PS3000.02D HUMAN RESOURCE MANAGEMENT MANUAL
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TABLE OF CONTENTS
Section Title Page
Chapter 1 - Introduction
171.1 Human Resource Management Manual Organization and Use 1-1
Chapter 2 - General Personnel Provisions
250.1 Delegation of Authority, Personnel Management 2-1
293.1 Personnel Records and Files 2-5
293.2 Removal of Official Documents 2-6
294.1 Availability of Official Personnel Information 2-7
295.1 Bureau of Prisons Credentials, Identification Cards and Retirees' Identification
Cards 2-10
Chapter 3 - Employment
300.1 Employee Voluntary Services 3-1
308.1 Youth and Student Employment 3-2
308.2 Services of Volunteers 3-5
310.1 Employment of Relatives 3-8
310.2 Employment of Ex-Felons at BOP 3-9
312.1 Workforce Utilization 3-10
312.2 Staff Vacancy Rate 3-13
315.1 Probationary Period for Supervisors and Managers 3-14
330.1 Employment Interviews 3-15
330.2 Employment of Medical and Dental Officers 3-18
330.3 Acknowledgment of Requirement toMaintain a Telephone 3-20
332.1 Recruitment and Selection ThroughCompetitive Examination 3-21
335.1 Merit Promotion Plan. . . . . . . . . . . . . . . 3-25*
335.3 Management Selection System 3-53
335.4 Open-Continuous Announcement System 3-56
335.5 Priority Placement and Referral System 3-58
335.6 Details for Training for Trades and Crafts Positions 3-61
335.7 Reference Checking. . . . . . . . . . . . . . . . 3-62A
338.1 Qualification Standards for Administrative Positions 3-63
338.2 Modifying Qualification Standards for Inservice Placement 3-64
338.3 Job Element Examining Plan for Trades and Labor Positions 3-67
338.4 Pass/Fail System for Introduction to Correctional Techniques 3-71
338.5 Appointment Above the Minimum Rate Based on Superior Qualifications 3-73
338.6 Maximum Entry Age for Law Enforcement Positions 3-77
338.7 Non-citizens 3-79
339.1 Physical Requirements for Institution Positions 3-82
339.3 Recruitment and Relocation Bonuses and Retention Allowances 3-85*
Chapter 4 - Employee Performance and Utilization
410.1 Training Agreements 4-1
430.1 Performance Appraisal Program for Bargaining Unit Employees 4-2
430.2 Performance Appraisal Program for Non-Bargaining Unit Employees 4-19
430.3 Performance Appraisal Program for Senior Executive Service 4-39
Chapter 5 - Position Classification, Pay and Allowances
500.1 Organization Charts and Functional Statements 5-1
511.1 Position Classification 5-2
511.2 Position Descriptions 5-6
511.3 Classification of Wage Board Positions 5-7
550.1 Compensatory Time 5-10
572.1 Travel and Transportation for Interviews and Recruitment 5-12
Chapter 6 - Attendance and Leave
600.1 Electronic Time and Attendance Reporting 6-1
610.1 Institution Shift Starting and Stopping Times 6-3
630.1 Administrative Leave in Conjunction With Relocation 6-4
630.2 Restoration of Annual Leave 6-5
630.3 Voluntary Leave Transfer Program 6-6
630.4 Leave for Maternity Purposes 6-12
630.5 Home Leave 6-14
640.1 Compressed Work Schedules 6-15
Chapter 7 - Personnel Relations and Services
711.1 Labor-Management and Employee Relations 7-1
711.2 Processing Grievances and Unfair Labor Practices 7-2
711.3 Employee Job Action Contingency Plan 7-3
713.1 Equal Employment Opportunity and Affirmative Action 7-4
713.2 Upward Mobility Program 7-5
715.1 Exit Interview/Survey Program 7-9
731.1 Personnel Security, Suitability and Investigation Program 7-10
731.2 Contract Security 7-35
731.3 Urinalysis Testing for Employment 7-42
750.1 Processing Discipline and Adverse Actions 7-43
771.1 Agency Grievance Procedure 7-47
Chapter 8 - Insurance and Annuities
810.1 Worker's Compensation 8-1
831.1 Federal Prison Retirees Association 8-2
875.1 Public Safety Officers' Benefits Program 8-3
880.1 Procedures in the Event of Staff Deaths 8-6
Chapter 9 - General and Miscellaneous
990.1 Staff Uniforms and Uniform Allowances 9-1
HUMAN RESOURCE MANAGEMENT MANUAL
LISTING OF ATTACHMENTS
ATTACHMENT TITLE
2-1 DELEGATION OF SELECTION AND CLASSIFICATION AUTHORITY
2-2 FILING AND DISPOSITION OF FORMS AND DOCUMENTS USED
EXCLUSIVELY BY THE BUREAU OF PRISONS
2-3 DOCUMENT REMOVAL CERTIFICATION
3-1 VOLUNTEER SERVICE AGREEMENT
3-2 PANEL INTERVIEW WRITING SAMPLE (WITH VIDEO)
3-3 INSTRUCTIONS FOR ADMINISTERING THE PANEL INTERVIEW
3-4 PANEL INTERVIEW INDIVIDUAL RATING FORM
3-4a PANEL INTERVIEW ASSESSMENT FORM
3-4b PRE-EMPLOYMENT INTERVIEW WRITING SAMPLE
3-4c SAMPLE QUESTIONS FOR INTERVIEW PANELS
3-4d DATA FORM FOR PRE-EMPLOYMENT SCREENING PROCESS
3-5 APPLICANT NOTIFICATION OF FEDERAL BUREAU OF PRISONS
REQUIREMENT TO MAINTAIN A TELEPHONE
3-6 REQUEST AND JUSTIFICATION FOR SELECTIVE FACTORS AND QUALITY
RANKING FACTORS
3-7 INQUIRY OF AVAILABILITY
3-8 RECORD OF VERBAL DECLINATION
3-9 SAMPLE OF NATIONWIDE VACANCY ANNOUNCEMENT
3-10 NIC RETIREMENT COVERAGE CERTIFICATION
3-11 RESERVED
3-12 RATING PANEL SCORING INSTRUCTIONS
3-13 MERIT PROMOTION RANKING FORM *
3-14 SCORING INSTRUCTIONS FOR PROMOTION BOARDS (ASSOCIATE
WARDEN)
3-15 SCORING INSTRUCTIONS FOR PROMOTION BOARDS (WARDEN)
3-16 RESERVED
3-17 TRAINING AGREEMENT
3-18 NOTIFICATION OF TRAINING REQUIREMENTS
3-19 REQUEST FOR APPROVAL OF APPOINTMENT ABOVE THE MINIMUM RATE
3-20 ABOVE THE MINIMUM RATE CHECKLIST
3-21 STANDARD MOBILITY STATEMENT
3-22 RECRUITMENT BONUS SUMMARY CHART
3-23 RETENTION ALLOWANCE SUMMARY CHART
3-24 REQUEST FOR RECRUITMENT BONUS
3-25 RECRUITMENT BONUS AGREEMENT
3-26 REQUEST FOR RETENTION ALLOWANCE
3-27 CONFIDENTIAL REFERENCE CHECK
3-28 REQUEST FOR RELOCATION BONUS
3-29 RELOCATION BONUS AGREEMENT
3-30 RELOCATION BONUS SUMMARY CHART *
4-1 TRAINING AGREEMENT FOR PHYSICIAN ASSISTANT
4-2 PERFORMANCE LOG
5-1 PRIMARY LAW ENFORCEMENT POSITIONS
5-2 SECONDARY LAW ENFORCEMENT POSITIONS
5-3 CREATING AND RECORDING MASTER RECORD NUMBERS
6-1 REQUEST FOR RESTORATION OF FORFEITED ANNUAL LEAVE
6-2 CHECKLIST FOR RESTORATION OF FORFEITED ANNUAL LEAVE
6-3 REQUEST FOR APPROVAL AS A RECIPIENT - VOLUNTARY LEAVE
TRANSFER PROGRAM
6-4 REQUEST FOR APPROVAL AS A DONOR - VOLUNTARY LEAVE TRANSFER
PROGRAM
6-5 ADDITIONAL TOUR OF OVERSEAS DUTY FOR HOME LEAVE ENTITLEMENT
6-6 MINIMUM REPORT REQUIREMENTS
6-7 TIMEKEEPER INFORMATION SHEET
6-8 COMPRESSED WORK SCHEDULE REQUEST SAMPLE
6-9 LOCAL UNION PRESIDENT AGREEMENT MEMORANDUM
6-10 COMPRESSED WORK SCHEDULE MEMORANDUM OF UNDERSTANDING
6-11 SUPERVISORY PRE-IMPLEMENTATION QUESTIONNAIRE
6-12 SIX MONTH SUPERVISORY ASSESSMENT OF COMPRESSED WORK
SCHEDULE
7-1 CONFIDENTIAL EXIT SURVEY FOR SEPARATING EMPLOYEES
7-2 CONFIDENTIAL EXIT INTERVIEW REPORT FOR INTERVIEWING OFFICIAL
7-3 SENSITIVITY DETERMINATION CHART
7-4 NOTICE TO APPLICANT
7-5 AUTHORITY FOR RELEASE OF INFORMATION
7-6 VOUCHERING FORM
7-7 LAW ENFORCEMENT AGENCY CHECKS
7-8 CERTIFICATION OF INITIATION OF BACKGROUND INVESTIGATION
7-9 SAMPLE REQUEST FOR BACKGROUND INVESTIGATION UPDATE
7-10 WAIVER OF SUBJECT INTERVIEW
7-11 AGREEMENT TO SUBJECT INTERVIEW
7-12 SAMPLE NOTICE TO EMPLOYEE - BACKGROUND INVESTIGATION ISSUES
7-13 NOTICE OF RIGHTS TO (APPLICANT OR SUBJECT)
7-14 SAMPLE INTERROGATORIES
7-15 SAMPLE CERTIFICATION OF RESPONSE TO INTERROGATORIES
7-16 CONTRACTOR PRE-EMPLOYMENT FORM
7-17 STATEMENT OF REGISTRATION STATUS
8-1 APPLICATION FOR FEDERAL PRISON RETIREES ASSOCIATION
9-1 STAFF UNIFORM ALLOWANCES
9-2 AUTHORIZED STAFF UNIFORMS
171.1 HUMAN RESOURCE MANAGEMENT MANUAL ORGANIZATION AND USE
The Human Resource Management Manual is organized by sections and chapters,
numbered to coincide with the subject-matter classification and numbering system of
the Federal Personnel Manual.
The material in this manual supplements the laws, regulations and instructions in Title
5, United States Code, 5 CFR, the Federal Personnel Manual and Department of
Justice Orders. Users are cautioned not to rely on this manual as the sole source of
information and guidance. References are provided at the beginning of most chapters
to guide the user to additional sources of information.
The Bureau Personnel Director is responsible for maintaining and updating this manual. Changes will be coordinated and published through the Bureau of Prisons directives distribution system as change notices.
Employees have access to any and all information in this manual and may have copies
of any portions of it.
