1. Module 2 FEDERAL HIRING PROCESS
Federal Energy Regulatory Commission
Office of the Executive Director
Module 2 FEDERAL HIRING PROCESS
Presented by:
Human Resources Division
*Please Note: The following content is subject to change due to OPM’s Hiring Reform Initiative. For more information on the reform please visit or contact a representative from HR (content last updated 6/2010).

2. Table of Contents Federal Energy Regulatory Commission
Human Resources Division
Table of Contents
Purpose
Types of Vacancy Announcements
Merit Promotion Vacancy
MP Announcement Open Period
Ratings
Selection Process
DEU Vacancy
DEU Announcement Open Period
Ratings
Veterans Preference Rules
Objections
Rule of
Selection Process
Job Analysis
When to Conduct a JA
Results of a JA
Crediting Plan
We could add page numbers to the sub fields or just make them into links. For example we could make it so you can just click on MP Announcement Open Period and it will take you directly to that section.
Module 1: Federal Hiring Process

3. Federal Energy Regulatory Commission
Office of the Executive Director
Purpose
Ensure Candidates are selected based on fair and open competition.
Module 1: Federal Hiring Process

4. Types of Vacancy Announcements
Federal Energy Regulatory Commission
Human Resources Division
Types of Vacancy Announcements
MP: open to current Federal employees.
DEU: open to all sources inside and outside the Federal Government.
Module 1: Federal Hiring Process

5. Merit Promotion Vacancy
Federal Energy Regulatory Commission
Office of the Executive Director
Merit Promotion Vacancy
Areas of Consideration
Agency-Wide
Current agency employees in competitive positions.
Government-Wide, Status Candidates
Typically current Federal employees,
Previous Federal employment.
* Must already be “in the system” to be promoted.
* Have some other type of non-competitive appointing authority.
The term “Merit Promotion”, at least when a staffing specialist hears that, means a FERCWIDE vacancy announcement OR Status Candidates only vacancy announcement. Status Candidates means that employees from other federal agencies AND those with prior federal service can apply. Some veterans can be considered under the Veterans Employment Opportunities Act of 1998, even if they do not have prior civilian service. They would not be eligible for consideration under a FERCWIDE vacancy announcement, though.
Module 1: Federal Hiring Process

6. MP Vacancy Announcement Open Period
Federal Energy Regulatory Commission
Office of the Executive Director
MP Vacancy Announcement Open Period
Must be open a minimum of 8 calendar days (or whatever is in agency’s Merit Promotion Plan).
If opened as agency-wide, position will be posted on agency’s website as official notification to employees (please follow agency’s Merit Promotion Plan).
If opened to Status Candidates, it must be posted on USAJOBS.
If you decide to use MP procedures, you must keep the vacancy announcement open for a minimum of 7 calendar days. The usual timeframe is anywhere from 7 – 14 days. If it is announced FERCWIDE only, it will be posted on ferc.net, as official notification to employees and we’ll also post a hardy copy on the HR bulletin board on the 4th floor, with copies of the announcements in the bins. As a courtesy to employees, we also request hard copies to be distributed by the print plant. If it’s advertised to “Status Candidates”, it is posted on ferc.gov and the same procedures apply about the hard copies.
Module 1: Federal Hiring Process

7. Ratings Federal Energy Regulatory Commission
Office of the Executive Director
Ratings
HR Specialist reviews applications to determine minimum qualifications.
More than 6 minimally qualified, a rating panel is convened and assigns points on how well a candidate meets the Knowledge, Skills and Abilities (KSA) using a crediting plan (Please follow agency’s Merit Promotion Plan for determining Best Qualified).
6 or fewer minimally qualified, the HR Specialist refers all that meet minimum qualifications (Please follow agency’s Merit Promotion Plan for determining Best Qualified).
Once the announcement closes, the HR Specialist will review the applications to determine those that have met the minimum qualifications. In some cases, job panels must be held, which are typically made up of 3 sme’s. If there are more than 5 minimally qualified applicants, a rating panel assigns points based on how well a candidate meets the Ranking Factors or Knowledge, Skills, and Abilities (KSA’s), that were a part of the vacancy announcement. The panel recommends a group of best qualified candidates (based on the highest scores) to the selecting official. If there are 5 or fewer minimally qualified applicants, there is no formal job panel and all that are minimally qualified are referred. This process may change; HR may have to develop a plan to determine BQ candidates, even if there are 5 or fewer.
Module 1: Federal Hiring Process

