its certificates. The only requirement of the numbering system is that it include either calendar or fiscal year as part of its scheme. For example, 98-0001 would be the first certificate issued in FY 98. The unit can use any other expansion or variation of this basic scheme it wishes, so long as the numbering scheme is applied uniformly to all certificates issued. The Examining Office may find it useful to assign a certificate number when the initiating SF 39 or other initiating document is received to facilitate tracking it throughout the examining process. C. Information to be Included on the Certificate. The certificate must contain the following information: 1) 2) 3) 4) 5) 6) certificate number; title of the job; series; grade; duty location; and issue date. Additionally, the certificate must also contain: 7) 8) 9) the eligibles’ names, and social security numbers; the rating of each eligible certified, including their veterans’ preference points; and the appropriate preference symbol of each eligible: CPS, CP, XP, TP or NV. (Use of the NV code is optional.) Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 2 All eligibles listed on the Certificate of Eligibles must follow the order of certification stated in Title 5 U.S.C. § 3313. (See Section 8.4 below) Once the selecting official has returned the certificate, the Examining Office must ensure that the case file is documented to reflect the action taken on each of the competitors who were certified for selection. Typically this documentation is included on the certificate itself. The reverse side of the SF 39 contains symbols which OPM has historically used to report actions on competitors. Agencies should continue to use these symbols. It is recommended that each eligible's address and available phone numbers (home and work) be included with his/her name on the certificate. This is mandatory whenever the application or résumé is not sent with the certificate, e.g., a certificate issued for a temporary position. If the application is not referred with the certificate, OPM uses the # symbol placed next to the applicant's name, address, and telephone numbers. The # is footnoted on the certificate to indicate that the application is not attached. This process is optional to agencies. § 8.2. CERTIFICATION FROM AN INVENTORY A. After determining that there is an appropriate inventory, sufficient qualified candidates are identified from the inventory to enable the appointing officer to consider eligibles for each vacancy. Agencies may elect to use dual certification (see Section 8.2.D). However, agencies must dual certify when there is a single vacancy being filled at multiple grade levels to avoid veterans preference violations. A minimum of three eligibles should be referred for each vacancy (or two more names than the number of vacancies). If there are fewer than three eligibles per vacancy to be referred, public notice and recruitment efforts should be reviewed to determine if they were adequate, i.e., was the open period adequate, should public notice have been expanded to include targeted recruitment, newspaper ads, etc. If a selection cannot be made from less than three names, management may request additional recruitment and certification. At the discretion of the certifying office and based on its past experience, additional names may be certified to compensate for eligibles who may be expected to decline or fail to respond to an inquiry of availability. B. Bona fide Consideration. An eligible is considered to have received bona fide consideration when his/her name is within reach for an appointment and a legal appointment is made. That is, the agency did not pass over a preference eligible to select a lower-standing non-preference eligible without proper approval. C. Dual Certification. The names of eligibles who are entered on the certificate may be removed from the inventory and placed in the temporarily inactive file or they may remain in the inventory and be dual referred for any number of vacancies. Remember, agencies must dual certify when there is a single vacancy being filled at multiple grade levels. Because persons whose names are out on certification are temporarily out of circulation, care should be taken to see that the certificate is returned as soon as possible. For this reason, where eligibles are not dual referred, a certificate that is issued from an inventory is valid for only 30 days, but may be extended for valid reasons. Requests for extensions should be carefully evaluated and only approved for short periods of time. D. Multiple Request. If an inventory is being used to fill two or more requests at the same time, it is usually desirable to divide the eligibles among the requests. To fill two requests at the same time, eligibles would be divided as follows: the eligible with highest score goes on the first certificate, the eligible with the second highest score goes on the second certificate, the eligible with the third highest score goes on the first certificate, and so forth. This results in equitable distribution of the best qualified eligibles to the selecting officials and also results in those eligibles receiving the earliest possible consideration. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 3 E. F. Secondary Certification. 1. 2. F. In the absence of an inventory that is directly applicable to a vacant position, an Examining Office may use another inventory that is closely related in series, specialty, grade, and other appropriate factors like location as a secondary certification source. The use of a secondary source is strictly optional; the Examining Office may also choose to announce the job, either to establish an appropriate inventory or under case examining procedures. When used, secondary sources must meet the following tests: a. The qualification requirements of the current vacancy must have enough in common with the qualification requirements of positions covered by the inventory that there is a likelihood of finding eligibles on the inventory who would be qualified for the vacancy. b. The salary of the current vacancy should be substantially equal to the salaries of positions covered by the inventory. A difference of approximately 20 percent above or below the salary of the vacancy is permissible. When a choice exists, the use of a higher-grade inventory is usually preferred over a lower grade one since better qualified candidates can be identified. When a secondary source is used, persons listed on the resulting certificate must be fully qualified for the vacancy. Certifying for Temporary Appointments. When certifying from an inventory to fill a temporary job, eligibles who have stated for the record that they do not wish to be considered for temporary employment should not be certified. Other eligibles should be certified, including persons who have not stated a preference either way. (With the use of résumés in lieu of SF-171s, many applicants will not have addressed the issue of consideration for temporary employment.) When an inventory is used to fill permanent and temporary positions, the names of persons referred for temporary appointments must remain in the active inventory so that they will not miss opportunities for permanent employment. G. Certifying for Term Appointments. Term positions are typically considered the same as permanent positions for the purpose of certification. That is, certification for term appointments is generally topof-the-register, without regard to whether or not an individual is willing to accept less than permanent appointment. However, if the announcement specifically requested applicants to identify whether or not they would accept a term appointment, and the applicant stated that they would only consider permanent positions, the agency does not need to refer those applications for selection for term positions. If an eligible is certified for a term position, his or her name should remain in the active inventory for consideration for permanent employment. H. Certifying for Interdisciplinary Positions. An interdisciplinary position is a position involving duties and responsibilities closely related to more than one professional occupation. As a result, the position could be classified to two or more occupational series. The nature of the work is such that persons with education and experience in either of two or more professions may be considered equally wellqualified to do the work. Interdisciplinary positions generally fall into one of the following two categories: 1) Positions which involve a specific combination of competencies/KSA’s characteristic of two or more series. Such positions involve the performance of some duties which are characteristic of one series and other duties which are characteristics of another series. For example, an agency has a position to be filled involving the development of an experimental drug for patients with mental disorders. The project may be accomplished by an employee trained in either Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 4 chemistry, pharmacology, psychology, or medicine. Although the position to be filled draws from a variety of disciplines, the final classification of the position could be General Health Science, GS-601. 2) Positions which involve competencies/KSA’s which involve knowledge which is characteristic of either of two or more series. These positions include work which is substantially identical to work performed in either the professional occupations or academic disciplines involved. For example, an agency has a position to be filled performing research work on flood control issues. The project may be accomplished by an employee trained in either civil engineering or hydrology. Since both occupations include work which is substantially identical to work performed in either series, the position could be classified to either the Civil Engineer Series, GS-810 or Hydrology Series, GS-1315. In both categories, the position description should show clearly that the position is interdisciplinary and indicate the various series in which the position is to be classified. The final classification of the position is determined by the qualifications of the person selected to fill it. Examining Offices should create and issue only one certificate of eligibles for a single interdisciplinary position. The first step in creating this certificate is to evaluate all applicants based on the appropriate qualification standard for the series in which they are applying. The second step is to develop the rating schedule (crediting plan) using the competencies/KSA’s identified for the position. The next step is to apply the rating schedule to all eligible applicants regardless of series. Eligible applicants are rated and ranked on the same competencies/KSA’s. The final step is to issue the certificate as an interdisciplinary position with all the eligibles ranked in order with the series for which each eligible qualified noted next to their names. Examining Offices should not issue multiple certificates for single interdisciplinary positions. It is OPM’s General Counsel’s opinion (dated May 18, 1998) that issuing multiple certificates violates the Rule of Three and possibly veterans’ preference if a preference eligible is certified. I. § 8.3. Certifying for Multiple Grade Levels. When a position is announced at multiple grade levels, eligible candidates must be certified for the lowest grade or salary he or she is willing to accept to the highest grade level for which he or she is qualified. For example, an announcement for an Engineering Technician, GS-802-7/8/9/10, and an applicant is willing to accept a GS-8 salary and the highest grade level the applicant is qualified is GS-9. The applicant must be referred on the GS-8 and GS-9 grade level certificates if the ratings are within reach for certification. NUMBER OF APPLICANTS CERTIFIED UNDER CASE EXAMINING By definition, case examining procedures involve a one-time-only action. There is no expectation of filling other vacancies at a later date. Therefore, all eligible competitors may be certified or the minimum number of eligibles cited in Section 8.2.A or based on past experience with the occupation the number of eligibles certified is flexible. Also, the time limit for return of the certificate may be longer (90 days is usually standard). § 8.4. A. ORDER OF CERTIFICATION Regular Order of Certification for Most Positions. This instruction covers certification for all jobs, except (1) professional and scientific positions at GS-9 and higher, and (2) positions restricted to preference eligibles. After all eligible candidates have been assigned numerical ratings and preference points, the order of certification is as follows: (Title 5 U.S.C. § 3313 prescribes the order of entry of eligibles on certificates and 5 CFR 330 Subpart G prescribes the order of selection when ICTAP eligibles are present.) (See Section 4.3.B7) Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 5 B. 1. ICTAP Eligibles 2. District of Columbia Department of Corrections Eligibles (See 5 CFR 330 Subpart K). 3. Panama Canal Zone Displaced Employee Eligibles (See 5 CFR 330 Subpart L). 4. Lost Consideration Eligibles are certified at the top of all certificates including those described below in “B” and “C”. (See Section 8.14) 5. Eligible 10-point compensably disabled veterans (CPS and CP) go to the top of the certificate, regardless of numerical rating, ahead of all other candidates. If there is more than one CPS/CP eligible, they are listed in score order. For this step, there is no difference between CPS and CP veterans. 6. All other eligible competitors in score order. If there is a tie in numerical score between eligibles in different preference categories, the order of precedence is: XP, TP, and then NV. For example, an individual with a rating of 98 XP is listed ahead of a person with 98 TP, who is listed ahead of 98 NV. Order of Certification for Professional and Scientific Positions at GS-9 and above. At grades GS-9 and above, compensably disabled preference eligibles (CPS and CP) are not automatically placed at the top of certificates in professional or scientific positions. They are certified in score order, including the 10 preference points. In the event of a tied rating with candidates in other preference categories, CPS and CP have precedence over all other categories. When ICTAP eligibles are present, see Section 7.2.C.1 for the order of selection. (See 5 U.S.C. 3313 and 5 CFR 330, Subpart G) Professional and scientific positions are those in a series identified in the OPM publication Handbook of Occupational Groups and Series as being professional or scientific. The Handbook is essentially a compilation of “series definitions” taken from OPM’s classification standards. Therefore, in the absence of the Handbook, users may also refer to the applicable classification standard. It is very important to verify the professionalism of a series, since a mis-identification could lead to a violation of veterans preference law and the invalidation of an appointment. An interim list of professional and scientific positions can be found in Appendix E. (See Section 8.8. C and 8.14.) C. Order of Certification for Positions Restricted to Preference Eligibles (See Section 6.5). CPS and CP eligibles are certified ahead of other candidates. Then the names of other preference eligibles are certified in score order. Should a tied score exist, veterans with an XP designation are referred ahead of those with a TP designation. Non-preference eligibles should be certified only if there is a likelihood that the supply of preference eligibles will be exhausted before all vacancies have been filled. When non-veterans are certified, they are listed below the last preference eligible. D. Certification of Unrated Eligibles. When the circumstances of a competitive examination produce three or fewer eligibles, and they are either all nonveterans or all veterans, they need not be rated and ranked. They can simply be listed randomly on the certificate (See Section 8.5.C.), with a notation “eligible” (or other agency designation) in lieu of a rating. § 8.5. A. TIED RATINGS It is possible that tied ratings will occur among eligible competitors in the same preference category. When this happens, it will be necessary to use a method for breaking such sub-group ties on a consistent basis. It is appropriate to use job-related factors provided the factors have not already been used in the ranking process. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 6 B. If ties still exist after job-related factors have been used, and if the requesting agency has a name request candidate within the tied range, the examining unit may place the name request ahead of other eligibles with the same rating within the sub-group. The name request tie breaking procedure can also be applied if a name request candidate is identified after the certificate of eligibles is issued to the selecting official; provided, the identification of the name request was based on a job related factor, such as, an interview. C. The final procedure to break ties is to do it randomly. OPM recommends using the last digit of eligibles’ Social Security Numbers in conjunction with a table of random numbers. Those procedures are explained in Appendix J. Agencies may adopt other methods of randomly breaking ties. Care must be taken to assure that the method is truly random. Listing eligibles alphabetically, for example, is not acceptable. Whatever procedure is adopted must be recorded if used to break candidate subgroup ties, and kept with the certificate documentation records. The method of tie-breaking must be consistently applied in all certification. § 8.6. CERTIFYING NAME REQUESTS A. The tie-breaking procedure described in Section 8.5.B may be used. B. In deciding how many names to certify, the certifying official may elect to certify all the way down to the name request. That option would certainly be reasonable in case examining situations. Greater judgment must be exercised when certifying from registers, because of the fact that persons certified for one position are temporarily placed in the inactive section for other positions unless dual certification procedures are used. If reaching the name request would mean adding many names with little likelihood of reaching the name request, then it would generally make more sense not to certify the name request, and refer a smaller number of candidates. If, however, dual certification is used, there is no limit on the names that may be certified since the rule of three still governs. C. Once a name request has been certified, he/she must be treated like any other eligible competitor. § 8.7. COMPLETING THE REQUEST FOR CERTIFICATION FORM (e.g., SF-39) A. Issue Date. The Examining Office must date the certificate of eligibles on the day the certificate was issued. B. Signature and Date. When issuing a certificate, the issuing official in the examining unit must sign the certificate request for certification form and the certificate number and date must be recorded. C. Return Date. The due date for return of the certificate should be marked on the request for certification form. D. Distributing Copies. The Examining Office should send the original plus one copy of the certificate and retain one copy. Applications of certified eligibles should accompany the certificate, if available. § 8.8. A. ADDING NAMES TO (OR REARRANGING NAMES ON) OUTSTANDING CERTIFICATES Reopened Examinations. Applications from all categories of applicants entitled to reopen examinations must be accepted, rated, and their names added to the certificate, if received before the certificate is issued. Once issued, however, the certificate should not be amended to include delayed applications unless so requested by the selecting official. (See Section 6.1.) However, Examining Offices should notify the selecting official that additional applicants were received. If a selecting official chooses to request an amended certificate, care should be taken to include all eligibles with scores at or above the scores of those eligibles initially referred. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 7 B. C. D. Changed Rating. Generally, additional information submitted by an applicant should not be used to amend a certificate that has already been issued. However, there are exceptions. They are as follow: 1. If the new rating is "ineligible," the applicant must be removed from the certificate. 2. If the eligible was erroneously awarded a higher type of veterans preference than that to which he/she was entitled, the rating and preference code must be changed and the eligible must be moved to the proper position on the certificate. 3. If the selecting official requests that the amended rating be used, the candidate should be added to the certificate (or re-positioning on the certificate, whichever is applicable). When adding or re-positioning an eligible, be sure to include the names of any other eligible candidate who also may have provided clarifying or additional information which amended his/her score. Examining Office Error. If, after the certificate has been issued, an Examining Office error is discovered which would change the order of consideration, the selecting official should immediately be contacted as to the status of the selection procedure. 1. If no appointment has been made. The certificate must be corrected before any further agency action is taken. 2. If an appointment has been made. It has long been the practice at OPM to consider erroneous appointments made due to Examining Office error as an “error of the Commission”. In this case the incumbent is not removed from his/her position and those applicant(s) who lost consideration will be given priority consideration. The Examining Office must document the error, identify individuals who are eligible for priority consideration, and document each time the individual is given priority consideration. (See Section 8.14 on Erroneous Certification.) Processing a Change to a Certificate. The reasons for any change to a certificate must be supportable under merit principles and fully documented for the record. The Examining Office must notify the selecting official clearly identifying the change to be made in writing, including the exact new position on the certificate of any candidate added or changed. § 8.9. A. B. SUPPLEMENTAL CERTIFICATES Definition. A certificate is identified as a supplement when there is another certificate outstanding and the following items are the same: 1. Appointing Officer; 2. Type of Appointment; 3. Duty Location; and 4. Title, Series, Grade, and Qualification Factors (i.e., Selective or Quality Ranking Factors); and 5. Employment Conditions (i.e., travel, part-time vs. full-time, etc.). Purpose. Supplemental certificates serve to protect commitments made by the appointing officer to eligibles on the earlier certificate who may happen to stand lower on the inventory than eligibles on the later certificate. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 8 C. D. A supplemental certificate may be issued when the original results in fewer than three eligibles and available candidates per vacancy. The need for supplements usually occurs for one of three reasons: (1) the declination and failure-to-respond rates are higher than anticipated; (2) additional vacancies materialize in the office of the same supervisory official to whom the original certificate was sent; or (3) a supervisor in another office (but still under the same appointing officer) has an identical vacancy. A supplement can only occur when the original certificate is still outstanding, i.e., has not been audited by the Examining Office. (When the original certificate has been returned and audited, a request for more names requires the issuance of a new certificate.) (See Section 8.10.) E. When issuing a supplemental certificate, the Examining Office prepares a new SF-39 or other requesting document, with all of the position-specific information from the original. The original certificate number is used with a suffix S-# to identify it as a supplement. For example, certificate DF6-0056,S-1 is the first supplement to DF-6-0056. F. A supplement contains the highest ranking group of eligible candidates who did not make the original certificate. Sometimes the eligibles on a supplement follow in score order right behind the lowest candidates from the original. Sometimes, however, additional eligible candidates have been put into the pool since the original certificate was issued, resulting in numerical ratings for the supplement that are higher than the scores of persons who have been selected from the original. To protect those early selections, the names on a supplement are considered to have a lower standing than eligibles on the original certificate, and eligibles on a second supplement have lower standing than those on the first, etc. In other words, ratings from the supplement are not merged with ratings from the original. (If the selecting official specifically requests to merge all candidates in score order, the Examining Office may approve the merger. However, once the certificates are merged, the rule of three is applied). G. Tie-breaking on Merged Certificates. When a supplement is merged with the original certificate, the Examining Office is creating a new certificate and it must be audited in accordance with the rule of three and veterans preference. If tied scores occur between persons on the original certificate and persons on the supplement (after the application of veterans preference), the Examining Office may decide for itself how to list the candidates with tied ratings, as long as the procedures in Section 8.5. are followed. For example, persons from the original could be listed first, followed by those from the supplement, or tie-breaking procedures could be applied to all same-score candidates on both lists. § 8.10. ADDITIONAL CERTIFICATION A. Sometimes a selecting official will return an original certificate to the Examining Office with a request for additional names. This may occur either because the original certificate resulted in fewer than three available candidates per vacancy, or because more vacancies developed. B. When this occurs, the original certificate must be audited out (See Section 8.13.) before the new one is prepared. Candidates who have been legitimately removed from consideration from the original, such as by declination or failure to respond to availability inquiries, are not placed on the new certificate. C. When an "additional certificate" is being produced, the examining office may have to first prepare a new SF-39 or other requested document. In block 8, Agency Request Number, type in "Furth. Cert. [enter the number of the original certificate]. This establishes a clear audit trail for the sequence of events that leads to the new certificate. D. A new certificate number is assigned, following the regular sequential numbering scheme established by the examining unit. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 9 E. The new certificate is prepared in regular score order, including the name of any eligible competitor from the original certificate who was not legitimately removed from consideration. § 8.11. CERTIFICATION BY GEOGRAPHIC AREA A. Basic Rule. In the competitive examining process, qualified and available applicants will be considered for referral regardless of residence. B. Exceptions: 1. When an Examining Office is preparing a certificate for temporary and intermittent positions, consideration may be limited to eligibles who reside within a normal commuting area. 2. When required by statute, an Examining Office can certify only eligibles who reside within the area of competition defined by the statute. (These cases are very rare.) § 8.12. A. Declinations and Failures to Respond. Selecting officials may eliminate from consideration any eligible who declines or who fails to respond to reasonable attempts to inquire as to his/her availability. Reporting codes for these actions are shown on the reverse side of SF-39. The official who received the declination must document these actions adequately, and the Examining Office is responsible for assuring that documentation is, in fact, proper. 1. Documenting a Declination. The preferred documentation for a declination is a written statement from the applicant. If the declination was taken verbally, the official who received the declination must prepare a written summary of the applicant's decision. Note that declinations must come from the applicant, not from another individual. 2. Documenting Failure to Respond (FR). Each eligible should be contacted in writing as to his/her availability. A copy of the letter is sufficient documentation of reasonable efforts to contact the candidate, provided, of course, that it was properly addressed and actually sent. Telephone calls alone are not considered reasonable efforts to reach the individual. Non-selects do not require written documentation of a failure to respond. 3. Documenting Failure to Report (FR) for an Interview. If an eligible fails to appear for a preemployment interview, he/she may be treated as an FR (eliminated from consideration) when: (1) there was a notice to the eligible that failure to appear for an interview would be considered as unavailability for the position; and (2) the arrangements for interview were reasonable. In considering such FR actions, the Examining Office will take into account such matters as the relative importance of the interview to the vacancy, the amount of travel, and the amount of notice given. (See 5 CFR 572) 4. B. ACTING ON THE CERTIFICATE On the issue of travel for interview, travel should normally not be required outside of the commuting area, unless the job is above the clerical level (or above the journeyman level in the skilled trades). Documenting Communication Returned Unclaimed (CR or CRU). When a properly addressed, written availability inquiry is returned by the Postal Service because it was undeliverable, the envelope (preferably unopened) is adequate documentation. Elimination of Persons Already Employed by the Agency (CE). A certified eligible may be eliminated from consideration if he or she is already serving under the same appointing officer, in the same type Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 10 position, in the same or higher grade, in the same duty location, and under the same (or preferable) type of appointment as that for which the certificate was issued. C. Three Considerations. When an eligible on a certificate has been within reach for selection three times in accordance with the rule of three, and three other eligibles were selected instead, the nonselected eligible may be eliminated from further consideration. Considerations given to an eligible from previous certificates for the same type and grade of position, by the same appointing officer, and for the same or preferable type of appointment may be counted. (The Examining Office is not necessarily expected to check for previous non-selections before certifying.) If a preference eligible was certified and was given three bona fide considerations, the preference eligibles’ employment consideration may be discontinued. However, the Examining Office must notify the preference eligible in advance of the discontinuance of certification. (See 5 U.S.C. 3317) In case examining, if an eligible has been considered and nonselected from a certificate from which three actual selections were made, he or she may be eliminated from further consideration on that certificate. Each time a job is announced on a case examining basis, it is treated as a new situation. An applicant who had filed previously for the very same position may not be removed from consideration unless there are more than three vacancies on the same announcement. The Examining Office can, of course, object to applicants on the basis of their qualifications. Note that a bona fide (official) "consideration" can only occur if there has been a selection made. An individual who was within the rule of three for selection does not receive a "consideration" if none of the three candidates is selected. D. Objections to Eligibles. When selecting from a certificate of eligibles, an agency appointing official must select from the three highest ranking eligibles available for appointment (5 CFR 332.404). Additionally, an appointing official may not pass over a preference eligible to select a lower-ranking nonpreference eligible (5 CFR 332.406). On occasion, an appointing official may wish to make a selection outside the above restrictions when it is felt that one or more of the highest ranking eligibles does not meet the requirements (qualification, medical, or suitability) for the position to be filled. Rather than afford consideration to such an eligible, the appointing official may wish to eliminate an applicant from consideration. A request to remove any eligible from consideration is called an objection. When the objection requests the removal of a preference eligible that enables a nonpreference eligible to be selected, the action is called passover. (See Section 8.12.E). Objections requesting disqualification based on medical grounds and cases involving preference eligibles with a compensable service-connected disability of 30% or more (CPS), must be processed in accordance with Sections 8.12.D3b and 8.12.D3c respectively. 1. An Examining Office has the authority to fully adjudicate most types of objections. However, in some cases OPM retains the authority for adjudication. (Refer to your Delegation Agreement for specific authority.) 2. A selecting official has the authority to object to any candidate certified by the Examining Office. However, the decision must be in accordance with the authority granted in the Delegation Agreement. 3. Objections generally fall under three major categories: Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 11 a. Suitability Disqualifications. An eligible may be disqualified on a suitability issue when derogatory information becomes known to the Examining Office and raises serious questions about an applicant's general background and character in terms of integrity, loyalty, honesty, and reliability. OPM retains responsibility for adjudicating all adverse suitability determinations, unless OPM has delegated to the head of the agency authority to adjudicate such determinations (See 5 CFR 731.202). The Examining Office must submit an SF-62, an OFI 86A, "Request for Determination or Advisory", and an OF 306, signed and dated by the applicant with full supporting documentation to OPM's Investigative Service, for approval before removing the eligible from consideration. (See OPM's website, www.opm.gov/extra/investigate, for more information.) b. Medical Disqualifications. An eligible may be considered medically disqualified when he/she has a physical or medical (including mental) condition that will prevent him/her from efficiently and safely performing the duties of the position. In considering whether a physical or medical condition will have an impact on an eligible’s capacity to perform the job efficiently and safely, an agency is required to assess whether reasonable accommodation can be provided to permit performance of the job despite the condition. OPM retains responsibility for adjudicating all adverse medical determinations of preference eligibles (See 5 CFR 339.306). The Examining Office must submit an SF-62 or other comparable documents with full supporting documentation to OPM’s Employment Service, Staffing Reinvention Office, for approval before removing the eligible from consideration. c. Objections Based on Qualifications and Other Grounds. OPM retains responsibility for making final decisions on all objections based on qualifications which would result in the passover of a compensable preference (CP) eligible with a disability of 30% or more (See 5 U.S.C. § 3318). The following list details various grounds for objecting to candidates. The list does not cover all bases on which objections may be made, nor are the decisions suggested by the guides necessarily binding under all circumstances. Each case must be decided on its own merits. The decision should recognize both the needs of the agency and the basic principles of the merit system. 