Effective Use of Schedule A - Excepted Service – Appointing Authority OASAM-REGIONAL HUMAN RESOURCES OFFICE CHICAGO/KANSAS CITY REGION

Using Schedule A - Hiring Authority to Appoint People with Disabilities

The Schedule A - Hiring Authority Schedule A is an Excepted Service appointment (5 CFR 213.3102) or hiring authority that allows selecting officials to hire people with disabilities without going through the traditional job posting and competitive process. To be eligible for Schedule A, a person must meet the definition for a disability which is defined as someone who has a physical or mental impairment that has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities.

Schedule A Schedule A is a hiring Authority for people with mental, psychiatric and severe physical disabilities. It is designed to assist Federal agencies with increasing employment of people with disabilities. Agencies should use this hiring authority for a number of Reasons: Improves the Federal Government’s ability to hire persons with disabilities. Individuals with disabilities are a good source of talent. No vacancy announcement is required. Agencies don’t have to clear a surplus list of employees. Hiring process is significantly streamlined because it is designed to remove barriers and increase employment opportunities for these individuals.

Competitive Process Hiring through the Competitive Process Candidates apply on-line via www.jobs.dol.gov or www.usajobs.opm.gov. Submit a resume or application. Respond to vacancy specific questions in DOORS. Submit supplemental information including Schedule A documentation (if applying under Schedule A). Hiring through the Competitive Process Candidates apply on-line via www.jobs.dol.gov or www.usajobs.opm.gov. Submit a resume or application. Respond to vacancy specific questions in DOORS. Submit supplemental information including Schedule A documentation (if applying under Schedule A).

Competitive Process (Continued) Information goes directly to HR Specialist. Applicant must meet basic qualifications for the position. A list of qualified Schedule A candidates is provided along with the certificate of eligible candidates for Merit Promotion.

Non-competitive Process Hiring through the Non-competitive Process: Candidates submit resume or application directly to the agency officials. Candidates submit Schedule A Certificate from a State Vocational Rehabilitation Agency, Department of Veterans Affairs, or a Licensed Medical Professional; Manager submits the application package of qualified applicants directly to the Human Resources Office for further consideration. HR Specialist ensures that the candidate meets basic qualifications for the position and reviews proof of disability.

Certification of Schedule A Eligibility Documentation may be accepted from the following entities: Licensed medical professional. Federal agency that issues or provides disability benefits (e.g., Social Security Administration, Department of Veterans Affairs). Documentation or letter of certificate from a State/Private Vocational Rehabilitation Agency counselor.

Proof of Disability and Certification of Job Readiness Eligibility for appointments under the Schedule A authority consists of two parts: Proof of Disability: An individual interested in being hired under the Schedule A authority must provide proof that he or she is indeed an individual with mental retardation, severe physical disability, or psychiatric disability. This proof must be provided to the Human Resources Office before an individual can be hired.

Sample Documentation from Potential Schedule A Candidate Sample Schedule A Letter

Certification of Job Readiness A candidate considered under this authority must be ready to perform the duties assigned to the position for which he/she is receiving consideration. Such certification is a statement that the candidate is likely to succeed in the performance of the duties of the position for which he or she is applying. For instance, the certification of job readiness for an individual applying for a position as an Administrative Assistant or an Accountant may state that the “individual is likely to succeed performing work in an office environment.”

Certification of Job Readiness (Continued) The same entities who may provide proof of disability may also certify an individual's job readiness. (i.e., licensed medical professional or vocational rehabilitation counselor). An applicant can be appointed in lieu of job readiness certification to a temporary position and may be converted to a time-limited or permanent appointment once performance is deemed satisfactory.

Type of Appointment The employee serves a trial period of two (2) years. After the trial period, he/she may be converted to a permanent (career conditional) appointment.

Hiring Disabled Veterans 30 Percent or More Disabled Authority enables a hiring manager to appoint an eligible candidate to any position for which he or she is qualified, without competition; There's no grade-level limitation; Initial appointments are time-limited, lasting more than 60 days; Individual can be converted noncompetitively to a permanent status at any time during the time-limited appointment.