8. Selection Process Federal Energy Regulatory Commission
Office of the Executive Director
Selection Process
The Selecting Official receives the Selection Certificate
Can interview all, some, or none of the candidates
Any candidate on selection certificate may be selected
Candidates listed in alphabetical order
Selecting Official returns the Selection Certificate to HR
Returned through internal channels, rather than directly to HR to ensure necessary Office level approvals
HR Specialist makes the job offer
Telephonically first
Then in Writing (Offer letter)
Selecting Official makes their selection from the certificate. It’s up to them whether to interview all, some, or none of the candidates on the certificate. The certificate is sent back to HR (each office usually has their own internal procedures on approvals for selections, so check with your Administrative Officers) and HR makes the offer. If the HR Specialist has any issues or concerns about the selectee, we will let the Administrative Office or the Selecting Official know.
There are pay flexibilities such as appointment at a higher step, recruitment bonuses, or student loan repayment.
Module 1: Federal Hiring Process

9. Selection Process (cont.)
Federal Energy Regulatory Commission
Office of the Executive Director
Selection Process (cont.)
Noncompetitive appointment of certain Military spouses to Competitive service positions:
Those who are relocating with their service-member spouse as a result of permanent change of station (PCS) orders,
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.
* This appointing authority merely provides for non-competitive entry into the competitive service. It does not constitute, establish, or convey a hiring preference.
Module 1: Federal Hiring Process

10. DEU VACANCY Federal Energy Regulatory Commission Area of Consideration
Office of the Executive Director
DEU VACANCY
Area of Consideration
All Sources or Non-Status Candidates
Advertised to everyone inside and outside of the Federal government.
* Also called Delegated Examining Unit – DEU.
DE means an announcement that goes out to All Sources OR Non-status candidates (inside and outside federal government). These have to be advertised a minimum of 5 work days. FERC has had the delegated authority since 1996, i.e., mini-OPM.

11. DEU Announcement Open Period
Federal Energy Regulatory Commission
Office of the Executive Director
DEU Announcement Open Period
Must be open a minimum of 5 work days.
Vacancy Announcement will be posted on USAJOBS.
Module 1: Federal Hiring Process

12. Ratings Federal Energy Regulatory Commission
Office of the Executive Director
Ratings
HR Specialist reviews applications to determine minimum qualifications.
Further rating by Subject Matter Expert (SME) is usually required
SME uses the crediting plan to assign ratings.
HR Specialist adds any additional veteran’s preference points and then prepares the selection certificate.
Candidates are referred based on their scores and according to Veteran’s Preference and the Rule of 3.
Module 1: Federal Hiring Process

13. Veteran’s Preference Rules
Federal Energy Regulatory Commission
Office of the Executive Director
Veteran’s Preference Rules
Must be followed when Selecting Official is considering candidates.
Cannot pass over a veteran to select a non-veteran.
10-Point 30 Percent Compensable Disability Preference (CPS)
Ten points are added to the passing examination score or rating of a veteran who served at any time and who has a compensable service-connected disability rating of 30 percent or more.
10-Point Disability Preference (XP)
Ten points are added to the passing examination score or rating of:
A veteran who served at any time and has a present service-connected disability or is receiving compensation, disability retirement benefits, or pension from the military or the Department of Veterans Affairs but does not qualify as a CP or CPS; or
A veteran who received a Purple Heart.
CPS – 30% or more disabled
CP – at least 10%, but less than 30% disabled
XP – service connected disability or Purple Heart or derived preference for a spouse, widow, mother
TP – 5 point based on active duty during war or campaign
Example: CE, GS-12
NV - 95
CPS – 90
CPS does not float to the top of the certificate.
Module 1: Federal Hiring Process

14. Veteran’s Preference Rules (cont.)
Federal Energy Regulatory Commission
Office of the Executive Director
Veteran’s Preference Rules (cont.)
10-Point Derived Preference (XP)
˗˗ Ten points are added to the passing examination score or rating of
spouses, widows, widowers, or mothers of veterans as described below.
This type of preference is usually referred to as "derived preference"
because it is based on service of a veteran who is not able to use the
preference.
˗˗ Both a mother and a spouse (including widow or widower) may be
entitled to preference on the basis of the same veteran's service if they
both meet the requirements. However, neither may receive preference if
the veteran is living and is qualified for Federal employment.

15. Veteran’s Preference Rules (cont.)
Federal Energy Regulatory Commission
Office of the Executive Director
Veteran’s Preference Rules (cont.)
5-Point Preference (TP)
 Five points are added to the passing examination score or rating of a veteran who served:
During a war; or
During the period April 28, 1952 through July 1, 1955; 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; or
During the Gulf War from August 2, 1990, through January 2, 1992; or
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 the date prescribed by Presidential proclamation or by law as the last day of Operation Iraqi Freedom; or
CPS – 30% or more disabled
CP – at least 10%, but less than 30% disabled
XP – service connected disability or Purple Heart or derived preference for a spouse, widow, mother
TP – 5 point based on active duty during war or campaign
Example: CE, GS-12
NV - 95
CPS – 90
CPS does not float to the top of the certificate.
Module 1: Federal Hiring Process

