3 FAM 2920
CAREER TRANSITION ASSISTANCE
(CT:PER-874; 08-28-2017)
(Office of Origin: HR/CSHRM)
3 FAM 2921 DEFINITIONS
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees in the Competitive Service Only)
For purposes of this subchapter, the terms used have the
meaning found at 3
FAM 2914 and provided in 5 CFR 330.604.
3 FAM 2922 EMPLOYEE COVERAGE
3 FAM 2922.1 Civil Service
(CT:PER-874; 08-28-2017)
(State Only)
(Applies to Civil Service Employees Only)
a. Career transition assistance under this subchapter
should be provided to all displaced and surplus employees in tenure groups I
and II of the competitive and excepted service, and to career appointees in the
Senior Executive Service.
b. Employees enrolled in the Department's Priority
Placement Program (PPP) are provided career transition assistance in accordance
with the Priority Placement memorandum of understanding with the American
Federation of Government Employees (AFGE, Local 1534) signed on January 21,
1996.
3 FAM 2922.2 Foreign Service
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Foreign Service Employees Only)
Career transition assistance will be provided to employees
in the Foreign Service in accordance with the Foreign Service Reduction in
Force (RIF) regulations (3 FAM 2580).
3 FAM 2922.3 Civil Service and
Foreign Service
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service and Foreign Service Employees Only)
Employees of other agencies are eligible to participate in
the career transition assistance services offered at the Career Transition
Center (CTC) and Career Development Resource Center (CDRC) when a written
agreement has been negotiated between the Department of State and the agency
requesting the services.
3 FAM 2923 AVAILABLE SERVICES
3 FAM 2923.1 Types of Service
3 FAM 2923.1-1 Career Transition
Center (CTC)
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
a. The Career Development Division (HR/CSHRM/CD) and
the Career Transition Center (CTC), and other appropriate sources, will work
together to provide career transition assistance and services to displaced and
surplus employees. The objective will be to ensure that employees are equipped
with the career transition tools and resources necessary to find other jobs.
b. Some of the career transition services to be offered
will include assistance with:
(1) Resume preparation;
(2) Interviewing and job search strategies;
(3) Self-assessments; and
(4) Networking and consultations with employment
consultants. Surplus and displaced employees will have the full use of the
CDRC and CTC career resource libraries and various computerized technology and
software.
c. Surplus and displaced employees who wish to be
informed of job leads developed by the CTC will also have an option of
enrolling in the CTC Skills Bank and Job Leads Register.
d. Employees who meet the eligibility requirements in 3
FAM 6100, who are planning to retire, may also be eligible to participate in
the retirement planning seminar and the job search program offered by CTC.
3 FAM 2923.1-2 Employee
Consultation Service (ECS)
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
Confidential life planning counseling such as handling
life transitions, emotional repercussions of downsizing, job stress, anxiety,
financial and family concerns will be available through the Employee
Consultation Service (ECS), which is located in the Office of Medical Services
(MED).
3 FAM 2923.1-3 Federal Job
Opportunities
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
Employees will have access, through the CDRC, CTC, and at
their desktops, to government-wide Federal jobs information and vacancies via
the Office of Personnel Managements (OPM) USAJOBS website. For Career
Transition Resources information, see OPM website, search ctap..
(1) Employees will also have access to information on
Department of State vacancies through the OPM USAJOBS website as well as
internal websites.
(2) HR/CSHRM or the servicing HR office will take
reasonable steps to ensure that eligible employees are notified of Department
vacancies, the job requirements, and application procedures.
(3) If a vacancy is to be filled using a
non-competitive action (e.g. lateral reassignment), a CTAP notice is generally
sent to all displaced and surplus employees electronically by HR/CSHRM or the
Bureau that has been delegated the authority to staff their position. A CTAP
eligible, however, may be assigned non-competitively to a position with no more
promotion potential than their current position without competition.
3 FAM 2923.1-4 Content of
Vacancy Announcements
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. When posting a vacancy announcement to the Office of
Personnel Managements USAJOBS website, and for internal Department of State
vacancies, the Department shall clearly state the definition of
well-qualified on the announcement and what proof of eligibility is required.
b. When the area of consideration for a temporary or
term vacancy is initially opened to candidates eligible for consideration under
Career Transition Assistance (CTAP) and/or the Interagency Career Transition
Assistance Plan (ICTAP) appointments made under the announcement may be
extended without having to reannounce the position when the announcement
clearly stated the appointment may be extended.
