STAFFING

**1. REASON FOR ISSUE:** To revise Department of Veterans Affairs (VA)
procedures regarding

Title 5 outside-the-register examining, Title 38 hybrid employment,
Recruitment Bulletin, and Veterans Recruitment Appointments (VRAs).

**2. SUMMARY OF CONTENTS/MAJOR CHANGES:** This handbook contains
mandatory VA procedures on staffing and recruitment. The pages in this
issuance replace the corresponding page numbers in part I of VA Handbook
5005. This revision reflects: changes in Title 38 occupations; the U.S.
Office of Personnel Management's (OPM) elimination from Title 5 of the
Code of Federal Regulations of part 333 on outside-the-register
temporary examining authority; the retitling of Veterans Readjustment
Appointment to Veterans Recruitment Appointment; and the discontinuance
of VA's Recruitment Bulletin. These changes will be incorporated into
the electronic version of VA Handbook 5005 that is maintained on the
[Office of Human Resources Management and Labor Relations Web
site](http://vaww.va.gov/ohrm/Directives-Handbooks/Direct_Hand.htm).

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

**4. RELATED DIRECTIVE:** VA Directive 5005, Staffing.

5\. RESCISSIONS: None.

CERTIFIED BY: BY DIRECTION OF THE SECRETARY

**OF VETERANS AFFAIRS:**

/s/Robert N. McFarland /s/R. Allen Pittman

Assistant Secretary for Assistant Secretary for

Information and Technology Human Resources and Administration

ELECTRONIC DISTRIBUTION ONLY

\(14\) Encouraging follow-up contacts when recruiting for VHA mission
critical positions by using promotional items of nominal value, in
accordance with the provisions of paragraph 5b(1)(h) of this chapter,
and MP-4, part V, chapter 3, paragraph 3A.13.1a.

**4. RECRUITMENT SOURCES**

a\. **General.** Recruitment sources are varied and numerous. The extent
to which the sources will be utilized will depend on local recruiting
needs and resources. The sources described below, plus any developed
locally, may be used singularly or in combination as circumstances
indicate.

b\. **Standard Sources.** When labor market conditions are favorable,
the following recruitment sources will normally produce a sufficient
number of highly qualified candidates.

\(1\) **Vacancy Databases**

\(a\) Under 5 CFR 330.707, facilities must post on OPM's USAJOBS vacancy
database all VA title 5 competitive service vacancies for positions
which last over 120 days and for which applicants outside VA will be
accepted, unless the position is filled by an ICTAP eligible. The
USAJOBS posting requirement does not apply to appointments under title 5
excepted service authorities (e.g., 5 CFR, parts 213 and 307), but does
cover positions of 121 days and up filled under 5 CFR, part 316
time-limited hiring authorities, even if based on excepted appointment
eligibility such as VRA under 5 CFR, part 307. Facilities have the
option of posting other vacancies on USAJOBS such as those in the
excepted service of title 5 or any in the title 38 excepted service.

\(b\) VHA's Health Care Staff Development and Retention Office
(HCSDRO/10A2D) operates the VA Vacancy Database in an [internet
version](http://vhacoweb1.cio.med.va.gov/vacareers/) available to
applicants for title 38 positions. The VA intranet version provides VA
employees access to vacancies in both title 5 and title 38 which
facilities have posted. Facilities may post vacancies on the VA Vacancy
Database after obtaining a password and instructions from the HCSDRO by
calling 504-589-5267.

