3 FAM 2900
CAREER TRANSITION ASSISTANCE
FOR SURPLUS AND DISPLACED
EMPLOYEES
3 FAM 2910
CAREER TRANSITION ASSISTANCE
GENERAL PROVISIONS
(CT:PER-871; 08-28-2017)
(Office of Origin: HR/CSHRM)
3 FAM 2911 AUTHORITY
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. 5 CFR Part 330, Subpart F
b. 22 U.S.C. 2651a
3 FAM 2912 PURPOSE
(CT:PER-871; 08-28-2017)
(State Only)
(Applies to Civil Service Employees Only)
This chapter serves as the Departments Career Transition
Assistance Plan (CTAP) as required by 5 CFR 330.601. The CTAP establishes the
policies and procedures that the Department will follow in providing career
transition assistance and services to displaced and surplus employees.
1. This chapter covers the following information:
2. Career transition assistance and services
available to all eligible displaced and surplus employees (See 3 FAM 2920);
3. Special selection priority for eligible, well-qualified
surplus and/or displaced Department of State Civil Service employees who apply
for vacancies within the Department (See 3 FAM 2930);
and
4. Operation of the Reemployment Priority List, which
provides rehiring priority to former competitive service Civil Service
employees separated through Reduction in Force (RIF) procedures or for former
employees who are fully recovered from a compensable injury after more than one
year. (See 3
FAM 2940)
3 FAM 2913 POLICY
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. Should downsizing or restructuring be necessary,
the Department is committed to their accomplishment with minimum disruption
possible to employees and operations.
b. The Department will assist displaced and surplus
employees in taking charge of their careers and with the job search process.
3 FAM 2914 DEFINITIONS
(CT:PER-871; 08-28-2017)
(State Only)
(Applies to Civil Service Employees Only)
a. For purposes of 3 FAM 2900, the definitions that
follow are provided for ease in reading this chapter. Since changes do occur,
the definitions contained in 5 CFR 330.602 should
apply over those provided in this section.
Agency: An Executive Department, a government corporation,
and an independent establishment as cited in 5 U.S.C. 105. For the purposes of
this program, the term agency includes all components of an organization,
including its Office of Inspector General.
Displaced Employee:
A current career or career conditional competitive service
employee in tenure group 1 or 2, at grade levels GS-15 or equivalent and below,
who has received a specific reduction in force (RIF) separation notice or
notice of proposed removal for declining a directed reassignment or transfer of
function outside of the local commuting area.
A current Executive Branch agency employee in the excepted
service, serving on an appointment without time limit, at grade levels GS-15 or
equivalent and below, who has been given noncompetitive appointment eligibility
and selection priority by statute for positions in the competitive service, and
who is in receipt of a reduction in force (RIF) separation notice or notice of
proposed removal for declining a transfer of function or directed reassignment
outside the local commuting area.
Eligible employee: A surplus or displaced employee who
meets the conditions set forth in 5 CFR 330.602.
Local commuting area: The geographic area that usually
constitutes one area for employment purposes as determined by the agency. It
includes any population center (or two or more neighboring ones) and the
surrounding localities in which people live and can reasonably be expected to
travel back and forth daily to their usual employment.
Reorganization: The planned elimination or redistribution
of work functions within an agency, normally announced in writing.
Special selection priority: Except as provided by 5 CFR
330.609, surplus and/or displaced employees eligible under 5 CFR 330 must be
selected over any other candidate for vacancies in the local commuting area for
which they apply and are found well-qualified.
Suitability: Determinations based on an individuals
character or conduct that may impact the efficiency of the service by
jeopardizing an agencys accomplishment of its duties or responsibilities, or by
interfering with or preventing effective service in the competitive, excepted
or SES position applied for or employed in, and determinations that there is a
statutory or regulatory bar to employment.
