**STAFFING**

**1. REASON FOR ISSUE:** To revise procedures concerning the appointment
and promotion of optometrists in VA.

**2. SUMMARY OF CONTENTS/MAJOR CHANGES:** This revision covers two
changes to the appointment and promotion of optometrists in VA. The
pages in this change replace corresponding page numbers in part II,
appendix H4, and part III, appendix M, of VA Handbook 5005, Staffing,
dated April 15, 2002. These changes will be incorporated into the
electronic version of VA Handbook 5005, Staffing, that is maintained on
the [Office of Human Resources Management
website](http://vaww.va.gov/ohrm/). Significant changes include:

a\. To update contact information provided in part II, appendix H4, for
the Director, VA Optometry Service (111E1), and add information
requirements concerning submissions to the VA Central Office Optometry
Professional Standards Board for the initial appointment of
optometrists; and

b\. To revise procedures in part III, appendix M, concerning the
processing of promotions of optometrists and add information
requirements concerning submissions to the VA Central Office Optometry
Professional Standards Board.

**3. RESPONSIBLE OFFICE:** The Recruitment and Placement Policy Service
(059), Office of the Deputy Assistant Secretary for Human Resources
Management.

**4. RELATED DIRECTIVES:** VA Handbook 5005, Staffing.

**5. RESCISSIONS:** None.

**CERTIFIED BY: BY DIRECTION OF THE SECRETARY**

**OF VETERANS AFFAIRS:**

/s/Robert N. McFarland /s/William H. Campbell

Assistant Secretary for Assistant Secretary for Management

Information and Technology Office of Human Resources and Administration

ELECTRONIC DISTRIBUTION ONLY

**APPENDIX H4. PROCEDURES FOR APPOINTING OPTOMETRISTS**

**1. SCOPE**. This appendix establishes the procedures for the
appointment of all optometrists in VHA.

**2.** **PROCEDURES**

a\. The facility initiates recruitment and contacts the Director of
Optometry Service who may recommend additional candidates for the
position.

b\. The appropriate official screens, interviews, and tentatively
selects a candidate for the position.

c\. If the proposed selection does not require a board action, the Chief
of Staff or designee discusses the proposed selection with the Director
of Optometry who has 5 working days to make comments or recommendations
concerning the proposed selection.

d\. The recommendation is forwarded through channels (including the
Dean's or Medical Advisory Committee, where appropriate) to the facility
Director for consideration. Recommendations are to include the comments
of the Director of Optometry Service. New appointments require referral
to the \[VA Central Office\] Optometry Professional Standards Board for
review.

e\. The facility Director approves or disapproves the appointment or
assignment.

f\. The facility advises the Director of Optometry Service of the
selection.

**NOTE 1:** *The Director of Optometry Service and the \[VA Central
Office\] Optometry Professional Standards Board may be contacted \[at
and c\]ommunications should be directed to:*

\[*Director, VA Optometry Service (111E1)*

*Veterans Health Administration*

*103 South Gay Street*

*Room 714*

*Baltimore, MD 21202-4061*

*Telephone: 1-410-779-1576*

*Fax: 1-410-779-1581*\]

**NOTE 2:** *Facility communications with VA \[Central Office\]
Optometry Service \[program\] officials need not be in a formal written
format \[for selection of an optometrist that does not require a board
action\].*

**NOTE 3:** *Facility officials are to maintain documentation regarding
the recruitment process. This documentation will include:*

-   *A summary of any comments from \[VA\] Central Office \[Optometry
    Service\] program officials regarding the recommended candidate;
    and*

```{=html}
<!-- -->
```
-   *If the position is advertised and a noncitizen candidate is
    selected, the names of all citizen applicants and the reason(s) why
    the citizen applicants were not qualified for the position.*

**NOTE 4:** *Submissions to the \[VA Central Office\] Optometry
Professional Standards Board \[for initial appointment\] shall include
\[a cover letter with grade and step request information; type of
appointment such as full-time permanent probationary, full-time
temporary, or part-time; Application for Physicians, Dentists,
Podiatrists, and Optometrists (VA Form 10-2850); curriculum vitae;
evidence of current licensure; faculty appointment; proposed clinical
privileges; evidence of successful completion of National Board of
Examiners in Optometry examinations and Accreditation Council on
Optometric Education residency; and Human Resources point of contact. An
Optometry Professional Standards Board checklist to assist with this
process can be accessed at the following Office of Human Resources
Management website link:
<http://vaww1.va.gov/ohrm/Staffing/Title38Appts.htm>.*\]

