New Application Procedures for Federal Jobs (Elimination of SF 171, Application for Federal Employment)

Federal RegisterDec 16, 1994

Ask Donna

What actually matters in this document.

Text

OFFICE OF PERSONNEL MANAGEMENT

New Application Procedures for Federal Jobs (Elimination of SF

171, Application for Federal Employment)

agency: Office of Personnel Management (OPM).

action: Notice.

-----------------------------------------------------------------------

summary: This notice announces a new application process for Federal

jobs. Beginning on January 1, 1995, Federal agencies may not require an

SF 171, Application for Federal Employment. Instead, applicants may

apply for most jobs with a resume, the Optional Application for Federal

Employment, or any other written format of their choice. For unique

jobs with specialized requirements or jobs filled through automated

systems, agencies may have been authorized to require special forms.

A new OPM flyer, Applying for a Federal Job, describes what

applicants should include in their resumes or applications. The flyer

and the Optional Application for Federal Employment are being printed

for distribution in December. Applicants can get copies beginning in

December from local OPM Employment Information Offices, by calling

OPM's automated telephone system at 912-757-3000 or by TDD at 912-744-

2299. These items will also be available in December in electronic

format from OPM's bulletin board at 912-757-3100.

By February, OPM plans to make the flyer available in alternative

media formats (Braille, large print, audio tape, and computer disk) for

persons with disabilities. In addition, beginning in December any

applicant may use the electronic Optional Application file and any word

processing software to produce and print a completed application form.

(See question 6 below).

Before appointment, agencies will ask individuals to complete a

Declaration for Federal Employment to determine their suitability for

Federal employment. The Declaration for Federal Employment replaces the

SF 61-B, Declaration of Appointee, and will also be available in

December.

for further information contact: Concerning the application procedures:

Richard Whitford or Stephen McGarry on 202-606-2605 or TDD at 202-606-

0023. Concerning the Declaration for Federal Employment: Joe Nordsieck

on 202-376-3800.

U.S. Office of Personnel Management.

James B. King,

Director.

supplementary information: In a June 22, 1994, Federal Register notice

(59 FR 32290) OPM announced its request to the Office of Management and

Budget (OMB) under the Paperwork Reduction Act for clearance of

proposed job application procedures to replace the SF 171, Application

for Federal Employment. OMB has approved the new application procedures

to take effect on January 1, 1995, the day after the OMB authorization

for the SF 171 expires on December 31, 1994.

After the SF 171 expires, Federal agencies may not require

applicants to submit it. Applicants may file for most jobs using a

resume, the Optional Application for Federal Employment, or any other

written format of their choice, including an SF 171. Agencies are

authorized to use this process for positions in the competitive

service, the excepted service and the Senior Executive Service.

The following Questions and Answers give more information on the

new application procedures.

(1) Why did OPM develop the new procedures?

In its September 1993 report, Creating a Government that Works

Better & Costs Less, the National Performance Review recommended that

OPM eliminate standard application forms because their length and

complexity discourage applicants from seeking Federal jobs. OPM agreed

to eliminate the SF 171, Application for Federal Employment, and

associated forms, the SF 171-A, Continuation Sheet for SF 171, and the

SF 172, Amendment to Application for Federal Employment as of December

31, 1994. An interagency task force recommended new application

procedures that let applicants choose the format of their application.

In addition to giving applicants more flexibility (but also give

Federal agencies the material needed for evaluation), another goal was

to separate the qualifications and suitability information. Suitability

information will be collected on the Declaration for Federal

Employment. (See question 22.)

(2) What groups were involved in developing the new procedures?

An interagency task force representing 16 Federal agencies

recommended the new application procedures. OPM then sought comments

from the National Partnership Council, the Interagency Advisory Group

(representing 90 agencies), unions with national consultation rights

with OPM, and organizations representing major constituent groups. The

new procedures were published in the June 22, 1994, Federal Register.

(3) Is the final application process basically the same as the June

22, 1994, Federal Register proposals?

Yes, although there are some editorial and stylistic changes in the

flyer and forms. Samples of the final materials are appended to this

notice. One change, in response to comments received, was the deletion

of birth date from information applicants are required to submit with

their job application or resume. Several commenters noted privacy

issues, the potential for age discrimination, and that for the vast

majority of jobs, it is sufficient for agencies to obtain the date of

birth only from job finalists. For the few positions such as law

enforcement where age is a factor, agency vacancy announcements can ask

applicants to give their age.

