Module 4 | Step-by-step Hiring Module

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

NOTE: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Hiring Manager and HR Specialist

5

You and the HR Specialist work together to review, revise and confirm the Job Analysis and determine the appropriate assessment strategy.

Hiring Manager

If SMEs and/or interview panel members will be involved, you should contact them at this point to discuss your plan of action.

HR Specialist

2

Upon clearing the Reemployment Priority List (RPL), the HR Specialist completes the Recruitment Package.

NOTE: Hiring Managers may consult your servicing HR Specialist to find out more about clearing the RPL.

The HR Specialist sends the completed Recruitment Package to the Executive Agent (EA) via the Workforce Transformation and Tracking System (WTTS) system and email.

Executive Agent (EA), HR Specialist, and Hiring Manager

The EA drafts the JOA and sends it to the HR Specialist for review. The HR Specialist then sends the drafted JOA to you for review. You either approve the JOA, or indicate any changes to be made, and return it to the HR Specialist. The HR Specialist sends the approved JOA to the EA who then posts it on USAJOBS.

Hiring Manager and HR Specialist

You and the HR Specialist conduct recruiting activities, such as reserving calendar time for interviews to begin 14 days after the JOA is scheduled to close.

Executive Agent (EA)

10

The EA receives applications that have been submitted through USAJOBS.

• Accepts applications with supporting documentation only during the open period of the job announcement.

• Documents receipt of applications by date stamping applications on hard copy applications or with electronic date markers via USAJOBS.

Applicants are notified by USAJOBS of the receipt of their applications via email.

Executive Agent (EA)

N/A

The EA removes the JOA from USAJOBS based on the closing date.

Executive Agent (EA) via the DOT Automated Staffing System

15

The DOT Automated Staffing System evaluates the applicants for minimum qualifications and other requirements (e.g., area of consideration, time-in-grade, citizenship, etc.):

• The DOT Automated System sorts the eligible applicant pool by scores or category (based on the weighted questions and applicant answers) and produces a ranked listing.

• Applicants who do not meet the minimum qualification and other requirements are ineligible and thus “screened out.”

Executive Agent (EA), HR Specialist, and SMEs

IfSubject Matter Experts (SMEs) are involved, the EA provides the HR Specialist with the applications of the basically qualified applicants who, in turn, provides the applications to the SMEs to assess.  Upon receipt of the SME assessment scores, the HR Specialist provides them to the EA.

The EA incorporates the SME assessment scores with the applicant self-assessment scores in the DOT Automated Staffing System. The system then appliesDOT's Category Rating procedure (used to determine the quality category into which the candidates are placed), applies Veterans' Preference, and generates a final certificate of qualified eligibles.

Executive Agent (EA)

1

The EA issues a Referral List/Certificate of Eligibles (certificate) to the HR Specialist for review. 

Applicants obtain their status at this point by logging into their USAJOBS account; whether they were determined eligible or ineligible for the position.

HR Specialist

The HR Specialist provides you a link to the certificate and applications so you may evaluate the candidates.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews, and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, complete the Manager Satisfaction Survey, and sign and return the certificate to the HR Specialist.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

HR Specialist

and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will audit the certificate for compliance with laws and regulations and extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

Executive Agent (EA)

The EA notifies the non-selected applicants.

HR Specialist, Hiring Manager, and the Selectee

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment; etc.

Hiring Manager and Selectee

1 year

If the employee is new to the government, he/she must serve a 1-year probationary period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a probationary period if they did not complete a required probationary period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Executive Agent (EA), HR Specialist, and Hiring Manager

2

Unless there is already an open Direct Hire Vacancy announcement for the occupation, the EA drafts the JOA and sends it to the HR Specialist for review. The HR Specialist then sends the drafted JOA to you for review. You either approve the JOA, or indicate any changes to be made, and return it to the HR Specialist. The HR Specialist sends the approved JOA to the EA who then posts it on USAJOBS.

NOTE: You can also meet and interview candidates at local Job Fairs, or the equivalent. If you find someone of interest, you can ask them to apply for the vacancy online.

Executive Agent (EA)

10

The EA receives applications that have been submitted through USAJOBS.

• Accepts applications with supporting documentation only during the open period of the job announcement.

• Documents receipt of applications by date stamping applications on hard copy applications or with electronic date markers via USAJOBS.

Applicants are notified by USAJOBS of the receipt of their applications via email.

Executive Agent (EA)

N/A

The EA removes the JOA from USAJOBS based on the closing date, if applicable.

