Special Hiring Authorities & Programs Emily Gomez, Federal Sector Program Manager Certified Federal Resume Writer and Job Coach

HR Tips to understanding the “JOA” or Job Opportunity Announcement

REVIEW: Federal Hiring Basics Step-by-Step Step 1: Analyze workforce, Identify deficiency, obtain appropriate approvals to hire/fill vacancy Step 2: Identify skill gaps, classify position, determine hiring strategy; i.e., area of consideration, grade level, series, etc. Step 3: Review job description for alignment with agency mission goals and objectives Step 4: Conduct job analysis to determine essential KSAs and required competencies

REVIEW: Federal Hiring Step-by-Step Step 5: Select Assessment Process; i.e., crediting plan (points awarded for each assessment question); interview type: structured or panel; written test or use of subject matter experts Step 6: Choose ranking method: category ranking (all over a certain score) or rule of three (only highest three scorers) Step 7: Draft vacancy announcement with 5-7 relevant questions Step 8: Post Announcement (starts OPM 45 day timeframe)

REVIEW: Federal Hiring Step-by-Step Step 9: HR Staffing Specialist reviews applications IAW assessment method chosen Step 10: HR Staffing Specialist determines eligibility /qualifications/veterans preference and scores applications Step 11: Hiring manager/official reviews applications, conducts interviews of desired candidates, advises HR of desired selection Step 12: HR validates Merit Principles and Veterans Preference has not been violated and extends job offer Step 13: Background investigation is initiated

Important Vacancy Announcement Components Series/Grade http://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2015/general-schedule/ Know the difference between one interval and two interval positions Start on right track from the beginning GS 5, 6, 7, 8. 9, 10, etc… (one interval non- professional positions, i.e., assistants, clerks, secretaries, etc… positions that promote to 6, 8, 10) and GS 5, 7, 9, 11, 12 (two Interval professional positions, i.e., specialist, analyst, professional jobs, etc… promote in two intervals, 5, 7, 9, 11) Each position requires one year of experience in next lower grade level or one year of specialized experience equivalent to the next lower grade level…you can not go from HR Assistant GS-5 to HR Specialist GS-7

Important Vacancy Announcement Components Promotion Potential Highest level you can go to in this position Who May Apply (Area of Consideration) All Sources or US Citizens*; Current Federal Employees with Status**; Preference Eligible Veterans; Individuals eligible for a Special Hiring Authorities (Veterans, Disabled, Military Spouses, Peace Corp, etc.) *Most cases, U.S. citizenship is required, however, agencies may hire certain non-citizens when qualified U.S. citizens are not available, unless the appointment is prohibited by law. **Individuals who are current or former Federal civilian employees who hold or held non-temporary appointments in the competitive service, not the excepted service. NOTE: Certain veterans eligible under the Veterans Employment Opportunities Act (VEOA) may also apply and be considered under vacancy announcements open to all federal employees (present and former) with status.

Important Vacancy Announcement Components How you will be Evaluated Category Rating (Gold, Silver, Bronze) Rule of Three Minimum score required for consideration How Veterans Preference is applied Required Documents Proof of eligibility (DD 214, SF-15, VA letter, Schedule A letter, etc.) Proof of qualifications (Resume, transcripts, etc.)

Types of Federal Service Competitive Service Excepted Service vs. You compete for your job against the general public. Exceptions are made in hiring; for example, you must be physically fit.

What Happens to My Application? Applications for Federal employment are assessed in a methodical manner to determine eligibility first, basic qualifications second, and then rated to determine level of qualification (category). Based upon the current mandated hiring reform, the majority of agencies are now using a Category Rating assessment method.

Defining Quality Categories Each category has candidates who have demonstrated through an assessment(s) similar levels of proficiency on the critical job-related competencies/KSA Breadth and scope of competencies/KSA Increased levels of difficulty or complexity of competencies/KSA Successful performance on the job Level of the job

Category Rating - Selection Names of all eligible candidates in highest quality category are referred on the Certificate of Eligibles to selecting official for consideration. Selecting official selects from among eligible candidates in the highest quality category (without being limited to the top three eligible candidates) Preference eligibles are listed ahead of non- preference eligibles within each quality category Absolute veterans’ preference is within each quality category

