3 FAM 2300
Employment and Promotion
3 FAM 2310
MERIT PROMOTION AND PLACEMENT PROGRAM
(CT:PER-717; 01-07-2014)
(Office of Origin: HR/CSHRM)
3 FAM 2311 GENERAL
3 FAM 2311.1 Authorities
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Authorities include:
5 U.S.C. 2301;
5 U.S.C. 3301;
5 U.S.C. 3302;
5 U.S.C. 3330;
5 U.S.C. 3361
5 U.S.C. 7106
5 U.S.C. 552a(k)(6);
5 CFR 297.501;
5 CFR 300;
5 CFR 315;
5 CFR 330; and
5 CFR 335
3 FAM 2311.2 Guidance
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The links in this document provide the ability to directly
access Federal laws, rules and regulations and other applicable internal
policies and procedures that detail the provisions outlined in this FAM.
3 FAM 2311.3 Policy
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. This document establishes Department-wide policy and
guidance for the U.S. Department of States Merit Promotion and Placement
Plan. It conforms to the policy and procedural requirements of 5 CFR 335,
Promotion and Internal Placement and must be used in conjunction with the
Department's Policy Memorandums and Guidance issued by the Office of Civil
Service Human Resource Management (HR/CSHRM).
b. The objectives of this plan are to:
(1) Provide for an open, systematic and equitable
assignment system that assures management that positions are filled with the
best qualified individuals available and assures applicants that positions are
filled according to merit factors that give appropriate consideration to Equal
Employment Opportunity objectives. All standards used and judgments made in
identification, evaluation, qualification or selection of applicants will be
based solely on job related criteria. This prohibits any consideration on the
basis of race, color, religion, sex (including pregnancy and gender identity),
national origin, age, disability and genetic information, personal
relationships, political patronage, or nepotism;
(2) Ensure management is aware of his/her right to
determine the method by which vacant or newly established competitive service
positions will be filled. This program is just one method available to
management in filling vacant positions in the competitive service. Other
methods include career promotion, reassignment, and/or use of special
non-competitive placement and appointment authorities. Merit promotion
placement may be used alone or in concert with other methods of filling
vacancies; and
(3) Obtain and retain the best-qualified workforce
available.
3 FAM 2311.4 Position Coverage
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. The program applies to all competitive service
positions in the general schedule, GS-1 through GS-15 or the wage grade
equivalent. Although there is no requirement to do so, excepted service
positions may also be filled through the use of the Merit Promotion plan.
b. Separate provisions for positions in bargaining
units may be negotiated with the exclusive representative for the Unit and will
be contained in the contract for the Unit.
3 FAM 2312 FUNCTIONAL Responsibilities
3 FAM 2312.1 Human Resource
Service Provider (HRSP)
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
In accordance with delegation of authority, the Human
Resource Service Provider (HRSP) is responsible for:
(1) Adhering to the merit promotion and placement
program requirements to ensure the provisions of this program and 5 CFR 335 are
met;
(2) Advising managers, subject matter experts and
selecting officials about the provisions of the program;
(3) Avoiding violations of merit system principles,
prohibited personnel practices and ensuring compliance with applicable laws,
rules and regulations and other applicable internal policies and procedures;
(4) Ensuring public notice requirements are met in
accordance with 5 CFR 330.103;
(5) Collaborating with the subject matter expert (SME)
and/or selecting official to develop applicant assessment procedures which are
in compliance with 5 CFR 300(a);
(6) Collaborating with the subject matter expert (SME)
and/or selecting official in the development of valid and reliable assessment
tools that are consistent with the technical standards in the Uniformed Guidelines
on Employee Selection Procedures (UGESP), 29 CFR 1607;
(7) Partnering with the subject matter expert (SME)
and/or selecting official to identify the qualification requirements for the
position to be filled and provide guidance and assistance with the selection
and weighting of the self-assessment occupational questions;
(8) Evaluating applicants based on the Office of
Personnel Management General Schedule (GS) Qualification Standards or Federal
Wage (WG) System Qualifications and conducting a thorough analysis of the
applicants application and responses to the applicants self-assessment (i.e.,
occupational questionnaire, crediting plan);
(9) Notifying all applicants of the status of their
application at key stages of the application process (i.e., 4-point
notification); and
(10) Validating selections in accordance with laws,
rules and regulations.
