[Federal Register Volume 59, Number 241 (Friday, December 16, 1994)]
[Unknown Section]
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From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-31025]
[[Page Unknown]]
[Federal Register: December 16, 1994]
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OFFICE OF PERSONNEL MANAGEMENT
New Application Procedures for Federal Jobs (Elimination of SF
171, Application for Federal Employment)
agency: Office of Personnel Management (OPM).
action: Notice.
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summary: This notice announces a new application process for Federal
jobs. Beginning on January 1, 1995, Federal agencies may not require an
SF 171, Application for Federal Employment. Instead, applicants may
apply for most jobs with a resume, the Optional Application for Federal
Employment, or any other written format of their choice. For unique
jobs with specialized requirements or jobs filled through automated
systems, agencies may have been authorized to require special forms.
A new OPM flyer, Applying for a Federal Job, describes what
applicants should include in their resumes or applications. The flyer
and the Optional Application for Federal Employment are being printed
for distribution in December. Applicants can get copies beginning in
December from local OPM Employment Information Offices, by calling
OPM's automated telephone system at 912-757-3000 or by TDD at 912-744-
2299. These items will also be available in December in electronic
format from OPM's bulletin board at 912-757-3100.
By February, OPM plans to make the flyer available in alternative
media formats (Braille, large print, audio tape, and computer disk) for
persons with disabilities. In addition, beginning in December any
applicant may use the electronic Optional Application file and any word
processing software to produce and print a completed application form.
(See question 6 below).
Before appointment, agencies will ask individuals to complete a
Declaration for Federal Employment to determine their suitability for
Federal employment. The Declaration for Federal Employment replaces the
SF 61-B, Declaration of Appointee, and will also be available in
December.
for further information contact: Concerning the application procedures:
Richard Whitford or Stephen McGarry on 202-606-2605 or TDD at 202-606-
0023. Concerning the Declaration for Federal Employment: Joe Nordsieck
on 202-376-3800.
U.S. Office of Personnel Management.
James B. King,
Director.
supplementary information: In a June 22, 1994, Federal Register notice
(59 FR 32290) OPM announced its request to the Office of Management and
Budget (OMB) under the Paperwork Reduction Act for clearance of
proposed job application procedures to replace the SF 171, Application
for Federal Employment. OMB has approved the new application procedures
to take effect on January 1, 1995, the day after the OMB authorization
for the SF 171 expires on December 31, 1994.
After the SF 171 expires, Federal agencies may not require
applicants to submit it. Applicants may file for most jobs using a
resume, the Optional Application for Federal Employment, or any other
written format of their choice, including an SF 171. Agencies are
authorized to use this process for positions in the competitive
service, the excepted service and the Senior Executive Service.
The following Questions and Answers give more information on the
new application procedures.
(1) Why did OPM develop the new procedures?
In its September 1993 report, Creating a Government that Works
Better & Costs Less, the National Performance Review recommended that
OPM eliminate standard application forms because their length and
complexity discourage applicants from seeking Federal jobs. OPM agreed
to eliminate the SF 171, Application for Federal Employment, and
associated forms, the SF 171-A, Continuation Sheet for SF 171, and the
SF 172, Amendment to Application for Federal Employment as of December
31, 1994. An interagency task force recommended new application
procedures that let applicants choose the format of their application.
In addition to giving applicants more flexibility (but also give
Federal agencies the material needed for evaluation), another goal was
to separate the qualifications and suitability information. Suitability
information will be collected on the Declaration for Federal
Employment. (See question 22.)
(2) What groups were involved in developing the new procedures?
An interagency task force representing 16 Federal agencies
recommended the new application procedures. OPM then sought comments
from the National Partnership Council, the Interagency Advisory Group
(representing 90 agencies), unions with national consultation rights
with OPM, and organizations representing major constituent groups. The
new procedures were published in the June 22, 1994, Federal Register.
(3) Is the final application process basically the same as the June
22, 1994, Federal Register proposals?
Yes, although there are some editorial and stylistic changes in the
flyer and forms. Samples of the final materials are appended to this
notice. One change, in response to comments received, was the deletion
of birth date from information applicants are required to submit with
their job application or resume. Several commenters noted privacy
issues, the potential for age discrimination, and that for the vast
majority of jobs, it is sufficient for agencies to obtain the date of
birth only from job finalists. For the few positions such as law
enforcement where age is a factor, agency vacancy announcements can ask
applicants to give their age.