(4) What provisions have been made for applicants with

disabilities?

The flyer, Applying for a Federal Job, will be available in Braille

and large print and on audio tape and computer disk. (The flyer tells

applicants what to include in their resumes or applications for Federal

jobs.) Beginning in February, individuals who want these alternative

formats may request them by calling 912-757-3000 or TDD 912-744-2299.

In addition, in December the flyer and the Optional Application for

Federal Employment will be available through OPM's electronic bulletin

board. See question 6 below for specific instructions.

(5) How will the OPM publicize the new application process?

OPM has planned a major publicity campaign including news releases

and mailings to Federal offices, State Employment Service offices,

State Vocational Rehabilitation Services offices, colleges and

universities, and other major constituency groups. The mailing will

include the new application materials, as well as a poster and a flyer

describing OPM's automated employment information systems.

(6) How will the applicants get the new application materials?

Beginning in December, copies will be available from several

sources. Applicants may call or visit local OPM Employment Information

Offices or they may call OPM's automated telephone system at 912-757-

3000 and listen for the message on how to request forms. Information is

also available by TDD at 912-744-2299.

Applicants can also get the materials through OPM's electronic

bulletin board.

(1) Call the Federal Job Opportunities Board (FJOB) at 912-757-

3100,

(2) At the main menu, select ``Opportunities for Federal

Employment,''

(3) Select ``Application Information and Forms,'' and

(4) Read or download the files. Note: applicants may use the

electronic ``Optional Application file'' and any word processing

software to produce and print a completed application form.

(7) May applicants use commercial PC software to prepare their

resume, the Optional Application for Federal Employment, or application

in another format?

Yes. See question above. Also, applicants may use any PC software

to help prepare their application, but they are responsible for making

sure that their application contains all the information requested in

the flyer, Applying for a Federal Job, and in the vacancy announcement.

(8) In August 1994, OPM issued a bulletin giving agencies the

opportunity to order the new application materials by ``riding'' OPM's

printing request to GPO. If an agency did not order then, how may they

obtain the new materials?

The General Services Administration (GSA) will stock the new forms

some time in February. Agencies may order the forms through the GSA

Supply Center Catalog.

The stock numbers of the new materials are as follows:

Applying For a Federal Job (OF 510), NSN 7540-01-351-9177

Optional Application for Federal Employment (OF 612), NSN 7540-01-351-

9178

Declaration for Federal Employment (OF 306), NSN 7540-01-368-7775

(9) OMB approved the new application procedures for a 3-year

period. What will happen after the OMB authorization expires?

OMB approves information collections from the public under the

Paperwork Reduction Act. Three years is the maximum authorization

period. At the appropriate time, OPM will seek renewal of the OMB

authorization. The forms do not show the expiration date so they will

be usable in the future when the authorization is extended.

(10) Did OMB also approve OPM's use of computer-assisted systems to

rate applicants?

Yes. OMB approved OPM's use of the revised optical scan forms (1203

series) that collect applicant information and qualifications in a

format suitable for automated processing. The revised forms no longer

contain questions related to suitability because agencies will obtain

that information through the new Declaration for Federal Employment.

OMB also approved OPM's collection of applicant information through

the Telephone Application Processing System (TAPS) used to fill certain

jobs.

(11) Can a Federal agency design its own form and seek OMB approval

for its use?

A proliferation of Government application forms would be counter to

the National Performance Review objective of simplifying the job

application process. OMB will consider requests for agency-specific

forms only for unique jobs with highly specialized requirements or for

special forms needed for a computer-assisted application system.

(12) Can a Federal agency require all applicants to use the new

Optional Application for Federal Employment?

No. But if an agency fills jobs through an automated system that

uses a computer-compatible version of the form that is otherwise

identical, it may require the computer-compatible form. OMB and GSA

approval is not required for an otherwise identical, computer-

compatible Optional Application for Federal Employment. Agency forms

management officials will find instructions in GSA's Federal

Information Resources Management Regulation Bulletin B-3, Revision 1.

Use of a non-identical, computer-compatible application would require

OMB and GSA approval even if it asks for the same information as the

Optional Application for Federal Employment.