3 FAM 2312.2 Subject Matter
Experts (SME)
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The Subject Matter Expert (SME) is responsible for:
(1) Collaborating with the servicing HR Specialist to
conduct the job analysis, developing valid and reliable applicant assessment
tools (i.e., self-assessment occupational questionnaires, crediting plan), and
providing input on the qualification requirements for the position to be
filled;
(2) Assisting with the selection and weighting of the
self-assessment occupational questionnaire and recommending any necessary
selective placement factors to be considered prior to recruitment;
(3) Serving on the interview panel as a recommending
official, as needed; and
(4) Maintaining confidentiality of the assessment
tool(s) and applicants information during and following the recruitment and
hiring process.
3 FAM 2312.3 Selecting Officials
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Selecting officials are responsible for:
(1) Complying with merit system principles and applicable
laws, rules and regulations, and avoiding prohibited personnel practices;
(2) Anticipating staffing needs and consulting with
human resources to ensure timely submission of documents necessary to begin the
recruitment and hiring process;
(3) Engaging in identifying the qualifications for the
position to be filled and documenting the justification for use of and
importance of any selective placement factor(s) used during the evaluation
process;
(4) Collaborating with human resources (or provide a designee)
to assist with the development of the job analysis. The designee must be a SME
at the same grade level or above the position being advertised;
(5) Participating in the selection and weighting of
occupational questions;
(6) Complying with and understanding the provisions of
the Merit Promotion and Placement Plan;
(7) Ensuring subordinates receive appropriate
consideration for advancement opportunities arising during their temporary
absences for leave, travel, detail, training, military service or serving in
public international organizations or on Intergovernmental Personnel Act assignments
when such assistance is properly requested in writing by the subordinate for
known absences; and
(8) Notifying subordinates by email or telephone of
career advancement opportunities which occur during an unexpected absence, such
as incapacitation, care of or death of a family member, etc.
3 FAM 2312.4 Applicants
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Employees are responsible for:
(1) Becoming familiar with the provisions of this plan;
(2) Providing complete and accurate information
regarding their qualifications for the job opportunity announcement (JOA);
(3) Following the application procedures outlined in
the JOA and submitting all the required application materials by the closing
date of the JOA; and
(4) Advising their supervisor in writing (hard copy or
e-mail), if they want to be considered for opportunities within the office that
may occur during their temporary absence for scheduled leave, travel, detail or
training. In such instances, employees will ensure that they have taken the
necessary steps to be able to apply for any such job opportunities. This includes
ensuring that they have a current saved resume and any necessary supporting
documents (SF-50s, performance appraisals, transcripts, etc.) uploaded and
saved in their USAJOBS account. In addition, employees may establish a USAJOBS
Search Agent to receive job opportunity email notifications.
3 FAM 2313 APPLICABILITY OF
COMPETITIVE PROCEDURES
3 FAM 2313.1 Competitive
Procedures
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Competitive procedures apply to all promotions under 5 CFR
335.102 and to those actions detailed in 5 CFR 335.103(c)(1).
3 FAM 2313.2 Exceptions to
Competitive Promotion Procedures
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Exceptions to competitive procedures can be found in 5 CFR
335.103(c)(2) and (3). Based on the discretionary authority provided at 5 CFR
335.103(c)(3), the Department excepts the actions listed under that section
from competitive procedures.