250.1 DELEGATION OF AUTHORITY, PERSONNEL MANAGEMENT
1. PURPOSE AND SCOPE. To redelegate the Director's authority on management of human resources. (These redelegations are shown in tabular form in Attachment 2-1)
2. DIRECTIVES AFFECTED.
Directive Rescinded
PS 3511.09 Position Description, Cyclic Review - Central Office ( 6/14/93)
Directive Referenced
5 U.S.C. Chapter 51.
3. DELEGATIONS. The Director hereby delegates through the Assistant Director, Human Resource Management Division (HRMD), and the Assistant Director, Industries, Education, and Vocational Training (IE&VT;), the authority to take action on the appointment, direction, and general administration of personnel to the respective Chief Executive Officers.
* Personnel actions involving SES members, candidates, or positions must be approved by the Director, Bureau of Prisons. Classification actions will be prepared locally and forwarded to Pay and Position Management (PPM) for processing. *
The Bureau Personnel Director has the authority to revoke or suspend classification authority. Position classification is initiated at the servicing personnel office level, excluding trainee positions controlled by Central Office with classification authority delegated to PPM.
a. Director.
(1) Selection Authority. The Director retains selection authority and final approval for the following:
(a) Employment of ex-felons; and
(b) Positions at the GS-13 level and above, except for medical and dental officers.
(2) Promotion Selections. For promotions to the GS-13 level and above in the 006 and
1101 series, the full Executive Staff must concur with the potential selection, and the
Director must approve the selection.
For promotions in all other series at the GS-13 level and above, the selecting Regional
or Assistant Director needs the concurrence of the selectee's Regional or Assistant
Director. When the Regional Director is the selecting official, the concurrence of the
Assistant Director over the discipline to be filled is needed. Final approval rests with the
Director.
* (3) Reassignment Selections. For reassignments to the
GS-13 level and above in the GS-006 and GS-1101 series, clearance requirements are as follows:
(a) Institution-based Positions. Full Executive Staff concurrence is required along with the Director's approval.
(b) Associate Warden Positions. Reassignments of Associate Wardens between program areas (e.g., operations to programs) do not require Executive Staff involvement since the individual is remaining at the same location.
(c) Intra-Regional Office Movement. Reassignments within a regional office require concurrence of the Regional Director and the Assistant Director(s) over the discipline to be filled and the discipline vacated by the employee, with final approval by the Director.
(d) Intra-Central Office and Training Center Movement. Reassignments within a Central Office Division or within a Training Center require the Assistant Director to seek approval from the Director.
For reassignments in all other series at the GS-13 and above, the selecting Regional or Assistant Director needs the concurrence of the selectee's Regional or Assistant Director. In addition, final approval from the Director is required. *
(4) Preparation of the SF-52 for Selections. The Staffing Section, Central Office, will prepare SF-52s for all Warden and Associate Warden selections made by the Executive Staff. The SF-52 for all other promotion and selection actions will be prepared by either the regional human resource management (HRM) office, or in the Central Office, by the specific division affected by the action.
(5) Notification of Selections. Notification of all selections GS- 13 and above will be provided to the Assistant Director, HRMD, by the selecting Regional or Assistant Director.
(6) Signatory Authority for Selections. Signatory authority for selections made through the Management Selection System is delegated to the Assistant Director, HRMD. For all other GS-13 and above positions where the Director retains selection authority, the appropriate Regional or Assistant Director may sign the promotion board documents upon concurrence of the Director. Authority for career ladder promotions rests with the delegated signatory authority of the respective position.
b. Assistant Directors, Senior Deputy Assistant Directors, and Directors of Staff Training Centers
(1) Selection Authority.
(a) Assistant Directors and the Senior Deputy Assistant Director, Program Review Division, are delegated selection authority for the following:
(1) GS-12 level and below in the Central Office;
(2) Federal wage system (FWS) positions in the Central Office; and
(3) Central Office controlled positions, including trainees in the particular discipline.
(b) The Assistant Director, IE&VT; is delegated selection authority for the following GS-12 and below positions:
(1) UNICOR field positions - factory manager, assistant factory manager, general
foreman (or lead foreman
supervising staff), industrial manager, industrial specialist, business manager, assistant
business manager,
quality assurance manager, plant controller, and computer specialist positions.
(2) UNICOR positions during the activation of new factories until all positions are
initially filled. The selection
authority for delegated positions will revert to the Warden level with concurrence of the
Assistant Director, IE&VT;.
(3) Any change in the classification of a UNICOR position requires the approval of the
Assistant Director, IE&VT;.
(c) The Assistant Director, National Institute of Corrections ( NIC), has selection
authority for all GS-12 and below NIC positions.
* (d) The Assistant Director, HRMD, has selection authority for positions at the GS-12 level at staff training centers. *
(e) The Directors of staff training centers have selection authority for positions below the GS-12 level at training centers.
(2) Preparation of the SF-52 for Selections. The Staffing Section, HRMD, will prepare SF-52s for Central Office controlled trainee positions. For all other positions in the Central Office, including Central Office controlled positions other than trainees, the appropriate divisions will initiate the SF-52s. Human resource staff at staff training centers will initiate their SF-52s and UNICOR will initiate SF-52s for UNICOR.
(3) Position Management and Control
(a) The Assistant Director, HRMD, has authority for position management of all Bureau of Prisons' positions.
(b) The Assistant Director for the Administration Division has authority for the allocation and accounting of all Bureau of Prisons' positions.
(c) The Assistant Director, IE&VT;, has authority over all UNICOR positions and is responsible for ensuring position accounting and position management files maintained by the Administration Division and HRMD are accurate.
(d) The Assistant Director, NIC, has authority over all NIC positions and is responsible
for ensuring position accounting and position management files maintained by the
Administration Division and HRMD are accurate.
c. Central Office Human Resource Manager (HRM).
Classification Authority. The Central Office HRM is delegated classification authority for the following:
(a) Central Office positions at the GS-12 and below grade level;
(b) Central Office FWS positions; and
(c) Medical and dental officers at the GS-15 level in the Central Office.
d. Pay and Position Management (PPM) Section
(1) Classification. PPM is delegated classification authority for the following positions:
(a) UNICOR field positions - superintendent of industries, factory manager, assistant factory manager, general foreman (or lead foreman supervising staff), industrial manager, industrial specialist, business manager, assistant business manager, plant controller, computer specialist, and quality assurance manager positions;
(b) Trainee positions controlled by Central Office; and GS-13 level and above, with the exception of medical and dental officers, and attorney positions. *
(2) Signatory Authority. The Assistant Director, HRMD, has final approval authority for
the above positions. Signatory authority is delegated to the Bureau Personnel Director.
e. Central Office General Counsel (OGC)/Office of Attorney Personnel Management
(OAPM)
(1) Personnel Actions. Personnel actions involving attorneys, law clerks, and law students require final approval from OGC or by OAPM, depending on the action. All attorney personnel actions (i.e., employee actions) will be initiated by OGC, with final approval by the Assistant Director, OGC and OAPM, as necessary. Attorney personnel actions requiring OGC approval include promotions, transfers, selected voluntary reassignments, and conversion to full-time or part-time employment. Adverse actions involving suspensions of 14 days or less for non-Senior Executive Service attorneys require approval from the Assistant Director, General Counsel. Suspensions beyond 14 days require OAPM approval. After approval by OGC, the SF-52s will be returned to the servicing HRM office for processing.
The servicing HRM office will maintain the Official Personnel File ( OPF) for attorney, law clerk, and law student positions. The same rules and regulations regarding the protection and maintenance of OPFs will apply.
HRMs should consult with OGC, as necessary, on human resource issues involving attorneys and paralegals.
(2) Classification Actions. OAPM is delegated classification authority for all attorney, law clerk, and law student positions. The local HRM office will initiate all position actions and forward to OGC for approval. When necessary, the position action will be forwarded to OAPM for final approval. After approval, OGC will forward to PPM for processing.
A current listing of standardized attorney position descriptions is available on BOPDOCS.
f. Regional Directors
(1) Selection Authority. Regional Directors are delegated selection authority for the following:
(a) Regional office positions at the GS-12 level and below;
(b) Engineer, architect, regional communication specialist, community programs
manager, and B&F; positions, after
consulting with the appropriate Assistant Director;
(c) Paralegal specialist at and below the GS-12 level( institution and region). In
addition, consultation with
OGC is required prior to selection or promotion to the GS-12 level;
(d) Computer specialists after consultation with the Assistant Director, Information,
Policy, and Public
Affairs; and
(e) Institution department and assistant department head positions at and below the
GS-12 level. For purposes of
this section, employee development manager, case management coordinator, staff
psychologist (GS-12/13),
staff chaplain, correctional supervisor (including special investigative agent), and
general foreman are
considered to be at the department head or assistant department head level. When
filling institution
department heads, Regional Directors must consult with the appropriate Assistant
Director of the discipline for
which the selection is being made.
(2) Preparation of the SF-52 for Selections. Regional human resource staff are responsible for preparing the SF-52s for personnel actions outlined above as well as for all GS-13 and GS-14 level positions falling within their delegated authority.
SF-52s resulting from the Management Selection System (Warden and Associate Warden) are excluded and will be prepared by the Staffing Section.
g. Regional Human Resource Administrators (HRAs)
(1) Classification Authority. Regional HRA'S are delegated classification authority for the following:
(a) Institution and regional office FWS positions, with the exception of UNICOR FWS positions which supervise staff, i.e., general foreman, which are classified by PPM; and
(b) Those positions identified under selection authority for Regional Director, below the GS-13 level.
(2) Regional HRM Offices are responsible for ensuring the classification for new institutions, including UNICOR positions, is completed.
(3) Position Management and Control. Regional Directors have authority to manage all positions in their respective region, excluding UNICOR, Trust Fund, B & F, and Central Office controlled positions.
h. Wardens Selection Authority. Wardens are delegated selection authority for the following:
(a) Medical and dental officers;
(b) FWS and GS positions considered below the assistant department head level; and
(c) Wardens must consult with the Assistant Director, Health Services Division, on selection of clinical director positions.
i. Institution Human Resource Managers (HRMs)
(1) Classification Authority. HRM'S are delegated classification authority for positions delegated to their organizational level for selection, i.e., GS positions below the assistant department head level, with the following exceptions:
(a) GS-13 and above positions, with the exception of medical and dental officers;
(b) FWS positions;
(c) Trainee positions which are delegated to PPM; and
(d) UNICOR positions with classification authority delegated to PPM.
(2) Institutions will complete the classification of UNICOR positions delegated to their level. If there is a change in the classification, forward the SF-52, position description, and evaluation directly to the personnel liaison component of the UNICOR Central Office Support Division for the Assistant Director's signature on the SF-52.
j. Miscellaneous
(1) Statement of Difference. A statement of difference for all general schedule positions may be established and abolished,
as necessary, at the level where the position exists. It is not mandatory to process a personnel action to establish a statement of difference.
(2) Annual Position Review. Annual position reviews, required by DOJ, will be done at the location where the position exists. If only minor changes are made as a result of the position review, the position does not need to be reclassified and issued a new master record number ( MRN). The reviewer will document the review on the bottom of the position description cover sheet. If a position description needs to be rewritten, final classification action will be taken at the delegated level of authority.