1) Affiliations. Any affiliations the applicant may have which could clearly be expected to present a conflict of interest may constitute a valid objection. 2) Age. Generally, age alone is not a sufficient basis for eliminating an eligible from consideration. Agencies, however, may request the elimination of individuals who do not meet the minimum age requirements for Federal employment or who exceed the maximum age for positions with established maximum age requirements. 3) Education. When education is not an absolute minimum requirement for the position to be filled, lack of education is not a valid basis for an objection. 4) Experience. Objections based on lack of experience (general, specialized, or selective factors) may be sustained only when that experience is part of the minimum requirements for the position. 5) Performance Rating. An objection based on an unsatisfactory performance rating assigned in some previous period of Federal employment should be considered under Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 12 the guides for previous service as they relate to unsatisfactory service. The service resulting in the performance rating is the significant factor, not the rating itself. 6) Personal Characteristics. Personal characteristics are the most difficult requirements to measure and evaluate in the certification process. They are usually identified and assessed during a pre-selection interview or reference check. An objection may be based on the absence of desirable, or the presence of undesirable, personal qualities (i.e., mature judgment, tact, objectivity, flexibility, meet and deal ability, temperament, lack of initiative, unreliability, etc.), if they are essential for satisfactory job performance. In objecting to an eligible on personality traits, an agency must identify which elements of a position require the possession of certain personal characteristics and must demonstrate, through specific examples, how a particular eligible lacks these desired traits or exhibits undesirable traits. 7) Religion. Objections to an eligible whose religion prevents working on a day included in the regular tour of duty may be sustained. 8) Security clearance. If an agency cannot grant a security clearance to an applicant for whatever reason, Examining Offices should sustain the agency’s objection to that applicant. Since the legal responsibility for granting the security clearance is with the agency, it is not necessary for the agency to provide the service center with the reasons why an applicant does not meet its security requirements. 9) Gender. Consideration may be restricted to one gender only in unusual circumstances and only upon specific approval of OPM (See Section 6.1O.). These cases should always be resolved before an examination is ever initiated. (See 5 CFR 332.407) 10) Previous Service/Employment. Agency objections on the basis of previous service/employment with the same or another agency/employer may be sustained when it can be established that the application would not have been accepted had complete information been available at the time. In addition, objections to an eligible based on previous unsatisfactory service may be sustained, regardless of the general acceptability of the application, when the service was for a length of time sufficient to be considered a full and fair trial, and the character of the service was such that the eligible reasonably cannot be expected to complete a satisfactory probation in the new position. Generally, serious allegations about an employee’s performance would be reflected in performance appraisals of record. Therefore, when there are such allegations, Examining Offices should, as a minimum, ask to see these records to assure the allegations are backed up. This is especially important in cases involving an agency’s own employee. 4. An objection may be sustained when the selecting official presents information or evidence which clearly shows the eligible is not qualified for the position. An objection may be sustained even though there is insufficient basis for general disqualification of the applicant for other types of jobs. 5. The Examining Office must maintain a completely objective point of view in relation to both the selecting official's case and the rights of the applicant. 6. A selecting official may administer an additional assessment instrument (i.e. work sample test) to an applicant even though he/she has been determined to meet the basic qualification requirements of the position and has been certified by the Examining Office. However, the assessment instrument must have been properly validated and the competencies or KSA’s that the assessment instrument intends to measure must have been identified in the vacancy Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 13 announcement of the position. If the applicant does not meet the additional assessment requirements, then a selecting official can object to his/her qualification. 7. An eligible about whom an objection has been filed may be removed from consideration on a certificate only after the objection has been sustained. Appropriate action codes are explained on the reverse side of the SF-39. 8. Notification of Eligibles. In accordance with the Privacy Act, an eligible (or his/her designee) is entitled upon request to (1) a copy of the reasons submitted by the selecting official for objecting, and (2) a copy of the findings by the Examining Office on the sufficiency of the reasons. 9. Forms. Objections are usually submitted to the appropriate Examining Office on SF-62, Agency Request to Pass Over a Preference Eligible or Object to an Eligible, although agencies may also use other comparable documents. A copy of the SF-62 can be found on OPM's website (www.opm.gov/forms). E. Passing over Preference Eligibles. One of the basic rules of competitive hiring (See 5 U.S.C. § 3318(b)) provides that an appointing officer may not pass over a preference eligible to select a lowerranking non-preference eligible, unless he or she submits reasons to the Examining Office that are sufficient to warrant the passover. (Note that a passover occurs only when a preference eligible is to be passed over in favor of a non-preference eligible. It is permissible to select a lower standing preference eligible, even if the selectee has a lesser category of preference. Thus, for example, a TP veteran may be selected instead of a higher ranking CP veteran as long as it occurs within the Rule of Three.) 1. The process for passing over a preference eligible is the same as the process for objecting to an eligible, except that by law [5 U.S.C. § 3318 (b)(2)], OPM retains authority to adjudicate the proposed passover of a 30 percent compensably disabled veteran (CPS). The reasons given for a passover must be of a kind that would be considered sufficient to sustain an objection to an individual. 2. Notification of eligibles. The notification entitlements and procedures for preference eligible passovers are the same as described above for objections to eligibles--with one exception. A CPS preference eligible is entitled to advance notice of a proposed passover as described in the following paragraphs. a. b. The appointing office must notify the CPS veteran of the proposed passover at the same time the passover request is sent forward to OPM. The notification must include: 1) Notice of the proposed passover, specifying agency, title/series/and grade of the job, duty location, and certificate number; 2) An explanation of the reasons for the proposed passover; 3) Notice of the right to respond to those reasons to OPM within 15 days of the notice; 4) Address of the appropriate OPM service center and certificate number; and 5) A statement that OPM will notify the eligible of its decision. The CPS veteran has the right to respond to the reasons to OPM within 15 days of the notification. OPM must consider any response before making its determination. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 14 F. Other Actions on a Certificate. After names have legitimately been removed from consideration as explained above, the only remaining actions that can be taken with respect to eligibles are Appointed (Action code: A) or Non-Selected (Action code: NS or NN). G. Following up on Overdue Certificates. The selecting official is responsible for returning the certificate by the due date. If actions cannot be completed on time, the selecting official should request an extension of time. The Examining Office should follow-up on overdue certificates within a few days after the due date. These steps are particularly crucial for certificates issued from inventories because eligibles may be losing employment consideration for other openings. (In the case of dual certification there is more flexibility concerning overdue referrals.) H. Returning the Certificate to the Examining Office. When all actions have been completed on a certificate, the selecting official should return it to the Examining Office promptly. I. Prior to audit of the certificate, the certificate must be documented. Documentation must include the action taken on each of the eligibles certified; including the Enter on Duty (EOD) date (or probable EOD date) for each appointee. Appropriate documentation must also be included for all applicants who were removed from consideration (i.e. failure to respond, etc.). Applications of all eligibles, except for those persons who were appointed, must accompany the certificate. § 8.13. AUDITING ACTIONS ON CERTIFICATES OF ELIGIBLES A. Definition. Auditing is the process undertaken by the certifying office to review a completed certificate for compliance with legal and regulatory selection rules and procedures. B. A report or return copy of the Certificate of Eligibles must be signed and dated by the appointing official as documentation for the file. C. The certificate should be audited promptly by the Examining Office. OPM recommends a timestandard of 3 work days after return of a certificate to perform the audit. Timely audit is important for two reasons. First, if the certificate has been issued from an inventory where dual referral does not occur, the audit closes it out, and enables non-selected eligibles to be entered back on the inventory. If the certificate has been worked improperly, any hiring commitments made by the selecting official may potentially be invalid. A prompt audit will catch these errors early. D. The auditing employee has two basic responsibilities: 1. Determine that all applications, except those from selected candidates, have been returned and that all documentation required for declinations and other removals-from-consideration is in order. 2. Determine that all selections have been made in accordance with the Rule-of-Three and Veterans’ Preference. E. If a name has been removed improperly from consideration, the selecting official's action code must be changed to NS (Not Selected) before auditing continues. F. The following steps should be observed in determining the proper order of selection.: 1. Disregard all candidates who have been legitimately removed from consideration. 2. For the first vacancy, determine who the first 3 available candidates are and place a "1" beside their names to indicate the group of three from which the first selection can be made. Then Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 15 determine that the first appointee was within the top 3 available candidates, that is, that there are not 3 NS candidates above him or her. An example may look like this: 1 1 1 A D A NS FR NS A NS 95.0 TP 93.0 90.0 89.0 89.0 85.0 82.0 82.0 Armstrong Baker Carter Davis Evans Farmer Green Hamilton 3. Then determine that the first appointee is either (1) a preference eligible, or (2) that there is not a non-selected preference eligible above him/her on the certificate. If steps 2 and 3 check out, the first appointment is legal. 4. If there was more than 1 selection made from the certificate, place a "2" beside the names of the remaining two eligibles who were not selected for the first vacancy and the name of the next available eligible, working downward on the certificate. Our example will now look like this. 1 2 2 1 1 2 A D A NS FR NS A NS 95.0 TP 93.0 90.0 89.0 89.0 85.0 82.0 82.0 Armstrong Baker Carter Davis Evans Farmer Green Hamilton 5. For the second vacancy, determine that the appointee is within the second group of three and that he/she meets the criteria outlined in 3. above. If so, the second appointment is legal. It is also apparent that Davis has received two bona fide considerations and is entitled to a third. 6. If there were more than 2 selections made from the certificate, place a "3" beside the names of the remaining eligible(s) who were not selected for the second vacancy (in our example, Davis and Farmer) and the name of the next available eligible, working downward on the certificate. Our example will now look like this. 1 3 3 3 2 2 2 1 1 A D A NS FR NS A NS 95.0 TP 93.0 90.0 89.0 89.0 85.0 82.0 82.0 Delegated Examining Operations Handbook Armstrong Baker Carter Davis Evans Farmer Green Hamilton Inst. 5 - October 1999 VIII - 16 7. For the third vacancy, determine that the appointee is within the third group of three and that he/she meets the criteria outlined in 3. above. If so, the third appointment is legal. It is also apparent in our example that Davis has now received three bona fide considerations without being selected. Davis's name can now be removed from consideration if there is a fourth vacancy to be filled. His line on the certificate can be shown with a “NS-3" written on the certificate to reflect the three valid considerations (see below): 3 2 1 NS-3 89.0 Davis 8. Continue following these steps for each additional vacancy over three. G. If the certificate will not audit properly, then an illegal selection has been made. The selecting official must be notified immediately. Corrections must be made before the selected individual enters on duty. There are several options for correcting a potentially improper appointment, depending on the circumstances. See Section 8.14 which outlines procedures for correcting improper appointments that avoid removing the incumbent while giving applicants the consideration they lost. H. Changing Inventory Records as a Result of a Closed-out Certificate. When a certificate has been issued from an inventory and audited upon return, appropriate changes will need to be made to the records of eligible competitors to reflect actions of the agency's report. 1. Eligibles Reported A (Selected Eligibles) - File in the inactive section of the inventory if the appointment was career or career-conditional; file in the active section if the appointment was temporary or term. 2. Eligibles Reported CE (eliminated because they are already employed by the agency) - Career or Career-Conditional employee already serving under the same appointing officer, in the same type position, in the same (or higher) grade, at the same duty location, and under the same (or preferable) type of appointment as that for which this certificate was issued. When these symbols are used, Title of Position, Grade and Duty Location must be listed as evidence that all of the above conditions are present. The applicant's record can usually be filed in the inactive section, unless the Examining Office may also issue certificates to other appointing officers or for other series, grades, duty location, promotion potentials, specialities, etc.. 3. Eligibles Reported CR or FR (eliminated due to a failure to respond or where communication is returned unclaimed) - File in the inactive section. 4. Eligibles Reported D ( any declination symbol) - File in the inactive section unless the eligible indicates availability for future positions. 5. Eligibles Reported as NS or NN (non-selected) - File in the active section unless the eligible received three bona fide considerations for the same grade, occupation, and agency; then inactivate record. This would apply to agency-specific inventories. 6. Eligibles on Whom a Objection/Passover Request was Sustained - File the applicant’s application in the inactive section for those series and grades for which they have been clearly identified as ineligible and annotate any other files which are used to maintain veterans’ applications. Decisions about the effect of the objection/passover on future certificates should be made on a case-by-case basis as the new certificates are prepared. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 17 I. When the audit is completed and the report approved, the person auditing the certificate must sign and date the report copy. § 8.14 A. LOST CERTIFICATION DUE TO ERRONEOUS CERTIFICATION Basic Concepts 1. This section deals with procedures for giving priority consideration to applicants who have lost consideration due to erroneous certification. It is important to remember that there is no situation where an applicant must be selected. A selecting official always has the option of returning the original certificate unused; however, this does not eliminate the lost consideration eligible(s) from future positions. Thus, if we were to require an agency to appoint an applicant who has lost consideration, that would be giving the applicant an absolute right to an appointment that would not have existed had the action been processed properly. The lost consideration eligible can be non-selected and such non-selection made within the “rule of three” counts as a legal consideration. 2. For the purposes of this section, erroneous certification involves the inadvertent misranking, noncertification, or failure to give bona fide consideration to an eligible in connection with a competitive certificate of eligibles, whether issued by an agency’s Examining Office or by an OPM Service Center acting as the examining agent for an agency. The erroneous certification must be the result of an administrative error for the remedies listed in Sections 8.14.C and 8.14.D to apply. Cases of knowing or intentional manipulation of the examining system are handled based on their unique characteristics, but will typically be referred to the Office of Special Counsel. 3. In the case of erroneous certification, agencies always have the option of regularizing the appointment by removing the incumbent. However, OPM has long worked under the principle that appointments made from an erroneous certificate that was due to administrative error on the part of the certifying office constitute an error of the Commission. There is a 1917 Attorney General’s decision (CIVIL SERVICE -- ERRONEOUS CERTIFICATION, April 19, 1917.31 U.S. Op. Att. Gen. 110, 1917. WL 729 ( U.S.A.G.)), in which the Attorney General concluded that regularizing appointments from an erroneous certificate was unduly harsh to the appointee and contrary to the intent of Congress. Agency Examining Offices may also use the error of the Commission principle. 4. Erroneous certification occurs when an applicant does not appear in the correct place on the certificate (i.e., was misranked on a certificate or did not appear on the certificate at all) or when an applicant appeared on the certificate but did not receive appropriate consideration. There are two principal types of erroneous certification: those that involve a violation of law and those that do not involve a violation of law. B. Erroneous Certification Where There is a Legal Violation (Lost Employment Consideration) 1. Definition. The more serious type of erroneous certification is the case where there is a violation of law: Title 5 (Rule of Three) and possibly the Veterans Preference Act of 1944. This is known as Lost Employment Consideration or Loss of Bona Fide Employment Consideration. In order for there to be a legal violation, the following four conditions (a-d) must be met. a. A selection must be made from the erroneous certificate. If no selection is made from the certificate, there is no legal violation. b. When the erroneous certification is corrected, the applicant must move within reach. If the applicant does not move within reach, there is no legal violation. Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 18 c. When the erroneous certification is corrected, the selectee must move out of selection range. If the selectee remains within reach, there is no legal violation. d. The misranked/noncertified/nonconsidered applicant must meet all qualification and suitability requirements for the position. If the applicant does not meet all qualification and suitability requirements, there is no legal violation. 2. Steps for Correcting Erroneous Certification Where There Has Been a Legal Violation (Lost Employment Consideration) a. If the erroneous certification is discovered before a selection action has occurred, the selecting official should be contacted immediately and told not to extend any selection offers until the certificate is amended to add or rerank the eligible. b. This step is voluntary on the part of the agency. If the agency determines that an eligible lost consideration on a Certificate of Eligibles, the agency can noncompetitively appoint the eligible to a position described in one of the options below if all these criteria are met: 1) A selection action has occurred; 2) The misranked/noncertified/nonconsidered eligible is within reach; 3) The selectee moves out of reach when the eligible is properly shown on the list; and 4) The applicant meets all qualification and suitability requirements for the position. OPTIONS 1) Offer employment to an identical position (same series, same grade, same promotion potential, same tenure, same geographic location or any location the applicant deems acceptable). 2) Offer employment to any equivalent position (same grade, same promotion potential, and same tenure) for which the applicant qualifies in the same geographic areas in which the applicant lost consideration or in any geographic area that the applicant considers acceptable. If the applicant accepts one of the appointment offers described above or if the applicant declines one of the appointment offers described above, no further action is necessary. c. If either a) the agency declines to make any of the voluntary offers listed above or b) the applicant declines a position because it is not in either the same location or in one which he or she indicated was acceptable, then the following step is mandatory. The applicant must receive priority consideration for the next appropriate position (see OPTIONS below) announced under competitive procedures. The applicant eligible for priority consideration would be listed on a certificate of eligibles as the first candidate for consideration under the “rule of three.” In case examinations, the number of priority considerations would equal the number of selections made from the original certificate. In register examinations, the applicant would continue to receive priority consideration until appointed or until the applicant has received the number of bona fide employment considerations that he/she would have received had Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 19 the fault not occurred. In cases where it is not possible to determine the exact number of lost employment consideration opportunities, an appropriate number of priority consideration opportunities should be given the eligible based on the activity of the inventory, length of time consideration was lost, and the applicant’s qualifications relative to others on the register. In cases where there is an eligible for priority consideration and a well qualified ICTAP eligible, the agency may select either candidate. The eligible for priority consideration has received proper consideration only if referred to a situation where there has been either an appointment within the “rule of three” made from a certificate or an ICTAP appointment. OPTIONS The agency has the option of offering either or both of the following. (Note that for 10-point veterans, only option 1 below would apply.): C. 1) Any equivalent position (same grade, same promotion potential, and same tenure) within the agency for which the applicant is minimally qualified in any geographic area which the applicant deems acceptable. 2) Any equivalent position (same grade, same promotion potential, and same tenure) within the agency for which the applicant is well-qualified in any geographic area which the applicant deems acceptable. Erroneous Certification Where There has Been No Legal Violation (Lost Certification) 1. Definition. The type of erroneous certification that does not involve a violation of law (i.e., does not meet the four criteria in Section 8.14.B) is known as Lost Certification. Lost certification occurs when an applicant is misranked on, or left off, a certificate but correcting the error would not give the applicant real employment consideration. The following are examples of lost certification. a. Suppose an eligible was left off a certificate but would not have been within reach for selection even if he or she had received proper treatment. b. Suppose an eligible was misranked on a certificate and is within reach when the error is corrected. The selectee also stays within reach after the adjustment is made. 2. Steps for correcting erroneous certification where there has been no legal violation (Lost Certification). In the case where there has been erroneous certification but no legal violation (i.e., all four criteria listed in Section 8.14.B were not met), there is no obligation to give the applicant any priority referral. However, a misranked/noncertified/nonconsidered eligible may be placed at the head of next certificate for an equivalent position (same grade, same promotion potential, and same tenure in a geographic area which the applicant deems acceptable) for which the applicant is qualified. Note that in cases of lost certification, well qualified ICTAP eligibles must be selected before anyone on the certificate, including the eligible who is receiving priority consideration. D. Documentation and Follow-up In all cases of erroneous certification, the case file should be documented with the facts of the case. Follow-up action should also be taken (e.g., review of processing procedures and additional staff Delegated Examining Operations Handbook Inst. 5 - October 1999 VIII - 20 training) to preclude recurrence of the problem. Examining Offices should notify the applicant if his/her opportunity for consideration was affected, particularly, due to a legal violation. This should also be part of the documentation materials. § 8.15. A. CERTIFICATION TIME LIMITS Time Limit on Selection from a Certificate. 1. An appointing official may select an eligible candidate not originally reported as selected, if the selection is made within 10 business days after the date of the original report on the certificate. 2. Any other selection made more than 10 business days after the date of the original report on a certificate must have the prior approval of the certifying office. This approval may only be given if the proposed appointee is currently within reach on the inventory and would not be blocked by a preference eligible. B. Time Limit on the Use of a Case Examining File. A case examining file can be used 90 days from the time a certificate is issued to the agency personnel office to select a candidate for a vacant position. If a selection has not been made within 90 days, the agency would be required to readvertise for ICTAP. The same list of qualified and available candidates may be used to issue a new certificate for identical positions without reannouncing at any time during those 90 days. If an announcement reopens within 90 days of the original closing date, all of the original applicants to the announcement must be considered. If there is no change in selection criteria from the original announcement, applicants do not have to reapply. If there is a change in selection criteria from the original announcement, the original applicants must be contacted and informed of what other materials they must submit to be considered under the second announcement. A case examining file and all its pertinent records must be kept for at least 2-years or until the Delegated Examining Offices’s examining program is audited by OPM’s Office of Merit Systems Oversight and Effectiveness (OMSOE), whichever comes first. Upon the expiration of the two-year waiting period or upon completion of an OMSOE Tier 3 review (See Section 9.7), the records may be disposed of in accordance with the Records Retention and Disposition Schedule in Appendix G. C. Time Limit on Appointment After Selection from a Certificate. A selected candidate should normally be appointed to the position within a reasonable amount of time (30 days) from the date of selection. However, to accommodate special situations, such as the completion of education, a geographical move, obligations to current employers, temporary agency hiring restrictions, and processing of security clearances, an agency may delay appointment up to 6 months from the date of selection. If an agency exceeds 6 months, they would be required to readvertise for ICTAP. Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 1 SECTION 9 - MISCELLANEOUS INFORMATION AND INSTRUCTIONS References: 5 U.S.C. 552 and 5 CFR 294: Freedom of Information 5 U.S.C. 552a and 5 CFR 297: Privacy Act 5 U.S.C. 3110 and 5 CFR 310: Employment of Relatives 5 U.S.C. 3318(b): Competitive Service; Selection from Certificates 5 CFR Part 1320 Controlling Paperwork Burdens on the Public Agency Delegated Examining Agreement Delegated Examining Handbook, Appendix G: Records Disposition Schedule OPM Operating Manual : Guide to Processing Personnel Actions www.opm.gov/deu - § 9.1. A. OPM Delegated Examining DOCUMENTING SF-50s TO SHOW SELECTION THROUGH DELEGATED EXAMINING Instructions for documenting the SF-50, Notification of Personnel Action, for persons given career or career-conditional appointments under delegated examining are covered in Chapter 9, Table 9-A of the Guide to Processing Personnel Actions (formerly FPM Supplement 296-33.) As this Handbook, was being revised, OPM had issued interim instructions: 1. The Authority Code is either: BWA - when the agency examines under delegation; OR: ACM - when OPM examined under a reimbursable agreement. AYM-ABK - use this code to designate the Outstanding Scholar Program. AYM-ABL - use this code to designate the Bilingual and\or Bicultural Certification. NOTE: The old BFS code is no longer authorized. On February 26, 1999 (Update 30), the ACM authority code was eliminated for nonpermanent appointments (temporary and term appointments) from civil service registers maintained under other than delegated examining authority. Agencies should be using BWA for the initial appointment. There are plans to reinstate the ACM code for extensions of nonpermanent appointments only. We will keep you informed. 2. § 9.2. New legal authorities will be created to distinguish the following: (1) Agency Delegated Examining Office; (2) OPM examines under a reimbursable agreement with the agency; and (3) another agency examines under reimbursement. PROVIDING QUARTERLY WORKLOAD REPORTS TO OPM OPM's delegation agreement with agencies requires that the Examining Office provide quarterly workload reports to the servicing OPM Service Center. The required workload items are listed below. Please note that the following items should not include applications for or hires made under the Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 2 Outstanding Scholar hiring authority. Quarterly reports are due 15 work days after the end of the quarter (i.e., January 15, April 15, July 15, October 15). 1. Number of applications processed. 2. Number of selections made. 3. Number of preference eligibles selected. 4. Number of certificates audited. 5. Number of certificates in (4) which had preference eligibles at the top. 6. Number of certificates in (5) which were used. 7. Number of certificates in (5) which were unused. 8. Number of certificates in (7) unused because of CTAP/ICTAP referral. 9. Number of certificates in (4) which preference eligibles were not at the top. 10. Number of certificates in (9) which were used. 11. Number of certificates in (9) which were unused. 12. Number of certificates in (11) above unused because of CTAP/ICTAP referral. 13. Certification (during the appropriate quarter) that the annual self-audit has been completed; or other certification as required by an agency’s delegation agreement. (See Section 9.7.) Count all applications and selections, including those for temporary and term appointments, that were processed under delegated examining authority. Do not include applications and selections that occurred under either outside-the-register hiring authority or noncompetitive authority. (See Appendix K for Instructions in Completing the Delegated Examining Quarterly Report) § 9.3. PROVIDING EXAMINING INFORMATION UNDER THE FREEDOM OF INFORMATION AND PRIVACY ACTS (Information in this section is advisory only. Each agency is ultimately responsible for decisions about the release of examining information.) A. Regulations. Basic information on release of information under the Freedom of Information and Privacy Acts is found in 5 CFR Parts 294 and 297. B. General policy. As a general policy, Examining Offices should willingly furnish requested information to applicants or to their designated representatives, as long as, the release does not: 1. disclose confidential examining material; 2. interfere with the procedures of the merit system; or 3. intrude upon the privacy of other individuals. Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 3 C. Material to be Made Available. The following materials prepared by or about the individuals concerned may be made available for review (or by copying) to applicants who are the subject of the materials or to their designated representative, when requested under the privacy Act. Delegated Examining Offices are encouraged to respond to requests, even when erroneously made under the Freedom of Information Act. However, the response should always state that the records are being released under the Privacy Act. 1. Application materials submitted by the requesting individual. Notations made by raters or reviewers showing earned rating, veterans preference, and final rating may remain, as well as notations on experience blocks showing qualifying experience or quality level. 2. Inventory (register) cards or other documentation used. 3. Certification history - identification of dates, jobs, and agencies for which the eligible's name was certified. 