WHO

ACTION(S) TO BE TAKEN

Executive Agent (EA) via the DOT Automated Staffing System

3

The DOT Automated Staffing System evaluates the applicants for minimum qualifications. Applicants who do not meet the minimum qualification are ineligible and thus “screened out.”

The EA adjudicates federal placement program eligibility (i.e., CTAP and ICTAP).

NOTE: Any well qualified ICTAP candidate must be appointed to the position.

Executive Agent (EA) and HR Specialist

The EA then issues a certificate of eligibles to your HR Specialist.

The HR Specialist provides you a link to the certificate and applications so you may evaluate the candidates.

Applicants obtain their status at this point by logging into their USAJOBS account; whether they were determined eligible or ineligible for the position.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, complete the Manager Satisfaction Survey, and sign and return the certificate to the HR Specialist.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

HR Specialist and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will audit the certificate for compliance with laws and regulations and extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, and the Selectee

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc.

Hiring Manager and Selectee

1 year

If the employee is new to the government, he/she must serve a 1-year probationary period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a probationary if they did not complete a required probationary period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Hiring Manager, HR Specialist, and/or Selective Placement Program Coordinator (SPPC)

2

Coordinate with your HR Specialist and/or SPPC to develop an announcement for your specific vacancy. Be sure to outline the essential functions of the job and the required skills and abilities.

Click here for a list of DOT Selective Placement Program Coordinators.

HR Specialist and/or SPPC, DOT Disability Networks

10

The HR Specialist/SPPC sends the “Non-Competitive Announcement” to the established DOT Disability Networks in addition to any local resources you may have developed.

Job placement contacts will pre-screen applicants and refer top candidates for consideration with the appropriate Schedule A documentation.

NOTE: You also have the option of submitting a vacancy announcement to USAJOBS through the Executive Agent (EA).

HR Specialist

2

Pre-screened applications are sent directly to the HR Specialist for review to ensure basic qualifications are met. The HR Specialist refers qualified applicants to you for consideration on a non-competitive certificate.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews (asking if reasonable accommodation is needed to access the interviewing process), and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, complete the Manager Satisfaction Survey if you elected to hire through the USAJOBS/EA option, and sign and return the certificate to the HR Specialist.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

HR Specialist and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will audit the certificate for compliance with laws and regulations and extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office, and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, the Selectee, and the SPPC

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc. This will probably require coordination with the SPPC and/or your HR Specialist to ensure that any accommodation needed is in place on your new employee's first day.  

You may obtain reasonable accommodations support from the Disability Resource Center @ http://www.dot.gov/drc.

Hiring Manager and Selectee

2 years

If the employee is new to the government, he/she must serve a 2-year trial period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a trial period if they did not vralete a required trial period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Executive Agent (EA), HR Specialist and Hiring Manager

2

The EA drafts the JOA and sends it to the HR Specialist for review. The HR Specialist then sends the drafted JOA to you for review. You either approve the JOA, or indicate any changes to be made, and return it to the HR Specialist. The HR Specialist sends the approved JOA to the EA who then posts it on USAJOBS open to only VRA applicants.

Refer to DOT's Contacts for Veterans Opportunities webpage for a list of DOT Veteran Employment Coordinators.

NOTE: You can also meet and interview candidates at local Job Fairs, or the equivalent. If you find someone of interest, you can ask them to apply for the vacancy online.

Executive Agent (EA)

10

The EA receives applications that have been submitted through USAJOBS.

• Accepts applications with supporting documentation only during the open period of the job announcement.

• Documents receipt of applications by date stamping applications on hard copy applications or with electronic date markers via USAJOBS.

Applicants are notified by USAJOBS of the receipt of their applications via email.

Executive Agent (EA)

N/A

The EA removes the JOA from USAJOBS based on the closing date.

Executive Agent (EA) via the DOT Automated Staffing System

3

The DOT Automated Staffing System evaluates the applicants for minimum qualifications. Applicants who do not meet the minimum qualification are ineligible and thus “screened out.”

The EA adjudicates federal placement program eligibility (i.e., CTAP and ICTAP).

NOTE: Any well qualified ICTAP candidate must be appointed to the position.

Executive Agent (EA), Veterans Coordinator, and/or HR Specialist

The EA, Veterans Coordinator, or HR Specialist also reviews the 10-point preference applicant supply file and forwards the applications of interested veterans to the HR Specialist. The HR Specialist will determine whether the individuals meet basic qualifications for your position.