16. Veteran’s Preference Rules (cont.)
Federal Energy Regulatory Commission
Office of the Executive Director
Veteran’s Preference Rules (cont.)
In a campaign or expedition for which a campaign medal has been authorized. Any Armed Forces Expeditionary medal or campaign badge, including El Salvador, Lebanon, Grenada, Panama, Southwest Asia, Somalia, and Haiti,  qualifies for preference.
A campaign medal holder or Gulf War veteran who originally enlisted after September 7, 1980, (or began active duty on or after October 14, 1982, and has not previously completed 24 months of continuous active duty) must have served continuously for 24 months or the full period called or ordered to active duty. The 24-month service requirement does not apply to 10-point preference eligibles separated for disability incurred or aggravated in the line of duty, or to veterans separated for hardship or other reasons under 10 U.S.C or 1173.
Module 1: Federal Hiring Process

17. Veteran’s Preference Rules (cont.)
Federal Energy Regulatory Commission
Office of the Executive Director
Veteran’s Preference Rules (cont.)
For professional series (a positive education requirement exists) at GS-9 or higher, scores are augmented by veterans preference, if any.
For all other positions, the following applies:
The names of CP and CPS veterans are listed at the top (automatically float to the top of the selection certificate),
Scores are augmented by veterans preference points, if any, for XP and TP (do not automatically float to the top of the selection certificate).
Secretary, GS-9
CPS – 90
NV – 95
CPS would float to the top.
However, a TP or XP would not automatically float to the top:
TP - 90
Module 1: Federal Hiring Process

18. Objections to Veterans
Federal Energy Regulatory Commission
Office of the Executive Director
Objections to Veterans
Can be based on medical or suitability* issues,
Sustained objections are infrequent.
An example might be if an applicant intentionally provides false information on their application.
I can recall only 2 or 3 cases where an objection to a veteran has been sustained.
The agency can sustain them for XP’s and TP’s, but OPM has to sustain them for CP’s and CPS’.
Module 1: Federal Hiring Process

19. The Rule of 3 Federal Energy Regulatory Commission
Office of the Executive Director
The Rule of 3
Selection must be made from the highest 3 eligibles on the selection certificate;
An agency may not pass over a veteran to select a non-veteran.
Documentation of Declination by Candidate;
Preferably in writing from the candidate ( will suffice).
Additional names can be certified.
Example:
98 – NV
97-NV
92-NV
91-NV
Rule of 3 applies; the candidate with a score of 91 is not within reach.
If an applicant declines further consideration, for example, when you call to interview them, OPM asks that the candidate put that in writing. 9 out 10 times they’re not going to do that. So, we ask you to put the declination information in writing, either in an or a note with the selection certificate. Try not write much on the original certificate. It is helpful to us to have as much information as possible, so that we can ensure that your selection is within reach when you return the selection certificate back to us AND also to help us to reconstruct the case file at a later time.
Module 1: Federal Hiring Process

20. Selection Process Federal Energy Regulatory Commission
Office of the Executive Director
Selection Process
HR issues the selection certificate (cert) to the selecting official
Can interview all, some, or none of the candidates
Selecting Official makes selection (adhering to VP Rules and Rule of 3);
designates “A” for selection and “NS” for non-selection of other candidates.
HR Specialist makes the job offer
Verbal offer
Offer Letter
Module 1: Federal Hiring Process

21. Job Analysis Federal Energy Regulatory Commission OPM Mandated,
Office of the Executive Director
Job Analysis
OPM Mandated,
Identifies competencies/KSA’s directly related to performance on the job.
A Job Analysis should identify:
Basic duties/responsibilities of job, and
KSA’s required to perform the duties and responsibilities.
The next portion of the presentation is going to include two areas: Job Analysis and Crediting Plans. Most of you are familiar with Crediting Plans, which are the rating criteria used to rate the candidates. However, you’re probably not familiar with the term Job Analysis or maybe you’ve heard us mention it informally.
Job Analysis is a process that we need to formalize as much as we have Crediting Plans and it is a step that should take place before a vacancy announcement is advertised. What I’ll give you today is an overview of the process. HR has some legwork to do on our end first. We d not expect you to go back and start doing this immediately. In the upcoming weeks your HR Specialist is going to work with you on how to complete a job analysis. This is a requirement which OPM has identified that we must do (2005 OPM Audit). In some fashion, we already go through the motions of performing a job analysis, but we must formalize it and document it.
Module 1: Federal Hiring Process