4. Certificates of eligibles, provided the names, addresses, social security numbers, phone numbers and any other personal information on all other eligibles are masked out. (Note: The names of appointed individuals - but not other personal information about them - are matters of public record, so those names may remain unmasked on the certificate. Care should be taken to determine that the individual shown as selected actually entered on duty.) 5. Availability inquiry responses and position descriptions in the certification file. 6. Reasons for veterans passover. Title 5 U.S.C. § 3318 (b) requires that upon request, a copy of the reasons submitted by the appointing authority in support of the proposed passover and the findings be furnished to the preference eligible or his/her representative. Note: None of the above information may be made available to a third party unless authorized by the subject himself/herself in writing. D. E. Exempt Material -Not To Be Made Available. The following materials are generally not shown or copied for members of the public (including the applicant concerned) when disclosure of the materials would compromise the objectivity or fairness of the examination process. 1. Answer keys. 2. Rating schedules and crediting plans. 3. Rating sheets. 4. Test booklets. 5. Transmutation tables. Exempt Material - Confidential Disclosure on a Need-to-Know Basis. Agency employees serving as EEO counselors and individuals from outside the agency serving as EEO investigators, and other individuals with an official need-to-know, often request to see confidential information, such as applications and rating schedules. Delegated Examining Offices should use their discretion in deciding what information to disclose and under what conditions. EEO officials should usually be allowed to review all documentation, but the Examining Office can, if it wishes, control that review. For example, the review could take place in the presence of a Delegated Examining Office representative, and photocopying of documents could be prohibited. Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 4 The Examining Office should consider the consequences of releasing confidential information. For example, although rating schedules are usually not releasable, if their release would not compromise the objectivity or fairness of the examining process, they could be made public. Such might be the case for a rating schedule that was prepared for a one-of-a-kind job and will not be used again. OPM rating schedules are not to be released without our approval. F. Denial of Disclosures. Denial of disclosure of information requested under the Freedom of Information Act must cite the appropriate exemption(s) in the Act, and tell the requester of his/her right to appeal the decision and to whom. Most denials will deal with the following exemptions: 5 U.S.C. 552(b)(2) Internal personnel rules and regulations; 5 U.S.C. 552(b)(5) Interagency or intra-agency memorandums or letters; and/or 5 U.S.C. 552(b)(6) Personnel and medical files the disclosure of which would constitute a clearly unwarranted invasion of a third person's privacy. In the interest of good public relations, the reason(s) for denial should be explained wherever possible. Questions regarding issues not covered above should be referred to the agency's legal counsel for decision. § 9.4. MAINTAINING DELEGATED EXAMINING RECORDS A. Basis for Recordkeeping Requirements. Title 5 U.S.C. § 1104 requires OPM to maintain an oversight program to assure that delegated examining activities are operated in accordance with merit system principles and the standards set by OPM. To this end, agencies are required to keep appropriate records. B. Disposition of Records. Records are to be kept according to the table in Appendix G, Records Retention and Disposition Schedule of this Handbook. This grouping of records consists of documents relating to the Government-wide examination and recruitment programs. It supersedes any previous recordkeeping schedule that may have been furnished to a Delegated Examining Office, including one attached to a Delegated Examining Agreement. C. Retention of Records Pending Audit by OPM. The basic requirement for retaining examining records is: all Delegated Examining Office records must be kept for at least 2-years or until the Delegated Examining Office’s examining program is audited by OPM’s Office of Merit Systems Oversight and Effectiveness (OMSOE), whichever come first. Upon the expiration of the two-year waiting period or upon completion of an OMSOE Tier 3 review (See Section 9.7), the records may be disposed of in accordance with the Records Retention and Disposition Schedule in Appendix G. § 9.5. A. MAINTAINING FORMS NECESSARY FOR EXAMINING OPERATIONS Agency Examining Offices are responsible for acquiring and maintaining adequate supplies of forms necessary for examining operations. Standard and optional forms may be ordered through normal distribution channels. As appropriate, agencies may reprint and stock OPM forms. Agencies may also use automated documentation methods in lieu of written documentation, or design and print their own forms, except that forms that collect information directly from the public must be cleared with the Office of Management and Budget. Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 5 § 9.6. SAFEGUARDING THE EXAMINING PROCESS A. Security of Examining Files and Records. Any examining document that contains information which would not be releasable under the Freedom of Information Act or the Privacy Act (See Section 9.3.) should be maintained in a secure environment within the Examining Office. This would include (1) rating schedules and crediting plans, (2) written test materials and answer sheets, (3) certificates of eligibles, (4) correspondence files, and (5) applications. Such material should be maintained in locked filing cabinets, with access restricted to Examining Office employees only. Care must be taken to assure that restricted materials are secured at night and not left out on desks and work stations. B. Security of Computer Access. Access to computerized examining records should be limited through the use of secure passwords to employees of the Examining Office. C. Notification When an Examining Office Employee, Close Relative, or Roommate Intends to Compete. To preclude the appearance of any impropriety or conflict of interest in the examining process, an employee of the Examining Office must notify the head of the office in writing if he or she intends to compete in an examination conducted by the office. The same notification is required if an employee's close relative, member of household, or roommate intends to compete. 1. Employees of the Examining Office must be made aware of this responsibility. Periodic reminders are recommended. 2. For purposes of this section, close relative is defined as: spouse, child, stepchild, parent, stepparent, brother, sister, step-brother or step-sister, parent-in-law, uncle, or aunt. 3. For purposes of this section, employee also includes a subject matter expert who participates in the development of qualification standards or ranking of candidates. 4. The head of the Examining Office must determine whether the employee would have direct access to the examining process in such manner that he/she could influence its outcome. 5. If there is potential for influence, the examiner-in-charge of the Delegated Examining Office should make arrangements to shield the employee from participating in the examining process. Special arrangements could include (1) assigning the rating of applications to another employee or a specialist from outside the Examining Office; (2) ordering special written test material that the employee has not handled; and (3) letting another clerical employee handle application processing and certification. 6. The Examining Office head should state for the record whether special arrangements were deemed necessary and, if so, what they entailed. D. Use of Selecting Officials as Subject Matter Expert Raters. A selecting official may be used as an SME in the job analysis process. Care should be taken when using an individual who will make or recommend a selection as an SME to rate applications for the same job. E. Removing Race and National Origin (RNO) Forms Applications. Delegated Examining Offices which request race and national origin background survey forms as part of the application process must remove the form from the application during initial processing. RNO forms must be filed in a separate location where they are not available to either rating or selecting officials. Examining Offices are reminded that forms collecting information directly from the general public must be cleared with the Office of Management and Budget (OMB). (See 5 CFR Part 1320.) Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 6 § 9.7. CONDUCTING INTERNAL REVIEWS OF DELEGATED EXAMINING OPERATIONS A. Agencies are required to conduct annual reviews of their delegated examining operations using nonDEU staff and certify completing the review to OPM as prescribed by their Interagency Agreement for Delegated Examining Authority. The Examining Office must maintain a list of all discrepancies and corrective actions for a period of 3 years after the audit. B. The Examining Office must certify annually that the required internal review has been completed. An outline of points to be covered when conducting an internal review can be found at Appendix M. The Examining Office must certify to OPM that the required internal review has been completed as specified on the attached Delegated Examining Quarterly Workload Reporting Form. If OMSOE has conducted a Tier 3 review during the quarter, that fact should be reported on the form. (See Interagency Agreement IE2(t).) C. OPM has made one exception to the requirement for self-reviews. When OPM’s OMSOE has conducted a full-scale review of a Examining Office’s operation, that review may substitute for the annual self-review. Only Examining Office reviews at a Tier 3 level may be substituted for the selfreview. The next self-review may be deferred for 1 year. D. OMSOE conducts reviews at three different levels: ! Tier 1 reviews are designed to ensure that agency responsibilities for internal accountability and annual self-reviews are being met. ! Tier 2 reviews cover competitive examining as part of an overall agency personnel operations review and focus on three critical areas -- veterans preference, qualifications, and CTAP/ICTAP. ! Tier 3 reviews are intensive reviews of the agency’s exercise of competitive examining delegation authority. See Appendix M for information on the categories included in Tier 3 oversight review. § 9.8. TERMINATION, SUSPENSION, OR REVOCATION OF DELEGATED EXAMINING AUTHORITY A. Delegated Examining Agreement. The Interagency Agreement for Delegated Examining Authority, Section G, Termination, Suspension or Revocation, states, "the agreement may be terminated at any time by either party with 90 days advance notice to OPM. In such cases, the agency would not be able to fill positions using competitive examining procedures. Certification of an individual DEU may be revoked or suspended at any time by OPM." B. Advance Notice. If the agency wishes to terminate a DEU, a 90 days advance notice must be sent to OPM's Associate Director of Employment Service. C. Disposition of Records. The agency must determine where the examining records, e.g., certification files, applications, etc., will be maintained for the required period according to the Records Retention and Disposition Schedule (see Appendix G) and notify OPM of the location of the records. The agency must have the records available for OPM's review(s) during this period. Delegated Examining Operations Handbook Inst. 5 - October 1999 IX - 7 § 9.9. DELEGATED EXAMINING REVIEW SHEETS AND CHECKLISTS Appendix N of this Handbook contains quick reference sheets for Examining Office use in carrying out their delegated examining responsibility. For additional information on a specific topic, please check the Handbook references cited on the sheet. The following review sheets and checklists are contained in Appendix N: DE Public Notice Requirements DE Public Notice Preparation Checklist Accepting Applications Checklist Delegated Examining Operations Handbook Veterans’ Preference Checklist Records Retention Review Sheet DE Program Accountability Review Sheet Inst. 5 - October 1999 Glossary - 1 GLOSSARY Ability. A competence to perform an observable behavior or a behavior that results in an observable product. Administrative Law Judge. An Administrative Law Judge (ALJ) functions as an independent, impartial trier of fact in formal hearings. An ALJ is similar to that of a trial judge conducting civil trials without a jury. In general, ALJs prepare for and preside at formal hearings required by statute, to be held under or in substantial accord with provisions of the Administrative Procedure Act, in sections 553-559 of title 5, United States Code. Appointing Officer. A person having power by law, or by duly delegated authority, to make appointments. Assessment Center. A method of evaluating candidates through a variety of assessment tools such as: leaderless group discussions, interviews, role playing, group discussion and in-basket exercises. Augmentation. A procedure to add additional points to (augment) the ratings of eligibles based upon an assessment of the quality of the eligibles’ Competencies or KSAs in specific job-related criteria that were not previously measured. Auditing. The process in which certificates are reviewed to ensure compliance with legal and regulatory selection rules and procedures. Bilingual/Bicultural Program. A special hiring program was established under the Luevano consent decree to hire eligible applicants who meet the program’s criteria based on the position’s need for the Spanish language or Hispanic culture and the candidate’s level of proficiency in the Spanish language or knowledge of the Hispanic culture. (See Sections 2.7) Career Transition Assistance Program (CTAP). An agency program to actively assist its surplus and displaced employees. (See Section 4.3 and 5 CFR 330, Subpart F) Case Examining. An effective technique in filling a specific position in which the job seeker applies Delegated Examining Operations Handbook directly for the position and is rated and ranked using job-related competencies/KSAs. The DEU conducts the examination process and issues a Certificate of Eligibles but does not maintain a standing inventory except as to the specific opening. Certificate. A list of the highest-ranked eligibles in score and veterans preference order, submitted to a selecting official for appointment consideration in accordance with the competitive selection laws and regulations. Citizenship. An applicant applying for a competitive examination must be a U.S. Citizen or national of the United States. (See 5 CFR 7.4) Competency. An observable, measurable pattern of skills, knowledge, abilities, behaviors, and other characteristics that an individual needs to perform work roles or occupational functions successfully. Competency-based Job Profile. A statement of the general and technical competencies required for optimal performance in an occupation or job family. Competencies identified as critical for a job provide a basis for developing applicant assessments and related products. When fully implemented, the profile approach will replace the OPM Qualification Standards Operating Manual that currently describes minimum qualifications for Federal jobs. Competitive Appointment. An appointment based on selection from a competitive examination or under direct-hire authority. The competitive examination, which is open to all applicants, may consist of a written test, an evaluation of an applicant’s education and experience, and/or an evaluation of other attributes necessary for successful performances in the position to be filled. Competitive Examining. Competitive examining is the process used to fill civil service positions with candidates applying from outside the Federal workforce. It is also used to enable employees who do not have civil service status to compete for a permanent appointment and to enable employees with civil service status to compete for other positions. Inst. 5 - October 1999 Glossary - 2 Competitor Inventories. A competitor inventory is an alternative to case examining. It is usually used when positions in an occupation are frequently filled with non-status candidates, and it is not efficient to issue a case examining certificate of eligibles for each position filled. Competitive Status. Competitive status is a person’s basic eligibility for assignment (for example, by transfer, promotion, reassignment, demotion, or reinstatement) to a position in the competitive service without competing with members of the general public in an open competitive examination. When a vacancy announcement indicates that status candidates are eligible to apply, career and career-conditional employees who have service at least 90 days after competitive appointment may apply. Once acquired, status belongs to the individual, no to a position. (5 U.S.C. 3304a, 5 CFR 1.3) Crediting Plan. Also referred to as a rating schedule. Typically, a crediting plan is identified as an internal rating schedule. Cultural Certification. Cultural certification provides for the use of cultural factors in determining the order in which candidates are referred for employment consideration. Cultural factors are those knowledges, skills, and abilities which provide a familiarity with, and an understanding of, a cultural group’s lifestyle, customs, traditions, aspirations, and economic and social problems, and an ability to communicate, establish rapport and work harmoniously and efficiently with group members. Deferred-rated Competitor Inventory. This is a listing of applicants in alphabetical or identification number order. The list also includes options and grades for which the applicants are to be considered. This type of listing normally is preceded by only a very general screening of qualifications and is referred to as deferred-rated because applications are rated only when a certificate is requested for a specific vacancy. The rating received is usually only applicable for that specific position. Delegation Agreement. An Interagency agreement between the U.S. Office of Personnel and the head of the Department or agency authorizing delegated examining authority under Delegated Examining Operations Handbook Title 5 U.S.C. § 1104 and amended by Public Law 104-52 dated November 1995. (See Appendix A) Delegated Examining Examiners/Staff. An agency representative(s) or staff member(s) operating under the agency’s delegated examining authority. These individuals must be trained/ certified by OPM in order to conduct delegated examining functions as stated in the agency's delegation examining agreement. (See Appendix A). Displaced Employee. Under CTAP, a displaced employee is a current agency employee serving under a competitive service appointment, in tenure group I or II, who has received a specific reduction in force (RIF) separation notice, or notice of proposed removal for declining a directed reassignment or transfer of function outside of the local commuting area. The employee is still on the agency rolls. Documentation. The collection of sufficient information to enable reconstruction of the action, such as, position descriptions and job analysis for developing a rating schedule; or availability statements in the audit function. Dual Certification. Concurrent referral to more than one position from eligibilities established under a particular application procedure. (See Section 8.2) Education/Experience. An evaluation of the candidate’s competency or knowledge, skill, and ability accomplished by reviewing the factual background of a candidate to include position held, levels of responsibility, accomplishments, and the education they have received. Example: Rating Schedule or Crediting Plan. Full-Time Work Schedule. A full-time work schedule requires most employees to work 40 hours during the work week. Interdisciplinary Position. A position involving duties and responsibilities closely related to more than one occupation. As a result, the position could be classifiable to two or more occupational series. The nature of the work is such that persons with education and experience in either of two or more professions or scientific disciplines may be Inst. 5 - October 1999 Glossary - 3 considered equally well qualified to do the work. (See Section 8.2) Interagency Career Transition Assistance Program (ICTAP). A special career transition assistance program designed to give reemployment priority to federal employees affected by Federal downsizing. (See Section 4.3 and 5 CFR 330, Subpart G) Job Analysis. A systematic method of studying jobs to identify the tasks performed and the competencies or the KSAs required to perform the tasks. Job analysis information is used to develop employee selection procedures, identify training needs, define performance standards, and other uses. Job-Relatedness. A standard met when the competencies or knowledge, skills, and abilities (KSA's) in the rating procedure are shown through an analysis of the job to be necessary for successful job performance. Knowledge. A body of information applied directly to the performance of a function. Local Commuting Area. The geographic area that usually constitutes one area for employment purposes as determined by the agency. Lost Consideration (Lost Employment Consideration or Loss of Bona Fide Employment Consideration). An eligible who, though certified, is found by the examining office not to have received bona fide consideration for appointment, remains at the head of the inventory until he/she receives considerations. (See Section 8.14.B) Lost Certification (Lost Opportunity Through Fault of the Examining Office). Lost certification occurs when an applicant is misranked on or left off a certificate but correcting the error would not give the applicant real employment consideration. (See Section 8.14.C) Luevano Consent Decree. A court decree entered on November 19, 1981 by the United States District Court for the District of Columbia in the civil action known as Luevano v. OPM and numbered as No. 79-271. The decree became effective on January 18, 1982. The decree has as Delegated Examining Operations Handbook its purpose the elimination of adverse impact, if any, in the appointment of Blacks and Hispanics to a variety of positions at GS-05 and GS-07 formerly covered by the Professional and Administrative Career Examination (PACE). Merged Certificates. A merging of a supplemental certificate with the original certificate. Basically, a new certificate is created as a result of this merger. The new certificate is audited in accordance with the rule of three and veterans preference. Name Request. A means by which Federal agencies can request that a particular individual(s) be considered for inclusion on a certificate of eligibles if within reach for certification. Noncompetitive Action. An appointment to or placement in a position in the competitive service that is not made by selection from an open competitive examination, and that is usually based on current or prior Federal service. A noncompetitive action includes (1) all of the types of actions described under inservice placement; (2) appointments of non-Federal employees whose public or private enterprise positions are brought into the competitive service under title 5 CFR 316.701; and (3) appointments and conversions to career and career-conditional employment made under special authorities covered in 5 CFR 315, Subpart F. Notice of Results. A Notice or Notification Letter identifying the status of the applicants application. Objection. A request to remove any eligible from consideration. (See Section 8.12D) Objective Test. A series of questions (e.g. truefalse, fill-in-the-blank, matching, and multiple choice) or exercises designed to measure jobrelated competencies. The word “objective” refers to the scoring and indicates that there is only one correct answer. Order on certificates of eligibles. The names of eligibles are listed on certificates in score order. Outstanding Scholar Program. The Outstanding Scholar Program is a creation of the Luevano consent decree. This program permits the hiring of any individual with a baccalaureate degree who Inst. 5 - October 1999 Glossary - 4 has at least a 3.5 grade point average on a 4.0 scale or is in the top 10 percent of his or her graduating class (or of a major subdivision, such as a College of Arts and Sciences. (See Sections 1.2 and 2.7) Outside-the-Register Examining. The process in which an agency determines whether an applicant meets the qualification standards issued by OPM. If the applicant is found to be qualified, he or she is assigned either an eligible rating or a numerical score of at least 70 on a scale of 100. (See Section 2.8 and 4.2 and 5 CFR 333) Part-Time Work Schedule. A schedule that requires an employee to work less than full-time, but for a specific number of hours (usually 16-32 hours per administrative work week) on a prearranged scheduled tour of duty. Passover. A request to remove a preference eligible that enables a nonpreference eligible to be selected. (See Section 8.12D) compete in a specific enough manner to enable them to know where, when, and how to apply for positions appropriate to their qualifications and job interests. (See Section 5.2) Quality Ranking Factor. A knowledge, skill, and ability that is not essential for satisfactory performance but would most likely enable the candidate who possesses it to perform the job in a superior manner. Rating Procedure. A single, comprehensive documented process with specific criteria for making consistent and job-related determinations about the relative qualifications of applicants for a position. Reinstatement. Noncompetitive reemployment in the competitive service as a career or careerconditional employee of a person formerly employed in the competitive service who had a competitive status or was serving probation when separated. (See 5 CFR 315, Subpart D) Preference Eligible. A “preference eligible” means a veteran, spouse, widow, or mother, who meet the definition in 5 U.S.C. 2108. Preference eligibles are entitled to have 5 or 10 points added to their earned score on a civil service examination (See 5 U.S.C. 3309). They are also accorded a higher retention standing in the event of a reduction-in-force (See 5 U.S.C. 3502). Preference does not apply, however, to inservice placement action such as promotions. Rule of Three. When selecting from a certificate of eligibles, an appointing officer must, with sole reference to merit and fitness, make selection for the first vacancy from the highest three eligibles available for appointment on the certificate and not eliminated. Pre-rated Competitor Inventory. This is a listing of eligibles in the order in which they are to be certified, by option and by grade. Applicants are assigned numerical scores upon receipt of their applications. This type of listing has traditionally been called a register, and applications are referred to as being pre-rated or front-end rated. Selective Certification. A referral of only those candidates who meet the special requirements of the position, competency/knowledge, skill or ability. Professional Certification. A certification that is issued and recognized by a specific general professional community as a result of satisfaction of relative requirements being met. Example: Certified Public Accountant (C.P.A.). Public Notice. Public notice is the information dissemination process that assures that persons seeking Federal employment in the competitive service will be able to learn of opportunities to Delegated Examining Operations Handbook Seasonal Employee. An employee who works on an annual recurring basis for periods of less than 12 months (2087 hours) each year. Selective Factor. A knowledge, skill, ability without which a candidate could not perform the duties of a position in a satisfactory manner. Skill. An observable competence to perform a learned psychomotor act. Status Candidates. Refer to Competitive Status. Structured Interview. A structured interview consists of questions that are consistently used for all interviews for a particular job. The questions are based on job-related competencies critical to Inst. 5 - October 1999 Glossary - 5 job performance. It may include questions concerning job knowledge, job samples, work requirements, and how a candidate would handle various situations. Structured interviews often anchor the rating scales used by interviewers with behaviorally specific examples of what constitutes good, average or poor answers on a competency. Subject-Matter Expert (SME). A person with bona fide expert knowledge about what it takes to do the job. The first-level supervisor is normally a good SME. Superior incumbents in the same or very similar positions and other individuals can also be used as SMEs if they have current and thorough knowledge of the job's requirements. Supplemental Certificate. A certificate is identified as a supplement when there are another certificate outstanding and the appointing officer; type of appointment; duty location; and title, series, grade and qualification factors are the same. Surplus Employee. A current agency employee serving under an appointment in the competitive service, in tenure group I or II, who has received a Certification of Expected Separation or other official certification issued by the agency indicating that the position is surplus, for example, a notice of position abolishment, or a notice stating that the employee is eligible for Discontinued Service Retirement. The employee is still on the agency rolls. Standing Inventory. An inventory of eligible competitors who are assigned an numerical rating upon receipt of their application and certified in score order by occupation, grade, location, etc. This is an effective approach when many recurring vacancies are anticipated over time. Status Employee. One who has completed their probationary period under the career-conditional employment system. Also known as an employee with competitive status. (See 5 CFR 315.503) the option of a one-year extension. (See 5 CFR 316, Subpart D) Tentative Preference (TP) . Tentative Veterans Preference is given to individuals tentatively until the preference is verified and documented.. Term Appointment. An appointment to a position that will last greater than one year but not more than four years and that is of a project nature where the job will terminate upon completion of the project. (See 5 CFR 316, Subpart C) Three Considerations. When an eligible on a certificate has been within reach for selection three times in accordance with the rule of three, and three other eligibles were selected instead, the non-selected eligible may be eliminated from further consideration. (See 8.12C) Transmutation Table. A transmutation table is a conversion table from raw scores obtained in the ranking process to ratings between 70 and 100. (See Appendix F) Veterans’ Preference. A category of entitlement to preference in the Federal service based on active military service that terminated honorably. Well-qualified Employee. Under CTAP and ICTAP, an eligible employee who possesses the competencies/KSAs which clearly exceed the minimum qualification requirements for the position. (See 5 CFR 330.604(k)) Work Sample Assessment. A method of systemically evaluating a variety of the candidates work that would represent the skill of the candidate in a particular activity. Example: Writing Sample. Work Schedule. The time basis on which an employee is paid. A work schedule may be fulltime, part-time, or intermittent. Task. An activity performed in an occupation. Temporary Appointment. An appointment made for a limited period of time and with a specific notto-exceed (NTE) date determined by the authority under which the appointment is made. Generally, the initial appointment is for one year or less, with Delegated Examining Operations Handbook Inst. 5 - October 1999 A-6 APPENDIX A SAMPLE INTERAGENCY DELEGATED EXAMINING AGREEMENT Interagency Agreement Number (insert number) between the Office of Personnel Management (OPM) and the [agency (--- )] This document is a two-part agreement between the above-named parties which contains a delegation of examining authority, and which sets forth the terms and conditions for reimbursable services when the [agency] has requested such services by providing an executed OPM Form 1616 or other funding document. I. THE DELEGATION AGREEMENT A. AUTHORITY Under the provision of 5 U.S.C. S 1104, as amended by P.L. No. 104-52 (1995), this Delegation Agreement authorizes the [agency] to examine applicants for the positions indicated. Any authority delegated under this agreement can not be contracted out to private or commercial enterprises. B. POSITIONS COVERED All series and grade levels nationwide except Administrative Law Judge positions. C. EFFECTIVE DATE OF THE AGREEMENT This agreement will become effective upon execution by both parties. D. APPLICABLE LAWS AND REGULATIONS All examining activities initiated under this agreement must conform with the requirements of Federal laws, rules, regulations and of any applicable court orders. E. RESPONSIBILITIES OF THE PARTIES The responsibilities of the [agency] and OPM under this agreement are set forth herein and constitute the entire agreement between the parties. The responsibilities may be met in the following ways: the [agency] carries out its examining activities through one or more Delegated Examining Units (hereinafter referred to as DEUs), and/or the [agency] contracts with OPM to carry out its examining activities. In other words, the [agency] may carry out all its examining activities itself, contract with OPM to carry out all its examining activities, or carry out some examining activities through its DEU(s) and contract with OPM to perform other examining activities. The [agency] recognizes that it may, but is not obligated to, contract with OPM to provide examining activities on a reimbursable basis. Authorities for such an agreement are 5 U.S.C. S 1304(e)(1) and 31 U.S.C. S 1535. Delegated Examining Operations Handbook Inst. 5 - October 1999 A-7 1. OPM Responsibilities OPM shall: a. Provide operating guidelines and basic technical assistance, to the extent possible, if requested. b. Perform initial certification and periodic recertification of DEUs. OPM may suspend or revoke this delegation if certification requirements are not met. c. Provide job seekers with up-to-date information about job opportunities and application procedures through the government-wide automated employment information systems--the Career America Connection telephone system, the Federal Job Opportunities Board (FJOB) computer bulletin board, and the Federal Job Information Computer touch screen kiosk. d. Make final decisions on: (i) Adverse suitability determinations, unless OPM has delegated to the head of the [agency] authority to adjudicate such determinations, in accordance with OPM's suitability regulations at 5 CFR Part 731 et seg. (ii) All adverse medical determinations of preference eligibles. (5 CFR S 339.306) (iii) All objections based on qualifications which would result in the passover of a compensable (CP) eligible with a disability of 30% or more. (5 U.S.C. S 3318) e. Establish and maintain an oversight program to ensure that activities under any authority delegated under 5 U.S.C. S 1104(a) are in accordance with the merit system principles and the standards established under 5 U.S.C. S 1104(b)(1) and support mission accomplishment. Any actions contrary to any law, rule, regulation, or any OPM established standard shall be corrected as required by OPM. (5 U.S.C. S 1104(c)) 2. Agency Responsibilities The [Agency] shall: a. Ensure adequate competition for positions in the competitive service by recruiting adequate numbers of well-qualified candidates for consideration. (I)(a) Provide public notice of the opportunity to compete. As required under 5 U.S.C. SS 3327 and 3330, all jobs must be listed in the Federal Jobs Data Base. Jobs, with complete text vacancy announcements, should be entered directly into the data base through the data entry program available on the Federal Job Opportunities Board (FJOB). Entry of jobs in OPM’s Federal Jobs Data Base fulfills the requirement to notify State Employment Services offices of the vacancy. OPM electronically transmits this information to State Employment offices nationwide. (I)(b) Determinations of appropriate public notice areas and length of open periods for receipt of applications are made by considering the nature of the positions covered by the examination, their career potential, and the mobility/availability characteristics of the appropriate labor market. However, announcement open periods must be for a minimum of five business days with applications being accepted based on their postmark date. Delegated Examining Operations Handbook Inst. 5 - October 1999 A-8 (II)(c) Public notice should be expanded if it is anticipated that normal recruiting would result in an insufficient number of quality eligibles. This may be done through longer open periods, broader areas of publicity, and/or specific recruitment activities designed to positively attract applicants. This could include paid advertising, commercial recruiting firms, and nonprofit employment services. (ii) Distribute application materials to applicants. b. Respond to correspondence/inquiries including requests for information covered under the provisions of the Freedom of Information Act and the Privacy Act. c. Develop applicant appraisal procedures (rating schedules/job element standards). (5 CFR Part 300, Subpart A.) Technical standards of the Uniform Guidelines on Employee Selection Procedures must also be met if there is adverse impact as defined in the Guidelines. (I) Standards in the Operating Handbook, Qualification Standards for General Schedule Positions, may not be modified without prior OPM approval unless otherwise provided for in the General Policies and Instructions. (ii) Personality and similar tests may not be used without prior OPM approval. d. Develop supplemental qualifications statement forms when necessary. (See item o in this part for general information on required OMB clearances.) Personally sensitive background questions, such as those dealing with political affiliations or religious beliefs, shall not be asked. (5 CFR S 4.2) e. Rate applications, notify applicants of assigned ratings, and provide a procedure for applicants to request reconsideration of their ratings. The same procedure may be incorporated into the agency administrative grievance system or alternative dispute resolution system and used for agency employed applicants who grieve an assigned rating. (i) Rating decisions are not appealable to OPM. (ii) Issues involving ineligibility based upon suitability considerations shall be referred to OPM for review and final approval, unless OPM has delegated to the head of the [agency] authority to adjudicate suitability determinations, in accordance with OPM's suitability regulations at 5 CFR Part 731 et sect. (iii) Ineligible determinations on preference eligibles based on medical considerations must be referred to OPM for review and final approval. (iv) Make determinations on veteran preference claims, including claims for spouse or mother preference based on the service-connected disability of a veteran. f. Administer and score written tests. g. Issue certificates of eligibles, audit certificates, and establish objection/passover procedures. OPM will retain final approval authority on: (i) Objections/passovers based on suitability considerations as provided in item e.