(3) Leave. The immediate supervisor has authority to approve annual leave and sick leave. For advanced annual leave, advanced sick leave and periods of leave without pay (LWOP) less than 52 weeks, the Chief Executive Officer (for institution employees), Regional Director (for regional office employees) and branch chief (for Central Office employees) retains approval authority.
All LWOP requests for attorneys require approval from the regional counsel or associate general counsel as appropriate, after consultation with OGC or designee.
The Director retains approval authority for consecutive periods of LWOP of 52 calendar weeks or more.
(4) Hours of Work. Assistant Directors, Regional Directors and Chief Executive Officers have the authority to modify the basic work week to meet the needs of the service within their organizational levels. The authority to approve compressed work schedules is delegated to the local level with OGC performing a legal and technical review.
(5) Disciplinary and Adverse Actions. Assistant Directors, Regional Directors, and
Wardens have the authority to take disciplinary and adverse actions against
subordinate employees in their organizations. The deciding official should normally be
at least two supervisory levels above the employee. Variations to fit unique
circumstances are permitted and nothing in this section precludes the deciding official
being at a higher level
than specified.
293.1 PERSONNEL RECORDS AND FILES
1. PURPOSE AND SCOPE. To communicate regulations and instructions for establishment, maintenance and disposition of the Official Personnel Folder (OPF) and the Employee Performance File (EPF) which are contained in the current Federal Personnel Manual (FPM) Supplement on record keeping . In addition to the OPF and EPF, HRM offices will establish and maintain an individual Payroll File for each employee for whom it maintains an OPF. Other personnel records and files include the security file (see section 731.1) and disciplinary and adverse action files (see section 750.1). Filing and disposition of forms and documents used exclusively by the Bureau of Prisons are listed in Attachment 2-2.
2. DIRECTIVES AFFECTED
Directive Referenced
FPM Supplement 293.31
3. LOCATION. Each HRM office will maintain the OPF, EPF and Payroll File for each employee it services, including Chief Executive Officers.
4. TRANSFER OF FILES WITHIN THE BUREAU OF PRISONS. When an employee moves from one institution or office within the Bureau of Prisons to another, the losing HRM office will gather and forward to the gaining HRM office the OPF, EPF, Payroll file and medical file as soon as possible after the effective date of the move. It is not necessary for the gaining office to request the files from the losing office via a copy of the SF-50.
5. USE OF INMATES WITH EMPLOYEE RECORDS. No inmate may maintain or
process any forms or records pertaining to employees. This restriction includes, but is
not limited to, time and attendance reports, training records, travel authorizations and
vouchers and work-related injury reports. Each function which requires handling such
records must be performed by a civilian employee of the Bureau of Prisons.
293.2 REMOVAL OF OFFICIAL DOCUMENTS
1. PURPOSE AND SCOPE. To establish document removal procedures for separating and/or relocating employees. Department of Justice procedures require all employees who are separating from the Department of Justice to complete and sign a documents removal certification. In addition, employees who are relocating to another BOP facility must complete and sign a similar certification.
2. DIRECTIVE AFFECTED
Directive Referenced
DOJ Order 2710.8 Removal and Maintenance of Documents
3. PROCEDURE. Attachment 2-3, Department of Justice Document Removal
Certification, is a combined documents removal certification for employees leaving the
Department of Justice, relocating within the Bureau of Prisons, or transferring to
another organization within the Department of Justice. HRM offices will ensure that
employees complete the appropriate part of the form during their clearance process.
The form may be reproduced locally.
294.1 AVAILABILITY OF OFFICIAL PERSONNEL INFORMATION
1. PURPOSE AND SCOPE. Subject to the provisions of this chapter and policy and
regulations of the Office of Personnel Management, the Bureau of Prisons shall make
personnel information available to its employees, Federal officials and the public.
2. DIRECTIVES AFFECTED
Directives Referenced
a. FPM Chapter 294.1.
b. 5 CFR 297.402
c. 5 CFR 297.301
3. CUSTODIANS OF PERSONNEL RECORDS. Human Resource Managers at all
levels of the organization are designated as the official custodians of personnel records
pertaining to the employees for whom they provide human resource management
services. They are responsible for safeguarding such records to prevent their
unauthorized disclosure and for making determinations in accordance with this chapter
and FPM issuances as to the propriety of release of personnel information.
4. TIME AND PLACE WHERE INFORMATION MAY BE OBTAINED. Normally,
custodians of personnel records will make information available during regular business
hours on regular business days.
5. RESPONSE TO SUBPOENAS. Designated custodians of personnel records will be
guided by the FPM and 5 CFR 297.402 in responding to a subpoena for personnel
records under their control. Questionable cases may be referred to the Office of Legal
Counsel for guidance. Institution and Regional Office HRMs may refer questionable
cases to their respective Regional Counsel.
6. EMPLOYEE ACCESS TO INFORMATION. Employees, former employees and their
representatives designated in writing, may review their personnel records in the
servicing HRM office.
7. SENSITIVE PERSONNEL INFORMATION. Any document which has an individual's name and social security number in combination is regarded as " DOJ Sensitive" and must be physically safeguarded against unauthorized use and disclosure.
8. INFORMATION AVAILABLE TO THE PUBLIC. The following information is in the public domain and may be released without the employee's authorization:
a. Name
b. Present title, series, grade, salary, duty station
c. Past titles, series, grades, salaries, duty stations
d. Position description, and
e. Performance standards (not performance rating)
Note that employee's home addresses and telephone numbers are not public
information and may not be made available to the public. One exception to this
provision is that an employee's home address may be furnished to a police or court
official upon receipt of a proper request stating that the employee is involved in a
nonsupport or criminal offense and the home address is needed for service of legal process.
9. INFORMATION WHICH MAY BE RELEASED WITH THE EMPLOYEE'S
CONSENT. Information concerning performance, attendance, conduct or work quality
of an employee or former employee may be released with the signed written consent of
the employee or former employee. Any such information provided must be specific,
factual and well-documented by the records. HRM officials and others who receive
inquiries must be careful not to offer unsubstantiated opinions or comments.
The employee's consent is not required to provide this information when the
information is subpoenaed or court-ordered.
In addition, applying for a position is implied consent from the employee to release information.
10. RESTRICTED INFORMATION. Information about pre-employment interview
results, arrest records or any phase of pre-employment screening or background
investigations should not be disclosed to anyone except Bureau of Prisons,
Department of Justice or Office of Personnel Management officials involved in making
suitability or qualifications determinations, or conducting an official investigation.
Disclosure of such information within the Bureau of Prisons is restricted to those who
need to know the information in order to perform their official duties.
11. INFORMATION CONCERNING EMPLOYEE TERMINATION. Information concerning former employees who were terminated or removed from their position is particularly sensitive. Release of such information, even with the written consent of the former employee, must be specific, factual and well- supported by the records. Because they have limited appeal rights and, therefore, little chance to refute the allegations against them, and because the reason for termination is not normally documented in the Official Personnel Folder, the reason for probationary employees' terminations should not be disclosed outside the Bureau of Prisons.
Occasionally, the Bureau of Prisons agrees to resolve an adverse action appeal by
accepting the employee's resignation in lieu of removal and agreeing to provide
"neutral" vouchering to prospective employers. HRM officials responding to requests for
information in these cases must be especially mindful of these agreements and ensure
that the terms of the agreement are met. HRM officials should caution supervisors and
others who may receive inquiries in these cases to refer all inquiries to the HRM office
for response.
12. QUESTIONS AND COMPLAINTS. Employees who believe their personnel records
contain inaccurate information should attempt to resolve the discrepancies with their
servicing HRM office. If the matter is not resolved at that level, it may be referred to the
Regional HRM and the Bureau Personnel Director. Requests for correction of records
will be handled in accordance with 5 CFR 297.301.
Complaints or appeals regarding the disclosure or withholding of personnel information
may be referred to the Bureau Personnel Director or may be processed under the
appropriate grievance procedure.
295.1 BUREAU OF PRISONS' CREDENTIALS, IDENTIFICATION CARDS AND
RETIREES' IDENTIFICATION CARDS
1. PURPOSE AND SCOPE. To establish policy and procedures for issuance and control of personnel identification cards for Bureau employees.
2. CREDENTIALS
a. Federal Bureau of Prisons' credentials consist of a wallet style holder with two
pockets containing a name/title card in the upper pocket and a picture/signature card in
the lower pocket.
b. Credentials shall be issued to:
| Central and Regional Office employees, GS-12 and above;
| Institution department heads;
| Staff Training Center employees GS-12 and above;
| Community Corrections Managers, including CCM trainees;
* | Upon request, any employee having at least five years of service with the Bureau;
and *
| Any Public Health Service (PHS) employee who meets one or more of the above conditions.
3. IDENTIFICATION CARDS. Federal Bureau of Prisons' identification cards are the
wallet size BP-370. An identification card will be issued to each employee (including
PHS) not eligible to receive a Bureau credential. Employees who are issued a
credential may, at their request, also be issued an identification card.
4. RETIREMENT IDENTIFICATION CARDS. Retirement Identification Cards will be
issued to all employees upon retirement and to any Bureau retiree upon request. The
cards are issued in two parts: one part contains the name, years of service and
retirement date; the second card contains the retiree's photo, last position title and last
duty station. When issued, the cards will be laminated and placed in the wallet style
holder which held the retiree's credentials. The credential cards are then properly discarded.
5. ORDERING PROCEDURES. The Security and Background Investigation Section
(SBIS) shall annually supply credential and identification cards to the regional HRM
offices. Regional HRM offices shall notify SBIS of their annual requirements by March
31 each year.
Regional HRM offices shall provide and issue credential and identification cards to
institution HRM offices as needed.
The Benefits, Awards, and Professional Development Section (BAPD) shall order
retirement identification cards on an as needed basis and distribute them, as
requested, to regional HRM offices.
6. CONTROL AND ACCOUNTABILITY. Credential picture/signature cards and
identification cards are numbered. SBIS shall maintain accountability of cards issued to
regional offices by logging the numbers of the cards issued to each office. Similarly,
regional HRM offices shall document the numbers of cards supplied to their institutions.
Regional HRM offices shall type the initials of their office (NERO, MARO, SERO,
SCRO, NCRO or WRO) next to the number on each picture/signature card before
issuing it to an institution or individual so that the issuing office can be notified of the
final disposition of the card.
Each HRM office shall maintain a log of credentials and identification cards issued to individual employees. The log shall include the card number, name and signature of the employee to whom issued, date issued, final disposition (reported lost, returned or destroyed) and date of final disposition. Credential and identification cards and the log shall be stored in a secure location to prevent unauthorized distribution.
Retirement identification cards are not numbered but they should be logged to record
the date of issuance. The cards must also be stored in a secure location to prevent
unauthorized distribution.
7. PREPARATION OF CARDS. A photograph of the employee shall be affixed to the
credential or identification card. The photograph must be of the employee's head and
shoulders, in color, against a light background and conform to the outline on the card.
