Writing KSAs Tutorial

This tutorial will explain KSAs, present tips on how to write them and provide you with samples.

KSAs?! What are They? KSA stands for Knowledge, Skills and Abilities. They are narrative statements requested by federal agencies to help identify which applicants possess the necessary skills, qualifications and training as required by the job. These statements are used to assess applicants and help sort out the best qualified candidates.

KSAs?! What are They? (Continued) Some federal job vacancies will require applicants to submit KSAs or a similar writing component with their application. Depending on the agency’s preference, KSAs may be written on separate pieces of paper or included in your resume.

KSAs?! What are They? (Continued) Other synonyms for KSAs include: Essays Narratives Statement of qualifications Knowledge, Skills, Abilities and Other Characteristics (KSAOs) Quality Ranking Factors Competencies

Writing KSAs and Examples

KSA Example The following two slides contain a KSA listed in a federal job vacancy.

KSA Example #1 On plain paper, list each of the following KSAOs separately and explain how your experience, education, training, self-development activities, appraisals, awards, etc. relate to each KSAO.  Please limit your narratives to one page per KSAO. KSAO summary statements that address all KSAOs together are not acceptable.  To be considered for the position, you must submit narrative KSAO statements with your application package. (Continued on next slide)

KSA Example #1 (Continued) 1. Demonstrated knowledge of archival principles and techniques in order to make critical judgments in the analysis and processing of the collections including appraisal, review, description, preservation and reference of records in a variety of media. 2. Demonstrated ability to communicate in writing. **Example taken from www.USAjobs.gov

KSA Example #1 (Continued) From the previous KSA example, it is evident that the applicant must: Answer both KSAOs Type each response on a separate piece of paper with the KSAO listed at the top. Limit each KSAO to one page. Reference personal experiences, education, trainings, self-development activities, appraisals, awards, etc. when answering the KSAOs. Submit the KSAOs with a completed application.

Writing KSAs First, begin by identifying and highlighting the key words/phrases found in the job announcement. Refer to the vacancy announcement in order to get a better idea of what the KSA is asking. This information can usually be found under the “Duties” section of the announcement.

Writing KSAs (Continued) Second, review your resume and identify experiences, trainings, etc. that you have which clearly relate to the KSA. As appropriate, include other experiences related to the KSA. Consider student leadership, awards, school projects, volunteer work, etc.

KSA Example #2 Below is another example of a KSA. This one, however, is simply stated. The following two slides provide two different responses to answering the KSA. One is a poor example. The other is more appropriate. KSA: “Identify skill in written communication.”

KSA Bad Response “My communication skills are excellent. I am often asked to help out in this regard and am commended for my work.”

KSA Better Response “In the past 10 months, I have taken over a number of writing assignments previously held by my supervisor: I have been drafting monthly reports on leasing activities under the purview of my office. These are routinely approved by my supervisor without change and are circulated to 10 field office and Regional Directors. I have assumed the responsibility of reporter for the quarterly meeting of the bureau’s Research Directors. Reports of these meetings are viewed by the Director’s Office prior to distribution to all participants.”

CCAR Method

CCAR Context Challenge Action Response One method often used by applicants to write thorough KSA statements is the CCAR format. Context Challenge Action Response This method keeps applicants focused and allows them to clearly highlight accomplishments and achievements.

CCAR (Continued) Context Challenge Action Results What were the factors contributing to the challenge (i.e. low membership, small budget, etc.)? Challenge What was the problem/situation? What factors contributed to the particular challenge? Action What steps did you take to address the problem/situation? Don’t be modest. Highlight what you did. Results What was the outcome? If at all possible, use percentages, numbers and even grades to quantify the results.

CCAR Example KSA: “Ability to problem-solve.”

CCAR Example (Continued) Context: My organization’s membership had been steadily declining for the past five years. At one point we had the least amount of members of all student organizations.

CCAR Example (Continued) Challenge: As a result, my organization was facing disciplinary actions by both the school and the national organization if we did not increase membership by 10 percent.

CCAR Example (Continued) Action: As president, I first scheduled regular meetings with school and national representatives in order to keep them updated on the group’s progress as well as to receive guidance.

CCAR Example (Continued) Action: I then led my leadership team to create a recruitment plan with specific steps to implement and specific goals created to measure progress. Included in this plan was a publicity campaign, numerous open houses, outreach efforts and co-sponsorship with other organizations.

CCAR Example (Continued) Results: As a result of the recruitment campaign, my organization successfully recruited twenty new members, which was a 15 percent increase in membership. Furthermore, my organization was awarded “Most Improved Organization” for the year by the Student Government Association.

Things to Remember

Individuals Who Write Good KSAs… Clearly link experiences to the KSA. Only include relevant information. Focus on outcomes to which they directly contributed. Identify responsibilities that were assumed. Address all points listed in the KSA.

Things to Remember When Writing KSAs Write in 1st person Be descriptive Do not exceed one page in length per KSA Type the question at the top of the page Include your name and SS# Use 1-3 examples for each KSA Type KSA as a Word document first. Then cut and paste it into the online form.

Things to Remember When Writing KSAs (Continued) Always spell check and proofread your KSAs. Do not use acronyms. Include examples that really speak to your talent and qualifications, as well as thoroughly answer the question. Include the KSA, your name and Social Security Number on the top of each page. Have someone else proofread your KSAs.

Resources Located in the Career Resource Library The Student’s Federal Career Guide: 10 Steps to Find and Win Top Government Jobs and Internships Guide to America’s Federal Jobs: A Complete Directory of U.S. Government Career Opportunities Ten Steps to a Federal Job FBI Careers: The Ultimate Guide to Landing a Job as One of America’s Finest

Need More Assistance? Review “A Guide to KSA Writing” found at: http://www.mcdaniel.edu/KSAs.pdf Contact Career Services 410-871-3305 career@mcdaniel.edu www.mcdaniel.edu/5402.htm

References The information for this tutorial was adapted from: Troutman, K. K. & Troutman, E. K. (2004). The Student’s Federal Career Guide: 10 Steps to Find and Win Top Government Jobs and Internships. The Resume Place, Inc. Baltimore, MD. And Making The Difference at: http://www.makingthedifference.org/federaljobs/ksawriting.shtml