3 FAM 2314 PRIORITY PLACEMENT
CONSIDERATION
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
When a position becomes vacant, certain applicants must be
given priority consideration or special selection priority when they are deemed
to be well-qualified by the Department for the specific position. This
consideration must be given before any other efforts are made to fill the
position. They are:
(1) Surplus and displaced employees (e.g., individuals
whose positions have been abolished) as defined by 5 CFR 330(f) (Career
Transition Assistance Plan (CTAP) eligible);
(2) Displaced employees, as defined by 5 CFR 330(g),
who were involuntarily separated (not for cause) from a Federal agency (e.g.,
reduction-in-force). (Interagency Career Transition Assistance Plan (ICTAP)
eligible); and
(3) Individuals who have not received proper
consideration under Merit Promotion rules due to an administrative error.
These individuals must receive one-time priority consideration to any
comparable job within the Bureau or entity with equivalent status for which the
loss consideration occurred (same grade, same promotion potential, and same
tenure as the position for which the individual lost consideration.) The
individual eligible for priority consideration must be well-qualified for the
position offered and the position may be in any geographic area that the individual
deems acceptable.
3 FAM 2315 APPLICANT ELIGIBILITY
3 FAM 2315.1 Eligibility
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees)
a. The following are eligible to be considered through
Merit Promotion procedures, subject to the Area of Consideration as defined in 3 FAM 2315.2:
(1) Applicants on career or career-conditional
appointments provided they have completed the 90 day time-after-competitive
appointment requirement;
(2) Applicants on temporary or other non-status
appointments who have reinstatement or non-competitive appointment eligibility;
(3) Applicants in the excepted service under an OPM
approved interchange agreement;
(4) Applicants eligible under the Veterans Employment
Opportunity Act;
(5) Applicants with reinstatement eligibility or
non-competitive appointment eligibility (e.g., certain Peace Corps volunteers
and, AmeriCorps VISTA, disabled veterans, persons with disabilities, Veterans
Recruitment Appointments, eligible family members, military spouses, and
employees serving on limited non-career appointments covered by 5 CFR 315(f); and
(6) Applicants on Excepted Service appointments to the
extent permitted by their appointment (e.g., tenured Foreign Service Officers, refer
to 5 CFR 315).
b. No applicant or employee may receive a promotion
unless the most recent rating of record for their current position under 5 CFR
430 is "fully successful" or an equivalent level or higher.
3 FAM 2315.2 Area of Consideration
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Management has the right to determine the method by which
vacant or newly established competitive service positions will be filled.
Merit staffing procedures may be used alone or in concert with other methods of
filling vacancies:
(1) In accordance with 5 CFR 335.103(b)(2), the area
of consideration for each job opportunity announcement will be determined at
the time of the consultation between human resources and the selecting
official;
(2) The area of consideration must be broad enough to
provide the selecting official with a sufficient number of high-quality
applicants to consider for selection and to promote fair and open competition and
maintain a diverse workforce;
(3) The nature of work and grade level of the position
and applicable requirements of negotiated agreements must be taken into account
when determining the area of consideration; and
(4) Announcements which fail to yield high-quality
applicants, based on automated self-assessment rating only, may be evaluated
prior to the closing date and amended to extend the opening period .
3 FAM 2315.2-1 Department of
State
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The area of consideration may be limited to Department of
State employees agency-wide when the Department expects to generate enough
highly qualified applicants from within the agency.
3 FAM 2315.2-2 Field Offices
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The area of consideration for field office positions may
be limited to the commuting area of the specific field office.
3 FAM 2315.2-3 Bureau Only
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The area of consideration may be limited to an individual
bureau when there are potentially sufficient qualified applicants, typically
three to five, from which to select and special circumstances exist such as a
reorganization, reduction-in-force, employment ceiling overage, or filling a
position on the short-term basis (i.e., temporary promotion).
3 FAM 2315.2-4 Outside
Applicants
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The area of consideration for positions open to applicants
outside the Department of State that apply through the merit promotion process
may include all status applicants, reinstatement eligibles, eligible veterans
and those with noncompetitive eligibility for appointments to the competitive
service.