(ii), above. Delegated Examining Operations Handbook Inst. 5 - October 1999 A-9 (ii) Objections/passovers based on medical considerations of preference eligibles (5 CFR S 339.306). (iii) Objections based on qualifications which would result in the passover of a Compensable Preference eligible with a disability of 30% or more. (5 U.S.C. 3318) h. Apply veterans preference provisions of Title 5, United States Code, including: - 5 U.S.C. S 3305 5 U.S.C. S 3309 5 U.S.C. S 3311 5 U.S.C. S 3313 5 U.S.C. S 3314 5 U.S.C. S 3315 (competitive service; examinations; when held) (additional points for examinations) (examining credit for military service) (register order of eligibles) (restoration to the register of preference eligibles who resign) (restoration to the register of preference eligibles who have been furloughed or separated) 5 U.S.C. S 3317 (certification and selection from top-three register eligibles) I. Approve selective and quality-ranking factors. j. Make determinations on conversion to career or career- conditional appointment. (5 CFR S 315.703) k. Make determinations on exceptions to the time-in-grade restriction when an employee is within reach on a register for competitive appointment to the position to be filled. (5 CFR S 300.603) I. Make determinations on exceptions to time-after- competitive appointment restriction. (5 CFR S 330.505) m. Operate its examining activities in conformance with the agency's career transition assistance plan. n. Provide for a procedure whereby examining unit employees notify their supervisor in writing when they intend to apply for a position covered by this agreement. Employees must give similar notice if they know that a relative, or a member of their household intends to apply. Such employees should be appropriately monitored or segregated from the examining and certification process. This includes subject matter experts who participate in the development of standards or ranking of candidates. o. Develop and print any forms necessary for examining operations. Forms that collect information directly from the public must be cleared with the Office of Management and Budget (OMB). (See 5 CFR Part 1320 or Standard Form 83-A.) p. Ensure that maintenance of the records used to implement the delegation of authority, that are maintained as a system of records subject to the Privacy Act, is consistent with OPM's Government-wide system of records (OPM/GOVT-5) and the Privacy Act. Any request for changes to the OPM system notices or regulations may be submitted, through the agency headquarters, to the Associate Director for Employment Service, Office of Personnel Management, Washington, DC, 20415. q. Adhere to OPM's schedule of records retention/disposition. Delegated Examining Operations Handbook Inst. 5 - October 1999 A - 10 r. Provide quarterly reports to OPM on such measures as will be required by OPM to fulfill its oversight responsibility. At a minimum, these measures include: (i) Total applications processed, (ii) Total selections, including selections for temporary positions, and (iii) Certification that the required annual audit has been completed. (See item u below.) s. Take such action as OPM may require to correct an action that OPM has found to be contrary to any law, rule, regulation, or any OPM established standard. (5 U.S.C. S 1104(c)) t. Conduct annual audits of DEU activities using non-DEU staff and certify completion of the audit to OPM. The [agency] must maintain a list of all discrepancies and corrective actions for a period of three years after the audit. u. Establish and maintain an internal accountability system designed to assure that the use of delegated examining authorities is in compliance with law and merit system principles. This system will be subject to regular periodic management review by OPM. v. Must continue to comply with the data collection and reporting requirements under the Luevano Consent Decree. F. CERTIFICATION OF DELEGATED EXAMINING UNITS 1. The [agency] shall provide OPM with the location of its proposed DEU(s) on the attached certification form. The [agency] must send the certification form to the appropriate OPM service center. Certification of the DEU by OPM must be completed before the unit begins to function. 2. Employees of the DEU shall be trained by OPM prior to performing their duties as members of the DEU. 3. If administering OPM written tests, the [agency] test administrators must be trained and certified by OPM. 4. OPM will recertify the DEUs at regularly scheduled time frames to be determined by OPM. G. TERMINATION, SUSPENSION OR REVOCATION 1. This agreement may be terminated at any time by either party with 90 days advance notice to OPM. In such cases, the [agency] would not be able to fill positions using competitive examining procedures. 2. Certification of an Individual DEU may be revoked or suspended at any time by OPM. H. AMENDMENT OR MODIFICATION Any amendment or modification of this agreement must be in writing and agreed to by both OPM and the [agency]. This agreement will automatically be renewed each fiscal year unless a termination notice is provided by one party to the other party. Delegated Examining Operations Handbook Inst. 5 - October 1999 A - 11 II. Terms and Conditions for OPM Providing Examining services and other Staffing Related Services on a Reimbursable Basis Should the [agency] request OPM to provide any examining and/or other staffing related services on a reimbursable basis, the following terms and conditions apply. Signature of this delegation agreement constitutes agreement with these terms in the event that the [agency] requests OPM to perform reimbursable services. A. AUTHORITY Examining services are authorized under the provision of 5 U.S.C. S 1104, as amended by P.L. No. 104-52 (1995). Other staffing related services are authorized under the provision of 5 U.S.C. S 1304. 1. SERVICES COVERED Under this agreement OPM agrees to provide examining and/or other staffing-related services as specified on OPM Form 1616, or other funding document, for the prices listed in the official OPM Service and Pricing Guide for the current fiscal year. 2. FUNDING FOR THE AGREEMENT Upon execution of a funding document, an agreed upon dollar amount will be obligated to OPM. OPM shall notify the [agency] in writing on a monthly or other agreed upon basis of the costs incurred. 3. DISPUTES AND TERMINATION In the event the [agency] wishes to terminate the initiation of an action request, it must do so in writing to the appropriate OPM service center. Termination of an agreement for reimbursable services by either party must be provided to the other party in writing 90 days prior to the effective date of the termination. The [agency]'s notice of termination is to be addressed to the Director, Washington Service Center, OPM, 1900 E Street NW, Washington, DC 20415. If termination of an agreement is to occur prior to the end of the fiscal year, OPM will be entitled to retain sufficient funds as necessary to cover the expenses incurred for terminating the agreement and will provide a final accounting of those expenses to the [agency] 60 days after receipt of the termination notice. Upon termination of the agreement prior to the end of the fiscal year, all of the [agency]'s funds not obligated prior to the termination notice will be returned to the [agency] 30 days after the termination. Delegated Examining Operations Handbook Inst. 5 - October 1999 A - 12 4. AMENDMENTS OR MODIFICATIONS OF THE AGREEMENT Any amendments or modifications of the agreement must be in writing and agreed to by both OPM and the [agency]. If OPM needs to modify the prices agreed upon, then OPM will notify the other party 90 days in advance of the proposed change. The other party must respond to the proposed change in writing within 45 days of receipt of the proposed change. ______________________________ (Signature) Office of Personnel Management ______________________________ (Signature) [Full agency name] ______________________________ (Date) ______________________________ (Date) Delegated Examining Operations Handbook Inst. 5 - October 1999 B-1 APPENDIX B POSITIONS COVERED UNDER THE LUEVANO CONSENT DECREE (Commonly Referred to as ACWA Positions) SERIES POSITION TITLES 0011 Bond Sales Promotion 0018 Safety and Occupational Health Management 0020 Community Planning* 0023 Outdoor Recreation Planning 0025 Park Ranger 0028 Environmental Protection Specialist 0080 Security Administration 0101 Social Science* ** 0105 Social Insurance Administration 0106 Unemployment Insurance 0107 Health Insurance Administration 0110 Economics* 0130 Foreign Affairs* 0131 International Relations* 0132 Intelligence 0140 Manpower Research and Analysis* 0142 Manpower Development 0150 Geography* 0170 History* 0180 Psychology* 0184 Sociology* 0187 Social Services 0190 General Anthropology* 0193 Archeology* 0201 Personnel Management 0205 Military Personnel Management 0212 Personnel Staffing 0221 Position Classification 0222 Occupational Analysis 0223 Salary and Wage Administration 0230 Employee Relations 0233 Labor Relations 0235 Employee Development 0244 Labor Management Relations Examining 0246 Contractor Industrial Relations 0249 Wage and Hour Compliance 0270 Federal Retirement Benefits 0301 Miscellaneous Administration and Program** 0334 Computer Specialist (Trainee, Alternative B Qualifications) 0341 Administrative Officer Delegated Examining Operations Handbook SERIES POSITION TITLES 0343 Program Management and Program Analysis 0346 Logistics Management 0391 Telecommunications Specialist 0501 Financial Administration and Programs** 0526 Tax Technician 0560 Budget Analysis 0570 Financial Institution Examining 0673 Hospital Housekeeping Management 0685 Public Health Program Specialist 0950 Paralegal Specialist 0958 Pension Law Specialist 0962 Contact Representative 0965 Land Law Examining 0967 Passport and Visa Examining 0987 Tax Law Examining 0990 General Claims Examining 0991 Worker's Compensation Claims Examining 0993 Railroad Retirement Claims Examining 0994 Unemployment Compensation Claims Examining 0996 Veterans Claims Examining 1001 General Arts and Information** 1015 Museum Management (Curator)* 1035 Public Affairs 1082 Writing and Editing 1083 Technical Writing and Editing 1101 General Business and Industry** 1102 Contracting Series* 1103 Industrial Property Management 1104 Property Disposal 1130 Public Utilities Specialist 1140 Trade Specialist 1145 Agricultural Program Specialist 1146 Agricultural Marketing 1147 Agricultural Market Reporting 1150 Industrial Specialist 1160 Financial Analysis 1163 Insurance Examining 1165 Loan Specialist 1169 Internal Revenue officer 1170 Realty 1171 Appraising Inst. 5 - October 1999 B-2 SERIES 1173 1176 1412 1420 1421 1654 1701 1715 1720 1801 1810 1811 1812 1816 1831 1854 1864 1889 1890 1910 2001 2003 2010 2030 2032 2050 2101 2110 2125 2130 2150 POSITION TITLES Housing Management Specialist Building Management Technical Information Services Archivist* Archives Specialist Printing Management Specialist* General Education and Training* ** Vocational Rehabilitation Educational Program* General Inspection, Investigation, and Compliance** [Restricted to following positions and agencies: Civil Aviation Security Specialist (FAA Only) Center Adjudication Officer (INS Only) District Adjudication Officer (INS Only)] General Investigator** Criminal Investigator** Game Law Enforcement Immigration Inspection Securities Compliance Examining Alcohol, Tobacco, and Firearms Inspection Public Health Quarantine Inspection Import Specialist Customs Inspection Quality Assurance Specialist General Supply** Supply Program Management Inventory Management Distribution Facilities and Storage Management Packaging Supply Cataloging Transportation Specialist** Transportation Industry Analysis Highway Safety Traffic Management Transportation Operations * Series have specific educational requirements **For positions formerly covered under the Professional and Administrative Careers Examination. Delegated Examining Operations Handbook Inst. 5 - October 1999 C-1 APPENDIX C INSTRUCTIONS FOR COMPLETING COMPETENCY/KSA-BASED JOB ANALYSIS AND RATING SCHEDULE DEVELOPMENT There are a number of valid approaches to job analysis. The method described below provides one model. Agencies are free to choose the specific method they will use, provided that it is consistent with the Uniform Guidelines on Employee Selection Procedures and applicable laws and regulations. Job Analysis Step 1. Rating the Tasks Use the Job Analysis Worksheet for Tasks to list tasks that are required to perform successfully in the job based on job information collected and/or SME input, along with the source of that information. (Note: OPM has collected occupational analysis data on 67 clerical/technical occupations, 105 administrative/professional occupations, and on supervisors, managers, and executives. Included in this appendix for your use are the tasks, competencies, and lists of occupations covered in these studies. These sources provide consistent wording on many tasks and competencies/KSAs that are required for successful performance in many jobs. The Competency-Based Job Profiles, being developed as a replacement for the Qualifications Standards, will provide information on general and technical competencies for occupations and job families and will be integrated with the new Job Family Classification Standards, which will provide the task and work activity information. Together, these documents will provide valuable information in an integrated format.) Next, have subject matter experts (SMEs) rate the tasks on the importance and frequency scales. (Note the scales shown on the worksheets are examples of scales that have been used in past job analyses. Alternative scales are provided at the end of this appendix.) The SMEs should work independently first to rate each task on the two scales. Then their ratings should be averaged to produce an overall rating for each task for each scale. Before averaging the ratings, eliminate tasks that were rated as “Not Performed” on either the importance or frequency scale by at least half of the SMEs. Of the tasks that remain, compute an average rating (excluding any “0=Not Performed” ratings from the average) across SMEs for each task on each scale. Then identify which tasks are critical for the job. This involves determining cutoffs for both the importance and frequency scales. A recommended cutoff is 3.0 or above for both scales. (This will vary by the scale used, depending on the anchors associated with each scale rating.) That is, tasks that, on average, were rated 3.0 or above on both importance and frequency are considered critical for the job. Step 2. Rating the KSAs/Competencies Use the Job Analysis Worksheet for Competencies to list competencies that are required to perform successfully in the job based on the job information collected and/or SME input, along with the source of that information. Competencies should be stated simply and clearly and should embody a single, readily identifiable characteristic. It is important to avoid stating a competency in ways that confuse competencies and tasks -- as frequently happens when competency statements begin with a statement such as “Ability to (perform a task).” It is also a good practice to make the competency definitions behaviorally based so the extent to which an individual possesses a competency can be assessed through observable, measurable behaviors. One way to do this is to incorporate action verbs into the competency definitions Delegated Examining Operations Handbook Inst. 5 - October 1999 C-2 (except for definitions of knowledge areas). Qualifiers such as “Thorough Knowledge, Considerable Skill, or Basic Understanding” are unnecessary. These qualifiers should not be part of the competency definition - they do not provide meaningful information to distinguish examples of performance clearly. The following are examples of well written general and technical competencies: General Competencies Interpersonal Skills. Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, and other individual differences in the workforce. Oral Communication. Expresses ideas and facts to individuals or groups effectively, taking into account the audience and nature of the information. Reasoning. Discovers or selects rules, principles, or relationships between facts and other information; makes correct inferences from available information. Technical Competencies Airport Management. Knowledge of airport management principles, practices, and procedures. Accounting. Knowledge of accounting policies and practices, and the analysis and reporting of financial data. Next, have the SMEs rate the competencies on the importance, need at entry, and distinguishing value scales. (Again, these scales are examples of scales used in past job analyses. Alternative scales are provided at the end of this appendix.) The SMEs should work independently first to rate each competency on the three scales. Then their ratings should be averaged to produce an overall rating for each competency for each scale. Once the SME average ratings are determined, identify which competencies are critical for the job. This involves determining cutoffs for all three scales. Recommended cutoffs for the scales shown on the worksheet are 3.0 or above for the importance and distinguishing value scales, and 2.0 or below on the need at entry scale. (Again, this will vary by the scale used, depending on the anchors associated with each scale rating.) Competencies that, on average, meet all three cutoffs are considered critical for the job. Step 3. Task-Competency Linkages Use the Worksheet for Task and Competency Linkages to make the linkage ratings. In the Task No. column, write the numbers of the tasks that were identified as critical in Step 1. Also write the competency numbers of the critical competencies, identified in Step 2, across the top row. Next, have each SME work independently to rate the extent to which each competency is important for effective task performance. Again, SME ratings should be averaged to come up with an overall rating for each taskcompetency linkage. It is recommended that a cutoff of 3.0 be used for this scale to determine which competencies are linked to each task. (Note, if any tasks/competencies are not linked, the examiner should reconsider whether all critical tasks and competencies have been considered.) Participants should then eliminate any tasks not linked to one or more competencies and also competencies that are not linked to any tasks. Delegated Examining Operations Handbook Inst. 5 - October 1999 C-3 Rating Schedule Development Step 4. Identify Competencies for the Rating Schedule Of the competencies remaining at the end of Step 3, eliminate competencies that cannot be reasonably assessed via a rating schedule. The resulting competencies would then be considered for assessment. The next step in the screening process is to review the remaining competencies to determine if any are so critically important (or critical as determined by one of the other scales) that they should be considered selective factors, which are essential or mandatory for successful performance of the major job functions of a position. That is, all applicants considered eligible for the position must possess the selective factors to be considered eligible for the position and must meet the acceptable level of the benchmark established for the selective factor in the crediting plan. Competencies identified as quality ranking factors are important, but may be demonstrated at varying levels of performance. These help to differentiate the better qualified candidates from the minimally qualified candidates. Selective factors are determined to be critical to the performance of the job upon entry, and must be documented. They can also be used as quality ranking factors. If you decide any of the competencies are so important that they should be deemed selective or quality ranking factors, this must be clearly documented. A SF-39A, Request and Justification for Selective and Quality Ranking Factors, may be used for this purpose. Step 5. Identify Example Accomplishments for Each Competency Use the Accomplishments Worksheet to record example accomplishments and SME level ratings. Potential sources of accomplishments include SMEs, job information, past applications, etc. Accomplishments may come from both work and nonwork related experiences. Next, have SMEs rate the accomplishments as demonstrating a “high, medium, or low” level of the writing competency, which is typically done using a 1 to 3 rating. Then average the SME ratings to produce an overall level rating for each accomplishment. When making these ratings, SMEs should keep in mind that applicants should possess more in-depth, extensive, varied, and difficult experience at each successive level. Accomplishments incorporated in rating schedule items or benchmark descriptions should help differentiate these levels. Step 6. Write Rating Schedule Items/Benchmarks If the rating schedule is a closed-ended, automated format, use the Multiple Choice/Yes-No Worksheet to develop and record rating schedule items for each competency based on the accomplishments generated in Step 5. If candidates provide written responses to open-ended questions that have to be manually scored, use the Rating Schedule Benchmark Worksheet to develop and record benchmark level descriptions and examples for each competency that will be assessed. Step 7. Scoring After the rating schedule is developed, the maximum number of points an applicant may receive for each response must be determined. The SME high/medium/low ratings can be used to help determine the number of points associated with each item/benchmark level (e.g., You may assign 5 points for a “high” response, 3 points for a “medium” response, and 1 point for a “low” response. If there are five competencies and the maximum number of points that can be awarded for each competency is 5, the maximum number of points an applicant can receive is 25. Therefore, 25 points transmute to a rating of 100.) Appendix F of the Delegated Examining Operations Handbook provides a variety of different transmutation tables for your use. Determine the raw score and then transmute the raw score to a score Delegated Examining Operations Handbook Inst. 5 - October 1999 C-4 that falls within 70 to 100 (See CFR 337.101). Appropriate veterans preference points are then added to those candidates who meet qualification requirements. Delegated Examining Operations Handbook Inst. 5 - October 1999 C-5 Occupational Analyses Scales The following scales were developed by OPM for use in MOSAIC surveys. These are examples of scales that can be used in the job analysis process. Task Scales Importance How important is this task to the job? Frequency How often is this task performed? 0 1 2 3 4 5 0 1 2 3 4 5 = = = = = = Not Performed Not Important Somewhat Important Important Very Important Extremely Important = = = = = = Not Performed Every few months to yearly Every few weeks to monthly Every few days to weekly Every few hours to daily Hourly to many times each hour Frequency Compared to all other tasks you perform, how much time do you spend performing this task? 0 1 2 3 4 5 = = = = = = Not Performed Considerably Less Than Most Tasks Somewhat Less Than Most Tasks Same As Most Tasks Somewhat More Than Most Tasks Considerably More Than Most Tasks Competency Scales Importance How important is this competency performance? Distinguishing Value How valuable is this competency for effective job distinguishing superior from barely acceptable employees? 1 2 3 4 5 1 2 3 4 5 = = = = = Not Important Somewhat Important Important Very Important Extremely Important = = = = = Not Valuable Somewhat Valuable Valuable Very Valuable Extremely Valuable Need At Entry When is this competency required for effective job performance? Need At Entry To what extent is it necessary that the employee possess this competency when entering the job? 1 2 3 4 1 = Essential at Entry because those who do not possess it will not acquire it through training or experience 2 = Desirable at Entry because those who possess it develop competence more readily 3 = Not Need at Entry because it is acquired through training or experience = = = = Needed the first day Must be acquired within the first 3 months Must be acquired within the first 4 - 6 months Must be acquired after the first 6 months Delegated Examining Operations Handbook Inst. 5 - October 1999 C-6 CLERICAL/TECHNICAL STUDY OCCUPATIONS CLERICAL Series 0072 0086 0134 0203 0204 0302 0303 0304 0305 0309 0312 0313 0318 0319 0322 0326 0335 0344 0350 0351 0356 0357 0382 0394 0503 0525 0530 0540 0544 0545 0561 0592 0679 0963 0986 0998 1001 1046 1087 1101 1106 1107 1421 1531 1802 1897 Position Title Fingerprint Identification Security Clerical and Assistance Intelligence Aid and Clerk Personnel Clerical And Assistance Military Personnel Clerical and Technician Messenger Miscellaneous Clerk and Assistant Information Receptionist Mail and File Correspondence Clerk Clerk-Stenographer and Reporter Work Unit Supervising Secretary Closed Microphone Reporting Clerk-Typist Office Automation Clerical and Assistance Computer Clerk and Assistant Management Clerical and Assistance Equipment Operator Printing Clerical Data Transcriber Coding Telephone Operating Communications Clerical Financial Clerical and Assistance Accounting Technician Cash Processing Voucher Examining Civilian Pay Military Pay Budget Clerical and Assistance Tax Examining Medical Clerk Legal Instruments Examining Legal Clerk and Technician Claims Clerical General Arts and Information Language Clerical Editorial Assistance General Business and Industry Procurement Clerical and Assistance Property Disposal Clerical and Technician Archives Technician Statistical Assistant Compliance Inspection and Support Customs Aid* Delegated Examining Operations Handbook Series 2001 2005 2091 2102 2131 2132 2134 2151 Position Title General Supply Supply Clerical and Technician Sales Store Clerical Transportation Clerk and Assistant Freight Rate Travel Shipment Clerical and Assistance Dispatching TECHNICAL 0019 0029 0119 0189 0332 0361 0390 0392 0593 0675 0962 0990 0992 1016 1105 1152 1411 1521 1702 1862 1981 2135 2144 Safety Technician* Environmental Protection Assistant Economic Assistant* Recreation Aid and Assistant* Computer Operations Equal Opportunity Telecommunications Processing General Telecommunications Insurance Accounts* Medical Records Technician Contact Representative General Claims Examining Loss and Damage Claims Examining* Museum Specialist and Technician Purchasing Production Control Library Technician Mathematics Technician* Education and Training Technician Consumer Safety Inspection* Agricultural Commodity Aid* Transportation Loss and Damage Claims Examining Cargo Scheduling* *Data were not analyzed or reported for this occupation due to an insufficient number of respondents. Inst. 5 - October 1999 C-7 105 PROFESSIONAL/ADMINISTRATIVE OCCUPATIONS SURVEYED AND ANALYZED Series 0011 0018 0020 0023 0025 0028 0080 0101 0105 0106 0110 0130 0132 0142 0150 0170 0180 0184 0187 0190 0193 0201 0205 0212 0221 0222 0223 0230 0233 0235 0244 0246 0249 0270 0301 0334 0341 0343 0346 0360 0391 0501 0510 0511 0560 0570 0685 0801 0905 Position Title Bond Sales Promotion Safety and Occupational Health Management Community Planning Outdoor Recreation Planning Park Ranger Environmental Protection Specialist Security Administration Social Science Social Insurance Administration Unemployment Insurance Economist Foreign Affairs Intelligence Manpower Development Geography History Psychology Sociology Social Services General Anthropology Archaeology Personnel Management Military Personnel Management Personnel Staffing Position Classification Occupational Analysis Salary and Wage Administration Employee Relations Labor Relations Employee Development Labor Management Relations Examining Contractor Industrial Relations Wage and Hour Compliance Civil Service Retirement Miscellaneous Administration and Programs Computer Specialist (Trainee) Administrative Officer Management Program Analysis Logistics Management Equal Opportunity Specialist Telecommunications Financial Admin. and Programs Accountant Auditor Budget Analysis Financial Institution Examining Public Health Program Specialist General Engineer General Attorney Delegated Examining Operations Handbook Series 0950 0962 0965 0987 0990 0991 0993 0996 1001 1015 1035 1082 1083 1101 1102 1103 1104 1130 1140 1145 1146 1147 1150 1160 1163 1165 1170 1171 1173 1176 1301 1412 1420 1421 1530 1701 1715 1720 1801 1810 1811 1812 1816 1831 1910 2001 2003 2010 Position Title Paralegal Specialist Contact Representative Land Law Examining Tax Law Specialist General Claims Examining Worker's Compensation Claims Examining Railroad Retirement Claims Examining Veterans Claims Examining General Arts and Information Museum Curator Public Affairs Writing and Editing Technical Writing and Editing General Business and Industry Contract Specialist Industrial Property Management Property Disposal Public Utilities Specialist Trade Specialist Agricultural Program Specialist Agricultural Marketing Agricultural Market Reporting Industrial Specialist Financial Analysis Insurance Examining Loan Specialist Realty Appraising and Assessing Housing Management Building Management Physical Scientist Technical Information Services Archivist Archives Specialist Statistician General Education and Training Vocational Rehabilitation Education Program Civil Aviation Security Specialist General Investigator Criminal Investigator Game Law Enforcement Immigration Inspection Securities Compliance Examining Quality Assurance Specialist General Supply Supply Program Management Inventory Management Inst. 5 - October 1999 C-8 Series Position Title 2030 Distribution Facilities and Storage Management Packaging Supply Cataloging Transportation Specialist Transportation Industry Analysis Highway Safety Management Traffic Management Transportation Operations 2032 2050 2101 2110 2125 2130 2150 Delegated Examining Operations Handbook Inst. 5 - October 1999 C-9 MOSAIC COMPETENCIES: CLERICAL AND TECHNICAL OCCUPATIONS Applies Technology to Tasks - Selects and understands procedures, machines, or tools that will produce the desired results; identifies or solves problems in machines, computers, or other technologies as they are related to performing tasks. Arithmetic/Mathematical Reasoning - Performs computations such as addition, subtraction, multiplication, and division correctly; solves practical problems by choosing appropriately from a variety of mathematical techniques such as formulas and percentages. Conscientiousness - Displays a high level of effort and commitment toward performing work; demonstrates responsible behavior. Creative Thinking - Uses imagination to combine ideas or information in new ways. Customer Service - Works and communicates with clients and customers (for example, any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations; committed to quality services. Decision Making - Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions or solve a problem. Eye-Hand Coordination - Accurately coordinates one's eyes with one's fingers, wrist, or arms to move, carry, or manipulate objects, or to perform other job-related tasks. Flexibility - Adapts quickly to changes. Integrity/Honesty - Displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; chooses an ethical course of action; is trustworthy. Interpersonal Skills - Shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others; relates well to different people from varied backgrounds and different situations. Memory - Recalls information that has been presented previously. Mental Visualization - Sees things in the mind by mentally organizing and processing symbols, pictures, graphs, objects, or other information. For example, sees a building from a blueprint, or sees the flow of work activities from reading a work plan. Negotiation - Works with others towards an agreement that may involve exchanging specific resources or resolving differences. Organizational Awareness - Knows how social, political, organizational, and technological systems work and operates effectively within them. This includes the policies, procedures, rules, and regulations of the work unit or organization. Perceptual Speed - Sees detail in words, numbers, pictures, and graphs quickly and accurately. Physical Strength and Agility - Ability to bend, lift, climb, stand, and walk for long periods of time; ability to perform moderately heavy laboring work. Reading - Learns from written material by determining the main idea or essential message. Recognizes correct English grammar, punctuation, and spelling. Reasoning - Discovers or selects rules, principles, or relationships between facts and other information. Self-Esteem - Believes in own self-worth, maintains a positive view of self, and displays a professional image. Self-Management - Sets well-defined and realistic personal goals; monitors progress and is motivated to achieve; manages own time and deals with stress effectively. Speaking - Uses correct English grammar to organize and communicate ideas in words that are appropriate to listeners and situations; uses body language appropriately. Stamina - Performs repetitive tasks effectively over a long period of time, for example, data entry and coding. Leadership - Interacts with others to influence, motivate, and challenge them. Teaches Others - Helps others learn; identifies training needs; provides constructive reinforcement; coaches others on how to perform tasks; acts as a mentor. Listening - Receives, attends to, interprets, and responds to verbal messages and other cues such as body language in ways that are appropriate to listeners and situations. Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. Manages and Organizes Information - Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy; and communicates it by a variety of methods. Manages Human Resources - Plans, distributes, and monitors work assignments; evaluates work performance and provides feedback to others on their performance. Technical Competence - Knowledge of how to perform one's job. Refers to specialized knowledge that is acquired through formal training or extensive on-the-job experience. Writing - Uses correct English grammar, punctuation, and spelling to communicate thoughts, ideas, information, and messages in writing. Manages Resources - Selects, acquires, stores, and distributes resources such as materials, equipment, or money. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 10 MOSAIC COMPETENCIES: PROFESSIONAL AND ADMINISTRATIVE OCCUPATIONS General Competencies Agility - Bends, stretches, twists, or reaches out with the body, arms, or legs. maintains information or information management systems. Arithmetic - Performs computations such as addition, subtraction, multiplication, and division correctly using whole numbers, fractions, decimals, and percentages. Integrity/Honesty - Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy. Attention to Detail - Is thorough when performing work and conscientious about attending to detail. Conflict Management - Manages and resolves conflicts, grievances, confrontations, or disagreements in a constructive manner to minimize negative personal impact. Creative Thinking - Uses imagination to develop new insights into situations and applies innovative solutions to problems; designs new methods where established methods and procedures are inapplicable or are unavailable. Customer Service - Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services. Decision Making - Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change. Depth Perception - Accurately judges which of several objects is closer or farther away from the observer, or the distance between an object and the observer. External Awareness - Identifies and understands economic, political, and social trends that affect the organization. Eye-Hand Coordination - Accurately coordinates one's eyes with one's fingers, wrists, or arms to perform jobrelated tasks (for example, to move, carry, or manipulate objects). Financial Management - Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure costeffective support of programs and policies; assesses financial condition of an organization. Flexibility - Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity. Influencing/Negotiating - Persuades others to accept recommendations, cooperate, or change their behavior; works with others towards an agreement; negotiates to find mutually acceptable solutions. Interpersonal Skills - Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences. Leadership - Influences, motivates, and challenges others; adapts leadership styles to a variety of situations. Learning - Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback, or other opportunities for self-learning and development. Managing Human Resources - Plans, distributes, coordinates, and monitors work assignments of others; evaluates work performance and provides feedback to others on their performance; ensures that staff are appropriately selected, utilized, and developed, and that they are treated in a fair and equitable manner. Mathematical Reasoning - Solves practical problems by choosing appropriately from a variety of mathematical and statistical techniques. Memory - Recalls information that has been presented previously. Mental Visualization - Sees things in the mind by mentally organizing and processing symbols, pictures, graphs, objects, or other information (for example, sees a building from a blueprint, or sees the flow of work activities from reading a work plan). Oral Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately. Organizational Awareness - Knows the organization’s mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Perceptual Speed - Quickly and accurately sees detail in words, numbers, pictures, and graphs. Peripheral Vision - Sees objects or movement of objects to one’s side when the eyes are focused forward. Information Management - Identifies a need for and knows where or how to gather information; organizes and Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 11 MOSAIC COMPETENCIES: PROFESSIONAL AND ADMINISTRATIVE OCCUPATIONS General Competencies (Continued) Physical Strength - Exerts maximum muscle force to lift, push, pull, or carry objects; performs moderately laboring work. Planning and Evaluating - Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes. Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. Reading - Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations. Reasoning - Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions. Self-Esteem - Believes in own self-worth; maintains a positive view of self and displays a professional image. Self-Management - Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Spatial Orientation - Knows one’s location in relation to the environment; determines where other objects are in relation to one’s self (for example, when using a map). Stamina - Exerts oneself physically over long periods of time without tiring (which may include performing repetitive tasks such as data entry or coding). Teaching Others - Helps others learn through formal or informal methods; identifies training needs; provides constructive feedback; coaches others on how to perform tasks; acts as a mentor. Technical Competence - Uses knowledge that is acquired through formal training or extensive on-the-job experience to perform one's job; works with, understands, and evaluates technical information related to the job; advises others on technical issues. Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. Technology Application - Uses machines, tools, or equipment effectively; uses computers and computer applications to analyze and communicate information in the appropriate format. Vision - Understands where the organization is headed and how to make a contribution; takes a long-term view and recognizes opportunities to help the organization accomplish its objectives or move toward the vision. Visual Color Discrimination - Accurately matches or detects differences between colors, including shades of color and brightness. Visual Identification - Accurately identifies people, animals, or objects based on knowledge of their characteristics. Writing - Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. Stress Tolerance - Deals calmly and effectively with high stress situations (for example, tight deadlines, hostile individuals, emergency situations, dangerous situations). Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 12 MOSAIC COMPETENCIES: PROFESSIONAL AND ADMINISTRATIVE OCCUPATIONS Technical Competencies Administration and Management - Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. language, including the meaning and spelling of words, rules of composition, and grammar. Auditing - Knowledge of generally accepted auditing standards and procedures for conducting financial and compliance, economy and efficiency, and program results audits. Geography - Knowledge of geographical locations, their relationships and characteristics. Biology - Knowledge of the environment, plant and animal living tissue, cells, organisms, and entities, including their functions, interdependencies and interactions with each other and the environment. Building and Construction - Knowledge of materials, methods, and the appropriate tools to construct objects, structures, and buildings. Chemistry - Knowledge of chemicals, including hazardous materials, and their uses, interactions, dangers, production, and disposal. Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Communications and Media - Knowledge of the production, communication and dissemination of information and ideas to inform and entertain via written, oral, and visual media. Computers and Electronics - Knowledge of electric circuit boards, processors, chips, and computer hardware and software, including applications and programming. Contracting/Procurement - Knowledge of various types of contracts, techniques for contracting or procurement, and contract negotiation and administration. History and Archeology - Knowledge of historical events and their causes, indicators, and impact on particular civilization and cultures, and of preservation and archival techniques. Insurance - Knowledge of various types of insurance, insurance regulations, claims processing, examination, adjudication, or adjustment. Legal, Government and Jurisprudence - Knowledge of laws, legal codes, court procedures, precedents, legal practices and documents, government regulations, executive orders, agency rules, government organization and functions, and the democratic political process. Mechanical - Knowledge of machines and tools, including their designs, uses, benefits, repair, and maintenance. Medicine and Dentistry - Knowledge of the diagnosis and treatment of injuries, diseases, and deformities, including preventive health-care measures. Personnel and Human Resources - Knowledge of hiring, classification, benefits, labor relations, negotiation, and federal, state, and local employment regulations. Philosophy - Knowledge of different philosophical systems, including their basic principles, values, ethics, ways of thinking, customs, religions, and practices, and their impact on human culture. Design - Knowledge of developing, producing, understanding, and using plans, blueprints, models, and maps, including the use of tools and instruments to produce precision technical drawings. Physics - Knowledge and prediction of physical principles, laws, and applications including air, water, material dynamics, light, atomic principles, heat, electric theory, earth formations, and meteorological and related natural phenomena. Economics and Accounting - Knowledge of economic and accounting principles and practices, tax law and practices, the financial markets, banking, and the analysis and reporting of financial data. Production and Processing - Knowledge of inputs, outputs, raw materials, waste, quality control, costs, maintaining inventory, and techniques for maximizing the manufacture and distribution of goods. Education and Training - Knowledge of teaching, training, research, making presentations, lecturing, testing, and other instructional methods. Psychology - Knowledge of human behavior and performance in various contexts, mental processes, or the assessment and treatment of behavioral and affective disorders. Engineering and Technology - Knowledge of engineering concepts, principles, and practices, and of equipment, tools, mechanical devices, and their uses to produce motion, light, power, technology, and other applications. Fine Arts - Knowledge of theory and techniques required to produce, compose, and perform works of music, dance, visual arts, drama, and sculpture. Food Production - Knowledge of planning, growing, and harvesting of food for consumption using appropriate equipment and techniques. Foreign Language - Knowledge of sign language or of the structure and content of a foreign (non-English) Delegated Examining Operations Handbook Public Planning - Knowledge of functions, principles, practices, and techniques of public planning, including those related to community planning, outdoor recreation planning, and natural resource management, such as demand forecasting, environmental impact analysis, financial forecasting, and land use planning and zoning. Public Safety and Security - Knowledge of the military, weaponry, and intelligence operations; public safety and security operations; occupational health and safety; investigation and inspection techniques; or rules, regulations, precautions, and prevention techniques for the protection of people, data, and property. Inst. 5 - October 1999 C - 13 MOSAIC COMPETENCIES: PROFESSIONAL AND ADMINISTRATIVE OCCUPATIONS Technical Competencies (Continued) Sales and Marketing - Knowledge of showing, promoting, and selling products and services. Sociology and Anthropology - Knowledge of group behavior and dynamics, societal trends and influences, cultures, their history, migrations, ethnicity, and origins. Telecommunications - Knowledge of transmissions, broadcasting, switching, control, and operation of telecommunications systems. Therapy and Counseling - Knowledge of diagnosis and treatment of physical and mental ailments, and career guidance. Transportation - Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including costs and limits. Real Estate - Knowledge of real estate principles, practices, markets, and values. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 14 1998 LEADERSHIP COMPETENCIES LEADING CHANGE The ability to develop and implement an organizational vision which integrates key national and program goals, priorities, values, and other factors. Inherent to it is the ability to balance change and continuity -- to continually strive to improve customer service and program performance within the basic Government framework, to create a work environment that encourages creative thinking, and to maintain focus, intensity, and persistence, even under adversity. Continual Learning - Grasps the essence of new information; masters new technical and business knowledge; recognizes own strengths and weaknesses; pursues self-development; seeks feedback from others and opportunities to master new knowledge. Creativity and Innovation - Develops new insights into situations and applies innovative solutions to make organizational improvements; creates a work environment that encourages creative thinking and innovation; designs and implements new or cutting-edge programs/processes. External Awareness - Identifies and keeps up to date on key national and international policies and economic, political, and social trends that affect the organization. Understands near-term and long-range plans and determines how best to be positioned to achieve a competitive business advantage in a global economy. Flexibility - Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles. Adjusts rapidly to new situations warranting attention and resolution. Resilience - Deals effectively with pressure; maintains focus and intensity and remains optimistic and persistent, even under adversity. Recovers quickly from setbacks. Effectively balances personal life and work. Service Motivation - Creates and sustains an organizational culture which encourages others to provide the quality of service essential to high performance. Enables others to acquire the tools and support they need to perform well. Shows a commitment to public service. Influences others toward a spirit of service and meaningful contributions to mission accomplishment. Strategic Thinking - Formulates effective strategies consistent with the business and competitive strategy of the organization in a global economy. Examines policy issues and strategic planning with a long-term perspective. Determines objectives and sets priorities; anticipates potential threats or opportunities. Delegated Examining Operations Handbook Vision - Takes a long-term view and acts as a catalyst for organizational change; builds a shared vision with others. Influences others to translate vision into action. LEADING PEOPLE The ability to design and implement strategies which maximize employee potential and foster high ethical standards in meeting the organization’s vision, mission, and goals. Conflict Management - Identifies and takes steps to prevent potential situations that could result in unpleasant confrontations. Manages and resolves conflicts and disagreements in a positive and constructive manner to minimize negative impact. Cultural Awareness - Initiates and manages cultural change within the organization to impact organizational effectiveness. Values cultural diversity and other individual differences in the workforce. Ensures that the organization builds on these differences and that employees are treated in a fair and equitable manner. Integrity/Honesty - Instills mutual trust and confidence; creates a culture that fosters high standards of ethics; behaves in a fair and ethical manner toward others, and demonstrates a sense of corporate responsibility and commitment to public service. Team Building - Inspires, motivates, and guides others toward goal accomplishments. Consistently develops and sustains cooperative working relationships. Encourages and facilitates cooperation within the organization and with customer groups; fosters commitment, team spirit, pride, trust. Develops leadership in others through coaching, mentoring, rewarding, and guiding employees. RESULTS DRIVEN The ability to stress accountability and continuous improvement, to make timely and effective decisions, and to produce results through strategic planning and the implementation and evaluation of programs and policies. Accountability - Assures that effective controls are developed and maintained to ensure the integrity of the organization. Holds self and others accountable for rules and responsibilities. Can be relied upon to ensure that projects within areas of specific responsibility are completed in a timely manner and within budget. Monitors and evaluates plans; focuses on results and measuring attainment of outcomes. Inst. 5 - October 1999 C - 15 1998 LEADERSHIP COMPETENCIES (Continued) Customer Service - Balancing interests of a variety of clients; readily readjusts priorities to respond to pressing and changing client demands. Anticipates and meets the need of clients; achieves quality end-products; is committed to continuous improvement of services. Decisiveness - Exercises good judgment by making sound and well-informed decisions; perceives the impact and implications of decisions; makes effective and timely decisions, even when data is limited or solutions produce unpleasant consequences; is proactive and achievement oriented. Entrepreneurship - Identifies opportunities to develop and market new products and services within or outside of the organization. Is willing to take risks; initiates actions that involve a deliberate risk to achieve a recognized benefit or advantage. Problem Solving - Identifies and analyzes problems; distinguished between relevant and irrelevant information to make logical decisions; provides solutions to individual and organizational problems. Technical Credibility - Understands and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise. Is able to make sound hiring and capital resource decisions and to address training and development needs. Understands linkages between administrative competencies and mission needs. BUSINESS ACUMEN The ability to acquire and administer human, financial, material, and information resources in a manner which instills public trust and accomplishes the organization’s mission, and to use new technology to enhance decision making. Financial Management - Demonstrates broad understanding of principles of financial management and marketing expertise necessary to ensure appropriate funding levels. Prepares, justifies, and/or administers the budget for the program area; uses cost-benefit thinking to set priorities; monitors expenditures in support of programs and policies. Identifies cost-effective approaches. Manages procurement and contracting. Technology Management - Uses efficient and cost effective approaches to integrate technology into the workplace and improve program effectiveness. Develops strategies using new technology to enhance decision making. Understands the impact of technological changes on the organization. BUILDING COALITIONS/ COMMUNICATION The ability to explain, advocate, and express facts and ideas in a convincing manner, and negotiate with individuals and groups internally and externally. It also involves the ability to develop an expansive professional network with other organizations, and to identify the internal and external politics that impact the work of the organization. Influencing/Negotiating - Persuades others; builds consensus through give and take; gains cooperation from others to obtain information and accomplish goals; facilitates "win-win" situations. Interpersonal Skills - Considers and responds appropriately to the needs, feelings, and capabilities of different people in different situations; is tactful, compassionate and sensitive, and treats others with respect. Oral Communication - Makes clear and convincing oral presentations to individuals or groups; listens effectively and clarifies information as needed; facilitates an open exchange of ideas and fosters an atmosphere of open communication. Partnering - Develops networks and builds alliances, engages in cross-functional activities; collaborates across boundaries, and finds common ground with a widening range of stakeholders. Utilizes contacts to build and strengthen internal support bases. Political Savvy - Identifies the internal and external politics that impact the work of the organization. Approaches each problem situation with a clear perception of organizational and political reality; recognizes the impact of alternative courses of action. Written Communication - Expresses facts and ideas in writing in a clear, convincing and organized manner. Human Resources Management - Assesses current and future staffing needs based on organizational goals and budget realities. Using merit principles, ensures staff are appropriately selected, developed, utilized, appraised, and rewarded; takes corrective action. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 16 TASKS USED IN THE CLERICAL/TECHNICAL STUDY A. PAPER RECORDS OR FILES 1. 2. 3. 4. 5. 6. Ensures that paper files are current and complete. Develops paper filing or record system. Maintains paper filing or record system. Assembles and labels information for filing. Adds, retrieves, or removes information from paper files or records. Categorizes information for filing. B. INFORMATION TRANSCRIPTION AND VERIFICATION 7. 8. 9. Writes down information from one document or record to another. Verifies accuracy and completeness of information on paper or computer documents or records. Corrects mistakes in written or computer documents or records. C. INFORMATION MANAGEMENT 10. 11. 12. 13. 14. 15. 16. Compiles information. Classifies or catalogs documents, computer tapes, books, or other information. Organizes information in tables, charts, or graphs. Analyzes and interprets routine information. Analyzes and interprets complex information. Conducts studies or surveys to obtain information. Searches files, documents or other sources for information. D. WRITTEN OR ORAL COMMUNICATION 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. Composes simple correspondence or other written work. Composes complex correspondence or other written work. Writes technical reports. Explains technical information orally. Writes letters or other documents requiring specialized knowledge. Proofreads letters or other documents for spelling or typographical errors. Proofreads letters or other documents for grammatical errors. Reviews content of letters or other documents for completeness, correctness or consistency. Prepares materials for publication according to standards. Designs forms. Translates orally from a foreign language to English. Translates written materials from a foreign language to English. Gives presentations and/or briefings. Conducts meetings. Contacts others orally to obtain information. Contacts others in writing to obtain information. Responds orally to inquiries or requests for information. Responds in writing to inquiries or requests for information. Publicizes agency programs, policies, or procedures. Notifies and reminds others of pending appointments or meetings. Follows instructions to complete assignments. E. DECISIONS AND RECOMMENDATIONS 38. 39. 40. 41. 42. 43. Establishes own work priorities. Approves applications, claims, or requests. Identifies needs or problems and determines corrective action. Obtains facts for making decisions or recommendations. Recommends solutions to routine problems. Recommends solutions to complex problems. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 17 F. OFFICE DUTIES 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. Makes arrangements for meetings or travel. Completes forms. Develops own work schedule. Maintains own or others' calendar or schedules. Receives or distributes mail. Prepares outgoing mail. Makes or receives telephone calls. Screens calls and decides to whom the caller should be referred. Transfers telephone calls. Attends meetings. Takes notes at meetings. Prepares minutes of meetings. Takes shorthand or dictation. Transcribes shorthand or dictation. Delivers messages or documents. Assembles materials for meetings. Maintains inventory of supplies or equipment. Distributes supplies or equipment. Greets and refers visitors. Checks records, items, or material for damage or problems. Monitors working conditions and facilities. Processes incoming forms, records, or other documents. Makes copies, collates, and/or binds materials. Traces transactions from the initial request until items have been received. G. PLANS POLICIES AND PROCEDURES 68. 69. 70. 71. 72. 73. 74. 75. 76. Evaluates the effectiveness of methods or procedures. Revises procedures or methods to comply with requirements. Revises procedures or methods to improve efficiency. Develops procedures or methods. Plans or coordinates work activities, projects, or programs. Reviews letters or documents to determine if they conform with policies or regulations. Explains policies or procedures. Provides guidance or assistance on policies or procedures. Oversees proper implementation of instructions, policies, or procedures. H. TECHNICAL ASSISTANCE 77. 78. 79. 80. 81. 82. 83. 84. I. Testifies or presents evidence. Administers tests. Scores tests. Develops training materials. Prepares specialized drawings using paper and pencil. Prepares specialized drawings using the computer. Codes or decodes information or data. Provides technical support. HUMAN RESOURCES 85. Monitors others' work to ensure deadlines are met. 86. Reviews others' work. 87. Provides feedback on others' performance. 88. Provides feedback on work-related matters. 89. Identifies training needs of staff. 90. Orients new employees. 91. Trains others. 92. Develops others' career goals and objectives. 93. Serves as acting supervisor. 94. Provides guidance and direction to other employees. 95. Establishes work priorities for employees. 96. Motivates subordinates and employees. 97. Serves as mentor and role model to staff. 98. Serves as liaison between personnel (inside and outside your own agency), users, clients, and customers. 99. Projects a professional attitude and appearance. 100. Works with others to resolve differences for the benefit of the team or project. 101. Works cooperatively with others to generate ideas/suggestions. 102. Works with others to complete a project. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 18 103. Coordinates with others to accomplish work-related activities. J. EQUIPMENT USE AND MAINTENANCE 104 .Keeps up with new features in office equipment or technology. 105. Arranges for repair of office equipment. 106. Recommends appropriate office equipment. 107. Performs routine maintenance of office equipment. 108. Operates cash register. 109. Diagnoses equipment failure. 110. Repairs equipment. 111. Sets up recording or audio visual equipment. 112. Operates recording or audio visual equipment. 113. Operates microfilm equipment to record, locate, extract, and/or copy information. 114. Operates mailroom equipment. 115. Operates telecommunications equipment (for example, TeleVideo conferencing, voice mail, conference calls, speed mail, FTS-2000). 116. Operates standard office equipment (for example, telephone, typewriter, fax, photocopier, calculator). K. DOCUMENT PREPARATION 117. Uses a keyboard to prepare letters or other documents. 118. Formats letters or other documents (for example, setting margins or line spacing). L. SECURITY 119. Monitors an area, entrance, or building. 120. Physically controls aggressive or disruptive persons. 121. Talks with aggressive or disruptive persons. 122. Maintains security or confidentiality of records, equipment, or computer access. M. COMPUTER SYSTEMS 123. Operates a personal computer or computer terminal. 124. Enters data into computer. 125. Monitors computer systems operations to make sure they run properly. 126. Detects computer problems. 127. Sets up computer equipment. 128. Repairs computer equipment. 129. Selects software. 130. Installs software. 131. Configures software. 132. Writes computer programs. 133. Tests computer programs. 134. Debugs computer programs. 135. Uses a computer to process and analyze data. 136. Uses a computer to develop mailing lists or make labels. 137. Uses a computer or word processor to create, edit, print, retrieve, or manipulate files. 138. Uses software to create charts, tables, or graphs. 139. Works with magnetic computer storage tapes. 140. Uses a computer for desktop publishing. 141. Creates and maintains a computerized record system. N. FINANCIAL FUNCTIONS 142. Performs financial audits. 143. Approves requisitions or payments authorizations. 144. Makes bank deposits or withdrawals. 145. Receives or pays out money. 146. Maintains and processes payroll, including time sheets and attendance records. 147. Processes or records financial transactions or numerical information. 148. Processes vouchers or other financial documents. 149. Fills out vouchers or other financial documents. 150. Monitors expenditures and cash flow. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 19 O. ARITHMETIC/MATHEMATICS/STATISTICS 151. Uses addition, subtraction, division, or multiplication. 152. Uses fractions, decimals, percentages, or averages. 153. Uses statistical formulas or methods. 154. Uses prescribed formulas, schedules, or procedures to calculate or check routine values/numbers. 155. Weighs, measures, or records weights or dimensions. P. CUSTOMER SERVICE 156. Responds to requests or complaints. 157. Determines appropriate services for clients or customers. 158. Follows-up on requests or complaints. 159. Assists in obtaining forms. 160. Assists in completing forms. 161. Sells products or services. 162. Provides information about opportunities, services, or resources. 163. Provides job information. 164. Asks customers for suggestions or feedback on the performance of products or services. Q. LABORATORY TESTING 165. Collects samples or specimens for laboratory testing. 166. Classifies samples or specimens for laboratory testing. 167. Labels samples or specimens for laboratory testing. R. PHYSICAL STRENGTH AND AGILITY 168. Stoops, bends and stretches to reach job-related materials. 169. Stands and/or walks for long periods of time. 170. Lifts and moves heavy objects. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 20 TASKS USED IN THE PROFESSIONAL AND ADMINISTRATIVE STUDY Information Management 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. Develops paper filing, record, or information tracking systems. Collects, compiles, and organizes information. Classifies or catalogs information, documents, computer tapes, books, or other items into meaningful groups. Identifies specimens or objects (for example, artifacts, animals, minerals, art work). Monitors, maintains, or updates data, records, or other information. Adds, retrieves, or removes materials from a filing system. Searches for and extracts information from files, documents, reports, publications, recordings, or other materials. Writes down information from one document or record to another. Records information. Circulates and retrieves files or other materials. Codes or decodes information or data. Prepares information for entry into a database. Controls the circulation of library materials. Preserves archival records, artifacts, specimens, historical sites, etc. Restores archival records, artifacts, specimens, historical sites, etc. Develops methods or materials to obtain information. Develops methods or materials to disseminate information. Develops surveys. Coordinates the administration of surveys to obtain information. Questions, interviews, or confers with others to obtain or verify information. Observes individuals, activities, or operations to obtain or verify information. Conducts evaluations, examinations, or other fact finding studies to obtain or verify information. Designs or conducts analytical studies, cost-benefit analyses, or other research. Analyzes or interprets data or other information. Creates tables, charts, graphs, or diagrams to organize or show information. Reviews reports, documents, records, data, or other materials to verify completeness, correctness, consistency, compliance, or authenticity. Processes forms, records, documents, or other materials. Refers or assigns cases or claims to another person, office, or organization. Dictates correspondence, reports, notes, or other documents. Written and Oral Communication 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. Reads and understands nontechnical materials (for example, letters, memoranda, electronic mail, simple instructions). Reads charts, graphs, diagrams, or tables. Contacts others orally to obtain information. Contacts others in writing to obtain information. Notifies individuals or offices orally of decisions, problems, or further actions needed. Notifies individuals or offices in writing of decisions, problems, or further actions needed. Composes simple correspondence or other written work (for example, memoranda, form letters). Composes complex correspondence or other written work (for example, manuals, books, management or technical reports, research or contract proposals). Provides or disseminates information orally (for example, responds to inquiries concerning claims status, provides job information). Provides or disseminates information in writing (for example, responds to questions concerning loan applications or to congressional inquiries). Discusses results, problems, plans, suggestions, terms, or conditions with others. Explains nontechnical information orally. Explains nontechnical information in writing. Explains technical or other complex information orally. Explains technical or other complex information in writing. Explains or justifies decisions, conclusions, findings, or recommendations. Persuades others to take a particular course of action or to accept findings, recommendations, changes, or alternative viewpoints. Serves as a liaison between government personnel (inside and outside the organization), representatives of business and industry, trade and professional associations, the media, or the public. Serves as a primary point of contact for a specific subject area. Initiates and maintains contacts with individuals outside the organization. Publicizes the organization’s programs, policies, or procedures. Presents information orally about work of the organization to others (for example, describes the organization’s programs and services to individuals or groups in the community or to higher management). Writes news articles, speeches, or press releases. Writes or edits scripts (for example, scripts for radio, television, motion pictures). Proofreads and edits letters or other documents for format or grammatical, spelling, or typographical errors. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 21 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. Ensures documents conform to standards (for example, conform to the U.S. Government Printing Office Style Manual, Chicago Manual of Style). Ensures that there is a logical arrangement of parts or information in correspondence, reports, articles, or other materials. Prepares materials for publication (for example, determines layout and design of materials, selects illustrations, recommends methods of reproduction or binding). Issues publications such as forms, orders, standards, or guidelines. Reviews and updates publications or reports as needed. Translates occupation-specific terminology (for example, computer, legal, or medical terminology) into language that is easily understood. Translates orally between English and a foreign language or sign language. Translates written materials between English and a foreign language. Attends briefings, meetings, conferences, or hearings. Participates in or represents the organization or clients at briefings, meetings, or conferences. Serves on panels, committees, or task forces as a representative for the organization on technical or professional issues. Facilitates group sessions (for example, group feedback sessions, focus groups). Develops materials for briefings, meetings, or conferences. Gives presentations or briefings. Conducts or leads briefings, meetings, or conferences. Decision Making, Problem Solving, and Negotiation 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. Reviews and analyzes forms, applications, documents, or other information to make determinations (for example, authorization, eligibility, or approval or denial of loans, claims, entry documents, entitlements, or requests for waivers). Evaluates individuals or organizations to award contracts or grants. Identifies needs or problems. Recommends improvements or solutions to problems, or determines appropriate actions. Gives official approval or disapproval for actions, requests, or recommendations. Makes improvements, solves problems, or takes corrective action when problems arise. Negotiates contracts for services or supplies. Negotiates with individuals or organizations to resolve conflicts, disputes, or grievances. Negotiates bargaining union agreements. Negotiates with others to reach an agreement, settlement, compliance, or a solution. Laws, Regulations, Policies, Standards, and Procedures 80. 81. 82. 83. 84. 85. 86. 87. 88. 89. Acquires and maintains a working knowledge of relevant laws, regulations, policies, standards, or procedures. Interprets and applies laws, regulations, policies, standards, or procedures to specific issues. Develops, amends, or revises laws, regulations, policies, standards, or procedures. Implements new or revised laws, regulations, policies, standards, or procedures. Evaluates the impact (for example, costs or benefits) of changes to laws, regulations, policies, standards, or procedures. Explains or provides guidance on laws, regulations, policies, standards, or procedures to management, personnel, or clients. Evaluates, monitors, or ensures compliance with laws, regulations, policies, standards, or procedures. Obtains necessary documentation, certification, or approval in support of actions (for example, obtains clearances or power of attorney). Evaluates the effectiveness of laws, regulations, policies, standards, or procedures. Resolves conflicts in laws, regulations, policies, standards, or procedures. Program Management 90. Promotes the establishment or use of organizational programs or practices (for example, safety practices, training or conservation programs). 91. Develops or modifies organizational programs (for example, health, safety, or environmental protection programs). 92. Develops, modifies, or provides input on plans, goals, or objectives for projects, programs, systems, or operations. 93. Establishes organizational strategies, goals, objectives, or priorities. 94. Ensures that activities, services, or products reflect organizational goals and objectives. 95. Implements operational, program, or project plans to meet objectives. 96. Determines resource requirements (for example, staffing, funding, equipment) based on program or project objectives or operational needs. 97. Allocates resources based on program or project objectives or operational requirements. 98. Implements, monitors, or maintains internal control systems to ensure protection against fraud, waste, and mismanagement. 99. Monitors programs, projects, operations, or activities. 100. Tracks the progress of work (for example, requisitions, claims, cases, legislation) through an established system. 101. Manages, leads, or administers programs, projects, operations, or activities. 102. Monitors contracts (includes administering, extending, modifying, or terminating contracts). Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 22 103. Evaluates the efficiency or effectiveness of organizational programs, projects, or operations. Technical and Specialized Duties 104. Reads and understands technical or other complex materials required for the job. 105. Reviews and provides feedback on the content of complex information (for example, research or contract proposals, financial, technical, or management reports). 106. Keeps abreast of latest technology, information, research, etc., to maintain knowledge in field of expertise (for example, reads trade journals, participates in professional/technical associations). 107. Monitors current trends or events (for example, economic, political, social, agricultural, educational, or employment trends or events) and applies the information as appropriate. 108. Keeps abreast of key organizational activities, policies, and priorities likely to affect operations or the program area. 109. Develops models or theoretical approaches. 110. Uses models or theoretical approaches in field of expertise (for example, mathematical or engineering models, economic or psychological theories). 111. Selects the proper tools, equipment, machinery, parts, computer equipment, or software to perform a work activity. 112. Provides technical advice in subject matter area to others. 113. Administers standardized assessment tools, including tests. 114. Interprets results of standardized assessment tools, including tests. 115. Counsels or provides guidance to individuals with specific needs (for example, career counseling, outplacement counseling, tax counseling, social services). 116. Provides psychological assessment, counseling, or treatment. 117. Provides emergency mental health services. 118. Conducts diagnostic fitness or health evaluations. 119. Diagnoses medical conditions and recommends treatments. 120. Detects the presence of diseases for quarantine or immigration purposes. 121. Administers first aid, including CPR. 122. Conducts job analyses. 123. Develops sampling plans. 124. Classifies jobs. 125. Develops assessment tools (for example, written tests, training evaluations, oral examinations). 126. Validates selection instruments or procedures. 127. Designs training courses or develops instructional materials or activities. 128. Promotes trade or market expansion. 129. Conducts elections. 130. Administers oaths. 131. Designs forms. 132. Uses and interprets maps, navigational charts, or aerial photographs. 133. Uses technical drawings, specifications, or samples to produce objects, materials, or other products. 134. Prepares, revises, or updates maps by hand. 135. Prepares, revises, or updates maps using automated technology. 136. Prepares specialized or technical drawings, sketches, or illustrations by hand. 137. Prepares specialized or technical drawings, sketches, or illustrations using automated technology. 138. Prepares fragile or valuable objects (for example, artifacts, artwork) for transportation or storage. 139. Sets up exhibits (for example, hangs artwork). 140. Determines proper display of artifacts, specimens, artwork, merchandise, etc. 141. Develops interpretive materials (for example, captions) for natural, historical, or cultural programs, publications, or exhibits. 142. Demonstrates craft-making or other skills related to historical or cultural programs. 143. Conducts tours (for example, tours of facilities, museums, historical houses). 144. Searches for and collects items to add to a collection (for example, artifacts, artwork). 145. Takes or develops photographs. 146. Prepares audio, visual, or audio-visual presentations (for example, radio programs, films, videotapes). 147. Directs audio, visual, or audio-visual productions (for example, provides stage directions or cues). 148. Monitors or preserves the environment (for example, wildlife, land, air, water). 149. Handles, ships, stores, or disposes of hazardous materials. 150. Cleans up or contains spills of hazardous materials. 151. Conducts environmental impact analyses. 152. Fights fires. 153. Excavates or studies archaeological sites or artifacts. 154. Reads and records data obtained from technical or scientific instruments, or indicators. 155. Collects and prepares samples or specimens for laboratory testing. 156. Conducts laboratory tests. 157. Conducts quality checks or inspections to determine quality or condition. 158. Prepares and files legal pleadings or documents (for example, complaints, summonses, warrants, legal motions, extensions, tax liens, levies). 159. Testifies or presents evidence in court or at administrative proceedings. 160. Prepares cases or testimony for court or administrative proceedings. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 23 161. 162. 163. 164. 165. 166. 167. Litigates in court or at administrative proceedings. Hears or reviews grievances, charges, or testimony brought to court or to administrative proceedings. Deals with individuals who are difficult, hostile, or distressed. Designs or maintains telecommunications systems. Performs underwater scuba dives. Builds animal decoys. Designs electrical, mechanical, or chemical products or systems. Human Resources/Human Relations 168. 169. 170. 171. 172. 173. 174. 175. 176. 177. 178. 179. 180. 181. 182. 183. 184. 185. 186. 187. 188. 189. 190. 191. 192. 193. 194. 195. 196. 197. Promotes or develops and maintains good working relationships with key individuals or groups. Collaborates with others or works on teams to accomplish work-related activities. Coordinates the activities of individuals inside or outside of the organization. Motivates others (for example, subordinates, patients, clients, team members). Reviews others’ work (for example, peers, subordinates, contractors). Informs supervisor or other official of issues or problems. Attends classroom training, workshops, or seminars. Participates in on-the-job training and developmental assignments. Assesses educational, vocational, or training needs. Conducts on-the-job training. Instructs classes or conducts training sessions, workshops, or seminars. Serves as a mentor to staff. Serves as acting supervisor. Schedules work assignments, sets priorities, and coordinates the work of staff. Controls attendance and leave, including approval of sick and annual leave. Provides guidance or counseling (for example, career or retirement counseling) to subordinates. Provides career development opportunities for staff. Provides technical supervision of program or project work. Monitors others' work. Develops position descriptions and performance standards. Evaluates and provides feedback on others' performance. Provides recognition and rewards for effective or outstanding performance. Resolves complaints from employees. Identifies potential problems in employee behavior or performance and takes appropriate action. Recruits personnel. Recruits people other than personnel (for example, students, volunteers, foster parents, mediators, clients). Selects personnel. Recommends personnel actions (for example, appointments, promotions, reassignments). Communicates organizational strategies, goals, objectives, or priorities on a regular basis. Solicits input or feedback from staff. Property, Equipment, Supplies, and Logistics 198. Operates standard office equipment other than computers (for example, telephone, typewriter, fax, photocopier, calculator). 199. Operates specialized equipment other than computers (for example, microfiche, cash register, radar, audio mixing equipment, oscilloscope). 200. Sets up or installs equipment or systems (for example, computers, security devices, telecommunications systems). 201. Analyzes space requirements, determines space allocations, or designs space layouts. 202. Develops or maintains supply catalogs. 203. Takes orders for services, supplies, or equipment. 204. Purchases or contracts for property, services, supplies, equipment, or other items. 205. Solicits proposals or bids for contracts or property. 206. Distributes supplies, equipment, or materials. 207. Maintains stock of supplies, equipment, or merchandise. 208. Conducts inventories of supplies, equipment, merchandise, property, or other materials. 209. Performs routine maintenance on equipment or vehicles. 210. Maintains or repairs facilities or property, including land. 211. Repairs equipment, other than computers. 212. Repairs vehicles. 213. Oversees or arranges for the maintenance or repair of equipment, facilities, or property, including land. 214. Appraises the value of property or materials. 215. Rents out or leases out property. 216. Sells property or arranges for the disposal of property, supplies, or records. 217. Carries and operates firearms. 218. Operates motor vehicles. 219. Operates boats. 220. Operates power driven equipment. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 24 221. Builds or constructs structures or objects. 222. Controls and coordinates the movement of cargo, passengers, or air, land, or water vehicles through transportation systems. 223. Sets up camp. Security and Enforcement 224. 225. 226. 227. 228. 229. 230. 231. 232. 233. 234. 235. 236. 237. 238. 239. 240. 241. Monitors security of an area, entrance, or building. Conducts security or compliance inspections. Maintains security of assets or confidentiality of information (for example, equipment, cash, computer access). Preserves evidence or crime scenes. Conducts searches or inspections of persons, baggage, vehicles, ships, aircraft, or other materials. Inspects food. Screens persons seeking entry into the country. Protects the health, safety, privacy, or best interest of the public, clients, staff, or others who may be at risk. Issues summonses, warrants, or subpoenas. Serves warnings, citations, summonses, warrants, or subpoenas. Locates or ensures the presence of witnesses. Recognizes individuals who are the subject of "wanted" or special attention notices, such as known criminals. Performs policing functions (for example, arresting or detaining persons, or seizing contraband, property, or assets). Conducts surveillance of persons or places, such as buildings or cars. Conducts raids. Conducts search and rescue missions. Performs investigative work to obtain information, gather evidence, or verify facts (for example, conducts background checks or criminal investigations, investigates violations of environmental regulations). Interviews persons to elicit sensitive information or information they are reluctant to volunteer. Computer Systems 242. Enters data or other information into computer. 243. Uses computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information. 244. Develops complex or large-scale computerized databases. 245. Uses a computer for desktop publishing. 246. Processes or analyzes data using computer systems or applications. 247. Writes or debugs computer programs. 248. Develops specifications for the design or modification of computer systems or applications. 249. Develops or modifies computer applications or software. 250. Creates or maintains documentation for computer systems, applications, programs, or databases. 251. Maintains computerized databases or information tracking systems. 252. Installs and configures software. 253. Repairs or upgrades computer hardware. 254. Diagnoses computer hardware, software, or system malfunctions or problems. 255. Designs computer hardware. 256. Designs or maintains computer networks. 257. Evaluates automated systems to ensure they are applied as designed or meet operational requirements. 258. Identifies methods for automating work processes. 259. Confers with users to evaluate effectiveness of, or identify the need for, computer programs or management systems. Financial Functions 260. Evaluates financial and credit risk factors involved in granting, guaranteeing, or insuring loans or awarding contracts. 261. Determines rents, rates, costs, or fees to charge others. 262. Assesses duties, taxes, or other monies owed to the organization. 263. Arranges payment plans for monies owed to the organization. 264. Collects monies (for example, taxes, fees, money owed). 265. Develops short- or long-term financing plans, or identifies funding sources. 266. Forecasts money, material, or staffing needs. 267. Prepares budget or cost estimates for own organization or for projects or activities. 268. Prepares budget requests or justifications for funding. 269. Presents budget estimates or requests to higher management. 270. Reviews and approves, disapproves, or adjusts funding requests. 271. Performs budget administration duties. 272. Authorizes or schedules payment of monies. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 25 273. 274. 275. 276. 277. 278. 279. 280. 281. 282. 283. Processes or records financial transactions or information. Prepares vouchers or other routine financial documents. Prepares complex financial statements or reports. Monitors budgets, including expenditures or cash flow. Identifies accounting errors and reconciles accounts or other financial records. Performs various account servicing duties (for example, monitors accounts, adjusts delinquent loan accounts, administers trust funds). Prepares or examines tax returns. Conducts financial audits. Determines compliance with accounting and auditing requirements. Analyzes or interprets financial information. Counsels or advises others on financial matters. Arithmetic/Mathematics/Statistics 284. 285. 286. 287. 288. 289. Uses addition, subtraction, division, or multiplication. Uses fractions, decimals, percentages, or averages. Uses prescribed formulas, schedules, tables, or procedures to calculate or check values or numbers. Determines which mathematical or statistical formulas or methods to use. Uses mathematical or statistical formulas or methods. Weighs or measures objects or materials. Office Duties 290. 291. 292. 293. 294. 295. 296. 297. 298. 299. 300. 301. 302. 303. Types materials. Makes copies, collates, or binds materials. Completes forms, documents, or routine reports. Verifies accuracy of data and reconciles errors or inconsistencies. Prepares outgoing mail. Makes arrangements for freight services (for example, aircraft, rail, boat, or material-handling equipment). Schedules meetings, appointments, activities, etc. (for example, schedules interviews, training sessions, product distribution). Receives office telephone calls or visitors. Admits clients/patients into programs (for example, obtains patient's history, fills child care vacancies). Makes logistical arrangements for meetings, local transportation, travel, tours, social events, etc. Plans and coordinates briefings, meetings, conferences, or other events (for example, identifies speakers, coordinates registration). Escorts visitors to meetings or special functions. Takes notes at meetings and prepares minutes. Travels to other locations to perform own duties. Customer Service 304. 305. 306. 307. 308. 309. 310. 311. 312. 313. Determines appropriate products or services for clients or customers. Directs individuals, problems, questions, or complaints to the proper person or place. Responds to requests or resolves complaints from customers. Follows up on requests or complaints. Provides information about opportunities, services, or resources. Assists in completing forms. Sells or promotes products or services. Displays merchandise. Asks customers for suggestions or feedback on the performance of products or services. Modifies products or services based on suggestions or feedback from customers. Physical Strength and Agility 314. 315. 316. 317. Participates in physical fitness training programs to maintain required fitness level. Stoops, bends, or stretches to reach job-related materials Stands or walks for long periods of time. Lifts or moves heavy objects. Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 26 JOB ANALYSIS WORKSHEET FOR TASKS Task Source Importance Scale How important is this task to the job? Frequency Scale How often is the task performed? 0 1 2 3 4 5 0 1 2 3 4 5 = = = = = = Not Performed Not Important Somewhat Important Important Very Important Extremely Important = = = = = = Importance Frequency Not Performed Every few months to yearly Every few weeks to monthly Every few days to weekly Every few hours to daily Hourly to many times each hour Signature: ________________________________________ Title: ____________________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 27 JOB ANALYSIS WORKSHEET FOR COMPETENCIES Competency Source Importance Need At Entry Distinguishing Value Importance Scale How important is this competency for effective job performance? Need At Entry Scale When is this competency needed for effective job performance? Distinguishing Value Scale How valuable is this competency for distinguishing superior from barely acceptable employees? 1 2 3 4 5 1 2 3 4 1 2 3 4 5 = = = = = Not Important Somewhat Important Important Very Important Extremely Important = = = = Needed the first day Must be acquired within the first 3 months Must be acquired within the first 4 - 6 months Must be acquired after the first 6 months = = = = = Not Valuable Somewhat Valuable Valuable Very Valuable Extremely Valuable Signature: _______________________________ Title: __________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 28 JOB ANALYSIS WORKSHEET FOR TASK AND COMPETENCY LINKAGE Linkage Scale How important is this competency for effective task performance? 1 = Not Important 2 = Somewhat Important 3 = Important 4 = Very Important 5 = Extremely Important Competency Number Task Number Signature: _______________________________ Title: __________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 29 ACCOMPLISHMENTS WORKSHEET Competency Title/Definition: Accomplishments Level Rating (High, Medium, Low) 1 2 3 4 5 6 7 8 Signature: ___________________________ Signature: ____________________________ Title: _______________________________ Title: _________________________________ Date: _______________________________ Date: ________________________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 30 MULTIPLE CHOICE/YES-NO RATING SCHEDULE WORKSHEET Competency Title/Definition: 1 2 3 4 5 6 7 8 9 10 Signature: ___________________________ Signature: ____________________________ Title: _______________________________ Title: _________________________________ Date: _______________________________ Date: ________________________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 31 RATING SCHEDULE BENCHMARK WORKSHEET Competency Title/Definition: HIGH Description: Examples: MEDIUM Description: Examples: LOW Description: Examples: Signature: Signature: Title: Title: Date: Date: Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 32 SAMPLE JOB ANALYSIS WORKSHEET FOR TASKS Task Source 1. Contacts others orally to obtain information. OPM's MOSAIC Study 2. Reads and understands nontechnical materials (e.g., letters, memoranda, electronic mail, simple instructions). OPM's MOSAIC Study 3. Serves as primary point of contact for a specific subject area. OPM's MOSAIC Study 4. Interprets and applies laws, regulations, policies, standards, or procedures to specific issues. Position Description 5. Promotes or develops and maintains good working relationships with key individuals or groups. Position Description 6. Acquires and maintains a working knowledge of relevant laws, regulations, policies, standards, or procedures. Position Description 7. Provides technical advice in subject matter area to others. Classification Standard 8. Collaborates with others or works on teams to accomplish work-related activities. Classification Standard 9. Uses computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information. Classification Standard 10. Discusses results, problems, plans, suggestions, terms, or conditions with others. Subject Matter Experts 11. Uses addition, subtraction, division, or multiplication. Subject Matter Experts 12. Enters data or other information into computer. Subject Matter Experts Importance Scale How important is this task to the job? Frequency Scale How often is the task performed? 0 = Not Performed 1 = Not Important 2 = Somewhat Important 3 = Important 4 = Very Important 5 = Extremely Important 0 = Not Performed 1 = Every few months to yearly 2 = Every few weeks to monthly 3 = Every few days to weekly 4 = Every few hours to daily 5 = Hourly to many times each hour Importance Frequency Signature: ________________________________________ Title: ____________________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 33 SAMPLE JOB ANALYSIS WORKSHEET FOR COMPETENCIES Competency Source 1. Reading OPM's MOSAIC Study 2. Writing OPM's MOSAIC Study 3. Interpersonal Skills Position Description 4. Oral Communication Position Description 5. Reasoning Classification Standard 6. Decision Making Classification Standard 7. Customer Service Classification Standard 8. Arithmetic Subject Matter Experts 9. Mathematical Reasoning Subject Matter Experts 10. Personnel and Human Resources Subject Matter Experts Importance Need At Entry Distinguishing Value Importance Scale Need At Entry Scale Distinguishing Value Scale How important is this competency for effective job performance? When is this competency needed for effective job performance? How valuable is this competency for distinguishing superior from barely acceptable employees? 1 = Not Important 2 = Somewhat Important 3 = Important 4 = Very Important 5 = Extremely Important 1 = Needed the first day 2 = Must be acquired within the first 3 months 3 = Must be acquired within the first 4 - 6 months 4 = Must be acquired after the first 6 months 1 = Not Valuable 2 = Somewhat Valuable 3 = Valuable 4 = Very Valuable 5 = Extremely Valuable Signature: _______________________________ Title: __________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 34 SAMPLE JOB ANALYSIS WORKSHEET FOR TASK AND COMPETENCY LINKAGE Linkage Scale How important is this competency for effective task performance? 1 = Not Important 2 = Somewhat Important 3 = Important 4 = Very Important 5 = Extremely Important Competency Number Task Number 1 2 3 4 5 6 7 10 1 2 3 4 5 6 7 8 9 10 Signature: _______________________________ Title: __________________________________ Date: __________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 35 SAMPLE ACCOMPLISHMENTS WORKSHEET Competency Title/Definition: Writing Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. Accomplishments Level Rating (High, Medium, Low) 1. I wrote a resource booklet explaining the rules and regulations on reinstatement after retirement. I received a lot of positive feedback from customers on the booklet. High 2 3 4 5 6 7 8 Signature: ___________________________ Signature: ____________________________ Title: _______________________________ Title: _________________________________ Date: _______________________________ Date: ________________________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 36 SAMPLE MULTIPLE CHOICE/YES-NO RATING SCHEDULE WORKSHEET Competency Title/Definition: Writing Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. 1. Have you successfully done work that involved translating technical or complex language (e.g., laws, regulations) into language that was more easily understood? 2 3 4 5 6 7 8 9 10 Signature: ___________________________ Signature: ____________________________ Title: _______________________________ Title: _________________________________ Date: _______________________________ Date: ________________________________ Delegated Examining Operations Handbook Inst. 5 - October 1999 C - 37 SAMPLE RATING SCHEDULE BENCHMARK WORKSHEET Competency Title/Definition: Writing Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. HIGH Description: Composes documents or correspondence involving complex or technical information, and adapts writing to the audience’s level of knowledge. Proofreads or edits complex or technical writing of others. Examples: - Composes complex correspondence or other written work - Explains, in writing, the application of laws, regulations, precedents, and practices - Writes and publishes articles on program direction and content. MEDIUM Description: Examples: LOW Description: Examples: Signature: Signature: Title: Title: Date: Date: Delegated Examining Operations Handbook Inst. 5 - October 1999 D-1 APPENDIX D A-C-E Rating Procedure The A-C-E rating procedure and augmentation (assignment of additional points) process are an alternate approach to the traditional KSA procedure. In the A-C-E rating procedure, an applicant’s qualifying experience and education/training are assigned to a single quality level. Typically 3 levels are defined. An example of “A-C-E” quality levels is as follows: Level A (90 points): Graduate degree in a field directly related to the position; or experience directly related to the position being filled which demonstrates ability on all major aspects of the position. Level C (80 points): Graduate education (minimum 36 semester hours/54 quarter hours or two full years of academic study) in an appropriate field but does not have a degree; or experience in a related field which would enable a person to carry out satisfactorily most of the major aspects of the position. Level E (70 points): Meets the minimum qualification requirements. If application of the A-C-E rating instrument results in a large number of applicants with tied scores in the level(s) being considered for selection, the examiner should refine these scores through the use of an augmentation process (more refined rating factors). Note: Typically only candidates in Level A and veterans with augmented scores in the 90s would be considered for selection. However, the examiner might elect to refer candidates in Level C also if the number of candidates rated in Level A are determined to be insufficient. The examiner only needs to apply the augmentation procedure to applications rated in the level(s) being referred for selection. Rules for augmentation: Additional points can be added to an applicants rating level score as long as the additional points, with the exception of veterans’ preference, do not raise the candidate to the next rating level. In our example above, the levels are 10 points apart (e.g. E = 70; C = 80; A = 90). The maximum number of points an application could be augmented is 9 points, with the exception of 10 points for Level A. Veterans’ preference points should be added before augmentation of the additional points. Augmentation rating criteria must be job related, and used to distinguish among the best qualified applicants within a quality level. Augmentation Example: Candidate must have a knowledge of program analysis concepts, principles, techniques and practices. 9 points: Direct experience interpreting the principles and practices of requirements analysis and cost estimating, evaluating program technical status and resource requirements, and preparing recommendations. 6 points: Experience interpreting, evaluating, and summarizing program technical performance and resource status with respect to cost, manpower, and schedule completion. 3 points: Knowledge of (limited experience in) budget preparation, justification, and execution. Delegated Examining Operations Handbook Inst. 5 - October 1999 D-2 The following chart depicts applicants rated originally into quality levels, with scores of the “A” quality level further augmented. Note that veterans’ preference points were added before the augmentation process and that “Joe” moved from the “C” quality level into the “A” quality level with the addition of veterans’ preference points. Name of Eligible Joe Sue Sally Jim Bob Mark Ann Quality Level Score 80+10=90 CPS 90+5= 95 TP 90 NV 90 NV 90 NV 80 NV 80 NV Augmented Points 0 3 6 9 9 Not augmented Not augmented New Rating 90 CPS 98 TP 96 NV 99 NV 99 NV 80 NV 80 NV The new (or adjusted) rating score would be used in ordering the certificate for referral. If the augmentation process had not been used, the quality level scores would have been used in ordering the certificate. Tie breaking procedures would have been required for all tied scores. Note that 10-point veterans may float depending on the series and grade of the job. Delegated Examining Operations Handbook Inst. 5 - October 1999 E- 1 APPENDIX E PROFESSIONAL AND SCIENTIFIC POSITIONS SERIES 0020 0060 0095 0101 0110 0130 0131 0135 0140 0150 0170 0180 0184 0185 0190 0193 0401 0403 0405 0406 0408 0410 0413 0414 0415 0430 0434 0435 0436 0437 0440 0454 0457 0460 0470 0471 0475 0480 0482 0485 0486 0487 0493 0510 0511 0512 0601 0602 0610 0630 0631 0633 0635 0637 0638 POSITION TITLES Community Planning Chaplain Foreign Law Specialist Social Science Economist Foreign Affairs International Relations Foreign Agricultural Affairs Manpower Research & Analysis Geography History Psychology Sociology Social Work General Anthropology Archeology General Biological Science Microbiology Pharmacology Agricultural Extension Ecology Zoology Physiology Entomology Toxicology Botany Plant Pathology Plant Physiology Plant Protection & Quarantine Horticulture Genetics Range Conservation Soil Conservation Forestry Soil Science Agronomy Agricultural Management General Fish and Wildlife Administration Fishery Biology Wildlife Refuge Management Wildlife Biology Animal Science Home Economics Accounting Auditing Internal Revenue Agent General Health Science Medical Officer Nurse Dietitian & Nutritionist Occupational Therapist Physical Therapist Corrective Therapist Manual Arts Therapist Recreation/Creative Arts Therapist Delegated Examining Operations Handbook SERIES 0639 0644 0660 0662 0665 0668 0680 0690 0696 0701 0801 0803 0804 0806 0807 0808 0810 0819 0830 0840 0850 0854 0855 0858 0861 0871 0880 0881 0890 0892 0893 0894 0896 0904 0905 1015 1102 1220 1221 1222 1223 1224 1226 1301 1306 1310 1313 1315 1320 1321 POSITION TITLES Educational Therapist Medical Technologist Pharmacist Optometrist Speech Pathology & Audiology Podiatrist Dental Officer Industrial Hygiene Consumer Safety Veterinary Medical Science General Engineering Safety Engineering Fire Prevention Engineering Materials Engineering Landscape Architecture Architecture Civil Engineering Environmental Engineering Mechanical Engineering Nuclear Engineering Electrical Engineering Computer Engineering Electronic Engineering Biomedical Engineering Aerospace Engineering Naval Architecture Mining Engineering Petroleum engineering Agricultural Engineering Ceramic Engineering Chemical Engineering Welding Engineering Industrial Engineering Law Clerk General Attorney Museum Curator Contracting1 Patent Administration Patent Adviser Patent Attorney Patent Classifying Patent Examining Design Patent Examining General Physical Science Health Physics Physics Geophysics Hydrology Chemistry Metallurgy Note: 10-point compensably disabled veterans continue to float at grade GS-9 and above in the GS-1102 occupation. 