Surplus employee:
A current agency employee serving under an appointment in
the competitive service, in tenure group 1 or 2 at grade levels GS-15 or
equivalent and below, who has received a certification of expected separation
or other official certification issued by the agency indicating that the
position is surplus. For example: A notice of position abolishment, or a
notice stating that the employee is eligible for discontinued service
retirement; or
A current Executive Branch agency employee serving on an
excepted service appointment without time limit, at grade levels GS-15 or
equivalent and below; who has been issued a certificate of expected separation
or other official agency certification, indicating that his or her position is
surplus. For example: A notice of position abolishment or a notice stating
that the employee is eligible for discontinued service retirement, and who has
been conferred noncompetitive appointment eligibility, and special selection
priority by statute for positions in the competitive service; and, at an
agencys discretion, a current Executive Branch employee serving on a Schedule
A or B excepted appointment without time limit, at grade levels GS-15 or
equivalent and below, and who is in receipt of a certificate of expected
separation or other official agency certification indicating that his or her
job is surplus. For example:
A notice of position abolishment, or
An official notice stating that the employee is eligible
for discontinued service retirement; or
An employee who has received a RIF notice of separation,
or
A notice of proposed removal for declining a transfer of
function or directed reassignment outside of the local commuting area.
Note: Such employee may only exercise special selection
priority for permanent excepted service positions within the agencys local commuting
area, provided the position to which appointed has the same appointing
authority, i.e., Schedule A or B, as the position from which being separated.
Vacancy: A competitive service position which the agency
is filling for a total of 121 days or more, including all extensions,
regardless of whether the agency issues a specific vacancy announcement.
Well-qualified employee: An eligible employee who
possesses the knowledge, skills, and abilities, which clearly exceed the
minimum qualification requirements for the position. A well-qualified employee
will not necessarily meet the agencys definition of highly or best
qualified, when evaluated against other candidates who apply for a particular
vacancy, but must satisfy the following criteria, as determined and
consistently applied by the agency:
Meets the basic qualification standards and eligibility
requirements for the position, including any medical qualifications,
suitability, and minimum educational and experience requirements; and
Satisfies one of the following qualifications
requirements:
Meets all selective factors, where applicable. Meets
appropriate quality rating factor levels as determined by the agency.
Selective and quality ranking factors cannot be so restrictive that they run
counter to the goal of placing displaced employees. In the absence of
selective and quality ranking factors, selecting officials will document the
job-related reason(s) the eligible employee is or is not considered to be well
qualified; or
Is rated by the agency to be above minimally qualified in
accordance with the agencys specific rating and ranking process. Generally,
this means that the individual may or may not meet the agencys test for
highly qualified, but would in fact, exceed the minimum qualifications for
the position.
Is physically qualified, with reasonable accommodation
where appropriate, to perform the essential duties of the position;
Meets any special qualifying condition(s) that OPM has
approved for the position; and
Is able to satisfactorily perform the duties of the
position upon entry.
b. The following definitions are also applicable to the
career transition assistance plan:
Tenure Group 1: Employees in the competitive service who
are serving under career appointments who have completed the initial
appointment probationary period. Employees in the excepted service who have
completed an initial trial period and those who appointments carry no specific
time limitation or restriction, such as indefinite or conditional.
Tenure Group 2: Employees in the competitive service who
are serving under career conditional appointments and career employees serving
an initial appointment probationary period. Employees in the excepted service
who are serving a trial period, or whose tenure is equivalent to career
conditional tenure in the competitive service.
Priority Placement Program (PPP): A Department program
which enables certain employees to receive priority consideration, not special
selection priority, for positions within the Department when a set of specific
circumstances occur, which is outlined in the memorandum of understanding with
the American Federation of Government Employees (AFGE, Local 1534) signed on
January 21, 1996.