Credential name/title cards, picture/signature cards, identification cards and retirees'
identification cards will be laminated before issuance to the employee or retiree. The
Bureau Personnel Director is authorized to sign credential
picture/signature cards for Central Office staff. Regional Human Resource
Administrators are authorized to sign credential
* picture/signature cards for regional office staff. Human *
Resource Managers at all levels are authorized to sign credential picture/signature
cards and identification cards (BP-370) issued at that location.
When a credentialed employee changes positions or duty stations, only the name/title
card must be reissued. The picture/signature card may remain the same or, at the
employee's request, be reissued.
Employees are responsible for requesting new credentials or identification cards to
reflect changes in name, title or appearance.
8. DISPOSITION OF CREDENTIALS AND IDENTIFICATION CARDS
a. Separation from the Bureau of Prisons. Upon an employee's separation from the
Bureau of Prisons, the local HRM office will insure that the employee returns his/her
credential and/or identification card and will so annotate their log.
b. Relocation to Another BOP Facility. When an employee moves from one BOP location to another, he/she retains the credential and/or identification card. Upon arrival at the new location, the new HRM office issues new identification, receives the old one(s) and notifies the office which issued the old identification that it has been destroyed.
c. Lost or Stolen Identification. Employees are responsible for reporting lost or stolen
identification to their servicing HRM office no later than the next business day after they
become aware of it. Employees must provide as many details as possible about the
loss, including date and circumstances, if known.
HRM offices will immediately notify the Chief of SBIS, of the loss in writing, including
the employee's name, social security number, identification number and details
regarding the loss.
The Chief of SBIS will transmit information on all lost or stolen credentials and identification cards through the Sentry electronic mail system. Front entrance officers and control room officers have access to this information on Sentry so that they can determine whether any unfamiliar identification has been reported as lost or stolen.
9. USE OF CREDENTIALS AND IDENTIFICATION CARDS. Federal Bureau of
Prisons credentials, identification cards, government driver's licenses or badges will not
be used to coerce, intimidate or deceive others or to obtain any privilege or article not
otherwise authorized in the performance of official duties. Only credentials or
identification issued by the Federal Bureau of Prisons may be used by employees for
official purposes. Employees are not permitted to obtain or use identification badges
issued by other sources which give the appearance of being an official Federal Bureau
of Prisons or law enforcement credential. P.S. 3000.02
300.1 EMPLOYEE VOLUNTARY SERVICES
Employees will not be pressured to perform any services without compensation; that is,
employees will not be asked to perform voluntary services under conditions which
would make them feel they must agree to do so. It is acceptable to post a general
notice to employees regarding volunteer opportunities and instructions about whom to
contact if an employee wishes to volunteer; however, in no case will a public sign-up
form be used nor will employees be approached personally and asked to volunteer.
Volunteer work cannot be a continuation of the employee's regular duties. No
inappropriate references to volunteer activities will be made on any documents used in
performance evaluation, merit promotion, or incentive awards.
308.1 YOUTH AND STUDENT EMPLOYMENT PROGRAMS
1. PURPOSE AND SCOPE. To communicate regulations and instructions for youth and student employment programs. The objectives of the student employment programs are to acquaint students with career opportunities in the Federal Bureau of Prisons; provide meaningful work experience directly related to the student's academic field of study; develop positive relationships between the Bureau of Prisons and academic institutions; and develop long-range recruiting sources for permanent employment.
2. DIRECTIVES AFFECTED
Directives Referenced
* a. 5 CFR 213.3202
b. 5 CFR 316.402
c. E.O. 12015
3. TYPES OF STUDENT EDUCATIONAL EMPLOYMENT PROGRAMS. Student
educational employment programs fall into two major categories: the Student
Temporary Program (which includes summer positions and interns) and the Student
Career Experience Program. It is essential that Human Resource Managers
understand the differences in these types of student employment as the eligibility,
requirements, and terms of appointment vary.
4. SUMMER EMPLOYMENT
Appointment Authority: 316.402(a).
Encompassed by the Student Temporary Employment Program, summer employment
is simply a temporary appointment which begins after May 12 and ends before October
1. Summer employment positions are not limited to students . Also, unlike other student
employment programs which are specifically designed to provide academic-related
work experience, summer employment positions may be used to supplement the
regular complement during periods of absences. Summer employment positions may
be funded and distributed by Central Office through the Regional Offices, or be funded
and operated locally at the institutional level.
5. INTERN, 1040 HOUR APPOINTMENTS, GS-9 AND BELOW
Appointment Authority: Schedule B, 213.3202(a).
Individuals appointed under this authority must be enrolled or accepted for enrollment at an accredited school in a degree- seeking academic or vocational program, for at least a half-time course load. Appointees in these positions may work up to 1040 hours per fiscal year, either full- time or part-time, as long as the student's work schedule does not interfere with his/her academic schedule. The school must submit an official letter certifying the student's current enrollment.
6. INTERN, ONE YEAR TEMPORARY APPOINTMENT
Appointment Authority: Schedule B, 213.3202(a).
These are internships for professional positions, filled by graduate students. In the Bureau of Prisons, these appointments are used for Psychology Interns. The work must be used to meet academic requirements toward a graduate degree. The college or university must submit a letter signed by a school official certifying the student's current enrollment.
7. CAREER EXPERIENCE
Appointment Authority: Schedule B, 213.3202(b).
The Career Experience Program involves a longer term relationship between the
student and the Bureau of Prisons than do internships. The work must be directly
related to the student's major field of study. There must be a formal written agreement
between the Bureau of Prisons and the academic institution. Career experience
students are eligible for non-competitive conversion to a career-conditional
appointment in a professional, technical, or administrative position after successfully
completing their education and work experience.
a. Written Agreements. The Staffing Section will initiate and the Bureau Personnel Director will sign agreements on behalf of the Bureau of Prisons covering positions controlled and funded by Central Office.
b. Eligibility. Students must be enrolled or accepted for enrollment at an accredited
school in a degree-seeking academic or vocational program, and taking at least a
half-time course load. The academic institution must provide certification that the
student is enrolled. Students may be terminated from their appointment at any time for
any of the following reasons:
resignation; change to a curriculum which will not qualify the student for the position; suspension, expulsion or withdrawal from the educational institution; unsatisfactory work performance; failure to maintain academic standards; physical unfitness for duty; or inability of the agency for administrative reasons to retain the student in the position.
c. Work Schedule. Students may be appointed at any time during the year and a
student's work schedule may be full-time or part-time, as long as the student's work
schedule does not interfere with his/her academic schedule. Students must complete a
minimum of 640 hours of work to be eligible for non-competitive conversion.
d. Completion of Work Period. Students are carried on the rolls as employees during
the entire period of their career experience appointment. During periods when the
student is attending school full-time, the student is carried in Leave Without Pay status.
The supervisor must complete a performance review appraisal at the three, six, and
nine month intervals, and a 12 month final performance appraisal.
8. BENEFITS. Travel and transportation expenses for relocation will not be authorized for students. A participant in these programs is eligible for health benefits and life insurance if his/her appointment will exceed one year. Participation in the retirement system is automatic if the appointment exceeds one year. If the appointment is for less than one year and it is unlikely the student will be eligible for conversion to a permanent appointment, the student will be covered by FICA. A student accrues leave based on his/her work schedule and in accordance with applicable leave regulations for full- or part- time employees.
CONVERSION TO CAREER CONDITIONAL EMPLOYMENT
Career experience students may be converted non-competitively to a career or career-conditional appointment to the target position within 120 days following successful completion of their educational and work experience requirements. Students must meet the qualification standards for the position they are being converted into and the position must be in the field, or in a closely related field, for which the students were trained. *
All work hour requirements must be completed prior to graduation.
308.2 SERVICES OF VOLUNTEERS
1. PURPOSE AND SCOPE. The Federal Bureau of Prisons and/or any of its facilities
may, as appropriate, enter into agreements with recognized educational institutions to
provide opportunities for students to obtain educationally related and meaningful work
experience consistent with the mission and needs of the Bureau of Prisons, provided
that in no circumstances will such services be used to displace any employee or to staff
any vacancy which is a normal part of the workforce.
2. DIRECTIVES AFFECTED
Directives Referenced
a. Current FPM Supplement on NFC coding and keying instructions for volunteers.
b. 5 USC 3111 (c) (1)
c. 28 USC Sections 2671 - 2680
3. DEFINITIONS
a. Volunteer or Voluntary Service. Service performed by a student without
compensation and with the agreement of the educational institution at which the
student is enrolled. Such service may be accepted for an initial period not to exceed six
months on a full-time or substantially full-time basis. Extensions may be authorized by
the employing organization. Additional periods of full-time service may be accepted for
similar periods of time, provided that subsequent service follows at least a semester or
equivalent of study in the educational institution. This limitation does not apply to a
student simultaneously working and attending school on at least a half- time basis.
b. Student. An individual who is enrolled not less than half- time in a high school, trade
school, technical or vocational institute, junior college, college, university or comparable
recognized educational institution. An individual is deemed not to have stopped being a
student during an interim between school years if that interim period is not more than
five months and if the student demonstrates to the satisfaction of the appointing officer
that he or she has a firm intention of continuing to pursue a course of study or training
in the same or different educational institution during the next school term.
c. Half-Time Student. A student enrolled in and carrying any combination of courses,
research projects or special studies which meets one half of the minimum full-time
academic workload standards and practices of the educational institution in which the
student is enrolled. Written certification from the educational institution may be
accepted as proof of half-time status if there is any doubt the student meets this requirement.
d. Recognized Educational Institution. An institution accredited by an appropriate
organization or an institution with an accredited curriculum. This requirement is met
when a public or private secondary or vocational school is accredited by a local board
of education, a technical or professional association or by any other recognized
accrediting organization. The same criteria apply to accreditation of institutions of
higher learning. Correspondence courses, courses being audited without credit or
short-term non-accredited programs are not acceptable. Students must generally be
enrolled in and attending the school on a residential basis.
4. Agreements. Under the law, the permission of the educational institution is
prerequisite to the acceptance of voluntary service. Accordingly, a written agreement
will be entered into between the employing organization and the educational institution.
The agreement should describe the relative responsibilities of the school, the student
and the employing organization; the general nature and purpose of the work to be
assigned; whether or not such work is to be creditable for educational purposes; any
reports or evaluations required by the school; a work schedule; the probable duration of
the service and some method of timekeeping. To comply with the law, the agreement
must stipulate that the service is with the permission of the school; that it is limited by
statute to a student enrolled in school; that the service is without compensation; and
that the student is not considered to be a Federal employee. Attachment 3-1 is a
sample agreement which may be adopted for local use.
5. Student Eligibility and Status. Volunteer service must be in accord with appropriate
Federal, state and local laws regarding the employment of minors. Normally, the
minimum age is 18 years, however, when all of the conditions for voluntary service as
stated in this section are met, the minimum age is 16 years. Any employment
certificates or work permits required by state or local authority must be obtained.