(4) What provisions have been made for applicants with
disabilities?
The flyer, Applying for a Federal Job, will be available in Braille
and large print and on audio tape and computer disk. (The flyer tells
applicants what to include in their resumes or applications for Federal
jobs.) Beginning in February, individuals who want these alternative
formats may request them by calling 912-757-3000 or TDD 912-744-2299.
In addition, in December the flyer and the Optional Application for
Federal Employment will be available through OPM's electronic bulletin
board. See question 6 below for specific instructions.
(5) How will the OPM publicize the new application process?
OPM has planned a major publicity campaign including news releases
and mailings to Federal offices, State Employment Service offices,
State Vocational Rehabilitation Services offices, colleges and
universities, and other major constituency groups. The mailing will
include the new application materials, as well as a poster and a flyer
describing OPM's automated employment information systems.
(6) How will the applicants get the new application materials?
Beginning in December, copies will be available from several
sources. Applicants may call or visit local OPM Employment Information
Offices or they may call OPM's automated telephone system at 912-757-
3000 and listen for the message on how to request forms. Information is
also available by TDD at 912-744-2299.
Applicants can also get the materials through OPM's electronic
bulletin board.
(1) Call the Federal Job Opportunities Board (FJOB) at 912-757-
3100,
(2) At the main menu, select ``Opportunities for Federal
Employment,''
(3) Select ``Application Information and Forms,'' and
(4) Read or download the files. Note: applicants may use the
electronic ``Optional Application file'' and any word processing
software to produce and print a completed application form.
(7) May applicants use commercial PC software to prepare their
resume, the Optional Application for Federal Employment, or application
in another format?
Yes. See question above. Also, applicants may use any PC software
to help prepare their application, but they are responsible for making
sure that their application contains all the information requested in
the flyer, Applying for a Federal Job, and in the vacancy announcement.
(8) In August 1994, OPM issued a bulletin giving agencies the
opportunity to order the new application materials by ``riding'' OPM's
printing request to GPO. If an agency did not order then, how may they
obtain the new materials?
The General Services Administration (GSA) will stock the new forms
some time in February. Agencies may order the forms through the GSA
Supply Center Catalog.
The stock numbers of the new materials are as follows:
Applying For a Federal Job (OF 510), NSN 7540-01-351-9177
Optional Application for Federal Employment (OF 612), NSN 7540-01-351-
9178
Declaration for Federal Employment (OF 306), NSN 7540-01-368-7775
(9) OMB approved the new application procedures for a 3-year
period. What will happen after the OMB authorization expires?
OMB approves information collections from the public under the
Paperwork Reduction Act. Three years is the maximum authorization
period. At the appropriate time, OPM will seek renewal of the OMB
authorization. The forms do not show the expiration date so they will
be usable in the future when the authorization is extended.
(10) Did OMB also approve OPM's use of computer-assisted systems to
rate applicants?
Yes. OMB approved OPM's use of the revised optical scan forms (1203
series) that collect applicant information and qualifications in a
format suitable for automated processing. The revised forms no longer
contain questions related to suitability because agencies will obtain
that information through the new Declaration for Federal Employment.
OMB also approved OPM's collection of applicant information through
the Telephone Application Processing System (TAPS) used to fill certain
jobs.
(11) Can a Federal agency design its own form and seek OMB approval
for its use?
A proliferation of Government application forms would be counter to
the National Performance Review objective of simplifying the job
application process. OMB will consider requests for agency-specific
forms only for unique jobs with highly specialized requirements or for
special forms needed for a computer-assisted application system.
(12) Can a Federal agency require all applicants to use the new
Optional Application for Federal Employment?
No. But if an agency fills jobs through an automated system that
uses a computer-compatible version of the form that is otherwise
identical, it may require the computer-compatible form. OMB and GSA
approval is not required for an otherwise identical, computer-
compatible Optional Application for Federal Employment. Agency forms
management officials will find instructions in GSA's Federal
Information Resources Management Regulation Bulletin B-3, Revision 1.
Use of a non-identical, computer-compatible application would require
OMB and GSA approval even if it asks for the same information as the
Optional Application for Federal Employment.
(13) Can a Federal agency require its own employees to file for
vacancies using a particular form?
