New Application Procedures for Federal Jobs (Automated Resume Processing)

OFFICE OF PERSONNEL MANAGEMENT

New Application Procedures for Federal Jobs (Automated Resume

Processing)

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice with request for written comments.

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SUMMARY: This notice announces approval for Federal agencies to

restrict application format for employment consideration to the resume

when applications will be processed using automation.

Beginning on November 13, 1998, agencies may continue to accept the

Optional Application for Federal Employment (OF-612), resumes, or other

written formats when considering applicants for Federal employment; or

agencies may choose to restrict application format to the resume when

applications will be processed using automation.

The OPM pamphlet, Applying for a Federal Job (OF-510), which

describes what applicants should include in resumes or applications

submitted for consideration for Federal jobs, will be updated to

include a sample resume document and to explain new agency application

processing options. Applicants can get copies of the updated pamphlet

beginning in December 1998 from the USAJOBS Governmentwide Automated

Employment Information System.

OPM has implemented an online resume builder on the USAJOBS web

site at www.usajobs.opm.gov. The online resume builder allows

applicants to prepare a resume that they can print for personal use;

save and/or edit on the web site for future use; and electronically

submit for agency-specified job opportunities in the Federal Jobs

Database. The online resume builder contains all of the data elements

outlined in the Applying for a Federal Job pamphlet as required for

resumes submitted for Federal employment. The resume builder produces a

resume suitable for both manual and electronic processing.

This action is being taken to continue and expand employment

application options for both Federal agencies and job applicants.

The Office of Personnel Management and other Federal agencies rate

applicants for Federal jobs under the authority of 5 U.S.C. 1104, 1302,

3301, 3304, 3320, 3361, 3393, and 3394.

DATES: Written comments will be considered if received on or before

December 14, 1998.

ADDRESSES: Send or deliver written comments to Mary Lou Lindholm,

Associate Director for Employment, U.S. Office of Personnel Management,

1900 E Street NW., Washington, DC 20415.

FOR FURTHER INFORMATION CONTACT: Richard Whitford at 202-606-1031

([email protected]) or Claire Gibbons at 202-606-1221

([email protected]).

U.S. Office of Personnel Management.

Janice R. Lachance,

Director.

SUPPLEMENTARY INFORMATION: In a December 16, 1994, Federal Register

notice (59 FR 65086) OPM announced a new application process that

became effective on January 1, 1995. Under the new procedures, agencies

filling positions in the competitive service, the excepted service and

the Senior Executive Service could no longer require the SF-171,

Application for Federal Employment, as the only acceptable application

form for employment, but also had to inform applicants for most jobs

that they could apply with a resume, the Optional Application for

Federal Employment (OF-612), or any other written format of their

choice, including the SF-171. Authorization of the SF-171 as an

official form expired on December 31, 1994. Exceptions for the creation

of special forms for unique jobs or jobs filled through automation were

allowed. The new procedures were established to implement a National

Performance Review (NPR) recommendation to OPM to eliminate standard

forms because the length and complexity discouraged applicants from

seeking Federal employment. An interagency task force of 16 Federal

agencies recommended the new application procedures that let applicants

choose the format of their application. The new procedures were

reviewed and accepted by the National Partnership Council, the

Interagency Advisory Group, unions, and organizations representing

major constituency groups. As the proliferation of Government forms

would be counter to the NPR objective to simplify the application

process, agencies were advised that they could seek OMB approval for

agency-specific forms only for unique jobs with highly specialized

requirements or for special forms needed for a computer-assisted

application system.

The Office of Management and Budget (OMB) approved the new

application process for a period of three years which ended on December

31, 1997. However, due to requests received by the Federal staffing

community, authorization for the Optional Application for Federal

Employment, OF-612, was extended for a period of three years through

December 31, 2000.

At the time the Notice was issued, the use of electronic

application processing systems was not widespread in Federal agencies.

Now more than three years later, the staffing environment has changed.

Given full delegation of examining authority and continued downsizing,

agencies are looking for new ways to perform staffing work more

efficiently and cost effectively. Today's automated technology allows

agencies to accept employment applications via fax, email and the world

wide web. Applications can be processed by automated systems that are

capable of applying sophisticated search routines to evaluate the

competencies, qualifications and skills that match the knowledge,

skills and abilities of jobs being filled. To effectively use much of

this technology, the application format must be limited to the resume.

The use of the resume is not burdensome for job applicants. The

resume is the standard for applying for employment in most segments of

the

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American job market. The resume allows job seekers to apply for most

positions without having to seek out special forms and can be easily

prepared using a typewriter or personal computer. The resume is

compatible with new innovative ways for job seekers to quickly and

easily apply for Federal jobs.