Students must be in good standing academically and eligible to continue as an enrolled
student in their educational institution. A name a fingerprint check and NCIC check are
required before the student is accepted for volunteer service. Students in this program
are not considered to be Federal employees other than for the purposes of Title 5
USC, Chapter 81, related to workers' compensation, and Title 28 USC, Sections 2671
through 2680, related to tort claims. Volunteer service is creditable toward meeting
qualification requirements for competitive examining and, later, competitive or
non-competitive in-service placement. A student who has participated in
uncompensated volunteer service is subject to all applicable Federal and agency
employment regulations and procedures upon future application for compensated
employment. Student volunteers should receive appropriate orientation to the mission
and operations of the Bureau of Prisons and the facility to which assigned . Student
volunteers do not attend Introduction to Correctional Techniques.
6. Service Documentation. Although students in this program are not Federal
employees, their service is creditable for certain purposes and they are covered by
workers' compensation and the Tort Claims Act. Accordingly, an Official Personnel
Folder will be established for each student and service will be documented by
generation of an SF-50 through NFC, in accordance with current coding and keying
instructions (FPM Supplement 296-33, Subchapter 33).
The position title will be "Student Volunteer". The nearest appropriate classification series will be used when entering data for pay plan and occupational code. Tenure group, service computation date and salary are zero-filled. Position descriptions are not required, however, each office should formulate a position description number for student volunteers.
Academic level, academic discipline, duty station, gender, race/ethnic background must
be entered into NFC for reporting purposes.
At a minimum, the following two remarks are required on the SF-50 documenting the
appointment of a student volunteer:
a. Expected to work (number) hours per week NTE (date).
b. Under 5 USC 3111, a student volunteer is not a Federal employee for any purposes
other than injury compensation and laws related to the Tort Claims Act. Service is not
creditable for leave accrual or any employee benefits.
Since the student volunteer is not considered to be an employee, an appointment
affidavit is not executed.
310.1 EMPLOYMENT OF RELATIVES
1. PURPOSE AND SCOPE. To establish rules affecting the
employment of relatives.
2. DIRECTIVES AFFECTED
Directives Referenced
a. 5 USC 3110
b. 5 CFR 310.202
3. PROCEDURES. Section 3110 of Title 5, U.S. Code, states that a public official may
not employ, appoint, promote, advance nor advocate the same for a relative. For most
positions there is enough discretion within the hiring process so that this is not a
problem. A few positions, however, such as the Warden, Associate Wardens and the
Human Resource Manager are by policy intimately involved in the hiring process.
Therefore, it is the policy of the Federal Bureau of Prisons to prohibit the hiring of a
relative of a Warden, Associate Warden or Human Resource Manager at the same
institution. Also, as a general rule, close relatives such as a husband or a wife will not
be placed in a direct supervisory position over the other. Regional Directors are
authorized to make an exception under extraordinary circumstances as described in 5
CFR 310.202.
310.2 EMPLOYMENT OF EX-FELONS AT BOP
1. PURPOSE AND SCOPE. To identify criteria for the employment of ex- felons.
2. DIRECTIVES AFFECTED
Directive Referenced
FPM, Chapter 731
3. PROCEDURES. Ex-felons may be considered for employment only after being granted the proper relief or Pardon. Under the Gun Control Act of 1968 and the Omnibus Crime Control and Safe Streets Act of 1968, ex-felons cannot have a firearm in their possession and therefore cannot be considered for employment in a law enforcement position without a Pardon or other proper relief which must be documented and included as part of the application. Applicants should be advised that if found qualified for the position applied for, their application will be sent to the Office of Personnel Management to be evaluated for suitability (FPM Chapter 731). Background information will be evaluated against the Bureau's security criteria. Only the Director of the Federal Bureau of Prisons has the authority to approve the appointment of any ex-felon to a position within the Bureau. Appropriate conditions listed below must have been met.
FEDERAL OR STATE OFFENSES IN WHICH A FIREARM WAS NOT INVOLVED: Ex-felons must receive a Pardon (Presidential or gubernatorial respectively).
FEDERAL OFFENSES IN WHICH A FIREARM WAS INVOLVED: Only a Presidential
Pardon will give firearm disability relief.
STATE LEVEL OFFENSES IN WHICH A FIREARM WAS INVOLVED: Ex-felons who
have committed offenses at the State level involving a firearm need a gubernatorial
pardon or a pardon issued by another state pardoning authority in order to be granted
limited relief (allowed to carry a firearm for duty purposes only). The pardon must
expressly authorize the recipient to carry the firearm.
In all instances, the pardon must expressly authorize the recipient to carry a firearm.
Appointing officials considering an ex-felon for employment may contact the Staffing
Section in the Central Office for additional information.
312.1 WORKFORCE UTILIZATION
1. PURPOSE AND SCOPE. To establish specific responsibilities and activities to
execute effective workforce utilization. It is the policy of the Bureau of Prisons to
distribute and use staff and financial resources efficiently and effectively to accomplish
the missions and goals of the organization. Elements of effective workforce utilization
include planning and monitoring the use of positions and salaries on a regular basis.
2. DIRECTIVE AFFECTED.
Directive Referenced
P.S. 2100.1 Budget Manual (03/01/66).
3. RESPONSIBILITIES. Supervisors and managers at all levels are responsible for
effective workforce utilization through planning and organizing work, developing work
improvement methods and procedures, training and developing employees and
ensuring that resources allocated to their organizational segments are used to meet
mission requirements cost effectively. In addition to these general responsibilities,
Human Resource Managers share responsibility with Financial Managers for
maintaining records and data used by the Workforce Utilization Committee in making
recommendations to the Chief Executive Officer on staffing plans and salary
projections. Specific responsibilities and activities of the Human Resource Manager include:
a. Assist supervisors and managers in workforce utilization activities.
b. Maintain accurate statistics on historical turnover rates, staffing patterns and known
and anticipated vacancies.
c. Maintain accurate organization charts and position records, including current reconciliation and position management reports.
d. Maintain accurate data on personnel actions which affect salary and provide information to the Financial Manager for use in salary projections.
e. Carry out cyclical classification reviews to ensure that positions are fully utilized and
accurately classified.
f. Prepare SF-52's for reprogramming requests.
4. WORKFORCE UTILIZATION COMMITTEES. The Salary Subcommittee, established by P. S. 2100.1 and the Workforce Utilization Committee will function as one committee. Chief Executive Officers will appoint members to the committee in accordance with the provisions of P. S. 2100.1. The functions of the committee at each level of the organization are:
a. Institution Committees
(1) At the beginning of the fiscal year, formulate a staffing plan for the fiscal year,
based on allotted positions and budget, historical turnover data, known and anticipated
vacancies,
anticipated workload and/or mission changes. The annual
staffing plan should be reviewed and revised by the committee throughout the year as
changes occur which will affect the
institution's staffing situation.
(2) Review departmental rosters to determine whether positions and salary funds,
including overtime, are efficiently utilized.
(3) Review findings of program reviews, operational reviews, and other management
indicators to identify workforce needs,
especially those which may have a negative effect on the
efficiency of programs.
(4) Recommend actions to eliminate anticipated deficits or to use anticipated surpluses.
(5) Recommend actions designed to increase the effective use of resources such as
consolidation of functions, reorganization, greater use of technology, and similar
activities.
b. Regional Committees
(1) Develop workforce impact assessments for expansion, renovation or changes in
mission of existing institutions.
(2) Develop workforce plans and proposals for new institutions.
(3) Review institution staffing guidelines and current authorized complements. Make
recommendations regarding the distribution of new positions based on staffing
guidelines, program review reports, operational review reports, strategic planning goals
and other management indicators.
(4) Review institution workforce utilization committee meeting minutes and the activities
of institution committees.
5. POSITION MANAGEMENT AND CONTROL. Responsibility for maintaining accurate position records is shared between the Human Resource Manager and the Financial Manager. Specific procedures are outlined in P. S. 2000.1 and are summarized in this section as a convenience to HRM's.
a. By the 25th day of each month, the Financial Manager will generate a position
reconciliation report for all budget activities (S&E;, Trust Fund, B&F; and UNICOR) and
give it to the HRM.
b. If there are no differences reflected in the reconciliation report, the Financial Manager and HRM will sign the report, certifying that it is in balance and accurately reflects the authorized positions.
c. If the report reflects differences, the HRM will provide the Financial Manager with the
correct PZ coding to add or delete positions to reflect the authorized complement.
Changes will be supported by SF-52's which abolish, establish or reprogram positions.
Changes will be given to the Financial Manager so that they can be keyed and the
report balanced by the last day of the month.
d. HRM's are responsible for providing Financial Management with PZ coding changes
whenever the classification of a position changes, whether or not decision unit totals
are affected.
e. HRM's will establish and maintain position management files containing copies of
position reconciliation reports, PZ changes and supporting SF-52's.
f. The OCCD dictionary includes all of the current PZ codes which will be accepted by the system. Financial Management staff at each location have access to the dictionary through FMIS and are capable of printing it at any time. It is suggested the HRM ask the Financial Manager for a current dictionary quarterly. The Pay and Position Management Section will establish new codes as needed and upon request of the Regional HRM offices. Institutions should request new codes through their Regional HRM, however, before requesting additions to the dictionary, check the current dictionary through FMIS to determine whether the needed code has already been added.
312.2 STAFF VACANCY RATE
1. PURPOSE AND SCOPE. It is Bureau policy that the vacancy rate of staff positions
that work directly with inmates shall not exceed 10 percent during any 18 month period.
Vacancies that are kept open by legislative or fiscal controls imposed from outside the
institution will not be considered in computing the vacancy rate. If unusual conditions
cause an excessive number of vacancies, the Chief Executive Officer will document
the reasons and notify the Regional Director in writing of the number of vacancies
compared to authorized positions and the potential impact on institutional operations.
* Chief Executive Officers at non-institutional locations shall exercise individual discretion based on workload requirements and funding levels in determining positions to be filled.
2. REASSIGNMENTS. Employees may be reassigned from one position to another
position of the same grade level, based on the needs of the service. Among such
reasons for reassignment include:
a. Expediting the filling of critical vacancies.
b. Meeting special skill needs of a position.
c. Matching individual talents and position needs.
d. Broadening the experience of an employee. *
315.1 PROBATIONARY PERIOD FOR SUPERVISORS AND MANAGERS
1. PURPOSE AND SCOPE. To describe the requirements for new supervisors,
managers, and Senior Executive Service staff.
2. DIRECTIVES AFFECTED
Directive Referenced
DOJ Order 1315.1 Probationary Period for Supervisors and Managers
3. PROBATIONARY PERIODS. Supervisors and Managers who do not perform satisfactorily during their probationary period will be returned to their former (or comparable) position and pay without right of appeal. The SF- 50 placing an employee in one of these positions will include a remark noting that the individual is serving the probationary period.
a. Supervisor. Upon initial appointment into a supervisory position, an employee is
required to complete a one-year probationary period. A position is supervisory if it
meets the definition of a supervisor as described in the General Schedule Supervisory Guide.
b. Manager. In addition to the supervisory probationary period, newly appointed
managers must also serve a probationary period. A managerial position is one which
meets or exceeds the definition of managerial in the General Schedule Supervisory
Guide.
c. Senior Executive Service. A one year probationary period must be served by all
initial career appointees before appointment for SES becomes
finalized.