1 Inst. 5 - October 1999 E- 2 APPENDIX E (Cont’d) PROFESSIONAL AND SCIENTIFIC POSITIONS SERIES POSITION TITLES 1330 1340 1350 1360 1370 1372 1373 1380 1382 1384 1386 1410 1420 1510 1515 1520 1529 1530 1540 1550 1701 1710 1720 1725 1730 1740 1750 Astronomy & Space Science Meteorology Geology Oceanography Cartography Geodesy Land Surveying Forest Products Technology Food Technology Textile Technology Photographic Technology Librarian Archivist Actuary Operations Research Mathematics Mathematical Statistician Statistician Cryptography Computer Science General Education & Training Education and Vocational Training Education Program Public Health Educator Education Research Education Services Instructional Systems Delegated Examining Operations Handbook Inst. 5 - October 1999 F-1 APPENDIX F TRANSMUTATION TABLES FOR GENERAL SCHEDULE POSITIONS After the rating schedule has been developed, determine the maximum number of points an applicant can receive. The first column in each table below represents the number of points. The second column is the transmuted rating, exclusive of veterans’s preference. Use the transmutation table which begins with the number matching the maximum number of points. Applicants who meet the OPM qualification requirements and any selective factors, but show no evidence of possession of any other experience, will be assigned a transmuted rating of 70. 6 = 100 5 = 95 4 = 90 3 = 85 2 = 80 1 = 75 0 = 70 7 = 100 6 = 96 5 = 91 4 = 87 3 = 83 2 = 79 1 = 74 0 = 70 8 = 100 7 = 96 6 = 92 5 = 89 4 = 85 3 = 81 2 = 77 1 = 74 0 = 70 9 = 100 8 = 97 7 = 93 6 = 90 5 = 87 4 = 83 3 = 80 2 = 77 1 = 73 0 = 70 10 = 100 9 = 97 8 = 94 7 = 91 6 = 88 5 = 85 4 = 82 3 = 79 2 = 76 1 = 73 0 = 70 11 = 100 10 = 97 9 = 95 8 = 92 7 = 89 6 = 87 5 = 84 4 = 81 3 = 78 2 = 76 1 = 73 0 = 70 12 = 100 11 = 98 10 = 95 9 = 93 8 = 90 7 = 88 6 = 85 5 = 83 4 = 80 3 = 78 2 = 75 1 = 73 0 = 70 13 = 100 12 = 98 11 = 95 10 = 93 9 = 91 8 = 89 7 = 86 6 = 84 5 = 82 4 = 79 3 = 77 2 = 75 1 = 72 0 = 70 14 = 100 13 = 98 12 = 96 11 = 94 10 = 91 9 = 89 8 = 87 7 = 85 6 = 83 5 = 81 4 = 79 3 = 76 2 = 74 1 = 72 0 = 70 15 = 100 14 = 98 13 = 96 12 = 94 11 = 92 10 = 90 9 = 88 8 = 86 7 = 84 6 = 82 5 = 80 4 = 78 3 = 76 2 = 74 1 = 72 0 = 70 Delegated Examining Operations Handbook 16 = 100 15 = 98 14 = 96 13 = 94 12 = 93 11 = 91 10 = 89 9 = 87 8 = 85 7 = 83 6 = 81 5 = 79 4 = 78 3 = 76 2 = 74 1 = 72 0 = 70 17 = 100 16 = 98 15 = 96 14 = 95 13 = 93 12 = 91 11 = 89 10 = 87 9 = 86 8 = 84 7 = 82 6 = 80 5 = 78 4 = 77 3 = 75 2 = 73 1 = 71 0 = 70 18 = 100 17 = 98 16 = 97 15 = 95 14 = 93 13 = 92 12 = 90 11 = 88 10 = 87 9 = 85 8 = 83 7 = 82 6 = 80 5 = 78 4 = 77 3 = 75 2 = 73 1 = 72 0 = 70 19 = 100 18 = 98 17 = 97 16 = 95 15 = 94 14 = 92 13 = 90 12 = 89 11 = 87 10 = 86 9 = 84 8 = 82 7 = 81 6 = 79 5 = 78 4 = 76 3 = 74 2 = 73 1 = 71 0 = 70 20 = 100 19 = 99 18 = 97 17 = 96 16 = 94 15 = 92 14 = 91 13 = 90 12 = 88 11 = 87 10 = 85 9 = 84 8 = 82 7 = 81 6 = 79 5 = 78 4 = 76 3 = 75 2 = 73 1 = 72 0 = 70 21 = 100 20 = 99 19 = 97 18 = 96 17 = 94 16 = 93 15 = 91 14 = 90 13 = 89 12 = 87 11 = 86 10 = 84 9 = 83 8 = 81 7 = 80 6 = 79 5 = 77 4 = 76 3 = 74 2 = 73 1 = 71 0 = 70 Inst. 5 - October 1999 F-2 22 = 100 21 = 99 20 = 97 19 = 96 18 = 95 17 = 93 16 = 92 15 = 90 14 = 89 13 = 88 12 = 86 11 = 85 10 = 84 9 = 82 8 = 81 7 = 80 6 = 78 5 = 77 4 = 75 3 = 74 2 = 73 1 = 71 0 = 70 23 = 100 22 = 99 21 = 97 20 = 96 19 = 95 18 = 93 17 = 92 16 = 91 15 = 90 14 = 88 13 = 87 12 = 86 11 = 84 10 = 83 9 = 82 8 = 80 7 = 79 6 = 78 5 = 77 4 = 75 3 = 74 2 = 73 1 = 71 0 = 70 24 = 100 23 = 99 22 = 97 21 = 96 20 = 95 19 = 94 18 = 92 17 = 91 16 = 90 15 = 89 14 = 87 13 = 86 12 = 85 11 = 84 10 = 82 9 = 81 8 = 80 7 = 79 6 = 77 5 = 76 4 = 75 3 = 74 2 = 72 1 = 71 0 = 70 25 = 100 24 = 99 23 = 98 22 = 96 21 = 95 20 = 94 19 = 93 18 = 92 17 = 90 16 = 89 15 = 88 14 = 87 13 = 86 12 = 84 11 = 83 10 = 82 9 = 81 8 = 80 7 = 78 6 = 77 5 = 76 4 = 75 3 = 74 2 = 72 1 = 71 0 = 70 26 = 100 25 = 99 24 = 98 23 = 97 22 = 95 21 = 94 20 = 93 19 = 92 18 = 91 17 = 90 16 = 88 15 = 87 14 = 86 13 = 85 12 = 84 11 = 83 10 = 82 9 = 80 8 = 79 7 = 78 6 = 77 5 = 76 4 = 75 3 = 73 2 = 72 1 = 71 0 = 70 27 = 100 26 = 99 25 = 98 24 = 97 23 = 96 22 = 94 21 = 93 20 = 92 19 = 91 18 = 90 17 = 89 16 = 88 15 = 87 14 = 86 13 = 84 12 = 83 11 = 82 10 = 81 9 = 80 8 = 79 7 = 78 6 = 77 5 = 76 4 = 74 3 = 73 2 = 72 1 = 71 0 = 70 Delegated Examining Operations Handbook 28 = 100 27 = 99 26 = 98 25 = 97 24 = 96 23 = 95 22 = 94 21 = 93 20 = 91 19 = 90 18 = 89 17 = 88 16 = 87 15 = 86 14 = 85 13 = 84 12 = 83 11 = 82 10 = 81 9 = 80 8 = 79 7 = 78 6 = 76 5 = 75 4 = 74 3 = 73 2 = 72 1 = 71 0 = 70 30 = 100 29 = 99 28 = 98 27 = 97 26 = 96 25 = 95 24 = 94 23 = 93 22 = 92 21 = 91 20 = 90 19 = 89 18 = 88 17 = 87 16 = 86 15 = 85 14 = 84 13 = 83 12 = 82 11 = 81 10 = 80 9 = 79 8 = 78 7 = 77 6 = 76 5 = 75 4 = 74 3 = 73 2 = 72 1 = 71 0 = 70 29 = 100 28 = 99 27 = 98 26 = 97 25 = 96 24 = 95 23 = 94 22 = 93 21 = 92 20 = 91 19 = 90 18 = 89 17 = 88 16 = 87 15 = 86 14 = 84 13 = 83 12 = 82 11 = 81 10 = 80 9 = 79 8 = 78 7 = 77 6 = 76 5 = 75 4 = 74 3 = 73 2 = 72 1 = 71 0 = 70 Inst. 5 - October 1999 G-1 APPENDIX G RECORDS RETENTION AND DISPOSITION SCHEDULE This grouping of records consists of documents relating to the Government-wide competitive examination and recruitment programs. ITEM NO. TITLE & DESCRIPTION OF RECORDS DISPOSITION 1. Examining delegation agreements under the authority of 5 U.S.C. § 1104. (OPM and agency copies.) Destroy 3 years after termination of agreement. 2. Reports of reviews of delegated examining operations. Destroy 3 years after date of report. 3. Request for prior approval of personnel actions taken by agencies on such matters as promotions, transfer, reinstatement, change in status, etc. Break annually. Destroy 1 year after break. 4. Correspondence between Examining Office and Members of Congress, the White House, or the general public concerning applications, eligibles, certification, and all other examining and recruiting operations. Break annually. Destroy 1 year after break. TESTING: 5. Correspondence relating to the shipment of examination papers and test material. Break annually. Destroy 1 year after break. 6. Stock control records of examination test material including running inventory of test material in stock. Destroy when test is superseded or obsolete. 7. Written test answer sheets for both eligibles and ineligibles. Filed by date of processing. Destroy 6 months after processing. 8. Lost or exposed test material case files showing the circumstances of loss, nature of the recovery action, and corrective action. Break closed files annually. Destroy 5 years after break. 9. Correspondence concerning accommodations for holding examinations. Break annually. Destroy 1 year after break. REGISTER/STANDING INVENTORY 10. Certificate Control/Log System consisting of receipt date, series and grade of position, duty location, etc. for request of a list of eligibles from a register/standing inventory. Delegated Examining Operations Handbook Retain certificate control/log system for at least 2 years or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. Inst. 5 - October 1999 G-2 11. Register of eligibles: OPM Form 5001-C or equivalent document that records eligibility of an individual for Federal jobs. This may be an automated or a manual system. Break records on individuals with expired eligibility annually. Destroy 1 year after break. 12. Examination announcement file consisting of correspondence regarding the examination requirements, original drafts of announcement issued (exclusive of correspondence and other records concerning qualification standards, job specifications and their development). Destroy 1 year after termination of related register. 13. Eligible applications: When entire register is terminated, destroy 1 year after termination date. a. On active register. Destroy upon termination of the register (except applications that may be brought forward to a new register, if any.) b. On inactive register. Retain inactive application for 2 years or until program is formally audited by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 14. Certificate case file consisting of SF-39, Request for a Referral of Eligibles, SF-39A (or equivalent documents), position description, and other papers upon which the certificate was based. This includes rating schedule, job analysis documentation, record of selective and quality ranking factors used, list of eligibles screened for the vacancy, rating sheet with the assignment of ratings, availability statements, and other documentation designated for retention. It is recommended that both the office copy and reviewed report copy of the certificate be kept in this file. The certificate case file should be arranged to permit reconstruction or validation of actions taken in the event of appeal or legal action. Retain certificate case file for 2 years after final action or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 15. Canceled and ineligible applications including the application, supplemental forms, and attachments submitted with the applications. Retain canceled and ineligible applications for 2 years after final action or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 16. Letters to applicants denying transfer of eligibility. Break annually. Destroy 1 year after break. 17. Correspondence or notices received from eligibles indicating a change in name, address, or availability. Break annually. Destroy 1 year after break. May be filed with application (optional). Delegated Examining Operations Handbook Inst. 5 - October 1999 G-3 CASE EXAMINING 18. Certificate Control/Log System consisting of request date, series and grade of position, duty location, etc. Retain certificate control/log system for at least 2 years or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 19. Case examining file consisting of SF-39, Request for a Referral of Eligibles and SF-39A (or equivalent documents); vacancy announcement with Supplemental Qualifications Statement (if applicable); public notice documentation (for example, a printed copy of the job listing from the Federal Job database); position description; rating schedule developed with a record of selective and quality ranking factors used; job analysis documentation; list of eligibles screened for the vacancy; rating sheet with eligible’s assigned ratings; processing documents (such as OPM Form 1203-AW- Form C); availability statements, and other documentation upon which the certificate was based. It is recommended that both the office file copy and reviewed report copy of the certificate be kept in this file. The certificate case file should be arranged to permit reconstruction or validation of actions taken in the event of appeal or legal action. Retain case examining file for 2 years after final action or until program is formally audited by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after audit. 20. Eligible applications consisting of SF-171, resume, or equivalent are sent with the Certificate of Eligibles. OPM Form 1203-AW’s (Form C) are included in the case examining file. Eligible applications not referred to the agency remain with the case examining file. Retain case examining file for 2 years after final action or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 21. Ineligible applications consisting of SF-171, resume, or equivalent and OPM Form 1203-AW (Form C) with rating sheet are included in the case examining file. Retain case examining file for 2 years after final action or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. 22. Incomplete applications consisting of application, supplemental forms or attachments submitted with the application are included in the case examining file. Retain case examining file for 2 years after final action or until program is formally reviewed by OPM’s Office of Merit System Oversight and Effectiveness whichever comes first. Destroy after review. NOTE: Examinations under litigation must retain all documents, such as, vacancy announcement files, applications, supplemental forms, certificate case files, etc. until instructed by OPM’s Office of the General Counsel. Delegated Examining Operations Handbook Inst. 5 - October 1999 H-1 APPENDIX H SAMPLE VACANCY ANNOUNCEMENT LANGUAGE TO EXPLAIN CTAP and ICTAP This appendix contains two sets of sample vacancy announcement language to explain CTAP and ICTAP: a longer version and a shorter version. I. Longer Version SPECIAL SELECTION PRIORITY PROVISIONS FOR SURPLUS OR DISPLACED FEDERAL EMPLOYEES UNDER A CAREER TRANSITION ASSISTANCE PLAN (CTAP) A. CTAP (for Non - DoD Agencies Only) If you are currently an employee who has received a Reduction in Force (RIF) separation notice, a Certificate of Expected Separation (CES), or notice of proposed separation for declining a directed reassignment or transfer of function outside of the local commuting area or other appropriate agency certification of surplus status, you may be entitled to special selection priority under the Career Transition Assistance Plan (CTAP). To receive this priority consideration you must: 1. Be a current [Insert Agency Name] career or career-conditional (tenure group I or II) competitive service employee who has received a RIF separation notice, a Certificate of Expected Separation (CES), or notice of proposed separation for declining a directed reassignment or transfer of function outside of the local commuting area, and you are still on the rolls of [Insert Agency Name]. You must submit a copy of the RIF notice, CES, or notice of proposed separation with your application. 2. Be applying for a position that is at or below the grade level of the position from which you are being separated. The position must not have a greater promotion potential than the position from which you are being separated. 3. Have a current (or last) performance rating of record of at least fully successful or equivalent. This must be submitted with your application package. 4. Be currently employed by [Insert Agency Name] in the same commuting area of the position for which you are requesting selection priority. 5. File your application by the closing date of the vacancy announcement and meet all the application criteria (e.g., submit all required documentation, etc.). 6. Be rated well-qualified for the position. To be rated "well-qualified," CTAP applicants must attain an eligibility rating on this examination of [ ] or higher, not including points for veterans’ preference. B. ICTAP (for all Federal Agencies) SPECIAL SELECTION PRIORITY PROVISIONS FOR DISPLACED FEDERAL EMPLOYEES UNDER THE INTERAGENCY CAREER TRANSITION ASSISTANCE PLAN (ICTAP) If you are a displaced Federal employee or are otherwise eligible, you may be entitled to receive special selection priority under the Interagency Career Transition Assistance Plan (ICTAP). To receive this priority you must: 1. Be a displaced Federal employee. You must submit with your application a copy of the appropriate documentation, such as a RIF separation notice, a Standard Form 50 reflecting your RIF separation, or a notice of proposed removal for declining a directed reassignment or transfer of function to another commuting area. The following categories of persons are considered displaced employees: a. Current or former career or career-conditional (Tenure group I or II) competitive service employees who: Delegated Examining Operations Handbook Inst. 5 - October 1999 H-2 1) Received a specific RIF separation notice; or 2) Separated because of a compensable injury or illness, whose compensation has been terminated, and whose former agency certifies that it is unable to place; or 3) Retired with a disability and whose disability annuity has been or is being terminated; or 4) Upon receipt of a RIF separation notice, retired on the effective date of the RIF and submits a Standard Form 50 that indicates "Retirement in lieu of RIF," or retired under the discontinued service retirement option; or 5) Received a notice of proposed removal for declining a directed reassignment or a transfer of function or directed reassignment to another commuting area. OR b. Former Military Reserve or National Guard Technicians who are receiving a special OPM disability retirement annuity under Section §8337(H) or § 8456 of Title 5 United States Code. II. 2. Be applying for a position at or below the grade level of the position from which you have been separated. The position must not have a greater promotion potential than the position from which you were separated. 3. Have a current (or last) performance rating of record of at least fully successful or the equivalent. You must submit a copy of this performance rating with your application package. (This requirement does not apply to candidates who are eligible due to compensable injury or disability retirement.) 4. Occupy or be displaced from a position in the same local commuting area of the position for which you are requesting selection priority. 5. File your application by the closing date of the vacancy announcement and meet all of the application criteria (e.g., submit all required documentation, etc.) 6. Be rated well-qualified for the position. To be rated "well-qualified," ICTAP applicants must attain an eligibility rating on this examination of [ ] or higher, not including points for veterans’'s preference. Shorter Version Individuals who have special priority selection rights under the Agency Career Transition Assistance Program (CTAP) or the Interagency Career Transition Assistance Program (ICTAP) must be well qualified for the position to receive consideration for special priority selection. CTAP and ICTAP eligibles will be considered well qualified if (insert definition of well qualified). Federal employees seeking CTAP/ICTAP eligibility must submit proof that they meet the requirements of 5 CFR 330.605 (a) for CTAP and 5 CFR 330.704 for ICTAP. This includes a copy of the agency notice, a copy of their most recent Performance Rating and a copy of their most recent SF-50 noting current position, grade level, and duty location. Please annotate your application to reflect that you are applying as a CTAP or ICTAP eligible. Delegated Examining Operations Handbook Inst. 5 - October 1999 I-1 APPENDIX I PERSONNEL ACTIONS SUBJECT TO PUBLIC NOTICE REQUIREMENTS To assist Examining Offices in determining whether public notice is required, this appendix contains the list of personnel actions and legal authority codes subject to public notice requirements that OPM’s Office of Merit Systems Oversight and Effective included in their special study report, Opportunity Lost: Openness in the Employment Process, March 1999. This study can be obtained on OPM's Website at www.opm.gov/studies. Generally, the personnel actions identified on the list by the combinations of Nature of Action Codes (NOACs) and Legal Authority Codes (LACs) require that the vacancies filled by those types of placement actions be announced on the USAJOBS system to meet public notice and/or ICTAP notice requirements. However, the types of placement actions listed do not always require that the vacancies be announced on USAJOBS. Specific circumstances may eliminate the announcement requirements, such as the reemployment of former injured employees who have been determined restored to earning capacity by the Office of Workers’ Compensation Programs. Conversely, this list does not contain all types of placement actions that require announcement on USAJOBS. The types of actions listed are the types of placement actions made in FY 1997 to the competitive service that were identified to be included in the Study. Therefore, this list should be used with caution. It is not intended to be a definitive source of information regarding vacancy announcement requirements but simply as an aid to Examining Offices in making such determinations. Delegated Examining Operations Handbook Inst. 5 - October 1999 I-2 Personnel Actions Subject to Public Notice Requirements 2 NOAC LA1 By Nature of Action Code and Legal Authority Codes LA2 NOAC LA1 LA2 NOAC LA1 LA2 100 ACM 100 BNP 101 ZJK 100 LHM 100 BWA 101 ABK 100 BWM 100 BWA ACM 101 BWM AYM 100 BWA BWM 101 ZLM ZLM 101 ZSP 100 ABK 100 ACA 100 BWA 100 ACM 100 BWM 101 ABK 100 ACM 100 K1M 101 ABK AYM 100 AYM 100 LEM 101 ABK BWM 100 AYM ABK 100 LHM 101 ABK ZLM 100 AYM ABL 100 LJM 101 ACA 100 AYM ZLM 100 LKM 101 ACA 100 AYM ZSP 100 LKP 101 ACM 100 A2M 100 VHM 101 ACM ABK 100 BBM 100 VJM 101 ACM ABL 100 BDN 100 V8L 101 ACM ABM 100 BFS 100 ZLM 101 ACM BWA 100 BFS BWM 100 ZQM 101 ACM BWM 100 BFS ZLM 100 ZQM 101 ACM ZLM 100 BKM 100 ZTU 101 ACM ZSK 100 BLM 101 ALM 100 BNM 101 ACM 101 AYM 100 BNN 101 BWA 101 AYM ABK 100 BNN 101 LHM 101 AYM ABL ZLM ZLM ZLM ABK 2 Based on personnel actions entered into CPDF in FY-97 Delegated Examining Operations Handbook Inst. 5 - October 1999 I-3 Personnel Actions Subject to Public Notice Requirements By Nature of Action Code and Legal Authority Codes NOAC LA1 LA2 NOAC LA1 LA2 NOAC LA1 LA2 101 AYM ABM 101 BWA BWM 101 ZLM ZLM 101 AYM ACM 101 BWA ZLM 101 ZLM ZSK 101 AYM BWM 101 BWA ZSP 101 ZQM 101 AYM ZLM 101 BWM 101 ZTU 101 AYM ZSP 101 BWM ABK 101 A2M 101 BWM ABM 108 ACM 101 BBM 101 BWM ZLM 108 BWA 101 BDN 101 BYM 108 BWM 101 BEA 101 K1M 108 ZLM 101 BFS 101 LEM 108 ACM 101 BFS ACM 101 LHM 108 ACM ABL 101 BFS BWM 101 LJM 108 ACM ABM 101 BFS ZLM 101 LKP 108 ACM ACM 101 BLM 101 LKP 108 ACM ZLM 101 BNE 101 V8L 108 AYM 101 BNE 101 V8L 108 AYM ABK 101 BNM 101 ZJK 108 AYM BWM 101 BNN 101 ZJK ZLM 108 AYM ZLM 101 BNN 101 ZJK ZSK 108 AYM ZSP 101 BNP 101 ZJM 108 BFS 101 BWA 101 ZLM 108 BFS BWM 101 BWA ABK 101 ZLM ACM 108 BFS ZLM 101 BWA ABL 101 ZLM BFS 108 BWA 101 BWA ABM 101 ZLM BWA 108 BWA ABL 101 BWA ACM 101 ZLM ZJK 108 BWA BWM BWM ZSK Delegated Examining Operations Handbook ZLM BWA Inst. 5 - October 1999 I-4 Personnel Actions Subject to Public Notice Requirements By Nature of Action Code and Legal Authority Codes NOAC LA1 LA2 NOAC LA1 LA2 NOAC LA1 108 BWA ZLM 112 MAM AYM 115 BWA 108 BWA ZSP 112 MBM 115 BWA ACM 108 BWM 112 MBM 115 BWA BWM 108 MCM 112 ZLM 115 BWA ZLM 108 MCM ABK 115 BWM 108 MCM ACM 115 ACM 115 CTM 108 MCM BWA 115 AYM 115 KLM 108 MCM ZLM 115 KLM 115 MXM 108 MEM 115 MXM 115 MXM CTM 108 MEM BWM 115 NAM 115 MXM NEM 108 MEM ZSP 115 ZJK 115 MXM ZLM 108 MGM 115 BWM 115 MXM ZSK 108 MGM 115 ZLM 115 M6M 108 MJM 115 M6M M6M 108 MJM ZSP 108 ZLM ZLM 115 ACM 115 ACM ABL 115 M6M MLL 115 ACM BWA 115 M8M 108 MLM 115 ACM ZLM 115 NAM 108 MMM 115 AYM 115 NCM 108 VJM 115 AYM ABK 115 NCM 108 V8L 115 AYM ZSP 115 NEL 108 ZJK 115 BFS 115 NEM 108 ZLM 115 BFS ABL 115 SZX 108 ZTM 115 BFS ACM 115 SZX 115 BFS BWM 115 V8L 115 BFS ZLM 115 ZJK 112 MAM ZLM Delegated Examining Operations Handbook LA2 ZLM ABM Inst. 5 - October 1999 I-5 Personnel Actions Subject to Public Notice Requirements *By Nature of Action Code and Legal Authority Codes NOAC LA1 LA2 115 ZJK ZLM 115 ZLM 140 115 ZTM 140 KQM 140 KQM 140 120 HNM NOAC LA1 NOAC LA1 190 ACM 190 ACM 190 AYM ABL 190 BWA KQM ABM 190 MXM 140 KQM BWM 190 MXM 140 KQM ZSP 190 M6M 140 SZW 190 M8M 190 NCM 190 NEM 190 ZJK 190 ZLM KQM 122 HNM 122 HNM 122 HRM 140 ZLM 122 H3M 140 ZLM 3 130 ZLM KTM 141 ABS 130 KVM 141 KQM 130 KXM 141 KQM 141 ZLM 130 KTM 130 KTM 130 KVM 130 KVM 130 KXM 130 KXM 130 KXM 130 SZT LA2 ZSP BWM BWM LA2 CTM 500 500 LHM 500 ACA 500 ACM 500 ACM ABL 500 ACM ZSK KXM 500 AYM ZSP 500 AYM ZSP ABK 3 Excluding transfers within DoD Delegated Examining Operations Handbook Inst. 5 - October 1999 I-6 Personnel Actions Subject to Public Notice Requirements By Nature of Action Code and Legal Authority Codes NOAC LA1 LA2 NOAC LA1 500 AYM ABL 500 500 AYM ZSP 500 A2M 500 BBM 500 BDN 501 500 BFS 500 BFS NOAC LA1 LA2 ZLM 501 BFS BWM 500 ZQM 501 BFS ZLM 500 ZTU 501 BLM 501 BLM ZJK 501 BNM 501 BWM 501 BNM 501 ZLM 501 BNN 500 BLM 501 ABK AYM 501 BNN 500 BNM 501 ACA 501 BWA 500 BNM 501 ACA 501 BWA ABL 500 BNN 501 ACM 501 BWA ACM 500 BWA 501 ACM ABL 501 BWA BWM 500 BWA BWM 501 ACM ABM 501 BWA ZLM 500 BWA ZLM 501 ACM BWA 501 BWA ZSP 500 BWA ZSP 501 ACM ZLM 501 BWM 500 BWM 501 ACM ZSK 501 BWM 500 BWM 501 AYM 501 BYM 500 BYM 501 AYM ABK 501 K1M 500 K1M 501 AYM ABL 501 LEM 500 LHM 501 AYM BWM 501 LHM 500 LJM 501 AYM ZLM 501 LJM 500 LKM 501 AYM ZSP 501 LSM 500 LSM 501 BDN 501 LSM ACM 500 VHM 501 BFS 501 LSM BWA 500 VJM 501 BFS BWM ZLM ZLM ACM Delegated Examining Operations Handbook LA2 ABL BWA ZSK ZLM ZLM ACM Inst. 5 - October 1999 I-7 Personnel Actions Subject to Public Notice Requirements By Nature of Action Code and Legal Authority Codes NOAC LA1 501 ZJK 501 ZJK 501 ZLM 501 ZLM 501 ZLM 501 ZQM LA2 NOAC LA1 508 MCM 508 MCM 508 BWA ZSK ZLM LA2 NOAC LA1 LA2 515 BWM ABK 515 ZSK MCM BWM 515 ACM 508 MCM ZLM 515 AYM 508 MEM 515 AYM 508 MEM ABL 515 BFS 508 MEM ZLM 515 BFS ACM 515 BFS BWM ZSP 508 BWM 508 MGM 508 ZLM 508 MGM BWM 515 BWA 508 MGM ZLM 515 BWA ACM 508 ACM 508 ACM ABL 508 MJM 515 BWA BWM 508 ACM BWA 508 MLK 515 BWA ZLM 508 ACM MCM 508 MLL 515 MXM 508 ACM ZLM 508 MLM 515 MXM ABM 508 AYM 508 MMM 515 MXM CTM 508 AYM ABK 508 VJM 515 MXM ZLM 508 AYM ZLM 508 ZJK 515 M6M 508 AYM ZSP 508 VJK 515 M6M 508 BFS 508 ZLM 515 M8M 508 BFS 508 ZLM 515 NAM 508 BWA 515 NAM 508 BWA BWM 512 MAM 515 NCM 508 BWA ZLM 512 MAM 515 NCM NEM 508 BWM 512 MBM 515 NCM ZLM BWM Delegated Examining Operations Handbook ABL ZLM AYM ZLM ABM Inst. 5 - October 1999 I-8 Personnel Actions Subject to Public Notice Requirements By Nature of Action Code and Legal Authority Codes NOAC LA1 515 NOAC LA1 LA2 NEM 590 ACM ZLM 515 SZX 590 AYM 515 SZX 590 MXM 515 VJM 590 MXM 515 ZJK 590 M6M 515 ZJK ABM 590 M8M 515 ZJK ZLM 590 NCM 515 ZLM 590 NEM 590 ZLM 520 HNM 520 HRM 522 HNM 522 HNM 522 HRM 522 H3M 540 LA2 ABM NOAC LA1 LA2 CTM ZLM KQM 540 KQM 540 KQM 540 ZLM 541 KQM 541 ZLM ZSP Delegated Examining Operations Handbook Inst. 5 - October 1999 J-1 APPENDIX J RANDOM REFERRAL INSTRUCTIONS This procedure is used when all job-related methods for breaking ties have been exhausted. It is used to rank tied eligibles by matching the last digit of the identification number such as the Social Security Number, against a randomly chosen number sequence which is changed daily. A Random Number List is used to find the starting point for the number sequence used to break ties on a certain day. There is a space on the list opposite the number to enter the date certificates or supplemental certificates were issued using that number as a starting point for breaking ties. Thus, on the first day an area office used the list, the starting point would be "0," because "0" is the first number of this list; on the second day "3," etc. Once the starting point has been determined, the remainder of the sequence follows in logical numerical order. In the example where "0" is the first number, the sequence would be 0123456789. If "3" were the first number, the sequence would be 3456789012. The basic rule is that within a tied-rating group, the last digits of the identification numbers involved are compared to the 10-number sequence, based on the number selected from the Random Number List, and eligibles are certified in the order of the sequence. As an example, assume that this is the 10th day an area office has used the random referral procedure for certification. Opposite the 10th number, "9," the Staffing Clerk writes in the date. Because "9" is the first number in the random number sequence, the entire sequence used to break ties that day is 9012345678. Example: random number sequence = 9012345678 tied eligibles: 970863 415239 954416 067112 order of certification: 415239 067112 970863 954416 All tied eligibles with applicant numbers ending in 9 would be certified first; those ending in 0, second; those ending in 1, third; etc. Note: Dates entered in the Random Number List should be only those dates on which at least one certificate was issued. Thus, for example, if a certificate was issued on October 9, 1995, and the next one was not issued until October 13, 1995, those dates would follow in sequence on the List. Intervening dates of the 10th, 11th, and 12th would not be written in. If more than one applicant number in a tied rating group ends in the same digit, the same procedure is applied to the next to the last digits and so on until the necessary ties are broken. Each digit (next to the last, second to the last, etc.) is compared to the first number in the sequence, and so on until all necessary eligibles are ranked. Example: random number sequence = 9012345678 tied eligibles: 431800 894671 914000 872149 934800 505000 391741 371112 order of certification: 872149 914000 505000 431800 934800 391741 894671 371112 In the example given, 9 is the first number in the random sequence; therefore, any identification number ending in 9 goes first. The next number is 0. There are four identification numbers in the example that end in 0, which means that the next to the last digit in the identification numbers will be used to rank the eligibles. When a new digit in the identification number must be used for tie-breaking, the Staffing Clerk starts at the beginning of the random number sequence again (i.e., 9's first, 0's second, 1's third, etc.) Three identification numbers in the example have a next-to-last digit of 0, so that next-to-last digit must be used for breaking ties. When all identification numbers ending in 0 have been ranked, all those ending in 1 are ranked. Continue the procedure until enough eligibles have been ranked to fill the requests. Delegated Examining Operations Handbook Inst. 5 - October 1999 J-2 Each Staffing Clerk may maintain one Random Number List for all certificates for which he/she is responsible, or the office may wish to maintain one list to be used by the entire office. Whichever procedure is followed, a new random number sequence is used for each day that certificates are issued. When all the numbers on the Random Number List have been used, start over at the beginning of the list. Automated competitor inventory random numbers are system-generated, and the manual list should not be used. The office may make copies of the list for internal use, but the random number material is to be treated as confidential and should not be released to agencies or the general public. Delegated Examining Operations Handbook Inst. 5 - October 1999 J-3 RANDOM NUMBER LIST Date Number 0 3 1 6 2 4 8 7 5 9 7 3 2 6 0 8 1 5 9 4 3 6 7 9 8 2 4 1 0 5 2 7 8 5 6 4 3 1 9 0 Date Number Date Number 0 4 3 7 9 1 5 6 2 8 2 8 3 0 7 6 1 5 4 9 5 4 7 2 9 3 8 6 1 0 7 5 3 9 1 8 6 2 4 0 1 5 6 3 2 8 9 0 4 7 1 5 7 3 4 8 2 6 9 0 5 9 4 1 8 3 0 7 2 6 0 9 5 7 1 2 8 3 6 4 Date Number 2 7 3 4 9 8 6 1 5 0 6 2 0 5 8 4 9 7 3 1 9 2 0 4 8 6 3 7 1 5 6 5 0 7 9 3 4 8 2 1 Date Number 8 2 9 7 4 0 1 3 5 6 7 4 5 1 9 3 2 0 8 4 4 7 9 6 5 2 3 1 0 8 3 5 0 6 1 2 4 8 7 9 * From Statistical Analysis for Managerial Decisions, John C. G. Boot and Edwin B. Cox, 1970. Delegated Examining Operations Handbook Inst. 5 - October 1999 K-1 Appendix K Instructions for Completing the Delegated Examining Quarterly Workload Report Form Under the delegated examining agreement with OPM, agencies agreed to report their delegated examining activities on a quarterly basis. The Delegated Examining Quarterly Workload Report helps agencies in meeting this requirement. This report is due 15 work days after the end of the quarter (i.e., January 15, April 15, July 15, and October 15.) If your delegated examining unit (DEU) did not have any delegated examining activities for the quarter, you must still submit a negative report. However, if your DEU had delegated examining activities for the quarter, instructions for completing the Delegated Examining Quarterly Workload Report form are below. These reports must be submitted to the OPM Service Center having jurisdiction over your DEU. The following instructions explain “what and how” should be reported. When completing the Quarterly Workload Reporting form on page K-3, count all applications and selections, including those for temporary and term appointment, that were processed under delegated examining authority. Count only the workload actually produced by the DEU, including work accomplished for another Federal agency. Do not include: a) applications and selections that occurred under either Outside-the-Register hiring authority or noncompetitive authority; b) applications collected or selections made under the Outstanding Scholar hiring authority; or c) work produced by OPM under a reimbursable contract or by another Federal agency. COMPLETING THE QUARTERLY WORKLOAD REPORTING FORM: Name & Location of Examining Office. Please indicate the name of the agency/subagency and address. For example, Department of Treasury-Internal Revenue Service, Department of the ArmyArmy Corps of Engineers. Contact Person Preparing Report. Please indicate the staff member responsible for completing the delegated examining quarterly report. Phone Number. Please indicate the telephone number where the contact person can be reached. FY and Quarter. Please indicate the fiscal year and quarter in which the delegated examining work was completed. Line 1: Number of applications processed. Count the total number of applications, eligibles and ineligibles, processed during the reporting quarter. Line 2: Number of selections made. Count the total number of selections made from certificates audited during the reporting quarter. How many selections were made on the audited certificates shown on Line 4? Line 3: Number of preference eligibles selected. Count the total number of preference eligibles selected of the number of selections reported on Line 2. How many of the selectees on Line 2 were preference eligibles? Line 4: Number of certificates audited. Count the total number of certificates audited during the reporting quarter. These are certificates that were audited (returned by the selecting official and closed out by the Examining Office) during the quarter, rather than the number of certificates that were issued. Delegated Examining Operations Handbook Inst. 5 - October 1999 K-2 LINES 5 THROUGH 12 REFER TO CERTIFICATES AUDITED DURING THE REPORTING QUARTER. Line 5: Number of certificates in (4) which had preference eligibles at the top. Total number of audited certificates