3 FAM 2915 RESPONSIBILITIES
3 FAM 2915.1 Director General of
the Foreign Service and Director of Human Resources (M/DGHR)
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
The Director General of the Foreign Service and Director
of Human Resources has overall responsibility for managing all aspects of the
Departments Career Transition Assistance Plan (CTAP) for displaced and surplus
employees. The Director General or his/her designee will also determine
whether the employee loses eligibility for special selection priority for
future vacancies within the Department.
3 FAM 2915.2 Managers and
Supervisors
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
Managers and Supervisors in affected organizations
must:
(1) Familiarize themselves with the career transition
process;
(2) Ensure that funding is available to enable the
Office of Civil Service Human Resource Managements Career Development Division
(HR/CSHRM/CD) and the Foreign Service Institutes Career Transition Center
(FSI/CTC) to provide or procure the necessary career transition assistance and
services;
(3) Participate in the planning of specific career
transition and support services customized to employees and/or bureaus
situations;
(4) Ensure that displaced and surplus employees are
encouraged and allowed to fully participate in the career transition services
offered including granting excused absences;
(5) Provide communication and support to displaced and
surplus employees as they go through the career transition process; and
(6) Provide support to the remaining employees by
sharing information, communicating work expectations, priorities, and goals and
identifying opportunities for training or retraining.
3 FAM 2915.3 Employees
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
Employees should:
a. Accept individual responsibility for their careers
and for the success of their transition into another job.
b. Empower themselves with job search tools and
information provided by the Career Development Resource Center and Career
Transition Center, or other appropriate sources, and the contacts they will
need to make a successful job transition.
3 FAM 2915.4 Office of Civil
Service Human Resource Management (HR/CSHRM)
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
a. The Office of Civil Service Human Resource
Management (HR/CSHRM) has primary responsibility for administering the
Departments Career Transition Assistance Plan. In doing so, HR/CSHRM ensures
compliance with OPM regulations and Department regulations, policies, and
procedures in the recruitment, selection, and placement of employees eligible
for special selection priority and reemployment priority.
b. HR/CSHRM coordinates with other HR offices in
providing guidance and technical assistance to Bureaus/Offices and employees
concerning a variety of career transition related topics (e.g., special
selection priority rules and procedures, severance pay, retirement, career
counseling, employment options, and unemployment.
c. HR/CSHRM collaborates with Bureau Executive Offices
in defining the training and retraining needs of impacted employees and
developing guidelines and procedures as bureaus are restructured.
d. HR/CSHRMs Career Development Division and FSIs
Career Transition Center share primary responsibility for providing career
transition services to all displaced and surplus Department employees.
3 FAM 2915.5 Employee Consultation
Service (ECS) (M/DGHR/MED)
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
The Employee Consultation Service (ECS) in the Office of
Medical Services (M/DGHR/MED) has primary responsibility for providing
confidential life planning counseling to all displaced and surplus employees.
This responsibility includes counseling pertaining to life transitions,
emotional repercussions of downsizing on employees, job stress, anxiety,
financial, and family concerns.
3 FAM 2915.6 Foreign Service
Institute (M/FSI)
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
a. FSIs Career Transition Center (CTC) shares primary
responsibility for providing career transition assistance to all displaced and
surplus Department employees with the HR/CSHRM Career Development Division
(HR/CSHRM/CD).
b. FSI/CTC collaborates with HR/CSHRM/CD to develop
and/or provide career transition assistance training for managers, supervisors,
human resource personnel, union representatives, and eligible employees.
c. FSI in consultation with HR/CSHRMs Career
Development Division, will coordinate and establish procedures for
training/retraining options and identifying sources for displaced and surplus
employees.
3 FAM 2916 RECORDS AND REPORTS
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
Department Offices must maintain all data/records that are
associated with the Career Transition Assistance Plan, services, and outcomes
pertaining to the career transition assistance and services provided to
displaced and surplus employees for reporting purposes. Data/records must be
maintained for a period of one year after the effective date of reduction in
force or separation.
3 FAM 2917 THROUGH 2919 UNASSIGNED