330.1 EMPLOYMENT INTERVIEWS
1. PURPOSE AND SCOPE. To describe the objectives and procedures for conducting
pre-employment panel interviews. Such interviews are only one phase of the total
evaluation of an applicant's qualifications and suitability for employment in the Bureau
of Prisons. Section 731.1 of this Manual describes in detail other pre-employment
procedures which are designed to determine an applicant's suitability for employment.
The procedures described in this section are to be accomplished in conjunction with
the procedures in Section 731.1.
2. COVERAGE. The procedures in this section apply to applicants for any type of
appointment which is expected to exceed six months.
3. EMPLOYEE SCREENING. One of the objectives of the Federal Bureau of Prisons is
the care, custody and motivation toward correction of an often unwilling and hostile
clientele. The influence of staff on the achievement of these goals cannot be
overstated. Studies such as the Institution Character Profiles and Prison Social Climate
Surveys, as well as other management indicators, demonstrate the direct relationship
between staff competence, morale, attitudes and perceptions and the effective
operations of our facilities. For these reasons, the careful screening and evaluation of
prospective employees contributes to a competent and effective work force and
reduces the possibility of selecting employees who do not demonstrate the knowledge,
skills, abilities and personal characteristics appropriate for work in a correctional organization.
The purpose of the panel interview is to evaluate the applicant's qualifications and
other characteristics necessary for the position. Other phases of the pre-employment
process, such as the suitability interview, vouchering, and records checks are designed
to evaluate the applicant's suitability for employment to a sensitive position. Areas to be
evaluated during the panel interview include: knowledge, skills, and abilities needed for
the position; general correctional work abilities; and writing skill. The procedures that
follow are minimum requirements.
4. PROCEDURES
A. Institution Positions
(1) Prior to the panel interview, applicants will be asked to write a report discussing a videotaped correctional work scenario on Attachment 3-2. The applicant will only be allowed to view the video once. The report will be used by the panel in evaluating the applicant's ability to effectively use data in writing clear, concise and understandable reports.
* (2) A panel interview will be conducted following the individual suitability interview
described in Section 731.1. Interview panels will consist of a trained HRM employee,
one manager (e.g. Associate Warden, department head), and one psychologist or staff
member who is capable of evaluating an applicant's
suitability for the stressful rigors of employment in a
correctional setting. All panel members must complete panel interview training prior to
participating in a panel interview. *
While participating in a panel interview, psychologists should conduct themselves in an
ethically and legally defensible
manner, should model appropriate interview behavior for other panel members, should
use their unique skills and clinical
judgment in arriving at a fair assessment, and should be aware of the limits of
predicting job fitness. Additionally,
psychologists shall ensure that no questions are asked
regarding physical or mental health history as prohibited by the Rehabilitation Act of
1973. For example, do not ask
applicant if s(he) has ever been or is currently being treated for mental and/or
emotional disorders.
(3) Panel interviews will be conducted according to the " Instructions for Administering
the Panel Interview" (Attachment 3-3). Panel members will ask questions designed to
elicit
information from the applicant about his/her knowledge, skills, abilities, and other
personal characteristics related to the position being filled, as well as general
correctional work
abilities. The standardized Correctional Work Situation
Questions presented to the applicant are confidential. Staff requiring a copy of the
Correctional Work Situation Questions should contact the Human Resources Research
and Development
Office, Central Office.
Panel members need not ask the applicant about topics that are covered during the
suitability interview because those results will be considered along with the results of
the panel
interview and other background checks. Also, panel members
shall only ask questions which are related to the specific
vacancy and are non- discriminatory. For example, questions regarding national or
ethnic origin, the ability to do
correctional shift work because of child care situations, or questions regarding a
disability shall not be asked.
(4) Following the panel interview, each panel member will complete the Panel Interview
Individual Rating Form which corresponds to the correctional work situation questions
used in the interview ( Attachment 3-4). The HRM staff member will then complete the
Panel Interview Assessment Form (Attachment 3-4a). The
recommendation for appointment of the applicant will be
partially based on the panel's acceptability determination.
(5) The servicing HRM may allow a panel interview to be conducted at another
institution, the Central Office or any Regional
Office. All panel interviews conducted shall follow the
procedures in this Paragraph A. However, panel interviews held at the Central or any
Regional Office, shall consist of four trained members who are familiar with the
requirements of the position to be filled and who have demonstrated skill in
interviewing, even though they may not represent the four
disciplines stated in this Paragraph A.
B. Central Office, Regional Office, Staff Training Center and Community Corrections Positions
(1) Prior to the panel interview, applicants will be asked to write a brief narrative
response to the questions in Attachment 3-4b. The panel will use the responses to
evaluate the applicant's writing skills; however, they may not be used as the sole
reason for not selecting an applicant.
(2) A panel interview will be conducted following the individual suitability interview
described in Section 731.1. Interview panels will consist of at least two people who are
familiar
with the requirements of the position to be filled and have
demonstrated skill in interviewing. If possible an HRM staff member will be a member
of the interview panel. Interview
panels for Central and Regional Offices will consist of a
minimum of one manager and an HRM staff representative.
(3) Panel members will ask questions designed to elicit information from the applicant
about their past employment, knowledge,
skills and abilities for the position being filled and such
personal characteristics as may be important to the position. Attachment 3-4c is a list of
sample questions which may be
helpful to panel members. Panel members need not question the applicant about topics
that are covered during the individual suitability interview because the results of that
interview
will be considered along with the results of the panel
interview and other background checks. Also, panel members
shall ask questions which are related to the position being
filled and are non-discriminatory. For example, questions regarding national or ethnic
origin, the ability to do correctional shift work
because of child care situations, or questions regarding a
disability shall not be asked.
(4) Following the panel interview, each panel member will complete the
Pre-employment Interview Summary (BP-17). The
recommendation for appointment of the applicant will be based, in part, on the panel
interview. *
(5) Alternately, the servicing HRM may elect to have a panel interview conducted at a
nearby institution in which case all of the procedures in Paragraph A apply.
5. REPORTING REQUIREMENTS. To assess the efficiency of each stage of the
pre-employment process, the Data Form for Pre- employment Screening Process
(Attachment 3-4d) is to be completed for each applicant administered the
pre-employment screening process. Forward completed forms to the Human Resource
Research and Development Office in the Central Office.
330.2 EMPLOYMENT OF MEDICAL AND DENTAL OFFICERS
1. PURPOSE AND SCOPE. Assignment of physicians and dentists from the
Commissioned Corps of the U.S. Public Health Service is coordinated by the Assistant
Director, Health Services Division (Medical Director). Appointment of physicians and
dentists from competitive registers is delegated to Chief Executive Officers. Failure to
communicate and coordinate the recruitment and placement of physicians and dentists
among the local, regional and national levels can result in delays in filling vacancies
and inability to provide a high level of professional medical care for inmates. This
section outlines procedures designed to effectively coordinate the staffing of medical
and dental officer positions.
2. IDENTIFICATION OF VACANCIES. Chief Executive Officers are responsible for forecasting and identifying medical and dental officer vacancies and for notifying the Medical Director of anticipated vacancies. The Medical Director and CEO will decide jointly whether to recruit a PHS Commissioned Officer or a civil service employee or whether to recruit from both sources simultaneously. The decision will be based on the needs of the institution, the time available to locate a replacement, the availability of Commissioned Officers and the availability of candidates on registers.
3. RECRUITMENT. Recruitment of medical and dental officers is an on- going responsibility of administrators at all levels of the organization.
a. PHS Recruitment. The Health Services Division is responsible for recruiting PHS
Commissioned Officers for assignment to Bureau of Prisons facilities. Division
representatives will apprise the CEO of their activities and progress.
b. OPM Registers. After consultation with the Medical Director, CEO's will notify the
institution HRM of the decision to recruit through competitive registers. For Medical
Officers, institution HRM's will prepare the Request for Referral of Eligibles (SF-39) and
attachments and forward it to the Examining Section. For Dental Officers, the Request
for Referral of Eligibles (SF-39) and attachments must be sent to the Office of
Personnel
Management.
Upon receipt of a certificate, the institution HRM will send copies of the SF-171's for all
eligibles to the Medical Director. After reviewing the applications, the Medical Director
will contact the CEO to discuss any concerns or additional information to be obtained
during the interviews. The HRM will initiate the standard procedures for contacting,
interviewing, and vouchering applicants.
After the applicants have been interviewed and other pre- employment requirements
have been met, the CEO will contact the Medical Director to review the proposed
selection. The CEO is delegated the authority to select medical and dental officers from
registers only after consultation and concurrence with the Medical Director.
330.3 ACKNOWLEDGEMENT OF REQUIREMENT TO MAINTAIN A TELEPHONE
1. PURPOSE AND SCOPE. All employees of the Federal Bureau of Prisons are
required by the standards of employee conduct and responsibility to be responsive to
the needs of the institution during routine operations, as well as during times of
emergency. Frequently, it is necessary for supervisors to contact employees when they
are off duty concerning official business.
2. PROCEDURES. HRM offices will notify applicants at the time of the interview that, as a condition of employment, they will be required to have and maintain a telephone at their residence and that they are required to keep the institution informed of their current telephone number throughout their employment with the Bureau of Prisons. Applicants will acknowledge this requirement in writing on the form in Attachment 3-5.
332.1 RECRUITMENT AND SELECTION THROUGH COMPETITIVE EXAMINATION
1. PURPOSE AND SCOPE. To establish procedures for the Federal Bureau of Prisons
Examining Section.
2. DIRECTIVE AFFECTED
Directive Referenced
Current FPM Chapter on Recruitment and Selection Through Competitive Examination.
3. FEDERAL BUREAU OF PRISONS EXAMINING SECTION PROCEDURES
a. Procedures for Submitting a Request
(1) Ensure the SF-39 includes a statement that the Bureau's Priority Placement List
has been checked and there are no
qualified candidates available to consider.
(2) Ensure the SF-39 includes a statement that the Bureau's Reemployment Priority
List, (same listing as the Priority
Placement and Referral System (PPRS) List issued by DOJ) has been checked and
there are no qualified candidates available to consider. The PPRS List is located on the
last page of Career Opportunities.
(3) Ensure the SF-39 includes the statement regarding P.L. 100- 238, maximum entry
age, if applicable.
(4) Ensure that SF-39A (Justification for Selective Certification) is attached to all SF-39
requests for bilingual and/or female certificates. (See Attachment 3-6)
b. Procedures for Working a Certificate
(1) Indicate "NFC" (no further consideration) only for NS-3 applicants and only if you do
not want them certified to your location in the future.
(2) Show entry on duty dates for all selected applicants.
(3) Indicate the reason for not filling the number of vacancies on the request if other
applicants are available below your last selection.
(4) If you are in the process of working a certificate and a supplemental list of eligibles
is required to fill your
vacancies (due to declinations, failures to reply, etc.),
submit a new SF- 39 showing the same certificate number as the original and indicate
supplement by adding S-1 to the
certificate number.
(5) Arrange certificates in the proper order before returning them to the Examining Section.
(6) Arrange applications in the same order as the names appear on the certificate.