on Line 4 which had preference eligible(s) at the top of list. “At the top” refers to the first three eligibles listed on a certificate of eligible. Line 6: Number of certificates in (5) which were used. Total number of audited certificates on Line 5 which had one or more selections reported. Line 7: Number of certificates in (5) which were unused. Total number of audited certificates on Line 5 in which no selection was made. NOTE: THE NUMBERS REPORTED ON LINE 6 PLUS LINE 7 MUST EQUAL LINE 5. Line 8: Number of certificates in (7) unused because of CTAP/ICTAP referral. Total number of audited certificates on Line 7 in which the selecting official reported making no selection because of CTAP/ICTAP referral(s). Line 9: Number of certificates in (4) which preference eligibles were not at the top. Total number of audited certificates on Line 4 in which no preference eligible(s) was within the first three eligibles on the list. This includes all the remaining certificates audited during the reporting quarter not reported on Line 5. NOTE: THE NUMBERS REPORTED ON LINE 5 PLUS LINE 9 MUST EQUAL LINE 4. Line 10: Number of certificates in (9) which were used. Total number of audited certificates on Line 9 which had one or more selections reported. Line 11: Number of certificates in (9) which were unused. Total number of audited certificates on Line 9 in which no selection was made. NOTE: THE NUMBERS REPORTED ON LINE 10 PLUS LINE 11 MUST EQUAL LINE 9. Line 12: Number of certificates in (11) above unused because of CTAP/ICTAP referral: Total number of audited certificates on Line 11 in which the selecting official reported making no selection because of CTAP/ICTAP referral(s). Line 13: Internal self-evaluation of delegated examining operations. Fill in the date your annual internal delegated examining operations self-evaluation was completed. Complete Line 13 only for the fiscal quarter during which the self-evaluation was completed. Delegated Examining Operations Handbook Inst. 5 - October 1999 K-3 DELEGATED EXAMINING QUARTERLY WORKLOAD REPORTING FORM (11/4/97) Agency Delegated Examining Offices should reproduce this form locally in order to provide workload information to their local OPM service centers. Reports should cover examining activity for the previous fiscal quarter and are due to OPM by the 15th of the month following the end of the quarter (example: the report for the 1st quarter -- October 1 through December 31 -- will be due on January 15.) Count only workload items, including those for temporary and term appointments, that were processed under delegated examining authority. Do not include workload that occurred under outside-the-register hiring authority, merit promotion or other noncompetitive authority, or excepted service hiring procedures. Count only the workload actually produced by the Examining Office, including work accomplished for another Federal agency. Do not count work produced by OPM under a reimbursable contract, or by another Federal agency. Delegated Examining Offices are responsible for collecting the reasons for not using the certificates they issue, analyzing the reasons provided, and looking for trends of non-use. Name & Location of Examining Office_______________________________________________________________________ Contact Person Preparing Report _______________________________________________ Phone Number__________________________ FY ________ Quarter ________ (1) Number of applications processed: _______________ (2) Number of selections made: _______________ (3) Number of preference eligibles selected: _______________ (4) Number of certificates audited4: _______________ (5) (9) No. of certificates in (4) which had preference eligibles at the top: _____________ (6) No. of certificates in (5) which were used: ___________ (7) No. of certificates in (5) which were unused: ___________ (8) No. of certificates in (7) unused because of CTAP/ICTAP referral: _________ No. of certificates in (4) which preference eligibles were not at the top: __________ (10) No. of certificates in (9) which were used: ___________ (11) No. of certificates in (9) which were unused: ___________ (12) No. of certificates in (11) above unused because of CTAP/ICTAP referral: ________ (13)5 We certify that an internal self-evaluation of our delegated examining operations was completed on __________________________ (enter date) 4 5 Count certificates that were audited (returned by the selecting official and closed out by the EO) during the quarter, rather than the number of certificates that were issued. Complete Line 13 only for the fiscal quarter during which the self-evaluation was completed. Delegated Examining Operations Handbook Inst. 5 - October 1999 L-1 APPENDIX L MODEL AGENCY-BASED ACCOUNTABILITY AGENDA Merit System Principle or Law Expected Results “Recruitment should be: Selectees are qualified. (1) from qualified individuals; Recruitment activities yield a balanced pool of quality applicants. (2) from appropriate sources; (3) in an endeavor to achieve a work force from all segments of society; and, (4) selection and advancement should be determined solely on the basis of relative ability, knowledge, and skills, after (5) fair and open competition which assures that all receive equal opportunity.” Extent Expected Results Met and How Determined Issues of diversity, manifest imbalance in the work force or (past) applicant pools are considered in planning recruitment. Valid selection criteria are documented and applied to each recruitment action. Competition is open: the application process complies with Merit System Principles and other related legal requirements. Qualification requirements used are job-related and are applied equitably. Applicants with comparable qualifications receive comparable treatment; the examining process does not introduce or reinforce inappropriate biases in rating, referral, selection, placement, or compensation. Application acceptance, candidate referral, and interview and placement practices are “neutral”—they do not arbitrarily favor or disfavor specific candidates or type of applicants. Agency policies and procedures for accepting late applications are in accordance with 5 USC 3305 and 5 CFR 332, Subpart C. Applicants entitled to file late applications are identified and given appropriate opportunities and considerations. Late applications received from 10 point veterans for case exams are maintained, and appropriate notification is provided for future case examinations. Delegated Examining Operations Handbook Inst. 5 - October 1999 L-2 Merit System Principle or Law Expected Results Veterans’ Preference Act of 1944 (as amended) Determinations regarding eligibility for veterans’ preference (VP) are properly made, and individuals with VP are afforded their legal rights in recruitment, referral, consideration, and selection. “All employees and applicants for employment should receive fair and equitable treatment in all aspects of personnel management without regard to political affiliation, race, color, religion, national origin, sex, marital status, age, or handicapping condition, and with proper regard for their privacy and constitutional rights.” Information is released under the Freedom of Information and Privacy Acts in a way that does not violate the privacy of any employee or applicant. “The Federal work force should be used efficiently and effectively.” The delegated examining process produces quality candidates in a timely manner at a reasonable cost. Extent Expected Results Met and How Determined Information is maintained in a way that does not violate the privacy of any employee or applicant. Delegated examining activities support public policy on placement of surplus and displaced employees. Delegated Examining Operations Handbook Inst. 5 - October 1999 L-3 Merit Principle Assessment (To be used in conjunction with the Agency-Based Accountability Agenda) Determine whether the examining system provides for the following. Does the action reviewed indicate adherence to Merit System Principles and law? Merit Principle: Recruitment is from qualified individuals, from appropriate sources a. b. c. Is recruitment appropriately targeted (e.g., toward under-represented groups and/or veterans)? Does recruitment produce a sufficient number of high quality applicants? Do appointees/selectees meet appropriate qualification requirements? Merit Principle: Fair and open competition d. e. f. g. h. I. Is the area of consideration appropriate for the position being filled? Does the length of the open period provide applicants a reasonable opportunity to compete, considering such factors as the volume of applications expected and the area of publicity? Are jobs publicized through OPM’s USAJOBS? Can applicants readily obtain sufficiently detailed information on application procedures/materials, qualifications, and job requirements? Are procedures in place to insure that applicants entitled to file late applications receive appropriate consideration? Are late applications from 10 point veterans preference eligibles appropriately maintained for positions filled under case examining procedures? Merit Principle: Selections are based on relative ability, knowledge, and skills j. k. Are selection criteria resulting in selections of high quality? Are KSAs and crediting plans based on job requirements, and appropriate to the level of competition? Merit Principle: Employees and applicants receive fair and equitable treatment l. Does correspondence indicate that the agency responds to Freedom of Information Act requests and inquiries in a timely and open manner, while insuring the privacy of applicants and employees? Merit Principle: Efficient and effective use of the Federal work force m. n. o. p. q. Were sufficient numbers of eligibles referred on this certificate for the number of vacancies (considering possible failure to reply, lack of interest, and candidate unavailability)? Was this certificate issued in a timely manner? Is there appropriate use of automation? Is “well-qualified” defined to provide opportunities for surplus and displaced employees? Are CTAP/ICTAP candidates receiving proper consideration for all appropriate vacancies? Veterans’ Preference Act of 1944 (as amended) and other laws and regulations r. s. t. Were eligibles listed in the correct order, by score, veterans’ preference, etc.? If there were any objections or passover requests, were they properly handled? Is the selection consistent with the correct certification? Delegated Examining Operations Handbook Inst. 5 - October 1999 M-1 APPENDIX M OVERSIGHT REVIEW GUIDE FOR TIER 3 REVIEWS I. II. Organization and Jurisdiction - Identify examining coverage: position titles, grades, and geographic jurisdiction. - If the agency has published procedures covering DE operations, are they in compliance with legislation, OPM regulations and instructions? - Is the agency furnishing the quarterly reports on selections and applications processed as required by the delegated examining agreement? - Is the agency adhering to the records retention/disposal schedule in accordance with OPM requirements? - Is competitive examining only being conducted by installation staff trained and certified by an OPM Service Center? - Has the installation implemented its internal accountability system as required by the delegation agreement? - Did the installation conduct the required annual review of DEU operations utilizing nonDEU staff? Did the report of the annual review reflect significant deficiencies in operations? Was a copy of the report sent to the local OPM Service Center? Recruitment - Are jobs publicized through OPM’s USAJOBS? - Does the public notice indicate: specific job(s), and qualifications required, including experience, education, selective and/or quality ranking factors? - Is there reasonable opportunity to compete based on: length of open periods, areas of publicity, and use of productive recruitment sources? - Are application procedures clear regarding qualifications required, bases for rating, and identification of application forms and filing address? - Do vacancy announcements contain required notifications to CTAP/ICTAP eligibles and definition of well-qualified? - Are replies to inquiries accurate, responsive, and timely (written and verbal)? - Is recruitment appropriately targeted (toward under-represented groups, veterans)? - Does recruitment produce a sufficient number of high quality applicants? III. Application Processing - Are applications from persons entitled to file late applications processed appropriately? - Are KSAs and crediting plans based on job requirements, and appropriate to the level of competition? Are KSAs and crediting plans consistently applied? - Has the agency established a formal rating reconsideration procedure? If so, review the procedure and the levels of review provided. - Review a sampling of rated and processed applications (eligible and ineligible). Is the date of receipt (or postmark) indicated? Does application meet criteria for receipt (exam open)? Is the rating correct? Was veteran preference correctly awarded and recorded? Were reconsiderations processed according to procedures/documented/applicant notified? Delegated Examining Operations Handbook Inst. 5 - October 1999 M-2 - How are incomplete applications treated? Are all incomplete applications processed the same? - Is there evidence of non-merit factors such as unwarranted consideration of name requests, conversions of temporary and/or excepted employees without open competition, etc.? - Is there documentation supporting determinations than an otherwise eligible CTAP/ICTAP candidate is not well-qualified? IV. Certification/Selection - Review a sampling of audited certificates for technical accuracy. - Were eligibles selected from the appropriate register for certification?* - Were eligibles listed in the correct order, by score, veterans’ preference, etc.? - Were objections or passover requests, if any, handled properly? - Is the selection within the “rule of three”? - Does the selection meet CTAP/ICTAP regulatory requirements? - Assess whether veterans are receiving bona fide consideration (review patterns of nonuse of certificates and objections/passovers). - Are certification procedures uniform for all eligibles? - Were applicants who were not selected appropriately returned to the register?* (assess whether register eligibles lose consideration due to untimely or inaccurate return of eligibles to registers.) - Are changes requested by register eligibles made quickly and accurately?* (Assess whether requested changes are delayed in such a manner that applicants lose consideration.) - Are selecting officials satisfied with the quality and timeliness of certificates? * Register based examining only. Delegated Examining Operations Handbook Inst. 5 - October 1999 N-1 Appendix N Delegated Examining Checklists DE Public Notice Requirements Requirement: All competitive service positions that are expected to last more than 120 days and for which applications will be accepted from outside the agency’s workforce must be placed in USAJOBS. [5 U.S.C. 3327 (b)] & [5 CFR 330.707] Length of public notice (PN) period: Policy: Delegated Examining Operations Handbook Section 5.2. [DEOH 5.2] ! Five business days - applications postmarked by closing date accepted ! Ten business days - applications may be required to be received by the closing date Expanded Public Notice: Agencies are encouraged to expand the length of their public notice in order to support recruiting initiatives. Issues that affect how long to keep vacancy announcements open include: [DEOH 5.2] ! historic data on recruitment (i.e., low response to prior public notice, few highly qualified applicants, no local source of candidates, etc.) ! coordination with agency recruiting efforts < recruitment prior to public notice and/or during public notice < special events such as job fairs or professional/occupational conferences < paid advertising in newspapers, and professional/occupational journals Shortened Public Notice (SPN) and Numeric Cutoffs (NC) : Most delegation agreements limit minimum notice periods to those stated under Policy Minimums. However, there may be cases when shorter public notice periods are appropriate (i.e., when excessively large numbers of applications are reasonably expected.) The justification for truncating public notice periods must be clearly documented, even if your agency’s delegation agreement specifically allows for shorter public notice periods than stated in the above policy. Also agencies may suspend the receipt of applications once a specified number of applications has been received by establishing an numeric cutoff rather than establishing a fixed received by date. This allows the agency more flexibility in ensuring it receives a sufficient number of applications. [DEOH 5.2] Early Cut-off Dates (ECD): ECDs allow eligibles to be certified while announcements are still open. [DEOH 6.1.M] ! ECDs are not required on open vacancy announcements for standing registers. ! For long case announcements, ECDs that do not shorten the PN period to less than the policy guidance on the minimum length of public notice, do not have to be justified, but the dates should appear in the PN. ! ECDs that are less than the policy minimums must be justified. If the ECD has the same practical effect as SPN, it should meet the same criteria for justification as a SPN. Vacancy Announcement Content: ! Position information < < < Description of position duties [5 U.S.C. 3330] title, series, grade, tenure, duty station, and rate of pay for position [5 U.S.C. 3330], and type of appointment, e.g., permanent, temporary, term [DEOH 5.6.E] promotion potential Delegated Examining Operations Handbook Inst. 5 - October 1999 N-2 ! Qualifications required < < < < < ! length and description of the general experience required (if any), and the specialized or professional experience required (This should be tailored to the requirements of the specific position being filled) [5 CFR 330.707] selective factors which the applicants must possess [5 CFR 330.707] quality ranking factors and other KSAs, or a written test on which ratings will be based [5 CFR 330.707] any additional items, such as, assessing the ability to meet and deal during a mandatory interview, maximum entry age, physical requirements, etc. [DEOH 5.6.F] well qualified criteria for CTAP/ICTAP eligibles [5 CFR 330.707] Special Comments and Notices < Application procedures - Includes required forms, how to obtain them, how to get additional information [5 U.S.C. 3330] and, if the announcement is opened both internally and externally are separate applications required for competitive (DEU), noncompetitive (status) and special [VRA (GS-11 and below), 30% Disabled Veterans, etc.] appointing authorities. [DEOH 5.6.G] < Announcement Number, open/close dates, early cutoff dates, numeric cutoffs [5 CFR 330.707] < Treatment of applications received after an early cutoff date or numeric cutoff. If there is a possibility that the agency may have to fill additional vacancies, or need to offset high rates of declinations or an unexpectedly large ineligible applicants by using “late” applications, this fact should be clear in the public notice. < How to claim veterans’ preference [5 CFR 330.707] < Special requirements for CTAP/ICTAP eligibles [5 CFR 330.707] < Special Conditions of Employment (ie., Relocation agreement, severe working conditions, random drug testing, etc.) [DEOH 5.6.F] < Information regarding eligibility C Register - Length of time application will receive consideration C Case Examination - Application may be considered for identical positions for up to 90 days. < For positions limited to veterans’ preference eligibles (custodian, evaluator operator, guard, and messenger), whether or not nonpreference eligibles may apply. [DEOH 6.5.C] < Equal Employment Opportunity statement [5 CFR 330.707] Delegated Examining Operations Handbook Inst. 5 - October 1999 N-3 DE Public Notice Preparation Checklist 9 Public Notice Period and Distribution Note: Announcements soliciting applications from outside the agency’s workforce for competitive service positions expected to last more than 120 days must be placed on USAJOBS ______ Justification for Shortened Public Notice/Numeric Cutoff placed in Examination File ______ Justification for Early Cut-off Date (if necessary) placed in Examination File ______ Applications will be accepted from ___ Nonstatus, ___ Status, ___Excepted service (VRA, Selective placement), ___ other noncompetitive (Peace Corps, 30% DAV) ______ Line managers and supervisors, Special Emphasis Program Managers, and Servicing Personnelists advised of opportunity to coordinate recruitment activities with public notice for vacancy ______ Special recruitment/announcement distribution: 9 Position Information ______ Description of Duties accurately reflects position to be filled ______ Description of general and/or specialized (professional) experience requirements are appropriate the grade of the position ______ Selective and Quality Ranking Factors are clearly identified and described and/or notice of required written test provided ______ “Well Qualified” criteria for CTAP/ICTAP eligibles ______ Name of issuing agency, duty location, tenure, title, series, grade, salary, tour of duty, and promotion potential ______ Statement for positions limited to veterans’ preference eligibles (as necessary) 9 Special Notices and Comments ______ Application procedures for CTAP/ICTAP eligibles ______ How to claim veterans’ preference ______ How to obtain application forms and apply for the position ______ How to obtain additional information 9 USAJOBS - Position Entered Date Opened :__________ Dated Closed:_________ Early Cutoff(s) :____________/__________/__________/__________ Numeric Cutoff(s) :____________/__________/__________/__________ Date(s) Modified* :___________/___________/__________/__________ Modification(s) made: ______ Download and print copy of USAJOBS announcement and place in the examination folder Delegated Examining Operations Handbook Inst. 5 - October 1999 N-4 Accepting Applications Checklist Various options on procedures applicable organizing and controlling the acceptance of applications are detailed in the Delegated Examining Operations Handbook [DEOH Section 6.1]. While this is generally a procedurally intensive process, it is important for staff to understand that it is accomplished correctly in order to ensure that the merit system principles regarding fair and open competition [Title 5 2301(b) (1) and (2)] are upheld, and that actions are not taken that provide an applicant an advantage not authorized by law, rule, or regulation [Title 5 2302(b) (6)]. DE staff tasked with accepting applications must ensure that their activities conform to the following: G Penalty Mail, Government franked envelopes are not used by applicants [18 U.S.C. 1719]. G The application acceptance procedures used for a specific examination are determined by the information provided to the applicants in the agency’s public notice regarding how they are to apply for the position. G Time frames stated in public notice materials for the submission of application materials are consistently applied. G Applications are date stamped and/or postmarks are annotated. (It is best to keep the envelope.) G In cases where extensions are granted to applicants who request application materials by closing date, the materials must be received by the response date and date stamped or annotated as above. G Applications are screened for completeness and those that are incomplete are processed in accordance with the options provided in [DEOH 6.1 N]. G Applications from persons entitled to file after the closing date of an announcement are processed in accordance with [DEOH 6.1 F, G, and H]. G Special consideration afforded to 10-point preference eligibles under Title 5 U.S.C. § 3305 and 5 CFR 332.331 is provided in accordance with [DEOH § 6.3]. Title 5 U.S.C. § 2302 (b) (11) (A) and (B) make certain violations of veterans preference requirements a prohibited personnel practice. Title 5 U.S.C. § 2302 (e) (1) (G) provides definitions for the term “veterans’ preference requirement” under Title 5 U.S.C. § 2302 (b) (11) (A) and (B). The manner in which Delegated Examining Operation personnel accept and process the applications they receive, either in response to public notice or without solicitation, affects the operation’s conformance with applicable Merit Systems Principles. Processing applications inconsistently, whether it is for a case announcement or a register-based examination, lends credibility to complaints regarding violations of fair and open competition, and makes it more difficult to defend disputed actions before a third party (EEOC or MSPB) review. If MSPB determines that such an inconsistent action was taken specifically to help or hinder an applicant’s chances for employment consideration, it could rule that a prohibited personnel practice was committed and hold the staff involved personally responsible for their actions. Delegated Examining Operations Handbook Inst. 5 - October 1999 N-5 Veterans’ Preference Checklist VRA Eligibility * Applicant Must Meet All 5 Requirements to be VRA Eligible 1. ~ Initial appointment will be no higher than a GS-11 or equivalent. (May have higher promotion potential.) duty or until December 31, 1999-whichever is later. OR ~ Has a service-connected disability of 30 percent or more. ~ Candidate is VRA eligible ** NOTE: 2. ~ Served on active duty on or after February 28, 1961. 3. ~ Served a period of more than 180 days active duty, If applicant is selected, please forward application/SF-52 to Special Programs Coordinator for review/signature ~ Candidate is NOT VRA eligible. OR ~ Separated from active duty because of a service connected disability, OR ~ Was a reserve or guard member who served on active duty during a period of war, such as the Persian Gulf War, or in a military operation for which a campaign or expeditionary medal is authorized. ("Six months" reservist or National Guard trainees are excluded from VRA appointments.) 4. ~ Separated with other than a dishonorable discharge. 5. ~ Served on active duty in the Republic of Vietnam between February 28, 1961 and May 7, 1975 AND it’s no later than 10 years after the last discharge date from active duty. OR ~ Served on active duty between August 5, 1964 and May 7, 1975 AND it’s no later than 10 years after the last discharge date from active duty. OR ~ First entered active duty after May 7, 1975 AND it’s no later than 10 years after the last discharge date from active Delegated Examining Operations Handbook Veteran Preference Note: Veterans who retired or plan to retire at or above the rank of major or lieutenant commander, cannot receive preference unless the veteran is disabled or retired from the active military Reserve. To receive preference, separation from active duty must have been under honorable conditions, i.e., honorable or general discharge. 5 Point Preference --To qualify, you must meet one of the following: 1. ~ Served on active duty anytime between December 7, 1941 and July 1, 1955 (If a Reservist called to active duty between February 1, 1955 and July 1, 1955, you must meet condition 2, below.) OR 2. ~ Served on active duty any part of which was between July 2, 1955, and October 14, 1976 OR ~ A Reservist called to active duty between February 1, 1955 and October 14, 1976 and who served for more than 180 days Inst. 5 - October 1999 N-6 OR 3. ~ Entered on active duty between October 15, 1976 and September 7, 1980 OR ~ A Reservist who entered on active duty between October 15, 1976 and October 13, 1982 and received a Campaign Badge or Expeditionary Medal 10 Point Preference--(Refer to SF 15 for required documentation.) ~ Compensably Disabled (30% or more) (CPS) ~ Compensably Disabled (less than 30%) (CP) ~ Noncompensably disabled or Purple Heart Recipient (XP) ~ Spouse, widow(er) or mother of a deceased or disabled veteran (XP) OR ~ Are a disabled veteran OR _____ Point Preference eligibility (Certify application & SF 15) 4. ~ Enlisted in the Armed Forces after September 7, 1980, or ~ Entered active duty other than by enlistment on or after October 14, 1982, and a) completed 24 months of continuous active duty or the full period called or ordered to active duty, or were discharged under 10 U.S.C. 1171, or for hardship under 10 U.S.C. 1173 and received, or were entitled to receive, a Campaign Badge or Expeditionary Medal, or b) are a disabled veteran OR 5. ~ Served on active duty anytime between August 2, 1990 and January 2, 1992, and a) completed 24 months of continuous active duty or the full period called or ordered to active duty, or were discharged under 10 U.S.C. 1171 or for hardship under 10 U.S.C. 1173 or b) are a disabled veteran Delegated Examining Operations Handbook Inst. 5 - October 1999 N-7 Delegated Examining Operations Handbook Inst. 5 - October 1999 N-8 Records Retention Review Sheet Documentation of competitive examining activities facilitates consistent approaches to examining within an agency’s examining program, and creates a chain of accountability enabling an agency’s responsible officials and the Office of Personnel Management to assess both the effectiveness of a Delegated Examining Operation and its conformance with Merit Systems Principles. Agencies must ensure that the records used to implement the delegation of authority are maintained in a system of records subject to the Privacy Act and consistent with OPM’s Government-wide system of records (OPM/GOVT-5) [Interagency Agreement I.E.2.q.] The Interagency Agreements covering the delegation of competitive examining authority require that agencies adhere to OPM’s schedule of records retention/disposition. [Interagency Agreement I.E.2.r.] Requirements: ! A delegated examining operation must maintain examining records in totality for at least two (2) years or until a Tier 3 review is conducted by OPM’s Office of Merit Systems Oversight, which ever comes first. [Delegated Examination Operation Handbook (DEOH), 9.4] If a DE review is a Tier 3 review, it will be clearly stated in the scheduling letter and the subsequent report. ! With certain exceptions , once the two years has past or the delegated examining operation has received a Tier 3 review, the agency should dispose of the records in accordance with the schedule in the [DEOH, Appendix G]. Exceptions: < < Records that are subject to a longer retention time frame specified in an agency’s administrative appeal or grievance process Records pertaining to examinations under litigation MUST be retained until instructed by OPM’s Office of the General Counsel that they are no longer needed. Proper and timely disposition of records is an important housekeeping function. Adherence to the disposition schedule insures the examining office conforms to the agency’s and OPM’s accountability requirements, and can properly respond to legitimate requests made under the Freedom of Information Act and the Privacy Act (FOIA/PA). In addition to reducing the agency’s storage burden, timely disposition precludes the agency from having to release records requested under FOIA/PA that should have already been destroyed. Delegated Examining Operations Handbook Inst. 5 - October 1999 N-9 DE Program Accountability Review Sheet An effective delegated examining accountability program serves to provide managers at all levels with information regarding the effectiveness of delegated examining operations in supporting their organization’s mission goals. It also ensures that responsible officials can identify and correct examining practices that are ineffective, or could undermine the government’s high standards of integrity, conduct, and concern for the public interest. ! Agency line and staff managers can be assured that recruitment activities conducted on their behalf under delegated examining: < yield a balanced pool of quality applicants, i.e., a recruitment program that ensures equal employment opportunity for all candidates without discrimination [5 CFR 720.204] < produce sufficient numbers of high quality applicants in a timely manner < are consistent with the Merit System Principles (MSP’s) [Title 5 U.S.C. 2301] and avoid the Prohibited Personnel Practices [Title 5 U.S.C. 2302] Agencies have broad latitude in establishing and administering accountability systems to meet the unique aspects of their organizational structures and mission goals. However, all accountability systems should have the attributes of (1) ensuring subordinate organizations and staff are properly prepared to execute and administer their assigned portions of the delegated competitive examining process; and (2) provide meaningful feedback to senior management regarding effectiveness of delegated examining operations and compliance with civil service laws and MSP’s. An effective accountability system alerts managers to practices that should be shared as exemplary practices, as well as ones that may suggest the need for corrective action or additional training. An effective accountability system will keep successive levels of management appraised of how subordinates are carrying out their delegated examining duties. The items below focus on some of the more important activities for which managers and staff engaged in delegated examining operations should be held accountable by higher authority. The OPM Delegated Examining Operations Handbook (DEOH), Appendices G and H also describe specific accountability issues within the context of the MSPs. ! The agency official with signatory authority for the Delegated Examining Agreement with OPM has: < implemented an internal accountability system [Delegation Agreement (DA, I.E.2.u. and I.E.2.v.)] < designated installation(s) as a delegated examining site(s) < directed the development of operating procedures that comply with relevant laws, OPM regulations and instructions, and are consistent with the MSP’s [DA, I.E.2.a] ! The official responsible for delegated examining activities at the installation ensures that : < the staff conducting delegated competitive examining has been trained and certified by OPM [DA, I.E.1b.] < annual (or other specified period) audits have been completed using non-DEU staff* [DEOH, 9.7] < Quarterly Workload Reports have been submitted to the appropriate OPM Service Center [DEOH, 9.2 and Appendix K] < written procedures exist for reconsideration of examining decisions* [DEOH, 3.9] < installation-developed procedures comply with relevant laws, OPM regulations and instructions, and are consistent with the MSPs [DA, I.E.2.a] < procedures established for releasing information under the Freedom of Information and Privacy Acts protect individual privacy.* [DEOH, 9.3] < staff is aware of which applicants are entitled to file after the closing dates of announcements and special procedures for processing applications received from 10-point preference eligibles in case examining situations* [DEOH, 6.3] < Records retention/disposal practices meet established requirements* [DEOH, 9.4 and Appendix G] ! The installation staff involved in delegated examining activities: < adjudicates and administers veterans’ preference in accordance with applicable laws < executes agency and local delegated examining procedures in a manner consistent with personnel laws and the MSPs < maintains workload statistics and work flow information in accordance with agency/local policies Check lists and procedures are no substitute for the thoughtful application of relevant laws, regulations, policies, sound personnel practices, and the MSPs by well trained staff. Delegated Examining Operations Handbook Inst. 5 - October 1999