**NOTE 5:** *The Human Resources Management Officer, VA Maryland
Healthcare System, or designee, shall serve as the technical
representative to the \[VA Central Office\] Optometry Professional
Standards Board.*

\[**NOTE 6:** *Information concerning promotion of optometrists can be
found in part III, appendix M, this handbook.*

**NOTE 7:** *Additional program information covering optometrists can be
obtained through the Director of Optometry Service or the VHA Optometry
Service website via the following link:
<http://vaww1.va.gov/optometry/>.\]*

######## APPENDIX M. PROCESSING TITLE 38 PROMOTIONS AND ADVANCEMENTS

+---+------------------------+----------------------------------------+
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+---+------------------------+----------------------------------------+
| * |                        | **B**                                  |
| * |                        |                                        |
| A |                        |                                        |
| * |                        |                                        |
| * |                        |                                        |
+---+------------------------+----------------------------------------+
| S | If full-time,          | then take these steps                  |
|   | part-time or           |                                        |
| T | intermittent employee  |                                        |
|   | meets the              |                                        |
| E | time-in-grade          |                                        |
|   | requirements specified |                                        |
| P | in Appendix III-L, and |                                        |
|   | is a                   |                                        |
| S |                        |                                        |
+---+------------------------+----------------------------------------+
| 1 | physician, dentist,    | Upon receipt of VA Form 5-97, Notice   |
|   | podiatrist, \[ \]      | of Pending Personnel Action, the HRM   |
|   | chiropractor, nurse    | Office will forward the original copy  |
|   | anesthetist,           | to the employee's service chief        |
|   | pharmacist,            | through the Chief of Staff, as         |
|   | occupational or        | appropriate. The duplicate copy will   |
|   | physical therapist,    | be retained in the HRM office as a     |
|   | registered respiratory | suspense copy.                         |
|   | therapist, certified   |                                        |
|   | respiratory therapist  |                                        |
|   | or licensed            |                                        |
|   | practical/vocational   |                                        |
|   | nurse                  |                                        |
+---+------------------------+----------------------------------------+
| 2 |                        | The service will make appropriate      |
|   |                        | recommendation to the Professional     |
|   |                        | Standards Board or Standards Board     |
|   |                        | (through the health care facility      |
|   |                        | Director and Chief of Staff, when      |
|   |                        | appropriate, such as for physicians    |
|   |                        | and dentists), including a concise     |
|   |                        | evaluation based on the criteria in    |
|   |                        | paragraphs 5 and 6 of chapter 4, this  |
|   |                        | part (as appropriate). The Chief of    |
|   |                        | Staff will make recommendations        |
|   |                        | similarly for service chiefs.          |
|   |                        | Significant changes in recent          |
|   |                        | proficiency/performance ratings or     |
|   |                        | unusually high or low elements will be |
|   |                        | evaluated in terms of promotion        |
|   |                        | consideration. Each of these officials |
|   |                        | will indicate concurrence or           |
|   |                        | non-concurrence, including specific    |
|   |                        | reasons for such recommendation.       |
+---+------------------------+----------------------------------------+
| 3 |                        | The Professional Standards Board or    |
|   |                        | Standards Board will examine the       |
|   |                        | personnel folder, supervisory          |
|   |                        | evaluations, and all other information |
|   |                        | furnished. Additional information may  |
|   |                        | be obtained at the direction of the    |
|   |                        | board. Boards will report their        |
|   |                        | findings and recommendations on VA     |
|   |                        | Form 10-2543, Board Action. All        |
|   |                        | members will sign the form. The board  |
|   |                        | action and all related papers will     |
|   |                        | then be forwarded to the appropriate   |
|   |                        | promotion approving authority listed   |
|   |                        | in Appendix III-K. Action by the       |
|   |                        | approving authority is required even   |
|   |                        | though promotion is not recommended.   |
+---+------------------------+----------------------------------------+
| 4 |                        | When the health care facility Director |
|   |                        | is the approving authority, this       |
|   |                        | official will note the final decision  |
|   |                        | on the Board's recommendation, sign VA |
|   |                        | Form 10-2543 and take appropriate      |
|   |                        | action.                                |
+---+------------------------+----------------------------------------+

