Determining Eligibility and Basic Qualifications

1
Determining Eligibility and Basic Qualifications
2
Objectives

• Given case study and references, participants
  will determine basic eligibility and minimum
  qualifications
• Without references participants will
• Identify correctly when time-in-grade
  restrictions apply
• Explain how education and experience are used in
  determining minimum qualifications
• Select appropriate job related candidate
  evaluation criteria

3
Candidate Evaluation

• Complex process
• Many legal, regulatory and procedural
  requirements
• Extensive documentation required
• Subject to outside review

4
Regulatory Requirements

• Merit System Requirements
• 5 USC 2301
• 5 CFR, Parts 300, 335 Subchapter 1950
• AR 690-335-1
• Uniform Guidelines
• Court Decisions

5
Staffing Role in Candidate Evaluation

• Rates candidates qualifications based upon
  established candidate evaluation methods and
  instruments
• Refers best qualified candidates

6
Keep in Mind...

• All criteria used to evaluate and select
  candidates must be job related
• Quality of candidates referred depends upon
  quality of candidate evaluation process -
  identification of appropriate criteria
• Requires communication between CPAC and selecting
  official

7
Candidate Evaluation Requirements

• Eligibility
• Time after competitive appointment
• Time in grade
• Basic Qualifications
• OPM Qualifications Standards Handbook
• X118-C
• Best Qualified Determination
• Possession of high quality criteria

8
Time After Competitive Appointment

• For three months from date of appointment, upon
  appointment from OPM, delegated examining
  register, or through direct hire, agencies may
  not
• Promote
• Transfer, reassign, reinstate or detail
• To higher grade
• Different line of work, or
• Transfer, reinstate, reassign or detail to a
  different geographic area
• Does not apply to NSPS positions

9
Exercise

• Time after competitive appointment

TIME 20 minutes
10
Time in Grade Restriction

• Promotion to GS-05 and below
• Limit of two grades above the lowest grade held
  in the preceding 52 weeks in a non-temporary
  appointment
• Examples
• GS-3 to GS-4 OK
• GS-3 to GS-5 OK
• GS-2 to GS-5 NO
• Does not apply to NSPS positions

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Time in Grade, cont...

• Promotion to GS-6 thru GS-11
• One grade interval - after 52 weeks at next lower
  grade level, e.g., GS-203-6 to GS-203-7
• Two grade interval - after 52 weeks at second
  lower grade level, e.g., GS-201-7 to GS-201-9
• Promotion to GS-12 and above
• After completion of 52 weeks at next lower grade
  level, e.g., GS-201-12 to GS-201-13

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Exceptions to Time in Grade

• Appointment from DEU/OPM certificate
• Advancement from a non-GS position
• Promotions in accordance with training agreement
• Repromotion to grade previously held
• No intervening position established
• Noncompetitive appointments based on special
  authority, i.e., VRA appointees

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Exercise

• Determine Time in Grade

TIME 15 Minutes
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Qualifications Determinations

• Competitive Actions - Best Qualified
• Non-competitive Actions - Basically Qualified
• RIF Bump/Retreat Actions - Fully Qualified
• RIF Vacancies - May Waive Qualifications
• PPP Placements - Well Qualified
• Reassignments/Change to Lower Grade - May Modify
  Qualifications

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Qualification Standards Operating Manual

• Referred to as Manual
• Contains qualification standards that have been
  established by OPM
• Used for General Schedule (GS) and NSPS positions
  
• Directed primarily to HR specialists who need to
  make qualifications determinations

16
Purpose

• Manual is not intended to provide detailed
  information about the specific qualification
  requirements for individual positions
• Description of the specialized experience
  requirements for a position are included in
  vacancy announcement

17
Where to Find Information

• Information about the work performed in GS
  occupational series
• Contained in Handbook of Occupational Groups and
  Series
• Position Classification Standards
• Information about work performed in NSPS
  positions
• NSPS Position Classification Standards
• Subject Matter Expert
• Job Objectives

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Purpose/Scope

• Contains policies, instructions, standards
• To determine qualifications for Federal
  employment
• When filling NSPS positions, per NSPS guidelines
• When filling General Schedule (GS) positions at
  grades GS-1 through GS-15
•  

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Purpose

• Intended to
• Identify applicants who are likely to be able to
  perform successfully
• Screen out those who are unlikely to do so
• Not designed to
• Rank candidates
• Identify best qualified applicants for particular
  positions
• Substitute for a careful analysis of applicants'
  knowledge, skills and abilities