(13) Can a Federal agency require its own employees to file for

vacancies using a particular form?

Yes. When recruiting from only its own employees and not seeking

candidates through outside-the-register or competitive examining, an

agency may require a particular form, for example, the Optional

Application for Federal Employment. Although it may make existing

supplies of the SF 171 available to its employees, an agency may not

require the SF 171 because after December 31, 1994, it is no longer an

authorized form. OMB approval is not required for a form that seeks

job-related information only from an agency's own employees. An

agency's ``own employees'' are its current employees, not former

employees with reinstatement eligibility, and not employees from other

agencies. An agency for this purpose is, for example, the Department of

Agriculture, the Department of the Navy, and the Environmental

Protection Agency.

(14) What is the status of agency-specific application forms

approved by OMB prior to the implementation of these new application

procedures?

Each agency should check with its forms management office. That

office will probably consult with the agency's OMB desk officer to

determine how the new process impacts on existing OMB approvals.

(15) Given that the SF 171 is authorized only through the end of

1994, can an agency require the SF 171 in a vacancy announcement issued

in 1994 with a closing date in 1995?

If an agency issues a vacancy notice that opens in 1994 but closes

on or before January 31, 1995, the agency may require applicants to

submit an SF 171. Similarly, an agency must close by January 31, 1995,

any open continuous announcement that requires an SF 171. Any

announcement issued on or after January 1, 1995, may not require the SF

171.

(16) How should agencies handle incomplete applications, i.e.,

applications that do not contain all the information requested in the

vacancy announcement?

Each agency needs to establish a policy on how it will handle

incomplete applications. It may decide not to consider incomplete

applications, to ask applicants for the missing information, or to rate

incomplete applications as is. All applicants for a particular vacancy

must be treated in the same way. It would be helpful and more fair to

applicants if agency vacancy announcements stated the policy on

incomplete applications.

(17) The new procedures tell applicants to submit proof with their

applications if they claim 5 point veterans' preference. Should

agencies reject applications that do not include proof of 5 point

preference?

Currently, applicants for civil service examinations submit proof

at the time of selection. However, the interagency work group (see

question 2) concluded that waiting until the end to verify 5 point

preference slowed down the selection process. To phase in this new

requirement without harming preference eligibles, OPM strongly suggests

that agencies not reject applications that lack proof of 5 point

preference but instead ask the veterans to submit it promptly.

(18) What part does the agency vacancy announcement play in the new

application process?

The vacancy announcement is key; it tells applicants what

information the agency needs. The vacancy announcement can request any

job-related information necessary to evaluate candidates for the

position(s) and any information required by law, such as:

Identification, including name, address, Social Security Number, date

of birth, phone numbers.

Job related qualifications, such as work experience, education, minimum

college credits for professional positions, training, licenses,

accomplishments, evidence of specialized knowledge, skills, and

abilities.

Personal information to satisfy general legal requirements, when

applicable, such as citizenship, veterans' preference, minimum and

maximum age requirements, and proof of competitive status.

Applicant preferences, where applicable, such as work location, work

schedule, type of employment (permanent or temporary).

OPM's flyer, Applying for a Federal Job, tells applicants they must

furnish the information requested in the flyer and the information

requested in the agency vacancy announcement. The flyer also tells

applicants not to send certain information, for example, college

transcripts, unless requested in the vacancy announcement.

(19) May an agency use the flyer, Applying for a Federal Job, in

conjunction with its vacancy announcements to tell applicants what to

include in their resumes or applications?

Yes. The flyer is intended to help agencies communicate with

applicants about the types of information to include in their

applications. The vacancy announcement may repeat all the information

requested in the flyer or a copy of the flyer may be attached to the

vacancy announcement. If the vacancy announcement merely references the

flyer, applicants need to know where they can get a copy to assure

their applications are complete. Until the procedures become widely

known, agencies may want to include full information in their

announcements.

(20) Can vacancy announcements require applicants to describe all

their work experience over a period of years, for example, to show

where they were employed over the past 5 years?

Since a goal of the new application process is reducing the burden

on applicants, they should be asked to describe only job-related

qualifications rather than their entire work history over a period of

years.

(21) Can agencies require applicants to certify on their resumes

that the information they have provided is correct?