3 FAM 2315.2-5 ICTAP/CTAP and
Eligible Veterans
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
The area of consideration may be limited to ICTAP/CTAP
applicants and eligible veterans when the office has an interest in
transferring an eligible and qualified individual from another Federal agency
or wishes to reinstate an individual who has reinstatement rights.
3 FAM 2316 OPENING PERIODS
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. All announcements should remain open for a minimum
period of five (5) business days unless the negotiated collective bargaining
agreement states otherwise. Monday through Friday constitute business days
(with the exclusion of federal holidays).
b. When determining the opening period of an
announcement, consideration must be given to the level of difficulty in
recruiting qualified applicants, potential pool of applicants and the diversity
of the workforce.
3 FAM 2317 Source of recruitment
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
All recruitment actions which fall under the provisions of
this program must be advertised through the Departments automated recruitment
and hiring system. The only exceptions are recruitments for internal human
resources specialist positions at the GS-201-14 and/or GS-201-15 grade
level(s). For such positions, the servicing human resources office may use the
Office of Personnel Managements (OPM) Human Resources Solutions to advertise
the position.
3 FAM 2318 APPLICATION Procedures
3 FAM 2318.1 Application Materials
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
At the time of application, all applicants must submit the
application materials requested in the specific job opportunity announcement
that may include:
(1) A resume or other form of application;
(2) Responses to an automated assessment instrument
(e.g., occupational questionnaire);
(3) Transcripts (unofficial accepted with initial
application);
(4) Performance appraisal, Form DS-1812 or equivalent
form from another agency; and
(5) Any documentation verifying competitive status or
eligibility to be hired under a special appointing authority (i.e., Standard
Form SF-50; Form DD-214, etc).
3 FAM 2318.2 Application Deadline
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
All application materials must be received by 11:59 p.m.
Eastern Time (ET) on the closing date of the announcement. All Department of
State job opportunity announcements will provide information on submission of
application materials and a point of contacts name, telephone number and email
address for information on alternate application procedures. Application
materials will not be accepted beyond the closing date of the announcement.
3 FAM 2319 CERTIFICATION, SELECTION,
RECORD MAINTENANCE
3 FAM 2319.1 Evaluation of
Applicants
3 FAM 2319.1-1 Minimum
Qualification Requirements
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. To be eligible for promotion or placement, all
applicants must meet by the closing date of the announcement, the qualification
standards, as prescribed in the Office of Personnel Management (OPM) General
Schedule Qualification Standards for Positions under the General Schedule (GS),
or Federal Wage System (FWS) for Trades and Labor Occupations, and selective
placement factors for the position to be filled.
b. All applicants must meet regulatory time-in-grade
and time-after-competitive appointment requirements by the closing date of the announcement.
3 FAM 2319.1-2 Applicant
Assessment
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. All applicants will be assessed based on job related
criteria which measures their knowledge, skills, abilities/competencies
necessary for successful performance in the position.
b. Applicants eligible for promotion or competitive
assignment must be rated qualified after HR validates the resume and
self-assessment questionnaire in order to be referred to the selecting official
for consideration.
c. Applicants eligible under the selection priority
provisions of CTAP and ICTAP will be considered well qualified with a score of
85 or higher.
3 FAM 2319.1-3 Certificates of
Eligibles
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Except as provided by 3 FAM 2321.1-6,
certificates are valid for 20 calendar days from the date of issuance and will
automatically expire if no action is taken within the allotted time frame.