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Qualification Standards For GS Positions

• General Policies and Instructions
  https//www.opm.gov/qualifications/SEC-II/s2-e3.ht
  m
• Read the Manual especially introduction
• Become familiar with general organization
• Become proficient with locating information about
  particular subjects or occupations

21
Organization Of Standards

• Divided into 7 sections
• Section I How to use Manual
• Section II - General Policies and Instructions
• Key to understanding and using qualification
  standards
• Contains basic information that applies across
  occupations
• Considered an integral part of standards

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Organization Of Standards

• Section III indexes to Standards
• Section IV - Qualification Standards
• Largest section of Manual
• Section IV-A - Group Coverage Qualification
  Standards
• Describe common patterns of
• Education
• Experience
• Other requirements

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Sections

• Section IV-B
• Individual Qualification Standards
• Occupational Requirements in Series Order
• Section V - test requirements
• Section VI - medical requirements summary
• Section VII - technical notes
• Quick references to help users find specific
  information

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Responsibilities

• Federal executive branch agencies are responsible
  for
• Applying the appropriate standards in individual
  personnel actions when examining for positions
  under a delegated examining authority
• Developing selective factors

25
In-Service Placement Actions

• For internal actions, can modify qualifications
  when all requirements are not met
• Documentation must be available supporting the
  decision
• For RIF, can waive or modify qualification
  requirements
• HR specialist are responsible for verifying
  employees' qualifications prior to appointment or
  assignment

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Selecting Appropriate Standard

• Qualification standard that covers occupational
  series to which position has been classified
• For unique NSPS positions use

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Using Appropriate Standard

• For in-service placement actions
• Must apply appropriate standards and instructions
  
• For details
• Do not have to meet qualification requirements
  for position to which detailed
• Except for following requirements
• Minimum education
• Licensure
• Certification

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KSA Definition

• KSA's are the attributes required to perform a
  job and are generally demonstrated through
  qualifying experience, education, or training
• Knowledge - body of information applied directly
  to performance of a function
• Skill - observable competence to perform a
  learned act/task
• Ability - competence to perform an observable
  behavior or a behavior that results in an
  observable product

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Determining Basic Qualifications

• OPM Operating Manual - Qualification Standards
  for General Schedule (GS) and NSPS positions
• OPM Qualification Standards for Wage Grade
  positions - XII8C

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Group Qualification Standards

• Professional and Scientific Positions
• Administrative and Management Positions
• Technical and Medical Support
• Clerical and Administrative Support
• Other
• Student Trainee Positions
• Supervisory Positions
• Equal Opportunity Collateral Assignments
• Policy and Administrative Analysis

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Types of Experience

• General Experience
• At lower grades and entry levels
• Typically does not require specific experience
• Specialized Experience
• Used for positions above entry level
• Related to work of position to be filled
• Equivalent to next lower grade or band level

32
Crediting Experience

• Salary/rank
• Volunteer experience or experience on a detail
• Experience on a misassignment
• Mixed grade/series
• One grade interval experience for two grade
  interval series

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Crediting Experience, cont...

• Determining normal work week/year
• Impact of extended leave
• Concurrent experience for more than one position
• Military experience
• Experience at next lower grade

34
Crediting Education

• Must be from an accredited college or university
• Undergraduate
• 30 semester hours/45 quarter hours one academic
  year
• 4 years of progressive study or 120 semester
  hours degree

35
Crediting Education, cont...

• Graduate Education
• Number of hours school uses for one academic year
  of full time study OR
• 18 semester hours or 27 quarter hours
• Other Education
• Applicant provides interpretation of
  credits/accepted by accredited institution
• Can be used distinguish high quality candidates

36
Superior Academic Achievement Standard

• Used to qualify candidates for GS-7 in two grade
  interval series based on
• Class Standing - upper third OR
• GPA - 3.0 or higher overall on 4.0 scale OR 3.5
  or higher in major field
• Membership in National Honor Society
• Recruitment incentive for high quality candidates
  - not an appointing authority

37
Combining Education and Experience

• Education and experience may be combined to meet
  minimum qualifications requirements
• Use percentages of time to compute, e.g., 15
  semester hours 6 months experience 1 year
• Standards provide examples