30 percent or More Disabled Who is eligible? Disabled veterans retired from active military service with a disability rating of 30 percent or more; Disabled veterans rated by the Department of Veterans Affairs (VA) as having a compensable service-connected disability of 30 percent or more.

Interviewing Interviewing people with disabilities is the same as interviewing people without disabilities. State the essential functions of the job and the competencies required to perform those functions.

Interview Questions: What Can You Ask? How can employers find out what they need to know without violating Federal nondiscrimination laws? By remembering one basic rule: Ask applicants about their abilities, not their disabilities.

Questions You Can Ask GENERAL RULE: Employers can ask questions about an applicant’s ability to perform specific job functions… What education, skills, and training do you have related to the relevant job functions? Can you perform all of the required job functions and duties? What certifications and licenses do you have? Can you satisfy the physical requirements of this job? (List the requirements.) How would you perform the specific job functions? (If employers ask this, they must ask all applicants.)

Questions You Cannot Ask GENERAL RULE: Employers cannot ask questions about the existence, nature, or severity of a disability… Do you have a disability that might affect your ability to do the job? Have you ever been treated for any emotional or mental health problems? Have you ever been hospitalized? For what?–How did you become disabled? Why do you use a wheelchair? Are you taking any medications? How much sick leave did you use on your last job? Are you expecting to take any medical or disability leave in the near future? Have you ever filed for workers’ compensation?

Accessible Interviews Interviewers should be aware of the accessibility of the interview site (e.g., accessibility of the building, interview office, and bathroom; and arrangements for accessible parking). Sign language interpretation must be provided if requested. Applicants should state any accommodation needs at the time of the interview is scheduled.

Accommodations CAP – Within the federal government there is a wonderful program housed with the Department of Defense. The Computer/Electronic Accommodations Program (CAP) provides assistive technology and services to people with disabilities throughout the federal government FREE OF CHARGE! CAP will do the needs assessment, buy the needed technology, train the employee on how to use it, and follow up with updates. Further information can be found at http://www.tricare.mil/cap/.

Accommodations (Continued) JAN – The Job Accommodation Network (JAN) represents the most comprehensive resource for job accommodations available, and is a terrific and easy-to-use resource. This free consulting service includes providing individualized worksite accommodations and related subjects for employers and people with disabilities. Additional information can be found at http://www.jan.wvu.edu.

Role of the Hiring Official The hiring official should communicate his/her interest in using Schedule A to fill a specific vacancy.

Role of HR Specialist Human Resource Specialist Provides hiring managers and/or supervisors with a list of qualified applicants for a specific position; Consults with the hiring managers to decide what type of appointment (time limited or permanent) is to be offered under Schedule A; Extends official offer of employment.

Interesting Statistics

New Unemployment Data from the Current Population Survey There are almost 27 million working-age Americans with disabilities (To be precise, 26,952,000 civilian, noninstitutionalized children and adults, 16 years and over, according to the Bureau of Labor Statistics) In January 2010, Percent of people with disabilities in the labor force: 21.8% (21 million are NOT in the labor force) Percent of people without disabilities in labor force: 70.1% Unemployment rate for those with disabilities: 15.2% (Not seasonally adjusted) Unemployment rate for persons with no disability: 9.7% (Seasonally adjusted) http://www.bls.gov/news.release/empsit.t06.htm

Decrease in Federal Employment of People with Disabilities Over the past 20 years the total Federal workforce has increased by 5.2%. But the number of Federal employees with targeted disabilities has actually decreased almost 15%. FY ’97: 28,671 Federal employees with targeted disabilities FY ’07: 23,993 Federal employees with targeted disabilities Source: EEOC Annual Report on the Workforce, 2007

Department of Labor Disability Employment Rate At the Department of Labor Federal Average for 2008: .88% Department of Labor Average for 2008: 1.22% But it has decreased from a 2003 high of 1.40% Source: EEOC Annual Report on the Workforce, 2008