3 FAM 2319.1-4 Merit Promotion
Certificate of Eligibles Certification of Competitive Eligibles
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. The number of candidates to be referred to the
selecting official will vary and may be determined by the factors below:
(1) The largest gap between scores; and
(2) The number of positions to be filled. The largest
gap between the scores must be determined first. This determination must be
based on the applicants self-assessment rating (i.e., automated hiring system
self-assessment score). In the event the largest gap cannot be determined and
there is a high volume of applications (i.e., 30 or more), qualifications
analysis should be performed on at least the first 15 applicants or more, if
necessary, for multiple positions. Those who are deemed qualified must be
referred to the selecting official for consideration.
b. When the scores of the lowest scoring applicants for
referral are tied, all qualified applicants with tied scores must be referred
to the selecting official for consideration.
c. The Department recommends the referral of a minimum
of three to five candidates on a competitive certificate to ensure the
selecting official has been afforded a sufficient number of candidates for
consideration.
d. The number of referred candidates will vary from
case to case; however, the referral of fewer than three candidates should be
rare. HRSPs are encouraged to conduct qualifications analysis on additional
applicants when the initial review yields fewer than three candidates.
e. The best-qualified candidates will be listed on the
Merit Promotion Certificate in alphabetical order.
f. The factor used to certify the competitive
candidates must be clearly defendable and documentation supporting the applied
methodology must be maintained in the merit promotion case file (e.g., print
out of the original staging area with the largest gap between the scores
highlighted; completed qualifications sheets on all the applicants assessed for
qualifications, etc.).
3 FAM 2319.1-5 Certification of
Non‑Competitive Eligibles
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Applicants who are not subject to competitive rating and
ranking procedures need only meet the minimum qualifications for the position
(by achieving a score of 70 points or higher on the applicant assessment) for
referral to the selecting official:
(1) Non-competitive applicants are those who have
acquired non-competitive eligibility under a specific appointing authority, and
current/former employees in the competitive service applying for a position
having promotion potential no higher than the position they currently hold or
previously held on a permanent basis, and who meet minimum qualifications
requirements and any selective placement factors; and
(2) Applicants who have non-competitive eligibility
are listed in alphabetical order on a separate certificate from the competitive
applicants.
3 FAM 2319.1-6 Certificate
Extensions
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. The deadline for a selecting official to return the
certificate of eligibles (with or without selection) is 20 calendar days from
the date of issuance. All certificate(s) will expire at 11:59 pm on the 20th
day.
b. Request(s) for extending a certificate of eligibles
beyond 20 calendar days may be granted if:
(1) The request is made prior to the expiration date
of the certificate;
(2) The reason for requesting an extension is
documented; and
(3) The need is based on unusual or extenuating
circumstances.
c. Certificates may be extended in five calendar day
increments and must not exceed a total of ten calendar days.
d. The HRSP may grant an initial five calendar day
extension providing the conditions for requesting an extension are met.
Extensions for an additional five calendar days must be submitted to the Office
of Civil Service Human Resource Management (HR/CSHRM) for approval if the
conditions for requesting an additional extension are met.
3 FAM 2319.1-7 Exceptions to
Certificate Expiration
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
An expired certificate of eligibles may only be reissued
within 60 days, with a maximum 20-day lifecycle for each certificate issued,
from the date of issuance in situations that may involve the following:
(1) Identical vacancies occur within the same office
and the job opportunity announcement contained a statement permitting
additional selections from the same announcement;
(2) A selectee declines the position prior to entrance
on duty;
(3) Derogatory information is discovered during a
background investigation that negatively impacts the selectees suitability for
employment and ability to obtain a security clearance; or
(4) The selection may result in an inappropriate
hiring practice (i.e., nepotism).
3 FAM 2319.2 Interviews, Selection
and Release
3 FAM 2319.2-1 Interviewing
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. Interviewing is strongly encouraged as an additional
step in the selection process as it provides additional information about the
candidates and helps to distinguish those persons likely to succeed on the
job. Interviews can be conducted in a variety of formats (e.g., via telephone,
in person, structured or unstructured, individual or panel interview, etc.).
b. The selecting official has the option of
interviewing all, any or none of the applicants referred (unless the position is covered under a
negotiated bargaining unit agreement). In instances where the position is
covered by a negotiated bargaining unit, the applicable union agreement must
take precedence.