38
In-service Placement

• Non-competitive action to promote, reassign,
  change to lower grade, transfer, reinstate,
  re-employ or restore current or former
  competitive service employee
• Change in minimum education requirements does not
  apply to current employees
• Add-On Rule - Add on difference between
  experience required in current position and new
  position to qualify

39
Modification of Qualification Standards

• Applies to inservice placement actions
• Reassignment
• Change to Lower Grade
• Transfer/Reinstatement
• May not be used for promotions
• Background demonstrates possession of KSAs
• May not waive minimum education requirements
• Document decision - on the RPA, SF 52
• Assists in placement of surplus employees

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Other Qualification Requirements

• Citizenship
• Medical/Physical
• Age
• Written and performance tests
• Licensure, certification
• Supervisory positions

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General Experience

• KSAs are not a prerequisite
• Applicants must indicate the ability to acquire
  KSAs
• Descriptions vary from one series to another
• For some occupations - any progressively
  responsible work experience may be qualifying
• Others standards require experience that provided
  familiarity with subject matter
• Example - entry level medical technician position
  requires experience that provided a basic
  knowledge of procedures and equipment in a
  hospital or clinical laboratory

42
Selective Factors

• Specific qualifications are required when
  employee cannot perform successfully in position
  without such qualifications
• Can include requirements for licensure or
  certification
• Can be used for positions at any grade level
  where its use is appropriate
• Selective factor becomes part of minimum
  requirements
• Applicants who do not meet it are ineligible for
  further consideration

43

OPM Definition
Specialized Experience - Experience that has
equipped the applicant with the particular
knowledges, skills, and abilities to
successfully perform the duties of the position
and is typically in or related to the work of the
position to be filled. To be creditable,
specialized experience must be equivalent to at
least the next lower grade level in the normal
line of progression for the occupation in the
organization.
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Identifying Specialized Experience

• Described in vacancy announcement
• Related to work of position
• Must pinpoint specific requirements for position

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Specialized Experience - References

• Classification Standards - www.opm.fed.class
• Classification Occupational Definitions -
  www.opm.gov/fedclass
• Career Program Pamphlets http//cpol.army.mil
• 10-1, Mission and Function Statement
• Consultation with Supervisor/Subject Matter
  Expert

46
IDENTIFYING SPECIALIZED EXPERIENCE

• Relevant information related to duties and
  responsibilities can be find in
• Job description
• Job objectives
• Position classification standard
• Grade-level criteria
• Standards with specialized experience
  requirements state that minimum amount of
  qualifying experience be at level of difficulty
  and responsibility equivalent to
• Next lower band
• Lowest level in band

47
Specialized Experience - References

• Job Descriptions Two Formats
• FES format - refer to Factor 1, Knowledge
  Required for the Position and other FES Factor's,
  e.g. Complexity review factor levels, points and
  compare to classification standard
• Narrative format - refer to Major Duties
  paragraphs identify KSAs critical to the job and
  percentages assigned to duties and, information
  identified in Evaluation Statement
• Transitional change until market based
• system is developed

48
Three Rules
Applicable to ALL Specialized Experience
requirements/definitions 1. Must be related to
the major duties of position/ occupation and 2.
Must be expressed in terms of knowledges, skills
and/or abilities (related to the major
duties/occupation of the position) and 3. Must
be written and defined using clear, straight
forward language that is easily understood by
applicant pool
49
Pay-banded Positions

• OPM guidance
• If pay or grade bands group two or more GS grades
  together, agencies need to define type and level
  of experience required to perform work of
  position to be filled
• Applicants need only one year of identified
  experience, either equivalent to a lower level
  within band or to next lower level band
• Refer to organization pay-banding regulations

50
Entry To Band

• Until DoD-unique qualification standards are
  developed, OPM qualification standards will be
  used
• Candidates must meet
• Requirements for lowest level of work within band
• Any specific requirements (certification,
  education, selective factors)

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Entry Level PB1

• U.S. citizenship is only requirement
• No specific number of months or years of
  experience are required to qualify for positions
  in PB1 of technician/support pay schedule

52
Above Entry Level PB1

• For positions in PB1 that involve more complex
  work
• Applicants must demonstrate possession of the
  KSAs and competencies required
• In addition, meet any other requirements, such as
  licensure, certification, medical requirements