Applying Veterans’ Preference No veterans preference points (5 or 10 points) added with category rating Place qualified preference eligibles with their appropriate veterans’ preference designation code shown on the certificate (i.e., CPS, CP, XP, and TP) above non-preference eligibles within their respective quality category (preserving veterans’ preference rights) List preference eligibles in any order, for example, alphabetically or by veterans’ preference designation. Regardless of how they are listed, the veterans’ preference designation code for the preference eligible must be on the certificate. Within the category…any vet may be selected, TP, CP, CPS or XP

Applying Veterans’ Preference Qualified preference eligibles with a compensable service-connected disability of 10% or more (CP and CPS) are placed at the top of the highest quality category (Gold) Example: CP or CPS vet scores an 84 (Bronze category), they are move to the Gold category based on disability rating of 10% or more (except for scientific or professional positions at the GS-9 level or higher)

Selection Procedures Selection rule: A selecting official may not pass over a preference eligible to select a non-preference eligible unless there are proper and adequate reasons for passing over the preference eligible and the selecting official obtains approval to pass over the preference eligible in accordance with 5 U.S.C. 3318 Example: If there are 20 eligibles in the highest quality category and five preference eligibles are at the top of the list, the selecting official must select from among the five preference eligibles. The selecting official may not select any non-preference eligible unless the selecting official obtains approval to pass over all (5) preference eligibles under 5 U.S.C. 3318.

Veterans’ Preference Veterans’ Preference Codes

Veterans’ Preference Gives eligible veterans preference in appointment over other applicants. Veterans' preference does not guarantee veterans a job and it does not apply to internal agency actions such as promotions, transfers, reassignments and reinstatements. Veterans' preference eligibility is based on dates of active duty service, receipt of a campaign badge, Purple Heart, or a service-connected disability. Not all active duty service may qualify for veterans' preference. Only veterans discharged or released from active duty in the armed forces under honorable conditions are eligible for veterans' preference. If you are a "retired member of the armed forces" you are not included in the definition of “preference eligible” unless you are a disabled veteran OR you retired below the rank of major (O-4) or its equivalent.

Veterans’ Preference Codes CPS: (10 point) Disability rating of 30% or more CP: (10 point) Disability rating of at least 10%, but less than 30% XP: (10 point) Disability rating of less than 10% Purple Heart Recipient Spouse of disabled vet unable to work due to disability Spouse/mother of vet killed related to service

Veterans’ Preference Codes TP: (5 point) Serve for more than 180 consecutive days, other than for training, any part of which occurred during the period beginning September 11, 2001 and ending on a future date prescribed by Presidential proclamation or law as the last date of Operation Iraqi Freedom, OR Between August 2, 1990 and January 2, 1992, OR For more than 180 consecutive days, other than for training, any part of which occurred after January 31, 1955 and before October 15, 1976. In a war, campaign or expedition for which a campaign badge has been authorized or between April 28, 1952 and July 1, 1955. Anyone unsure of preference eligibility, should visit the Department of Labor's Veterans' Preference Advisor.

Find Out Your Veteran’s Preference Status DOL eLaws: www.dol.gov/elaws/

Veterans Opportunity to Work (VOW) Act The Veterans Opportunity to Work (VOW) to Hire Heroes Act of 2011, provides seamless transition for Service members, expands education and training opportunities for Veterans, and provides tax credits for employers who hire Veterans with service-connected disabilities. The VOW Act amends chapter 21 of title 5, United States Code (U.S.C.) by adding section 2108a, “Treatment of certain individuals as veterans, disabled veterans, and preference eligibles.” This new section requires Federal agencies to treat certain active duty service members as preference eligibles for purposes of an appointment in the competitive service, even though the service members have not been discharged or released from active duty.

Veterans Opportunity to Work (VOW) Act Active duty service members must submit a “certification” when applying for a Federal job. The “certification” is any written document from the armed forces that certifies the member is expected to be discharged or released from active duty service in under honorable conditions within 120 days, i.e., Statement of Service and/or Separation or Retirement Order Agencies must accept applications and apply veterans’ preference for service members who submits a certification in lieu of a DD form 214

Special Appointing Authorities Veterans Employment Opportunity Act (VEOA) Military Spouse Program (EO 13743) Veterans Recruitment Act 30% Disabled Vets Schedule A - Disabilities

VEOA –Veterans Employment Opportunity Act Eligibility: A preference eligible (CPS, CP, XP, TP), or has completed 3 or more years of active service, and Honorably discharged Vacancy announced under agency’s internal hiring processes, but open to all federal employees, i.e., not limited to agency’s own workforce only Rated best qualified to be referred for consideration by manager Veterans preference rules do not apply (no categories for internal announcements)

Military Spouse Program, Executive Order 13473 Not the DoD Priority Placement Program (PPP) Assist certain Military Spouses enter into Federal employment by authorizing certain non-competitive appointments. Under the “Who Can Apply” section of a Position Announcement on USAJOBS.gov, some positions are only open to Current Federal Employees, Status candidates or people eligible for a non-competitive appointment authority. A “non-competitive” appointment allows an eligible candidate to apply for these positions that non-federal applicants with no military or spouse preference are not otherwise eligible to apply.