  ---------------------- ---------------------- -------------------------------------------
  **HOW TO PROCESS A                            
  PROMOTION FOR                                 
  PHYSICIANS, DENTISTS,                         
  PODIATRISTS,** \[ \]                          
  **CHIROPRACTORS, NURSE                        
  ANESTHETISTS,                                 
  PHYSICIAN ASSISTANTS,                         
  EXPANDED-FUNCTION                             
  DENTAL AUXILIARIES,                           
  PHARMACISTS,                                  
  OCCUPATIONAL AND                              
  PHYSICAL THERAPISTS,                          
  CERTIFIED RESPIRATORY                         
  THERAPISTS, REGISTERED                        
  RESPIRATORY                                   
  THERAPISTS, AND                               
  LICENSED                                      
  PRACTICAL/VOCATIONAL                          
  NURSES (Continued)**                          

  **A**                                         **B**

  5                                             When the Under Secretary for Health, or a
                                                designee, is the approving authority, the
                                                official will review the findings and
                                                recommendations of the board, and may
                                                require a professional examination even
                                                though one was not recommended by the
                                                board. The promotion may be approved or
                                                disapproved without a professional
                                                examination even though one was recommended
                                                by the board. If no professional
                                                examination is to be required, the
                                                approving authority will notify the health
                                                care facility concerned of the approval or
                                                disapproval of the promotion. If a
                                                professional examination is authorized, the
                                                approving authority will not take action on
                                                the promotion until notified of the results
                                                of the examination.

  6                                             The health care facility Director or a
                                                designee will notify the employee of the
                                                results of promotion consideration. If the
                                                employee is not promoted, the appropriate
                                                official will discuss with the employee the
                                                reasons for non-promotion and what the
                                                employee should do to meet the promotion
                                                requirements. If an employee who has
                                                acquired permanent status or an employee
                                                serving on a probationary appointment
                                                believes that the action taken to deny a
                                                promotion not requiring a waiver by the
                                                Under Secretary for Health or a designee
                                                was improper, the provisions of chapter 4,
                                                paragraph 7, this part, will apply.

  7                      physician assistant or See step 1 (above).
                         expanded-function      
                         dental auxiliary       

  8                                             The service chief should make an
                                                appropriate recommendation to the
                                                Professional Standards Board through the
                                                Chief of Staff and the health care facility
                                                Director, including a concise evaluation
                                                which will clearly indicate specific
                                                professional or administrative strengths
                                                and weaknesses and will cite substantiating
                                                examples of accomplishments or lack
                                                thereof. Significant changes in recent
                                                proficiency ratings or unusually high or
                                                low elements will be evaluated in terms of
                                                promotion consideration. Each official will
                                                indicate concurrence or non-concurrence,
                                                including specific reasons for such
                                                recommendation.

  9                                             See steps 3 through 6 (above).
  ---------------------- ---------------------- -------------------------------------------