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Entry Level Pay Band 2

• OPM Qualification Standards identify either a
  masters degree or 1 year of lower level
  experience is qualifying for a GS-09 or
  equivalent which constitutes the lowest level of
  work in (most) PB 2 positions
• Applicant meets qualifications for entry level of
  PB 2 through substitution of education for
  experience

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Above Entry Level Pay Band 2

• Applicants must
• Demonstrate possession of KSAs and competencies
  required to perform duties
• Meet any other requirements, such as licensure,
  certification and medical requirements

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NSPSMinimum Qualifications

• Candidates must meet minimum qualifications
  requirements established for lowest level of work
  within pay band
• In determining qualifications for entry into
  Standard Career Group, Pay Band 1 (with entry
  level equivalent to GS-5) candidates must fully
  meet criteria established for GS-5 level
  qualifications for occupation
• In addition, candidates must meet specific
  requirements for position being filled

56
NSPSQuality Of Experience

• General or specialized experience required at
  next lower "grade" is defined as experience at
  next lower pay band or equivalent under GS or
  other pay systems
• Work performed in a pay schedule encompassing
  technician and support occupations may qualify
  for a pay schedule encompassing professional and
  analytical occupations

57
NSPSQuality Of Experience

• Equivalent experience may be at level of lowest
  GS grade covered by applicable pay band
• One year of specialized experience in PB 1 of YA
  is equivalent to one year of specialized
  experience at GS-5 or above and meets minimum
  qualifications required for PB 2 position

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Quality Of Experience

• Relates to how closely or to what extent
  applicants background / recency of experience,
  education and training are related to
• Duties
• Responsibilities of incumbent of position
• Candidates must have KSAs and competencies to
  successfully perform work of position at
  appropriate level

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Vacancy Announcement

• If OPM has described education substitutions as
  minimum qualifications for grades encompassed in
  a pay band, that qualification must be described
  in announcement
• Announcement must clearly describe specialized
  experience required

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Exercise YC-201-2
How could these job requirements be improved for
a Supervisory, YC-0201-2 position?

• To be qualified, candidates much show in their
  resumes that they have training or experience in
  the following areas
• Provide HR services to a group of serviced
  organizations requiring coordination and
  integration of a number of major work
  assignments.
• Education can be substituted for experience

• One year of experience in the same or similar
  work at the next lower pay band or equivalent
  under the GS or other pay systems requiring
  application of KSAs of position being filled.
• Equivalent experience may be at the level of the
  lowest GS grade covered by applicable pay band.

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Exercise YC-201-2 Rewrite

• Specialized Experience Candidates for this
  position must demonstrate
• in their resume that they possess one year of
  specialized experience
• 1) Providing comprehensive civilian human
  resource management services, advising and
  guiding managers, and/or senior Civilian Human
  Resources (CHR) staff in major functional areas
  of human resources administration
• 2) Planning, coordinating and integrating
  projects and programs associated with CHR
  management
• 3) Coordinating and integrating projects and
  programs associated with CHR management
  participating in the development of installation
  operational plans and policies related to CHR
• 4) Demonstrating substantive knowledge and
  application of CHR administration laws,
  regulations, policies, programs, technologies and
  practices. Such experience may have been gained
  as a supervisor or technical expert in a CHR
  function. Education may not be substituted for
  experience.

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Recruitment Decisions

• Determine following
• Is the job a one or two grade interval position?
• What is the normal line of progression?
• Am I recruiting for a Pay Banded position?
• What recruitment sources or area of consideration
  will be used (internal and/or external
  candidates)?

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Recruitment Decisions

• ALWAYS identify and determine established normal
  line of progression
• To properly define specialized experience
  requirements (and the level of experience)
• Publicize an accurate vacancy announcement and
• Accurately evaluate the applicant pool.

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CPAC Roles

• Determines qualifications
• Advises managers
• Advises/assists employees and applicants
• Explains qualifications determinations

65
Your Responsibilities

• Read manual especially the introduction - must
  have working familiarity with rules!
• Know how to properly use qualification standards
• Differences between generalized and specialized
  experience
• Use common sense, if in doubt, ask!

66
Exercise Qualifications

• Using the Resumes, qualify candidates for the
  YB-203-2 position
• Be prepared to discuss

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Candidate Evaluation - Summary

• Every placement action requires qualification
  determination
• Criteria used to evaluate and select candidates
  must be job related
• Job analysis used to identify high quality
  criteria
• OPM qualification standards establish
  minimum/basic requirements
• Document!