Executive Agent (EA) and HR Specialist

The EA then issues a certificate of eligibles with instructions for selection, including any 10-point preference applicants determined to be qualified for your position, to your HR Specialist.

The HR Specialist provides you a link to the certificate and applications so you may evaluate the candidates.

Applicants obtain their status at this point by logging into their USAJOBS account; whether they were determined eligible or ineligible for the position.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, complete the Manager Satisfaction Survey, and sign and return the certificate to the HR Specialist.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

HR Specialist and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will audit the certificate for compliance with laws and regulations and extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, and the Selectee

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc.

Hiring Manager and Selectee

2 years

If the employee is new to the government, he/she must serve a 2-year trial period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a trial period if they did not complete a required trial period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Executive Agent (EA), HR Specialist and Hiring Manager

2

1. You can post the job onUSAJOBS. The EA drafts the JOA and sends it to the HR Specialist for review. The HR Specialist then sends the drafted JOA to you for review. You either approve the JOA, or indicate any changes to be made, and return it to the HR Specialist. The HR Specialist sends the approved JOA to the EA who then posts it on USAJOBS open to only 30% disabled veterans.

2. You can meet and interview candidates at local Job Fairs, or the equivalent. If you find someone of interest, you should ask them to provide you with their documents (resume, VA letter, DD-214) or provide them directly to your HR Specialist who will adjudicate their eligibility for appointment. If eligible, they can be hired after clearing the security process.

Refer to DOT's Contacts for Veterans Opportunities webpage for a list of DOT Veteran Employment Coordinators.

Executive Agent (EA) and HR Specialist

10

The EA receives applications that have been submitted through USAJOBS.

• Accepts applications with supporting documentation only during the open period of the job announcement.

• Documents receipt of applications by date stamping applications on hard copy applications or with electronic date markers via USAJOBS.

Applicants are notified by USAJOBS of the receipt of their applications via email.

Executive Agent (EA)

N/A

The EA removes the JOA from USAJOBS based on the closing date.

Executive Agent (EA) via the DOT Automated Staffing System

3

If you elected to advertise via USAJOBS, the DOT Automated Staffing System evaluates the applicants for minimum qualifications. Applicants who do not meet the minimum qualification are ineligible and thus “screened out.”

The EA also determines if the candidate is eligible under this authority.

Executive Agent (EA), Veterans Coordinator, and/or HR Specialist

The EA, Veterans Coordinator, or HR Specialist also reviews the 10-point preference applicant supply file and forwards the applications of interested veterans to the HR Specialist. The HR Specialist will determine whether the individuals meet basic qualifications for your position.

Executive Agent (EA) and HR Specialist

The EA issues a certificate of eligibles with instructions for selection, including any 10-point preference applicants determined to be qualified for your position, to your HR Specialist who in turn sends the certificate to you, as the hiring manager.

Applicants who applied via USAJOBS obtain their status at this point by logging into their USAJOBS account; whether they were determined eligible or ineligible for the position.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews (asking if reasonable accommodation is needed to access the interviewing process), and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, complete the Manager Satisfaction Survey if you elected to advertise through the USAJOBS/EA option, and sign and return the certificate to the HR Specialist.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

HR Specialist and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will audit the certificate for compliance with laws and regulations and extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, the Selectee, and the SPPC

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc. This will probably require coordination with the SPPC and/or your HR Specialist to ensure that any accommodation needed is in place on your new employee's first day.  

You may obtain reasonable accommodations support from the Disability Resource Center @ http://www.dot.gov/drc.

Hiring Manager and Selectee

1 year

If the employee is new to the government, he/she must serve a 1-year probationary period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a probationary period if they did not complete a required probationary period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

Hiring Manager and HR Specialist

2

After the HR Specialist clears the Reemployment Priority List (RPL), you and the HR Specialist create a job opportunity announcement (JOA).

Click here for a Sample Announcement.

Peace Corps & Americorps/VISTA Office

2

The HR Specialist will submit the JOA to the Peace Corps & AmericCorps/ VISTA Office, where it will be reviewed and then posted to their website within 2 business days.

HR Specialist

10

Applicants will email their resumes to the HR Specialist by the deadline indicated in the JOA.

The HR Specialist will review the resumes, and verify Non-Competitive Assignment eligibility, Veterans' Preference, and basic qualifications of the applicants before referring them to you for review via a certificate.

NOTE: You should make three selections from the certificate in order of your preference (i.e., S-1, S-2, and S-3). By making three selections, you avoid delays in hiring your second or third place candidate should your preferred candidate decline the position.