Military Spouse Program, Executive Order 13473 Eligibility? EO 13473, implemented in September of 2009, applies to three categories of Military Spouses: Those who are relocating with their Service Member spouse as a result of permanent change of station (PCS) orders (must be used within 2 years), Spouses of service members who incurred a 100% disability because of the service member’s active duty service, and Spouses of service members killed while on active duty.

Military Spouse Program, Executive Order 13473 EO 13473 is NOT a hiring preference, in that it does not give any special ranking order above anyone else. This entitlement simply gives the benefit of competing for Federal positions that are normally only open to existing Federal employees (status candidates) and veterans. If among the best-qualified candidates, their name will be forwarded to the hiring manager along with other qualified candidates. The hiring manager can select anyone from this pool of candidates.

Non-Competitive Hiring Authorities Veterans Recruitment Act 30% Disabled Veterans Authority Schedule A—Individuals with Disabilities

Veteran’s Recruitment Appointment (VRA) Recently Separated Veterans under Honorable Conditions Any Disabled Veterans Certain Campaigns/Expeditions/Operations Meet OPM qualifications standards for position Can be appointed to positions up to GS-11 (however, can have higher grade potential level)

Separated under Honorable Conditions Special Authority for 30% of More Disabled Veterans Separated under Honorable Conditions VA-rated disability of 30% or greater Can be appointed to any position to which otherwise qualified No grade restrictions

Sample VA Letter Verifying Service-Connected Disabiity

Schedule A-Hiring Individuals with Disabilities Schedule A, 5 CFR 213.3102(u), for hiring people with severe physical disabilities, psychiatric disabilities, and intellectual disabilities. This excepted authority is used to appoint persons with severe physical disabilities, psychiatric disabilities, and intellectual disabilities. Such individuals may qualify for conversion to permanent status after two years of satisfactory service. Severe physical disabilities include but are not limited to blindness, deafness, paralysis, missing limbs, epilepsy, dwarfism, and more. Positions do not have to be advertised Must meet OPM qualification for the position Reasonable Accommodations are provided for interview and employment http://www.usajobs.gov/IndividualsWithDisabilities

Schedule A Letter Who can write the Schedule A certification? A licensed medical professional (e.g. a physician or other medical professional certified by a State, the District of Columbia, or a US territory to practice medicine) A licensed vocational rehabilitation specialist or any Government agency such as Federal, state, or District of Columbia that issues or provides disability benefits. Each agency has the right to decide what documentation it will accept For example, licensed audiologist, clinical social worker, etc.

Sample Schedule A-Hiring Letter To Whom It May Concern: This letter serves as certification that [name of applicant] is an individual with a documented severe disability, and can be considered for employment under the Schedule A hiring authority pursuant to 5 CFR 213.3102(u). Thank you for your interest in considering this individual for employment. You may contact me at xxx-xxx-xxxx. ----------------------------------------------------------------------------------------------------- Must be on official letterhead and signed by medical doctor or rehabilitation counselor.

Federal Selective Placement Coordinators and Veterans Employment Programs Managers Most Federal agencies have a Selective Placement Program Coordinator (SPPC), who helps to recruit, hire and accommodate people with disabilities at their agency. Search for Coordinators by state or by agency at: http://apps.opm.gov/sppc_directory/ Agency Veterans Employment Programs Managers can be found at: http://www.fedshirevets.gov/AgencyDirectory/index.aspx

Strategies for Building Partnerships Collaborate with your Office of Equal Employment Opportunity (EEO) and Selective Placement Coordinator. Request support from your EEO Office for reasonable accommodations and disability education training. Share information and resources on implementing Schedule A Hiring with your peers across the spectrum of federal disability hiring. Attention to detail and persistence are imperative to success. If you don’t know, ask!