Ongoing Efforts EEOC’s Leadership for the Employment of Americans With Disabilities (LEAD) Initiative: To significantly increase the population of individuals with targeted disabilities employed by the federal government. Federal Disability Workforce Consortium (FDWC) http://www.fdwc.wordpress.com ODEP initiatives

Why Employ People with Disabilities? Develop a diverse workforce Disability adds another dimension to diversity efforts Employees with disabilities come from all backgrounds and ages, and have varied skills and perspectives. ODEP’s Business Case http://www.earnworks.com/BusinessCase

DOL’s Hiring Initiative DOL has the opportunity to have its workforce mirror the diverse population it serves. The following tools and resources will help hiring managers find talented, qualified candidates with disabilities, quickly and easily.

Recruitment Resources Ways to recruit talented workers with disabilities: Postings at job service or workforce employment centers Contacting college and university career centers and disability services offices Partnerships with disability-related advocacy organizations

Recruitment Resources Vocational Rehabilitation Services State Vocational Rehabilitation Agencies http://www.rehabnetwork.org/directors_contact.htm Employment and Training Administration One-Stop Career Centers http://www.servicelocator.org U.S. Department of Labor Disability Program Navigators http://www.doleta.gov/disability

Recruitment Resources Disability Service and Advocacy Organizations Local disability organizations, e.g., Centers for Independent Living www.ilru.org/html/publications/directory/index.html •Employer Assistance and Resource Network for local employment service providers and local job seekers http://www.earnworks.com Phone: 1.866.327.6669

Recruitment Resources Social Security Administration Employment Resources Ticket to Work Employment Networks http://www.yourtickettowork.com/endir Work Incentive Planning and Assistance Program http://www.yourtickettowork.com/wipas

Recruitment Resources Building Your Talent Pipeline Workforce Recruitment Program (WRP) A Pre-screened database of students with disabilities for internships or permanent employment http://www.wrp.gov Student Temporary Employment Program (STEP) Affords students the opportunity to gain valuable work experience while still in high school. Students Career Experience Program (SCEP) Enables students to be noncompetitively converted to term, career or career-conditional appointments. Connect with local colleges and universities through their disability services offices and career centers.

Veteran Recruitment Resources Veteran Hiring Resources Hire Vets First http://hirevetsfirst.dol.gov/ Hiring Resources http://www.americasheroesatwork.gov/links/links2#hiring EARN Veterans Resources http://www.earnworks.com/veterans/tools/HR_resources.asp Career Onestop http://www.careeronestop.org/militarytransition/employers.aspx

Veteran Recruitment Resources (Continued) Veteran Hiring Programs •Operation Warfighter – Temporary assignment or internship program for severely wounded service members in treatment or rehabilitation at military medical centers, salaries paid by program. http://tinyurl.com/OperationWarfighter •One Stop Career Centers can connect you with specialized local Veterans' Employment Representatives (LVERs) and Disabled Veterans' Outreach Program (DVOP) staff to find qualified veterans. http://www.careeronestop.org/militarytransition/employers.aspx

Hiring Resources Schedule A The ABC’s of Schedule A (LEAD) http://www.eeoc.gov/eeoc/initiatives/lead/abcs_of_schedule_a.cfm Office of Personnel Management http://www.opm.gov/disability/ Veterans Office of Personnel Management http://www.opm.gov/veterans/

Additional Resources Resources on interviewing candidates with disabilities: Job Accommodation Network–“Pre-Offer, Disability Related Questions: Dos and Don’ts” http://www.jan.wvu.edu/Erguide/Two.htm EEOC guidance–Pre-employment Disability- Related Inquiries and Medical Exams http://www.eeoc.gov/policy/docs/preemp.html EEOC Guidance–Job Applicants and the ADA http://www.eeoc.gov/facts/jobapplicant.html

Effective Use of Schedule A Excepted Service – Appointing Authority