+---+------------------------+----------------------------------------+
| \ |                        |                                        |
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| F |                        |                                        |
| O |                        |                                        |
| R |                        |                                        |
| O |                        |                                        |
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| O |                        |                                        |
| M |                        |                                        |
| E |                        |                                        |
| T |                        |                                        |
| R |                        |                                        |
| I |                        |                                        |
| S |                        |                                        |
| T |                        |                                        |
| * |                        |                                        |
| * |                        |                                        |
+---+------------------------+----------------------------------------+
| * |                        | **B**                                  |
| * |                        |                                        |
| A |                        |                                        |
| * |                        |                                        |
| * |                        |                                        |
+---+------------------------+----------------------------------------+
| S | If full-time,          | then take these steps                  |
|   | part-time or           |                                        |
| T | intermittent employee  |                                        |
|   | meets the              |                                        |
| E | time-in-grade          |                                        |
|   | requirements specified |                                        |
| P | in Appendix III-L, and |                                        |
|   | is an                  |                                        |
| S |                        |                                        |
+---+------------------------+----------------------------------------+
| 1 | optometrist            | Upon receipt of VA Form 5-97, Notice   |
|   |                        | of Pending Personnel Action, the HRM   |
|   |                        | Office will forward the original copy  |
|   |                        | to the employee's service chief        |
|   |                        | through the Chief of Staff, as         |
|   |                        | appropriate. The duplicate copy will   |
|   |                        | be retained in the HRM office as a     |
|   |                        | suspense copy.                         |
+---+------------------------+----------------------------------------+
| 2 |                        | The service chief will make            |
|   |                        | appropriate recommendation to the VA   |
|   |                        | Central Office Optometry Professional  |
|   |                        | Standards Board through the facility   |
|   |                        | HRM office, including a concise        |
|   |                        | evaluation based on the criteria in    |
|   |                        | paragraph 5 of chapter 4, this part    |
|   |                        | (as appropriate). The Chief of Staff   |
|   |                        | will make recommendations similarly    |
|   |                        | for service chiefs. Significant        |
|   |                        | changes in recent                      |
|   |                        | proficiency/performance ratings or     |
|   |                        | unusually high or low elements will be |
|   |                        | evaluated in terms of promotion        |
|   |                        | consideration. Each of these officials |
|   |                        | will indicate concurrence or           |
|   |                        | non-concurrence, including specific    |
|   |                        | reasons for such recommendation.       |
+---+------------------------+----------------------------------------+
| 3 |                        | The VA Central Office Optometry        |
|   |                        | Professional Standards Board will      |
|   |                        | examine required documentation as      |
|   |                        | specified in Note 2 and the Central    |
|   |                        | Office Optometry Professional          |
|   |                        | Standards Board checklist. Additional  |
|   |                        | information may be obtained at the     |
|   |                        | direction of the board. The Board will |
|   |                        | report their findings and              |
|   |                        | recommendations on VA Form 10-2543,    |
|   |                        | Board Action. All members will sign    |
|   |                        | the form. The board action and all     |
|   |                        | related papers will then be returned   |
|   |                        | to the facility HRM office which will  |
|   |                        | be responsible for forwarding to the   |
|   |                        | appropriate promotion approving        |
|   |                        | authority listed in appendix III-K.    |
|   |                        | Action by the approving authority is   |
|   |                        | required even though a promotion is    |
|   |                        | not recommended.                       |
+---+------------------------+----------------------------------------+
| 4 |                        | When the health care facility Director |
|   |                        | is the approving authority, this       |
|   |                        | official will note the final decision  |
|   |                        | on the Board's recommendation, sign VA |
|   |                        | Form 10-2543, and return to the        |
|   |                        | facility HRM office which will ensure  |
|   |                        | completion of the promotion or other   |
|   |                        | appropriate action.                    |
+---+------------------------+----------------------------------------+

**NOTE 1:** *The Director of Optometry Service and the VA Central Office
Optometry Professional Standards Board may be contacted at and
communications should be directed to:*

*Director, VA Optometry Service (111E1)*

*Veterans Health Administration*

*103 South Gay Street*

*Room 714*

*Baltimore, MD 21202-4061*

*Telephone: 1-410-779-1576*

*Fax: 1-410-779-1581*

**NOTE 2:** *Submissions to the VA Central Office Optometry Professional
Standards Board for promotions shall include a cover letter with grade
or step(s) increase request information; Standard Form 50-B*

*(SF 50-B) showing the employee's anniversary date of grade; updated
curriculum vitae; latest SF 50-B; last 3 proficiency reports (or what is
available); last 3 board action reports (or what is available) approved
by facility Director; recommendation from the rating official; and Human
Resources point of contact. A VA Central Office Optometry Professional
Standards Board checklist to assist with this process can be accessed at
the following Office of Human Resources Management Web site link:*
*<http://vaww1.va.gov/ohrm/Staffing/Title38Appts.htm> .*

**NOTE 3:** *The Human Resources Management Officer, VA Maryland
Healthcare System, or designee, shall serve as the technical
representative to the VA Central Office Optometry Professional Standards
Board*.

**NOTE 4:** *Additional program information covering optometrists can be
obtained through the Director of Optometry Service or the VHA Optometry
Service Web site via the following link:
<http://vaww1.va.gov/optometry/>.*\]