The following Questions and Answers give more information on the

new application procedures:

(1) Why did OPM develop the new procedures?

OPM developed the new procedures to provide agencies with an

additional option for application receipt to take advantage of current

technology. The use of automated systems for the development, movement

and processing of resumes is becoming standard within the human

resources field. Rather than requiring agencies to make individual

requests to OMB for the approval of a resume approach for Federal

employment application, OPM determined it made more sense to move the

initiative ahead on a Governmentwide basis.

(2) Must agencies adopt the resume approach for Federal employment

application?

No. Agencies may continue to use the application procedures

established in January 1995, i.e., agencies may accept resumes, the

Optional Application for Federal Employment (OF-612), or any other

written format of the applicant's choice. The new procedures simply

allow agencies choosing to use automated systems for the receipt or

processing of applications to restrict applications to the resume

format. Agencies may make the choice on an agency-wide basis, for

individual departments or bureaus, or on an announcement-by-

announcement basis.

(3) Do the new procedures change existing policy on the content

requirements of resumes submitted for Federal employment consideration?

No. The data elements identified in the pamphlet, Applying for a

Federal Job, describe the required content of a resume or application

filed for Federal employment. Agencies may, at their discretion, choose

to define fewer data elements as acceptable in an application. Agencies

may not add additional elements except as related to the job being

filled (i.e., competencies, knowledges, skills and abilities; date of

birth for law enforcement positions where age is a factor, etc.).

(4) May agencies require use of the USAJOBS resume builder; an

agency specific online resume builder; or other automated application

filing method?

No. Agencies must accept resumes created from any source; e.g.,

online resume builder; resume preparation software; word processing

software; or typewriter, as long as the resume meets the specific

agency parameters for format, content and length. Agencies accepting

applications in other formats must be sure that the automated methods

for applying are available and accessible to job seekers.

(5) May agencies specify the format or layout of resumes submitted

for automated processing?

Yes. Agencies using automated systems may establish basic format

and length guidelines for optimal resume processing. The guidelines may

include requirements for the order in which the resume elements are

presented; font size; resume length; and restrictions on the use of

graphics, such as boxes and lines. The purpose of allowing agencies to

establish format and length guidelines is to provide maximum

integration of resumes with electronic application receipt and

processing systems. For example, many automated application scanning

systems deliver the best character recognition when standard font

sizes, such as 12 point or 10 characters per inch (cpi), are used;

other systems limit the size of the computer files that may be accepted

into the system or passed to other systems. When resumes are not

formatted to basic guidelines, manual processing must be applied which

reduces the efficiencies gained by automation and delays the process of

filling jobs. While agency guidelines for resumes will be permitted to

accommodate the technology being employed, agency guidelines cannot be

so specific as to establish only ``one'' acceptable resume document.

Agencies are warned against establishing requirements that would result

in the arbitrary rejection of resumes from employment consideration for

failure to follow instructions, i.e., name must be centered and entered

on line 2.25, or only resumes prepared in Times Roman 12 pt. font will

be considered.

Agencies opting to require resumes for automated processing must

take steps to guarantee access to the application process for all job

seekers. Agencies are responsible for establishing procedures to assist

job applicants who do not possess the keyboard skills required to

prepare a resume or who do not have access to a typewriter, word

processor, or on-line resume developer. Vacancy announcements must

contain a contact point; i.e., name and telephone number, that job

seekers may call if they are unable to submit a resume and need

assistance applying.

The online resume builder on the USAJOBS web site meets all of the

basic requirements for resume preparation for electronic processing.

Resumes created on the USAJOBS resume builder are automatically

formatted at the time of transmission to meet agency specified

requirements. This meets agency needs without burdening job seekers.

(6) What provisions have been made for applicants with

disabilities?

The resume builder on the USAJOBS web site will be made available

in text format for use with text readers by the visually impaired.

The revised pamphlet, Applying for a Federal Job, will be available

in braille, large print and on audio tape and computer disk. The

pamphlet tells applicants what to include in their resumes or

applications for Federal jobs. Furthermore, information on the Federal

application process is available in text format for use with text

readers by the visually impaired on the USAJOBS web site and computer

bulletin board.

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

OPM's Employment Information Office regularly distributes new

releases and mailings to Federal offices, State Employment Service

offices, State Vocational Rehabilitation Services offices, colleges and

universities, and other major constituency groups. This year's mailings

will include updated information on the application process.

(8) How will applicants find out about the new procedures?

Updated information on the application process will be distributed

through the USAJOBS Governmentwide automated employment information

system. Applicants may connect to the system (1) on the world wide web

at http://www.usajobs.opm.gov; (2) by telephone at 912-757-3100 (TDD

912-744-2299) or at their local OPM Service Center (see blue pages

listings in local phone directories); (3) by computer bulletin board at

912-757-3100 or telnet fjob.opm.gov; or (4) through touch screen kiosks

located in more than 200 OPM offices, Federal buildings, and college

campuses nationwide.