Yes. When recruiting from only its own employees and not seeking
candidates through outside-the-register or competitive examining, an
agency may require a particular form, for example, the Optional
Application for Federal Employment. Although it may make existing
supplies of the SF 171 available to its employees, an agency may not
require the SF 171 because after December 31, 1994, it is no longer an
authorized form. OMB approval is not required for a form that seeks
job-related information only from an agency's own employees. An
agency's ``own employees'' are its current employees, not former
employees with reinstatement eligibility, and not employees from other
agencies. An agency for this purpose is, for example, the Department of
Agriculture, the Department of the Navy, and the Environmental
Protection Agency.
(14) What is the status of agency-specific application forms
approved by OMB prior to the implementation of these new application
procedures?
Each agency should check with its forms management office. That
office will probably consult with the agency's OMB desk officer to
determine how the new process impacts on existing OMB approvals.
(15) Given that the SF 171 is authorized only through the end of
1994, can an agency require the SF 171 in a vacancy announcement issued
in 1994 with a closing date in 1995?
If an agency issues a vacancy notice that opens in 1994 but closes
on or before January 31, 1995, the agency may require applicants to
submit an SF 171. Similarly, an agency must close by January 31, 1995,
any open continuous announcement that requires an SF 171. Any
announcement issued on or after January 1, 1995, may not require the SF
171.
(16) How should agencies handle incomplete applications, i.e.,
applications that do not contain all the information requested in the
vacancy announcement?
Each agency needs to establish a policy on how it will handle
incomplete applications. It may decide not to consider incomplete
applications, to ask applicants for the missing information, or to rate
incomplete applications as is. All applicants for a particular vacancy
must be treated in the same way. It would be helpful and more fair to
applicants if agency vacancy announcements stated the policy on
incomplete applications.
(17) The new procedures tell applicants to submit proof with their
applications if they claim 5 point veterans' preference. Should
agencies reject applications that do not include proof of 5 point
preference?
Currently, applicants for civil service examinations submit proof
at the time of selection. However, the interagency work group (see
question 2) concluded that waiting until the end to verify 5 point
preference slowed down the selection process. To phase in this new
requirement without harming preference eligibles, OPM strongly suggests
that agencies not reject applications that lack proof of 5 point
preference but instead ask the veterans to submit it promptly.
(18) What part does the agency vacancy announcement play in the new
application process?
The vacancy announcement is key; it tells applicants what
information the agency needs. The vacancy announcement can request any
job-related information necessary to evaluate candidates for the
position(s) and any information required by law, such as:
Identification, including name, address, Social Security Number, date
of birth, phone numbers.
Job related qualifications, such as work experience, education, minimum
college credits for professional positions, training, licenses,
accomplishments, evidence of specialized knowledge, skills, and
abilities.
Personal information to satisfy general legal requirements, when
applicable, such as citizenship, veterans' preference, minimum and
maximum age requirements, and proof of competitive status.
Applicant preferences, where applicable, such as work location, work
schedule, type of employment (permanent or temporary).
OPM's flyer, Applying for a Federal Job, tells applicants they must
furnish the information requested in the flyer and the information
requested in the agency vacancy announcement. The flyer also tells
applicants not to send certain information, for example, college
transcripts, unless requested in the vacancy announcement.
(19) May an agency use the flyer, Applying for a Federal Job, in
conjunction with its vacancy announcements to tell applicants what to
include in their resumes or applications?
Yes. The flyer is intended to help agencies communicate with
applicants about the types of information to include in their
applications. The vacancy announcement may repeat all the information
requested in the flyer or a copy of the flyer may be attached to the
vacancy announcement. If the vacancy announcement merely references the
flyer, applicants need to know where they can get a copy to assure
their applications are complete. Until the procedures become widely
known, agencies may want to include full information in their
announcements.
(20) Can vacancy announcements require applicants to describe all
their work experience over a period of years, for example, to show
where they were employed over the past 5 years?
Since a goal of the new application process is reducing the burden
on applicants, they should be asked to describe only job-related
qualifications rather than their entire work history over a period of
years.
(21) Can agencies require applicants to certify on their resumes
that the information they have provided is correct?
This certification is not needed at the beginning of the employment
process. Before appointing an individual, the agency will get the
certification on the Declaration for Federal Employment. (See next
question.) The optional application also contains a certification and
the flyer alerts applicants that they will be required to sign a
certification.
(22) The SF 171 contained questions about an applicant's
suitability for Federal employment. Under the new procedures how will
agencies obtain this information?
Suitability questions are now included on the new Declaration for
Federal employment. Separating this sensitive information from the job
application makes it possible to restrict access to the information and
thus to give greater protection to an individual's privacy.