c. The selecting official must ensure the following:
(1) All applicants are treated equally and in
accordance with applicable rules and regulations;
(2) Interview questions are job related and designed
in a manner that determines the candidates ability to perform satisfactorily
in the position;
(3) All applicants are asked the same job related
questions and the questions are scored systematically using predetermined
criteria or benchmarks prior to the interview; and
(4) If an interview panel is used, the panel must be
comprised of SMEs who are direct hire employees of the Federal government and
are at the same grade or higher than the position being filled. Contractors
(including Personal Services Contractors) are not permitted to serve on
interview panels.
d. Structured panel interviews are convened for all
Human Resource (HR) Specialist positions at the GS-14 and GS-15 grade levels.
e. Selecting officials should consult with their bureau
human resource specialist to determine bargaining unit coverage and further
information.
3 FAM 2319.2-2 Selection
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. Selecting officials are encouraged to consider the
content of submitted performance appraisals or equivalent; and take into
account any incentive awards if outlined in the applicants resume prior to the
final selection.
b. The selecting official has the right to select or
not select any applicant referred on the competitive or non-competitive
certificate of eligibles. However, there are circumstances where a mandatory
placement plan (i.e., RPL, ICTAP, CTAP) may impact selection decisions.
c. If no selection is made from the announcement, a
written justification must be provided by the selecting official as to why no
selection was made. A 30-day waiting period may be required before the
position can be re-advertised.
d. No selection commitment will be made to any
applicant by a selecting official. Commitments will only be made by the HRSP
after all necessary approvals and clearances have been obtained.
3 FAM 2319.2-3 Release for
Placement
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. Upon receiving a written notification of a selection
decision, the office which issued the certificate of eligibles will take
appropriate action to arrange a release date with the losing office or agency.
b. For all Department of State employees selected for
promotion under this program, the release date will be at the end of the first
full pay period following the date the release is requested. For actions other
than promotions, a longer period may be allowed i.e., two full pay periods;
however, the release date should be no longer than two full pay periods
following an official request to the losing office for a release date, unless
the gaining office agrees.
c. All placements are subject to security clearance
requirements.
3 FAM 2319.2-4 Training and
Probationary Period for New Supervisors
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
All persons newly selected for first-level supervisory
positions will receive supervisory and equal employment opportunity (EEO)
training within one (1) year of entering on duty in their new position. All
persons selected who have not previously served as a supervisor or manager for
a period of one year will be required to complete a probationary period.
3 FAM 2319.2-5 Notification of
Selection
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
In accordance with the delegation of authority, the HRSP
will notify the Selectee(s) and non-Selectee(s) of the final results of the
selection process.
3 FAM 2319.2-6 Travel and
Relocation Expenses
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Travel and relocation expenses will be paid only when it
is in the best interest of the Department to have an individual relocated from
one official duty station to another. A determination to pay these expenses
must be made prior to announcing the job and documented in accordance with 3 FAM 3190.
3 FAM 2319.3 Release of
Information to Applicants
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. The methods listed below will be used to keep
applicants and employee organizations informed about the Merit Promotion and
Placement Program Plan and its operations:
Department Notices and the Department of State's website;
Department publications such as the Guide for New Civil Service Employees;
or
State Magazine
b. The servicing HR office may release to applicants
upon request information on their qualifications and assessment for the
position for which applied and any other information not covered by the Privacy
Act. Assessment tools and self-assessment questionnaires are not to be released
to applicants to preserve the confidentiality and integrity of the recruitment
and hiring process.
3 FAM 2319.4 Promotion and
Placement Records
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. Each servicing HR office must maintain a record of
each promotion and placement action taken under this program. Appropriate
supporting documentation must be sufficient to allow reconstruction of the
action taken and reflect how the applicants were assessed. These records may
be destroyed after two years following the closing date of an announcement or
after the program has been formally evaluated by the OPM or HR/CSHRM (whichever
comes first), provided the time limit for an agency grievance, complaint or
appeal has also lapsed, or any proceedings related to the records have been
closed.
b. The appropriate offices must maintain copies of the
merit promotion and placement plans and published amendments thereto, covering
all positions to which promotions and placements have been or are being made.