(9) May applicants use commercial software to prepare their resume,

the Optional Application for Federal Employment, or application in

another format?

Yes. Applicants may use commercial software to prepare their

resume, Optional Application for Federal Employment, or other

application format. At all times, however, applicants are responsible

for making sure that their application contains the

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information requested in the pamphlet, Applying for a Federal Job, and

adheres to the requirements specified in the vacancy announcement.

(10) Can an agency design its own form and seek OMB approval for

its use?

Yes. OMB will continue to consider requests for agency-specific

forms for unique jobs with highly specialized requirements or special

forms needed for a computer-assisted application system. However, the

necessity for these requests should be reduced with the blanket

approval for the use of resumes only for automated application

processing.

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

vacancies using a particular form?

Yes, but only when recruiting from its own employees. For example,

an agency may require a particular form, such as the Optional

Application for Federal Employment, for internal merit promotion

actions. OMB approval is required for any specific form that seeks job-

related information from non-agency employees. Non-agency employees

include former employees with reinstatement eligibility, transfer

eligibles from other agencies, and nonstatus applicants. For this

purpose an agency is an ``executive agency'' as defined in 5 U.S.C.

105, for example, the Department of Agriculture, the Department of the

Navy, and the Environmental Protection Agency.

(12) How may agencies handle incomplete applications, i.e.,

applications that do not contain all the information requested in the

vacancy announcement?

Each agency should establish policy on how to handle incomplete

applications. Agencies may:

--Not consider incomplete applications;

--Ask applicants for the missing information; or

--Rate incomplete applications as submitted.

All applicants for a particular vacancy must be treated the same

way. Agency vacancy announcements should state the policy on incomplete

applications.

(13) Should applicants continue to submit proof of 5 or 10 point

veterans' preference or proof of Agency/Interagency Career Transition

Assistance Program eligibility with their applications?

Yes. Applicants should be advised, when allowed by the application

method, to submit proof with their applications if they are claiming 5

or 10 point veteran's preference or eligibility for priority

consideration under the Agency or Interagency Career Transition

Assistance Program. When the application method, such as an email

transmission of resumes, does not support the attachment of special

forms or documents to the application, applicants should be advised of

how and by when they should submit their claim, i.e., mail and/or fax,

postmarked by, etc.

(14) Why do many automated application processing systems require

that the application format be limited to the resume?

Many automated application processing systems rely on optical

character recognition for translating data on a printed document into a

computer file that can be searched for data elements, such as name and

address; skills; work experience; and education. In order to reliably

capture the data from the document it must be clear and easy to read.

Since hand written documents and information typed into confined boxes

on forms are often difficult to read, the optical character recognition

systems cannot reliably capture data presented in this manner.

Other automated systems rely on the electronic movement of

application information from one automated system to another.

Specifically formatted application forms may not be able to be properly

translated from a sending automated system to a receiving system. The

generic text contained in the resume can be converted to a format that

is universally acceptable from one automated system to another.

(15) How will agencies certify that the information contained in

applications is correct and that applicants meet suitability

requirements for Federal employment?

Agencies will continue to determine suitability and obtain

certification of application information from the Declaration for

Federal Employment (OF 306). Agencies should continue to obtain the

Declaration for Federal Employment before individuals are appointed.

Agencies should not routinely ask applicants to submit the Declaration

along with their resumes or applications. 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 continues to strongly encourage agencies

to require the Declaration only from job finalists except where to do

so would have a significantly adverse impact on the hiring process.

(16) May agencies permit the use of official time and Government

resources to develop and submit electronic applications for job

vacancies?

Agencies may establish their own policy on the use of official time

and resources for the preparation and submission of electronic

applications for job vacancies. The guiding principle in determining

whether or not Federal employees should be allowed to use Government

time and resources in pursuit of alternative employment is whether such

use is in the best interest of the agency and, therefore, the Federal

Government.

(17) How is resume data collected on the USAJOBS resume builder

secured?

The resume data collected on the USAJOBS resume builder falls under

the Privacy Act. A Privacy Act notice is available on the system to

users. OPM uses secure transactions to encrypt resume data when it is

moved to and from the USAJOBS web site to create and edit resumes.

Resume access on the USAJOBS web site is secured by password, name and

Social Security Number. Job seekers uncomfortable with submitting

resumes over the Internet continue to have the option to submit resumes

using traditional application methods selected by agencies such as

hand-delivery, mail or fax.

[FR Doc. 98-30327 Filed 11-12-98; 8:45 am]

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