(23) Is the new Declaration for Federal Employment required for all
Federal civilian service appointments or just appointments in the
competitive service?
Before anyone can be appointed or converted to a new appointment in
the competitive service, the excepted service, or the Senior Executive
Service, he or she must execute a Declaration for Federal Employment.
In addition, the form may be needed in position changes, for example,
for agency determinations concerning nepotism and for OPM background
investigations. OPM will publish specific requirements in The Guide to
Processing Personnel Actions.
(24) At what point in the hiring process should agencies require
individuals to complete the new Declaration for Federal Employment?
An individual must complete the form before he or she is appointed,
but agencies should not routinely ask applicants to submit a
Declaration along with their resume or application. A major reason for
creating the Declaration was to separate qualifications information
from suitability information so that agencies could better protect the
privacy of individuals by restricting access to more sensitive
background data. Given the privacy concerns and the intent to reduce
the burden on applicants, OPM strongly encourages agencies to require
the Declaration only from the job finalists who have met all
qualifications requirements except where to do otherwise would have a
significantly adverse impact on the hiring process.
(25) Can agencies use the SF 61-B, Declaration of Appointee, after
December 31, 1994?
No, the OMB authorization for that form expires on December 31,
1994. After that date agencies must use the new Declaration for Federal
Employment before appointing an individual in the Federal civilian
service.
(26) After December 31, 1994, if an applicant chooses to use the SF
171 as an application form, must he or she complete the Background
Information section (items 37-47 on conduct and suitability)? Must the
individual sign the application?
No. An applicant using the SF 171 by choice is required to provide
only the information in OPM's flyer Applying for a Federal Job and in
the agency vacancy announcement. The hiring agency will obtain the
suitability information and signature through the new Declaration for
Federal Employment.
(27) Did OMB approve the proposed collection of information
relating to military spouse preference and child care providers?
Yes. To determine eligibility for military spouse preference as
required by section 806 of the Defense Authorization Act of 1986 (Pub.
L. 99-145), the Department of Defense may include the following
question in its materials, for example, in job announcements or in the
Declaration for Federal Employment.
Are you applying to exercise Spouse Preference?
( ) Yes ( ) No
If yes, attach a copy of your sponsor's active duty military orders
of assignment to the geographic location of the position vacancy or
written evidence or documentation that verifies eligibility.
To assure compliance with section 231 of the Crime Control Act of
1990 (Pub. L. 101-647), agencies may include the following questions on
the Declaration for Federal Employment signed by applicants for Federal
child care positions:
Have you ever been arrested for or charged with a crime involving a
child? If ``Yes,'' provide the date, explanation of the violation,
disposition of the arrest or charge, place or occurrence, and the name
and address of the police department or court involved.
Note: A Federal agency is required by law to conduct a criminal
check. In addition to the purposes explained in block 16, your
signature also certifies that (1) your response to this question is
made under penalty of perjury, which is punishable by (insert
Federal punishment for perjury); and (2) you have received notice
that a criminal check will be conducted, of your right to obtain a
copy of the criminal history report made available to the employing
Federal agency, and of your right to challenge the accuracy and
completeness of any information contained in the report.
To assure compliance with Pub. L. 101-647 and also with section 408
of the Miscellaneous Indian Legislation (Pub. L. 101-630), the
Departments of Interior and Health and Human Services may add the
following question to the Declaration for Federal Employment, for
positions that involve regular contact with or control over Indian
children:
Have you ever (1) been arrested for or charged with a crime
involving a child, and/or (2) been found guilty of, or entered a plea
of nolo contendere or guilty to, any offense under Federal, State, or
tribal law involving crimes of violence; sexual assault, molestation,
exploitation, contact or prostitution; or crimes against persons? If
``Yes,'' provide the date, explanation of the violation, disposition of
the arrest or charge, place of occurrence, and the name and address of
the police department or court involved.
Note: A Federal agency is required by law to conduct a criminal
check. In addition to the purposes explained in block 16, your
signature also certifies that (1) your response to this question is
made under penalty of perjury, which is punishable by (insert
Federal punishment for perjury); and (2) you have received notice
that a criminal check will be conducted, of your right to obtain a
copy of the criminal history report made available to the employing
Federal agency, and of your right to challenge the accuracy and
completeness of any information contained in the report.
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[FR Doc. 94-31025 Filed 12-15-94; 8:45 am]
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