Human Capital Management
Hiring Toolkit

Module
4

Step-by-step

Step-by-step Hiring Module

This Module provides step-by-step guidance and explanation of the traditional, competitive hiring process and each of the “fast-tracked” hiring flexibilities. It also defines who owns each element and the maximum number of days to complete the element, all within the context of the 80 day hiring model. You can review each element in progression, or click on a specific element(s) if you require guidance on that element(s) in particular.

The Competitive Hiring Process


Refer to IS THERE A CHECKLIST OR SOMETHING TO HELP ME WITH THE COMPETITIVE HIRING PROCESS?

The Competitive Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CONFIRM JOB ANALYSIS/ASSESSMENT STRATEGY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

5.0 CREATE/POST JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 RECEIVE APPLICATIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

7.0 CLOSE JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

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

8.0 EVALUATE/ASSESS APPLICANTS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 ISSUE CERTIFICATE/NOTIFY APPLICANTS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

13.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

14.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

15.0 PROBATIONARY PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Direct Hire Authority Hiring Process

Direct Hire Authority Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE/POST JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

5.0 RECEIVE APPLICATIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLOSE JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

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

7.0 DETERMINE MINIMUM QUALIFICATIONS/ISSUE CERTIFICATE

WHO

DAYS

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.

8.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

13.0 PROBATIONARY PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Persons with Disabilities (Schedule A) Hiring Process

Persons with Disabilities (Schedule A) Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE NON-COMPETITVE JOA

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

5.0 PRE-SCREEN/REFER TOP CANDIDATES

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

6.0 ISSUE NON-COMPETITIVE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

7.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

8.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 TRIAL PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Veterans Recruitment Authority (VRA) Hiring Process

Veterans Recruitment Authority (VRA) Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE/POST JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

5.0 RECEIVE APPLICATIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLOSE JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

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

7.0 DETERMINE MINIMUM QUALIFICATIONS/ISSUE CERTIFICATE

WHO

DAYS

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), 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.

8.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

13.0 TRIAL PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

30% Disabled Veterans Appointment Authority Hiring Process

30% Disabled Veterans Appointment Authority Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE/POST JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

  1. 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.

5.0 RECEIVE APPLICATIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLOSE JOB OPPORTUNITY ANNOUNCEMENT (JOA)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

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

7.0 DETERMINE MINIMUM QUALIFICATIONS/ISSUE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

8.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

13.0 PROBATIONARY PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Pathways Programs

Internships Hiring Process

Internships Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE/POST PATHWAYS PROGRAMS STATEMENT OF DUTIES (SOD)

WHO

DAYS

ACTION(S) TO BE TAKEN

Hiring Manager and HR Specialist

2

You and your HR Specialist create a statement of duties (SOD), what is expected at entry and what is expected by the end of the 2-year internship.

Executive Agent (EA)

The statement is forwarded to the EA for posting on the Pathways Programs section of USAJOBS.

5.0 RECEIVE APPLICATIONS/ISSUE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLOSE PATHWAY PROGRAMS STATEMENT OF DUTIES (SOD)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

The EA removes the SOD from the Pathways Programs section of USAJOBS based on the closing date.

7.0 DETERMINE QUALIFICATIONS/ISSUE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

3

The EA adjudicatesVeterans' Preference and transcripts before referring applicants to the HR Specialist.

HR Specialist

The HR Specialist determines qualifications based on the education level of the candidate and issues a certificate in Veterans' Preference order to you, as the hiring manager.

Executive Agent (EA)

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

8.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

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

9.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Recent Graduates Hiring Process

Recent Graduates Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CREATE/POST PATHWAYS PROGRAMS STATEMENT OF DUTIES (SOD)

WHO

DAYS

ACTION(S) TO BE TAKEN

Hiring Manager and HR Specialist

2

You and your HR Specialist create a statement of duties (SOD), what is expected at entry and what is expected by the end of the 1-year (or more, if applicable) Program. The statement is based on OPM qualifications and a specialized experience substitution.

Executive Agent (EA)

The statement is forwarded to the EA for posting on the Pathways Programs section of USAJOBS.

5.0 RECEIVE APPLICATIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLOSE PATHWAY PROGRAMS STATEMENT OF DUTIES (SOD)

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

N/A

The EA removes the SOD from the Pathways Programs section of USAJOBS based on the closing date.

7.0 DETERMINE QUALIFICATIONS/ISSUE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

Executive Agent (EA)

3

The EA adjudicatesVeterans' Preference and transcripts before referring applicants to the HR Specialist.

HR Specialist

The HR Specialist determines qualifications based on the education level of the candidate and issues a certificate in Veterans' Preference order to you, as the hiring manager.

Executive Agent (EA)

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

8.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

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

9.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Presidential Management Fellow (PMF) Hiring Process

Presidential Management Fellow (PMF) Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 SET UP PMF ACCOUNT

WHO

DAYS

ACTION(S) TO BE TAKEN

Hiring Manager and PMF Coordinator

1

You discuss how to setup an account on the PMF website with your PMF Coordinator.

See PMF website for DOT's List of Coordinators.

5.0 ENTER AND POST POSITIONS

WHO

DAYS

ACTION(S) TO BE TAKEN

Hiring Manager, HR Specialist and PMF Coordinator

5

You work with your HR Specialist and the PMF Coordinator to enter and post your positions for PMF appointments through the Projected Positions System (PPS) on the PMF website. Be sure to include requirements for the position so you can select Finalists with the best fit of skills. Fellows may be hired via posting on the PPS anytime during the year of eligibility.

NOTE: The Finalist status expires 12 months after the date Finalists are officially announced. For example, Finalists for the PMF Class of 2015 were selected on March 26, 2015; they have until March 26, 2016, to be appointed to a PMF position. This means the Finalist must have accepted a PMF appointment offer and physically start by the appointment eligibility expiration date.

You can also meet and interview hundreds of Finalists at the PMF Job Fair held annually in the Spring in Washington D.C. If you find someone of interest, you can ask them to apply to your vacancy online.

6.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

Hiring Manager, panel interviewers, if used, PMF Coordinator

15

Review the resumes of the PMF Finalists' who applied for your vacancy and decide which ones to interview.

You work with the PMF Coordinator 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, notify the HR Specialist and PMF Coordinator of your selection.

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.

7.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

8.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Peace Corps & Americorps/VISTA Volunteers Hiring Process

Peace Corps & Americorps/VISTA Volunteers Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CLEAR RPL/CREATE JOA

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

5.0 POST JOA

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 RECEIVE APPLICATIONS/ISSUE CERTIFICATE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

7.0 REVIEW APPLICANTS/MAKE A SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

8.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

11.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

12.0 PROBATIONARY PERIOD

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

Reinstatement Eligibles Hiring Process

Reinstatement Eligibles Hiring Process
1.0 VALIDATE NEED

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

2.0 SUBMIT REQUEST

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

3.0 REVIEW POSITION DESCRIPTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

4.0 CLEAR RPL

WHO

DAYS

ACTION(S) TO BE TAKEN

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).

5.0 REVIEW APPLICATION/MAKE SELECTION

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

6.0 CLEAR CTAP/ICTAP

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

7.0 TENTATIVE JOB OFFER

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

8.0 INITIATE SECURITY CHECK

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

9.0 OFFICIAL OFFER/ACCEPTANCE

WHO

DAYS

ACTION(S) TO BE TAKEN

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.

10.0 ENTRY ON DUTY

WHO

DAYS

ACTION(S) TO BE TAKEN

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.