3 FAM 2319.5 Agency Review
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
a. Periodically, the Bureau of HR will review the Merit
Promotion and Placement program to assure that changes in law or regulation are
incorporated and issue a notice to employees outlining the key provisions,
changes, and amendments of the program.
b. The views of managers, supervisors, and
representatives of labor organizations will be obtained when significant
changes are made in this program. An individual, however, may submit
recommendations for changes.
3 FAM 2319.6 Complaints,
Grievances, and Appeals
3 FAM 2319.6-1 Grievances
(CT:PER-717; 01-07-2014)
(State only)
(Applies to Civil Service Employees Only)
a. Applicants may make initial inquiries about their
qualification determinations by contacting the servicing HR Specialist assigned
to recruit for the position.
b. Employees have the right to file a grievance on the
application of the provisions of this subchapter. However, non-selection from
among a group of properly rated and certified applicants is not an appropriate
basis for a formal grievance. Any corrective action will be taken in
accordance with 5 CFR 335 to rectify a violation of law, OPM regulations and procedures,
and/or Department of State policies and procedures. The grievance procedure
for non-bargaining unit Civil Service (CS) employees is set forth in 3 FAM
4700. Grievances by CS employees represented by an exclusive representative
must be filed using the negotiated grievance procedure established in the
governing collective bargaining agreement. Refer to 5 CFR 335.103(d) and 3 FAM
4700, Grievances for further information.
3 FAM 2319.6-2 Appeals
(CT:PER-717; 01-07-2014)
(State only)
(Applies to Civil Service Employees Only)
There is no right to appeal an action under this
subchapter to the OPM. OPM may, however, conduct investigations of substantial
violations of OPM requirements (Refer to 5 CFR 335.103(d)).
3 FAM 2319.6-3 EEO Complaints
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Employees may initiate a complaint under the EEO
complaints process by consulting a designated EEO Counselor pursuant to 29 CFR
1614 and 3 FAM 1500, Equal Employment Opportunity.
3 FAM 2319.7 Definitions
(CT:PER-717; 01-07-2014)
(State Only)
(Applies to Civil Service Employees Only)
Competitive Service: All
civilian positions (1) in the Executive branch not specifically excepted from
civil service laws or statute and not in the Senior Executive Service; and (2)
all positions in the legislative and judicial branches and in the government of
the District of Columbia specifically made subject to the civil service laws by
statute.
Competitive Status: A persons
basic eligibility for assignment (e.g., by transfer, promotion, reassignment,
demotion, or reinstatement) to a position in the competitive service without
having to compete with members of the general public in an open competitive
examination. When a job opportunity announcement indicates status candidates
are eligible to apply, career and career-conditional employees who have served
at least 90 calendar days after competitive appointment may apply.
Job Analysis: Systematic,
documented analysis of a position to be filled to identify the basic duties and
responsibilities; the KSAs and level of competence required to perform those
duties and responsibilities; and the factors important in evaluating
candidates.
Job Opportunity Announcement (JOA): A
document informing potential applicants of a vacancy. JOAs describe the
requirements of the job and instruct applicants how to apply for the vacancy.
Whenever applications are accepted from sources outside of the Department, a
JOA must be posted on the USAJOBS website to satisfy public notice
requirements.
Knowledge, Skills, and Abilities
(KSAs): The attributes required to perform a job as generally
demonstrated through qualifying experience, education, and/or training. Knowledge
is a body of information applied directly to the performance of a function. Skill
is a present, observable competence to perform a task proficiently. Ability is
a present competence to perform an observable behavior or a behavior resulting
in an observable product.
Merit Promotion Certificate of
Eligibles: Used to provide selecting officials with a list of eligible
promotion candidates developed through competitive procedures.