22. Job Analysis Federal Energy Regulatory Commission
Office of the Executive Director
Job Analysis
Should be based on all relevant documents such as:
Position Descriptions,
Qualification standards, and
Classification standards.
Must be documented thoroughly, dated, and maintained in case file;
Documentation of essential duties necessary to bring to the job AND how they will be rated.
Must be completed before a Vacancy Announcement is created.
2nd Bullet: For each of the ranking factors identified after the job analysis has been completed, this question should have been asked: Is it essential to bring to the job AND is it ratable?
For example, must an applicant bring with them the knowledge of energy policy in order to be successful in the job? If the answer is yes, then it should be included in the Ranking Factors and that is what a good Job Analysis will help us do.
Module 1: Federal Hiring Process

23. When to Conduct a Job Analysis
Federal Energy Regulatory Commission
Office of the Executive Director
When to Conduct a Job Analysis
May not need to conduct a new job analysis every time you seek to fill a job,
If there are recurring jobs in the same occupation with similar duties and responsibilities, job analyses can be standardized, or
If the job is different/unlike another position, a job analysis must be conducted.
We do not need to recreate each time another vacancy announcement goes out if the jobs are the same; once we have a good job analysis for an EIA or Civil Engineer, we can reuse it; we should review it to make sure that it is all still accurate and it must still be provided; we will keep it in the case file; OPM can pull any given case file when they come in to audit; we need to ensure that each case file is complete with a job analysis.
If the job is different, then a new job analysis should be created.
Module 1: Federal Hiring Process

24. Results of Job Analysis
Federal Energy Regulatory Commission
Office of the Executive Director
Results of Job Analysis
Should provide a list of tasks and duties associated with that job, which are then used to create the Vacancy Announcement, and
Should identify the importance of tasks and duties and should include an indication of the frequency with which these duties are performed.
Again, HR will work individually with offices in order to prepare a comprehensive Job Analysis; this is just another step to ensure that we have a well craft vacancy announcement in order to attract and hire the Best Qualified candidates.
Module 1: Federal Hiring Process

25. Crediting Plan Federal Energy Regulatory Commission
Office of the Executive Director
Crediting Plan
Crediting Plan/Rating Schedule is the criteria used to evaluate an applicant’s job-related competencies/KSA’s;
Ratings are performed by a Subject Matter Expert (SME).
Each KSA has a Benchmark or Level of Achievement (Examples of Accomplishments) with an assigned point value.
Levels of Achievement:
Outstanding
Highly Satisfactory
Satisfactory
Something that most of you are already familiar with is the Crediting Plan. This is the criteria used by the SME or SMEs to perform ratings; each KSA has a level of achievement, that includes examples of accomplishments or experience and each level has a point value. The levels of Achievement are Outstanding, Highly Satisfactory and Satisfactory.
Module 1: Federal Hiring Process

26. Crediting Plan (cont.) Federal Energy Regulatory Commission
Office of the Executive Director
Crediting Plan (cont.)
Examples of accomplishments can be gathered from the job information e.g., position descriptions and/or SMEs.
Be specific in the crediting plan/rating schedule and try to steer clear of words like “extensive” and “limited”.
When preparing a Crediting Plan, examples of accomplishments can be gathered from the job information such as position description or by examples from the SME, usually the Selecting Official.
We recommend that specific language be used and to steer clear of words like extensive and limited. I know some of you have requested assistance from HR in coming up with an example of what we consider a really good Crediting Plan. That is something we can help with and I’ll give a couple of examples. It’s also probably helpful to get feedback from the raters after they’ve used the Crediting Plan to find out if there are certain task examples that worked well for them and others that didn’t work well.
Module 1: Federal Hiring Process

27. Crediting Plan (cont.) Federal Energy Regulatory Commission
Office of the Executive Director
Crediting Plan (cont.)
Example: Instead of “extensive experience writing analytical reports” we might include “applicant provided examples of analytical energy reports they they’ve written/co-written”.
Example: Instead of “limited experience working with Microsoft products” we might say “provided administrative assistance in order to run reports from Microsoft products such as Excel and/or Access”.
1st Example: Not to say that someone has to provide a whole volume of reports, but perhaps portions that show their writing skills
2nd Example: Again, HR should ask the raters for feedback on how they felt the crediting plan worked for them as they rated the applicants
Module 1: Federal Hiring Process

28. Crediting Plan (cont.) Federal Energy Regulatory Commission
Office of the Executive Director
Crediting Plan (cont.)
HR will take the lead to ensure that crediting plans are created and fine-tuned to be a valuable assessment tool.
We need the active participation of the office:
SMEs know the job/type of applicant required to best fill the position.
AOs can assist HR in the completion of the Crediting Plan (in advance of advertisement).
In summary, HR will take the lead to ensure that Crediting Plans are created well in order to be useful, but we need to get more of the offices involved in this process so that we are all successful in the ultimate staffing goal of bringing on the best qualified candidates to get the work done well.
Module 1: Federal Hiring Process

29. Module 1: Federal Hiring Process
Questions
Module 1: Federal Hiring Process