This certification is not needed at the beginning of the employment

process. Before appointing an individual, the agency will get the

certification on the Declaration for Federal Employment. (See next

question.) The optional application also contains a certification and

the flyer alerts applicants that they will be required to sign a

certification.

(22) The SF 171 contained questions about an applicant's

suitability for Federal employment. Under the new procedures how will

agencies obtain this information?

Suitability questions are now included on the new Declaration for

Federal employment. Separating this sensitive information from the job

application makes it possible to restrict access to the information and

thus to give greater protection to an individual's privacy.

(23) Is the new Declaration for Federal Employment required for all

Federal civilian service appointments or just appointments in the

competitive service?

Before anyone can be appointed or converted to a new appointment in

the competitive service, the excepted service, or the Senior Executive

Service, he or she must execute a Declaration for Federal Employment.

In addition, the form may be needed in position changes, for example,

for agency determinations concerning nepotism and for OPM background

investigations. OPM will publish specific requirements in The Guide to

Processing Personnel Actions.

(24) At what point in the hiring process should agencies require

individuals to complete the new Declaration for Federal Employment?

An individual must complete the form before he or she is appointed,

but agencies should not routinely ask applicants to submit a

Declaration along with their resume or application. A major reason for

creating the Declaration was to separate qualifications information

from suitability information so that agencies could better protect the

privacy of individuals by restricting access to more sensitive

background data. Given the privacy concerns and the intent to reduce

the burden on applicants, OPM strongly encourages agencies to require

the Declaration only from the job finalists who have met all

qualifications requirements except where to do otherwise would have a

significantly adverse impact on the hiring process.

(25) Can agencies use the SF 61-B, Declaration of Appointee, after

December 31, 1994?

No, the OMB authorization for that form expires on December 31,

1994. After that date agencies must use the new Declaration for Federal

Employment before appointing an individual in the Federal civilian

service.

(26) After December 31, 1994, if an applicant chooses to use the SF

171 as an application form, must he or she complete the Background

Information section (items 37-47 on conduct and suitability)? Must the

individual sign the application?

No. An applicant using the SF 171 by choice is required to provide

only the information in OPM's flyer Applying for a Federal Job and in

the agency vacancy announcement. The hiring agency will obtain the

suitability information and signature through the new Declaration for

Federal Employment.

(27) Did OMB approve the proposed collection of information

relating to military spouse preference and child care providers?

Yes. To determine eligibility for military spouse preference as

required by section 806 of the Defense Authorization Act of 1986 (Pub.

L. 99-145), the Department of Defense may include the following

question in its materials, for example, in job announcements or in the

Declaration for Federal Employment.

Are you applying to exercise Spouse Preference?

( ) Yes ( ) No

If yes, attach a copy of your sponsor's active duty military orders

of assignment to the geographic location of the position vacancy or

written evidence or documentation that verifies eligibility.

To assure compliance with section 231 of the Crime Control Act of

1990 (Pub. L. 101-647), agencies may include the following questions on

the Declaration for Federal Employment signed by applicants for Federal

child care positions:

Have you ever been arrested for or charged with a crime involving a

child? If ``Yes,'' provide the date, explanation of the violation,

disposition of the arrest or charge, place or occurrence, and the name

and address of the police department or court involved.

Note: A Federal agency is required by law to conduct a criminal

check. In addition to the purposes explained in block 16, your

signature also certifies that (1) your response to this question is

made under penalty of perjury, which is punishable by (insert

Federal punishment for perjury); and (2) you have received notice

that a criminal check will be conducted, of your right to obtain a

copy of the criminal history report made available to the employing

Federal agency, and of your right to challenge the accuracy and

completeness of any information contained in the report.

To assure compliance with Pub. L. 101-647 and also with section 408

of the Miscellaneous Indian Legislation (Pub. L. 101-630), the

Departments of Interior and Health and Human Services may add the

following question to the Declaration for Federal Employment, for

positions that involve regular contact with or control over Indian

children:

Have you ever (1) been arrested for or charged with a crime

involving a child, and/or (2) been found guilty of, or entered a plea

of nolo contendere or guilty to, any offense under Federal, State, or

tribal law involving crimes of violence; sexual assault, molestation,

exploitation, contact or prostitution; or crimes against persons? If

``Yes,'' provide the date, explanation of the violation, disposition of

the arrest or charge, place of occurrence, and the name and address of

the police department or court involved.