(7) Arrange OF-5's in the same order as the names appear on the certificate and paper
clip them together in one batch. Submit an OF-5 for every applicant contacted. Staple
verbal
declinations and written declinations on top of the
corresponding OF-5.
(8) Staple objections and supporting documentation to the corresponding application.
(9) Ensure the HRM has signed and dated the SF-39 before returning it to the
Examining Section. Do not use the "further
certification desired" block on the SF-39 you are returning. Submit a new SF-39 if you
need another certificate.
(10) Return certificates within the time allowed. Human Resource Offices are allowed
thirty days to work a certificate. If
additional time is needed, notify the Examining Unit before the expiration date and
request an extension.
c. Amendments. An amendment must be submitted promptly whenever a change is
made in the action previously taken and reported on an applicant appearing on a list of
eligibles. Amendments must be typed in memo format and reflect the following information:
(1) Applicant's name,
(2) Certificate number, and
(3) Revised action code
(a) Attach documentation to support the revised action, e.g. verbal or written declination.
(b) When amending a certificate to change any action code to NS, submit an amended
list of eligibles to show how the
applicant can be legally nonselected using the rule of
three.
(c) Attach the application of the eligible originally reported as selected.
d. Objections
(1) Use the SF-62 for all objections and the appropriate objection statement forms as
attachments to the SF-62.
(2) Submit complete documentation to support the reasons for the objection. Applicable
documents include copies of interview results, vouchering letters, arrest records,
SF-86, etc.
depending upon the reasons for the objection.
(3) Attach the application to the objection form.
(4) If objecting to a CPS applicant, include a copy of the letter to the applicant notifying
him/her of the objection.
(5) Medical Disqualifications: Preference Eligibles- submit objection and copy of
applicant notification letter. Non-
Preference Eligibles-Do NOT submit an objection. Document
action code "RM" (Removed/Medical) next to the medically disqualified applicant's
name on the List of Eligibles and send supporting medical documentation and a copy of
the applicant notification letter to the Examining Section with the
certificate.
4. ACTING AND REPORTING ON CERTIFICATES OF ELIGIBLES. The following
information is provided as guidance in acting on Certificates of Eligibles . General
instructions are contained in FPM Chapter 332, Subchapter 4 and Appendix B.
a. When initially contacting eligibles, use of personal letters, and telephone calls is likely to encourage and attract well-qualified candidates. Current information such as nature of duties, location, salary and type of appointment should be included in your communication. An OF-5, Inquiry as to Availability form (Attachment 3-7) may be used to initially contact individuals being considered for BOP employment.
b. Allow eligibles a reasonable period of time in which to make their decision as to
availability and to inform you. Regular mail inquiries in the local commuting area should
have a return deadline of a minimum of ten days, or more, depending on USPS and
internal office delivery conditions and intervening non- work days.
For distances over 1000 miles, allow at least 15 days.
You can expect responses within five days to telephone calls in which you invite the
applicant to call.
Replies received after the requested response date will be considered as being on time
if the selection process has not progressed to a point where consideration would
unduly delay your action.
Reasons for declinations must be documented and returned with the certificate since
this information may affect further consideration for the applicant. Telephone/verbal
declinations must include the reasons for declining, the date and the name of the
person receiving the declination. The Examining Section may contact eligibles to verify
reported declinations or failures to reply. Verbal declinations will be reported on the
form in Attachment 3-8.
c. Guidelines for scheduling selection interviews are contained in FPM Chapter 332, Appendix I. Travel for a selection interview should be kept to a minimum and generally should not exceed a 75-125 mile radius.
d. Principles of open competition are best served when the selecting official gives consideration to all of the highest three available eligibles. The presence of a "name request" candidate within the top three does not mean that the other eligibles should not receive any consideration. For example, the selecting official should be made aware of other available eligibles and, at a minimum, review their applications.
e. Once selections have been made, notify the nonselected applicants who were
previously contacted and stated they were available. This courtesy has a positive
impact on the Federal Bureau of Prisons' image as an employer.
f. Return the certificate as soon as selections have been made. Do not wait for the
selectee(s) to enter on duty.
g. Provide a reasonable period of time for a selected person to report for duty. Usually, a minimum of two weeks should be allowed for local residents. At least one month should usually be allowed for selectees who must relocate.
335.1 MERIT PROMOTION PLAN
1. PURPOSE AND SCOPE. This section prescribes the procedures to be used to
implement federal merit promotion policy.
2. DIRECTIVES AFFECTED
Directives Referenced
a. DOJ Order 1335.1B
b. 5 U.S.C. 3307
c. 5 CFR 335
3. PROGRAM OBJECTIVES. This Merit Promotion Plan is designed to:
a. Provide an effective, fair method of evaluating and selecting employees for
promotion and for selecting employees for training programs that may lead to promotion.
b. Give selecting officials a choice from among the best qualified candidates.
c. Ensure that consideration is given to each qualified applicant without regard to political, religious, or labor organization affiliation or non-affiliation, marital status, race, color, sex, sexual orientation, national origin, nondisqualifying physical disability, or age.
The Attorney General has established the date which immediately precedes an
individual's 37th birthday as the maximum age for initial entry into a primary law
enforcement position.
d. Establish procedures for evaluating candidates for promotion.
e. Provide incentive for self-improvement of employees.
f. Provide training, career counseling and assistance to employees which will enable
them to make the best use of their capabilities and take full advantage of promotional opportunities.
g. Establish clear procedures for operation of the merit promotion program.
4. COVERAGE. This plan applies to the promotion of any federal competitive service
employee in the Bureau. It also covers the following placement actions:
a. Filling a position with known promotion potential by reassignment, promotion,
transfer, change to lower grade, detail, or reinstatement; e.g., apprentice, initial
positions in a career ladder, trainee positions filled below the established or anticipated grade.
b. Selections for details of more than 120 days to a higher graded position or to a
position with known promotion potential.
c. Reinstatement of employees to positions at a higher grade or with more promotion
potential than a position previously held by the candidate on a permanent basis in the
competitive service.
d. Transfer of employees to positions at a higher grade or with more promotion
potential than a position previously held by the candidate on a permanent basis in the
competitive service.
e. Time limited promotions for more than 120 days to a higher graded position.
f. Selections for training required for promotion.
5. EXCLUSIONS. This plan does not cover any other type of placement action such as
reassignment, selections from Office of Personnel Management (OPM), Special
Examining Unit (SEU) or Delegated Examining Unit ( DEU) certificates of eligibles,
other permissible internal actions contained in the DOJ CTAP regulations, or any other
placement action not specifically covered in Paragraph 4.
6. EXCEPTIONS. These actions may be made without merit promotion competition
under any of the following circumstances:
a. Promotion of an employee who occupies a position with known promotion potential
and the initial selection for the position was made under competitive procedures or from
an OPM, SEU or DEU certificate. Examples of such positions include career-ladder
positions, apprentice, trainee or understudy positions or positions covered by an
OPM-approved training agreement.
b. Promotion when an employee's position is reclassified at a higher grade as a result of accretion of new duties and responsibilities or to correct an error in position classification.
c. Reinstatement, transfer, promotion, demotion, or detail of an employee to a position
having promotion potential no greater than that of a position currently or previously held
on a permanent basis under a career or career-conditional appointment; and the
employee was not demoted or separated from that grade due to deficiencies in
performance or "for cause" reasons.
d. Promotion occurring during a reduction-in-force when a slightly higher pay rate is attained, resulting technically in a promotion.
e. Corrective action taken under this plan or other existing appeal procedures.
f. In order to comply with provisions of the DOJ CTAP, temporary promotion of 120
days or less.
g. Detail to a higher graded position of 120 days or less.
h. Promotion of employees who are within reach on an OPM, SEU or DEU certificate of
eligibles.
7. AREA OF CONSIDERATION. The area of consideration for filling any position
covered by this plan is the geographical area in which an intensive search is made to
locate eligible candidates. A candidate's geographical location will neither give
preference for a position nor prevent full consideration for it.
a. Minimum Area of Consideration. The minimum area of consideration is the local
commuting area or geographic area in which it is expected that sufficient best-qualified
applicants will be located to fill the position. No minimum area of consideration may be
smaller than the local commuting area and must include all BOP Career Transition
Assistance Plan (CTAP) eligible surplus or displaced employees. The announcing
office will initially circulate vacancy announcements throughout the minimum area of
consideration.
Nothing in this plan precludes circulation of the announcement in a wider area if past
experience indicates this will be
necessary to solicit sufficient applicants. For positions at grade level GS-14 and above,
the minimum area of consideration is Department wide unless an exception is granted
by the Bureau Personnel Director's authority.
b. Outside Applicants. If appropriate, qualified applicants who are eligible for transfer or
reinstatement from outside the Bureau of Prisons will receive the same consideration
as candidates from within the Bureau of Prisons.
c. Reannouncement. The reannouncement of advertised vacancies may occur when
the selecting official deems it necessary. Among the acceptable reasons for
reannouncements are:
A desire to broaden the applicant pool.
Interest in expanding the grade levels of staff. eligible to compete for the vacancy.
Enlarging the area of consideration for the vacancy.
Compensating for administrative error.
8. METHOD OF LOCATING CANDIDATES. The primary method of locating
candidates is through a one-time vacancy announcement which must be distributed at
least throughout the minimum area of consideration. One copy of local announcements
for bargaining unit positions will be forwarded to the local union president.
Nothing in this plan is to be construed as limiting supervisors' rights and obligations to
counsel and encourage employees to apply for announced vacancies.
9. VACANCY ANNOUNCEMENT REQUIREMENTS. The Human Resource
Management Office, under the jurisdiction of the selecting official, will prepare and
circulate vacancy announcements. All nationwide announcements will be distributed by
electronic mail.
See Attachment 3-9 for an example of a vacancy announcement.
Except for omnibus announcements for new institutions described below, vacancy
announcements, at a minimum, must include the following information:
a. Announcement number. (except DOJ announcements)
b. Number of vacancies.
c. Opening date.
d. Title, series, grade, and salary range of the position.
e. Location of the position.
f. Closing date for acceptance of applications. The closing date must be at least 15 working days after the issue date.