NOTE: You may not pass over a preference eligible for a non-preference eligible within the same or higher quality category.

Hiring Manager and panel interviewers, if used

15

Review the candidates listed on the certificate, and decide which ones to interview.

Contact the candidates to schedule interviews (asking if reasonable accommodation is needed to access the interviewing process), and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interviews, conduct reference checks, document your decision, and sign and return the certificate to the HR Specialist.

HR Specialist

and Hiring Manager, if applicable

3

Once the HR Specialist receives your selection, he/she will extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, and the Selectee

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc.

Hiring Manager and Selectee

1 year

If the employee is new to the government, he/she must serve a 1-year probationary period to determine if the employee is suited for the job. If, during this timeframe, you determine the employee is not suitable, the employee may be terminated.

If the employee is a new supervisor or manager, he/she must serve a 1-year probationary period to demonstrate successful performance as a supervisor or manager. At the end of the probationary period, you determine whether to retain that employee as a supervisor/manager or to return the employee to a non-supervisory/managerial position.

Employees who have been reinstated may also need to complete a probationary period if they did not complete a required probationary period during the previous service.

Hiring Manager

1

You validate the need to hire against prior workforce, staffing, and recruitment plans.

• Review recruitment plans to identify the resources and sources for recruitment.

• Understand the skills gaps in the organization.

• If it's not a new recruitment, then review the functions within the office and determine whether the position that was vacated needs to be filled by a person with the same or different skillset.

Hiring Manager

1

Using the Workforce Transformation and Tracking System (WTTS), you create and submit a recruitment package to your OA HR Office which includes:

• Request for Personnel Action (SF-52)

• Position Description (PD) with the OF-8 (PD coversheet), and

• An approved organizational chart (if there are any changes in the office structure).

HR Specialist

1

The HR Specialist reviews your recruitment package to ensure there is an approved, classified PD with a signed OF-8 (PD coversheet), and that the PD reflects the position risk and/or sensitivity level for security purposes.

Note: This process should only be a verification of the actions previously taken during the Hiring Pre-Work Phase.

HR Specialist

2

The HR Specialist indicates that a reinstatement eligible has contacted the DOT HR Office to determine if job vacancies exist.

The HR Specialist determined the individual meets the basic qualifications for your position and provides you with the individual's application after clearing the Reemployment Priority List (RPL).

Hiring Manager

5

Review the individual's application and decide you want to conduct an interview.

Contact the individual to schedule an interview, and ensure that any panel interviewers are included in scheduling.

Develop interview questions and a rating schedule, and train panel members, if applicable.

After the interview, conduct reference checks.

You find the individual well qualified for the job and notify the HR Specialist you want to hire him/her.

HR Specialist and Executive Agent (EA)

10

Upon notification of your “tentative” selectee, the HR Specialist sends the recruitment package to the Executive Agent (EA) in order to clear federal placement assistance programs (i.e., CTAP and ICTAP).

NOTE: Any well qualified ICTAP candidate must be appointed to the position.

HR Specialist

and Hiring Manager, if applicable

3

Once the federal placement assistance programs are cleared, the HR Specialist can extend a tentative job offer to your Selectee.

TENTATIVE JOB OFFER ACCEPTED

The HR Specialist notifies you of the Selectee's decision to accept the job offer. The HR Specialist solicits any additional information required from the Selectee, and negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

TENTATIVE OFFER DECLINED

If the selectee declines the tentative offer, after consulting with you, the HR Specialist may negotiate with him or her to reconsider.

HR Specialist, Security Office, and the Selectee

10

The HR Specialist, the Security Office and the Selectee work together to manage the information required to complete the security clearance process, such as drug testing, eQIP and adjudication of suitability/security issues.

Consult with your HR Specialist to find out more about the particulars of what is entailed in making security/suitability determinations.

HR Specialist, Hiring Manager, Security Office and the Selectee

2

If there are no remaining suitability/security issues, the HR Specialist makes the official job offer, and updates the Workforce Transformation and Tracking System (WTTS) with the required information.

The HR Specialist negotiates a start date (EOD) with the Selectee, consulting with you and the Security Office.

HR Specialist, Hiring Manager, and the Selectee

14

The HR Specialist sends the EOD forms to the Selectee through WTTS, and provides guidance as the New Hire works to complete forms before EOD.

You may begin some pre-boarding activities to help ensure a smooth onboarding process such as: preparing the new employee's workspace, phone, computer, email and access to systems or other supplies and equipment, etc.