3 FAM 2923.2 Employees in Field
Offices
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
a. Normally, offices outside of the metropolitan area
are considered field offices. However, depending on level of services required
and number of affected employees, offices within the metropolitan area may be
considered a field office for the purposes of ensuring adequate and convenient
services.
b. The HR/CSHRM Career Development Division, in
consultation with the CDRC, CTC, and the appropriate Executive Director or
designee will determine the most cost-effective means for providing career transition
assistance and services to displaced and surplus Department employees in field
offices.
c. Services and assistance may be provided by state
agencies; through shared arrangements with other Federal agencies; and/or
contracted out to private sector outplacement organizations located within the
region.
d. Eligible employees are provided with counseling,
feedback, and support via phone, fax, and e-mail transmissions.
e. Executive Directors or designees, with the head of
their field office, will designate at least one on-site point of contact to
maintain and/or distribute career transition materials, resource information
and computer software, as appropriate, to eligible employees within the field
office.
f. The Executive Director or designee, in accordance
with established Department procedures, must approve, in advance, reimbursement
of expenses associated with authorized services (e.g., travel, per diem).
g. Eligible employees are provided with instructions
and information.
3 FAM 2923.3 Access To Services
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. All eligible employees with their RIF notice,
certification of expected separation notice, or other official agency
certification are provided with guidance for registering for career transition
services.
b. Eligible employees with disabilities should contact
a CDRC counselor or the Office of Employee Relations (HR/ER) to discuss
individual needs. CDRC/CTC and/or counselors will work with the selective
placement coordinator in HR/ER to obtain or provide career transition
assistance and services to employees with disabilities.
3 FAM 2923.4 Excused Absences
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. Eligible employees who are in a pay and duty status
may be granted up to 90 days of excused absences to use the Department provided
career transition services. Employees must schedule their absences with their
supervisors. (See 3 FAM 3460 and 3 FAH-1 H-3460.)
b. Excused absences cannot exceed the effective date of
separation.
3 FAM 2923.5 Use of Services or
Facilities after Separation
(CT:PER-517; 02-10-2005)
(State Only)
(Applies to Civil Service Employees Only)
a. Displaced and surplus employees who have not found
other employment by their separation date can continue to use the services
available at the CTC, when they have applied to do so before separation.
b. Career transition services provided by CTC may be
used for up to one-year after the effective date of separation, or until the
employee secures employment, whichever comes first.
c. The head of each field office organization, based
upon security requirements and other considerations, will make determinations
on the use of career transition materials and/or services available at
Department of State field offices.
d. Use of career transition services that are being
provided by Federal, state, and/or private sector organizations will be in
accordance with their regulations and/or agreements with the Department.
e. No reimbursement of expenses incurred by any former
employee will be authorized.
3 FAM 2924 TRAINING
3 FAM 2924.1 Managers, Supervisors
and Union Representatives
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
HR/CSHRM/CD and M/FSI/CTC will develop and provide
training through briefings and/or seminars, to managers, supervisors, human
resource personnel, and union representatives on:
(1) The career transition assistance offered by the
Department;
(2) Guidelines for the use of the services;
(3) The importance of promoting the use of the
services to employees; and
(4) How to impart information to employees concerning
their separation or expected separation.
3 FAM 2924.2 Employees
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
HR/CSHRM/CD will offer an orientation to surplus and
displaced employees. The orientation provides them with the personal tools to
manage their transition, and to become acquainted with the procedures to use
available resources.
3 FAM 2925 RETRAINING
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to Civil Service Employees Only)
a. Retraining is subject to budget restrictions, the
availability of funds, and an employees approved Career Transition Plan.
b. HR/CSHRM/CD in collaboration with FSI and the
Executive Director or designee will identify retraining opportunities for
displaced and surplus employees to meet the qualification requirements of
another position in the Department in their current or another occupational
field.
c. Subject to budget restrictions, retraining for
specific job opportunities in other Federal government agencies may be made
available.
d. Retraining must be completed by the effective date
of separation from the Department rolls.
e. Upon separation, retraining may be available for
displaced and surplus employees under the Department of Labors Workforce
Investment Act (WIA).
3 FAM 2926 THROUGH 2929 UNASSIGNED