Applications must be received at the facility of the announcing office by the closing date.
g. Brief statement of the duties of the position.
h. Brief statement of the qualification standards for the position, clearly stating the
requirements of the position.
i. If qualification standards are modified under the provisions of the General Policies and Instructions for the Operating Manual of Qualification Standards for General Schedule Positions, a brief description of the modified standards must be included in the announcement.
j. Quality ranking factors or selective placement factors, if any.
k. Knowledge, Skills, and Abilities (KSAs) required by the position, along with
identification numbers. The identification number corresponds to the Supplemental
Application Form (SAF) and will appear next to each KSA on the announcement. If
positions are announced at multiple grade levels, a separate list of KSA's will be
required for each grade level, unless two or more grade levels have identical KSAs.
l. If the position has known promotion potential, a statement to that effect including the
potential grade.
m. Application procedures, including forms to be submitted.
n. A statement that travel and transportation expenses are authorized, if that is the case.
o. A statement indicating whether the position is included in or excluded from the
bargaining unit.
p. If the position is a secondary law enforcement position, a statement that individuals selected who are under the Federal Employees Retirement System (FERS) and who have not had three years "primary" law enforcement retirement coverage, will not be covered by law enforcement retirement while in this position. To regain coverage, individuals must return to a position with "primary" coverage. Affected applicants must sign an acknowledgment statement (Attachment 3-10).
q. If the position is with the National Institute of Corrections (NIC), or is a non-institution
clerical or administrative support position (one- grade interval) [Exception: 963 Series,
Legal Instruments Examining], a statement that employees who transfer to these
positions will lose law enforcement coverage and will need to return to a position with
"primary" law enforcement coverage to regain coverage. An acknowledgment
statement must be signed by applicants
(Attachment 3-10).
r. For positions that require mobility (i.e. trainee positions), it must be stated in the
announcement and applicants must complete a mobility statement (Attachment 3-21).
s. If the position to be filled is located within a Bureau institution, all applicants not
currently working in an institution will be required to complete a qualification inquiry
regarding convictions of misdemeanor crimes of domestic violence.
t. If the announcement will be distributed outside the Bureau, the following statements
will be included if the position is located within an institution:
In accordance with 5 U.S.C. 3307, the maximum entry age of 36 has been established
for initial appointment to a
position in a Bureau of Prisons institution;
Initial appointment to a position in a Bureau institution is subject to satisfactory
completion of the Introduction to Correctional Techniques course at Glynco, Georgia;
u. Applicants for initial appointment to a position in the Bureau of Prisons are subject to a urinalysis test for drug detection.
v. All applicants will be instructed to submit their applications directly to the announcing
office.
w. A statement detailing the requirement of successful completion of a
supervisory/managerial probation period, if it
is a requirement for the position.
x. A statement indicating eligible external applicants must meet all application criteria and conditions of employment (i.e., submit all required documentation, age requirement, pre- employment interview, panel interview, physical, reference checking, etc.).
y. If applicable, a statement identifying the position as test- designated and subject to
urinalysis testing under the BOP Drug Free Workplace Plan.
Exception. To expedite staffing of new institutions, omnibus vacancy announcements
covering more than one position may be issued. Such announcements must include the:
announcement number;
number of vacancies;
position titles, series, grades, and salary ranges;
opening date;
closing date; and
relevant KSAs.
Statements of duties and qualifications requirements are omitted from omnibus
announcements and interested applicants are instructed to contact the announcing
office for additional information.
10. PROCEDURES FOR LISTING VACANCY ANNOUNCEMENTS WITH DOJ & OPM
a. Procedures for Vacancies Normally Filled From Within the Bureau. Many positions
are normally filled by current Bureau staff (i.e. unit manager, counselor, inmate systems
officer, etc.).
For these positions, a statement must be included on the vacancy announcement indicating the area of consideration to be used. The minimum area shall be Bureau employees. These vacancy announcements do not generally have to be listed with DOJ or OPM. However, to limit the minimum area to Bureau employees, Human Resource Offices must verify and document (via SF-52 remarks) that no CTAP eligibles exist within the local commuting area of the vacancy before an announcement is issued.
The following remarks shall be included on these vacancy announcements:
AREA OF CONSIDERATION: BOP-WIDE
SELECTION WILL BE MADE WITHOUT DISCRIMINATION FOR ANY NON- MERIT
REASON SUCH AS RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION,
NATIONAL ORIGIN, AGE, PHYSICAL DISABILITY, MARITAL STATUS OR
MEMBERSHIP IN AN EMPLOYEE
ORGANIZATION.
If a Human Resource Office establishes that CTAP eligibles exist within a local
commuting area, the minimum area of consideration will be DOJ-Wide Plus Eligible
DOJ Surplus and Displaced Employees in the Local Commuting Area and the vacancy
must be listed on the DOJ Career Opportunities Bulletin Board, but does not have to be
listed with OPM.
b. Procedures for Vacancies Normally Open to Outside Sources. For positions normally
filled from outside sources, the vacancy announcement must be listed on the DOJ
Career Opportunities Bulletin Board and on OPM's Federal Job Opportunity Bulletin
Board (FJOB). The following remarks will be included on these vacancy announcements:
AREA OF CONSIDERATION: GOVERNMENT-WIDE PLUS ELIGIBLE SURPLUS
AND DISPLACED FEDERAL EMPLOYEES IN THE LOCAL COMMUTING AREA.
COMPETITIVE STATUS IS NOT REQUIRED IF THE PERSON SELECTED IS A DISABLED INDIVIDUAL WHO IS ELIGIBLE FOR APPOINTMENT UNDER SCHEDULE A OF THE EXCEPTED SERVICE, OR IS A VETERAN WHO IS ELIGIBLE FOR APPOINTMENT UNDER THE VETERANS READJUSTMENT APPOINTMENT AUTHORITY, OR THE DIRECT-HIRE AUTHORITY TO APPOINT VETERANS WITH SERVICE-CONNECTED DISABILITIES OF 30% OR MORE. APPROPRIATE DOCUMENTATION TO SUPPORT THIS CLAIM FOR ELIGIBILITY WILL BE REQUIRED. SELECTION WILL BE MADE WITHOUT DISCRIMINATION FOR ANY NON-MERIT REASON SUCH AS RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, NATIONAL ORIGIN, AGE, PHYSICAL DISABILITY, MARITAL STATUS OR MEMBERSHIP IN AN EMPLOYEE ORGANIZATION.
Local vacancy announcements open to outside applicants will also be sent to the local
state employment office.
c. Consideration Requirements
· Department of Defense. Before selecting any candidate from outside the agency, the
regulations require that agencies give full consideration to qualified displaced DOD
employees who
filed a timely application. The law does not extend
entitlement to placement, but requires "genuine consideration" be given to displaced
DOD employees.
Eligibility for full consideration is tied to either a specific notice of or actual separation
from the Federal service by
Reduction in Force (RIF). To receive full consideration, the qualified employee must
request full consideration with a job application and include a copy of his or her specific
RIF notice of separation and/or a copy of the SF-50B, Notification of Personnel Action,
documenting the RIF separation.
For any position for which a covered displaced employee has applied and is eligible for
full consideration, the servicing Human Resource Management Office shall document
the
consideration given. This documentation must be retained with the merit promotion file
pertaining to the filling of the
vacancy and shall be sufficient to reconstruct the board.
Career Transition Assistance Plan (CTAP) and Interagency Career Transition
Assistance Plan (ICTAP). Competitive internal
actions such as merit promotion, reassignment, or demotion to a position with more
promotion potential than a position
previously held are permissible while there are no well-
qualified CTAP candidates in the local commuting area.
Well-qualified is defined as meeting the middle benchmark (" acceptable") on each
KSA element.
If the minimum area of consideration is used, well- qualified Bureau CTAP employees
must be selected, unless the selection would cause another employee to be separated
by RIF or the
eligible surplus and displaced employees in the local commuting area do not meet all
application criteria.
If the area of consideration is outside DOJ, the order of selection is as follows:
Surplus and displaced agency employees eligible through the CTAP.
Current or former DOJ employees eligible under the DOJ Reemployment Priority List.
At the agency's option, any other displaced DOJ employee.
Displaced employees eligible through the ICTAP.
Qualified applicants, nonstatus or status.
Eligible surplus and displaced employees in the local commuting area must meet all
application criteria and conditions of
employment (age requirement, panel interview, physical,
reference checking, etc.).
11. APPLICATION PROCEDURES. Applicants are responsible for following all
instructions in the vacancy announcement.
Specifically, applicants will submit:
· a Position Application (resume, OF-612, or SF-171),
· a copy of their most recent performance rating,
· a copy of their most recent Notification of Personnel
Action (SF-50B), and
· any required Supplemental Application Forms (SAF's).
Also a mobility statement should be included in the package if required by the vacancy
announcement. In addition to providing a narrative description for all relevant jobs on
the application, the applicant will also be responsible for including a properly completed
Qualifications Rating Sheet, summarizing his or her relevant work history.
Applicants will be responsible for mailing applications at their own expense to the
announcing office. Applications sent using government supplies or equipment (i.e.
envelopes/postage or fax machines) will not be considered.
Late applications calls will not be accepted.
Consideration of Absent Employees. An employee who is absent from duty while on
any type of leave, active military duty, or on detail to another post or agency and who
does not reasonably have access to vacancy announcements is entitled to be
considered for vacancies if he or she so requests. An employee who plans to be
absent should ensure his or her completed application forms are mailed to reach the
announcing office by the closing date of the vacancy announcement.
12. DETERMINING BASIC ELIGIBILITY. Applicants are considered eligible for the
position if they meet or will meet minimum OPM qualification standards, time-in-grade
requirements, and any specified selective placement factors within 30 days after the
closing date of the announcement. The announcing office will make a determination
whether the applicant meets minimum requirements and certify the Qualifications
Rating Sheet.
13. RATING AND RANKING. Rating and ranking of applicants will occur for all positions with more than one qualified applicant at each grade level. When a position is announced with multiple grade levels, qualified applicants are only rated and ranked to compete with other candidates at the same grade level.
a. Rating Panel. A rating panel shall consist of two members. Two subject matter
experts (SMEs) or supervisors of the position to be filled may be used as raters, or, a
combination of one SME/supervisor and a human resource representative. The SMEs
must be at least equal in grade to the position, and the supervisors must have a
working knowledge of the position. A human resource representative, if not a rater, will
be available to provide technical assistance.
Rating panels shall consist only of staff excluded from the bargaining unit.
b. Rating Factors
(1) Job Element Rating. Each member of the rating panel
will consider how well the applicant's experience, as described in the job elements, has
prepared the candidate for the position to be filled. The score for experience is the total
number of points awarded by application of the crediting plan.
The raters will review the SAFs of each qualified applicant and use the crediting plan to determine a rating for each element. Points may be assigned only at the levels indicated on the crediting plan (1, 3, and 5). Credit must be given to the highest level possible, based on any single accomplishment that satisfies the level definition. The task examples provided under each level definition serve as a point of reference when crediting an applicant's experience, education, and training.
These examples are only to be used as benchmarks; an applicant is not required to
satisfy any specific example but must demonstrate training or experience which
satisfies the level definition. If an applicant fails to satisfy the "Barely Acceptable" level
of an element or fails to submit the SAF for an element, a score of zero (0) will be assigned.
Each rater will record element scores for applicants on the Qualification Rating Form
(BP-508(33)).
Individual job element scores assigned by the raters will be compared to ensure a
difference of more than 2 points does not exist between like elements. If a difference of
more than 2 points exists, the raters shall mutually agree to change one or both rater's
score(s) for the affected element(s).
Both raters must sign and date the BP-508(33).
The total scores for both raters will be recorded under the "Job Element Rating"
columns on the Merit Promotion Ranking Form (Attachment 3- 13).
(2) Performance. The performance evaluation considered
must be the most recent rating and not more than 13 months old according to the date
signed by the rating official. If the applicant does not have a current performance rating,
this factor is presumed to be "fully successful."
(3) Awards. Quality Step Increase (QSI) and Sustained
Superior Performance (SSP) awards, as well as cash awards (including Time- Off
awards), letters of commendation and suggestion awards received within the last five
years, are credited.