Merit System Principles: Nine
basic standards governing the management of the Executive branch workforce.
The principles are part of the Civil Service Reform Act of 1978 and can be
found at 5 U.S.C. 2301(b).
Noncompetitive Action: Reassignment,
transfer, reinstatement, change to lower grade, or appointment based on prior
service to the highest grade previously held on a permanent basis under a
career or career-conditional appointment if the position has no higher
promotion potential.
Noncompetitive Certificate of
Eligibles: Used to provide selecting officials with a list of
candidates eligible for noncompetitive consideration for vacant positions.
Priority Consideration: Special,
one-time consideration extended to a candidate who was denied proper
consideration in a prior competitive action.
Prohibited Personnel Practices: Twelve
prohibited personnel practices, including reprisal for whistleblowing, are
defined by law at 5 U.S.C. 2302(b). A personnel action, such as appointments,
promotions, reassignments, and other personnel matters, may need to be involved
for a prohibited personnel practice to occur.
Promotion: Change of an
employee to a higher grade or to a position with a higher rate of basic pay or
higher representative rate.
Promotion Potential: Possibility
of further promotion without the need for further competition (e.g., a position
filled at an entry or mid-level within an established career ladder).
Qualification Requirements: Experience,
training, and/or education specified in OPMs Qualification Standards Handbook
for a specific occupation and any selective placement factor(s) established for
a particular position.
Qualified Candidates: Applicants
who meet all established minimum eligibility and qualification requirements,
including the qualification standards outlined in the OPM General Schedule
Qualification Standards for Positions under the General Schedule or Federal
Wage System for Trades and Labor Occupations; any selective placement factors
identified for the position; time-in-grade; time-after-competitive appointment;
competitive status; and submission of a complete application package within the
required timeframe in the announcement.
Rating and Ranking: Determining
best-qualified candidates based on the degree each candidate meets the ranking
factors (KSAs/competencies) of the position.
Reduction in Force (RIF): Separation
of an employee required by the agency because of lack of work or funds,
abolition of position or agency, or cuts in personnel authorizations.
Reemployment Priority: A
mandatory program which gives selection priority to former permanent
competitive service employees who were separated by RIF or fully recovered from
a compensable injury after more than one year of absence due to the injury.
Reinstatement: The
reemployment of a former Federal employee, who previously held a career or
career conditional appointment with a Federal agency as a Federal employee on a
permanent, competitive Federal appointment.
Selecting Official: An
individual delegated the authority to make the management decision regarding
who is selected for placement in a position.
Selective Placement Factor: Knowledge,
skills, abilities, or special qualifications that are in addition to the
minimum requirements in a qualification standard, but are determined to be
essential to perform the duties and responsibilities of a particular position. Applicants
who do not meet a selective factor are ineligible for further consideration.
Self-Assessment Occupational
Questionnaire (i.e., crediting plan, occupational questions): A
measurement tool for consistently and fairly evaluating the job-related
competencies/possession of knowledge, skills, and abilities (KSAs) of
applicants.
Specialized Experience: Experience
that has equipped the applicant with the particular knowledge, skills, and
abilities to perform successfully the duties of the position and is typically
in or related to the work of the position to be filled.
Subject Matter Expert (SME): An
individual thoroughly knowledgeable about the duties and responsibilities of a
specific position. A SME is normally at or above the grade of the position
being filled.
Time-in-Grade: The 52-week
requirement Federal employees in competitive service GS positions at grades 5
and above must serve before they are eligible for promotion (advancement) to
the next grade level.
Transfer: Change of an
employee without any break in service from a position in one agency to a
position in another agency.
Well-Qualified Candidate: A
merit promotion, CTAP, or ICTAP eligible whose job-related
competencies/possession of KSAs clearly exceed the minimum qualification
requirements for the announced position. The Department defines well qualified
as scoring at least 85 on the self-assessment occupational questionnaire.