\(2\) **Civil Service Certificates of Eligibles.** Before, after or
concurrently with consideration of candidates identified through
inservice placement activities, the primary recruitment sources for
filling competitive service positions are certificates of eligibles
obtained from a VA or other Federal delegated examining unit or an OPM
\[s\]ervice\[s office\]. (Ref: 5 U.S.C. 1104 and VA-OPM Interagency
Agreement \# VA-1 on delegated examining)

\[ \]

\[(3)\] **Reemployment Priority List.** Former VA employees on the
facility's reemployment priority list will be given consideration as
required by 5 CFR 330.201 -- 330.209 and 5 CFR 351.803 and part IV of
this handbook.

\[(4)\] **Surplus and** **Displaced Employees.** Surplus and Displaced
employees of VA and other Federal agencies will be given employment
consideration as required by 5 CFR, part 330 and part IV of this
handbook.

\[(5)\] **Applicant Supply System.** An applicant supply system may also
be used to maintain applications from persons having eligibility for
excepted or noncompetitive appointment. Any applicable vacancy
announcement requirements must be met.

c\. **Other Sources.** When the above recruitment sources fail to supply
a sufficient number of well-qualified candidates, other sources such as
the following should be explored. Candidates identified through outside
recruiting sources, such as the following, must be considered for
Federal employment in accordance with applicable VA and civil service
regulations, requirements and procedures, including veterans preference.

\(1\) **Colleges and Universities.** Through its close ties with medical
and other schools, VA is associated on a day-to-day basis with these
potentially productive recruitment sources. From a recruitment
standpoint, professional contacts by line and staff officials with their
academic counterparts are invaluable and should be cultivated and
maintained. Such contacts, however, do not assure that these recruitment
sources are being fully utilized. Therefore, VA field facilities will
conduct a long range, general VA employment information program at local
colleges and universities. Positive recruitment efforts are necessary to
fully capitalize on these sources. HRM Officers should assume a
leadership role in coordinating these efforts. Central Office staff
officials who develop similar programs for specific positions pertinent
to their functions will attempt to maintain the same alignment of local
schools and field facilities. General instructions to field facilities
concerning such separate programs will be coordinated with the Deputy
Assistant Secretary for HRM\[&LR\] prior to issuance. Similarly, VA
field facility officials participating in local, State, or regional
college recruitment programs will, if feasible, do so in affiliation
with the local schools.

\(2\) **Other Educational Institutions.** Appropriate efforts should be
conducted at educational institutions below the bachelor's degree level.
Junior colleges, trade and technical schools, and high schools may prove
to be productive sources of candidates for specific local recruitment
needs. To some extent, the value of these efforts must be judged in
terms of long-range objectives attained through career orientation and
motivation of students.

\(3\) **VA Employees.** One of the most productive recruitment sources
for a field facility is its own employees. To capitalize on this source,
responsible officials need to keep employees informed about VA
recruitment needs. This may be accomplished by the use of e-mail and
other electronic communication systems such as the internet and/or VA
intranet (e.g., the VA Vacancy Database referred to in paragraph
4b(1)(b) of this chapter; conspicuous posting of local and VA-wide
employment opportunities on employee bulletin boards; publicity in
facility newsletters; and staff meeting announcements). For positions
which are included in exclusively recognized units, facility management
may consider seeking the assistance of the labor organization which
holds exclusive recognition for that unit in the facility's recruiting
effort. Employee assistance in recruitment can be encouraged by granting
appropriate incentive awards, including cash awards, to those employees
whose efforts result in the appointment of a candidate to a hard-to-fill
position. (See VA Handbook 5017, Employee Recognition and Awards.)

\(13\) **Organizations Representing Minorities or Applicants With
Disabling Conditions**

\(a\) **Minority Applicants.** A program to recruit minority applicants
should include ongoing relationships with historically black colleges
and universities, the Hispanic Association of Colleges and Universities,
alumni associations, and other organizations involved in the placement
of minority applicants\[(HACU)\].

\(b\) **Applicants With Disabling Conditions.** Efforts to recruit
applicants with disabling conditions should include contacts with the
local Equal Employment Opportunity specialists; rehabilitation agencies
connected with State, county, municipal or private health care
facilities; local, State or national offices of professional, veterans
or other associations furthering employment opportunities for people
with disabilities; and colleges, universities and other schools with
candidates for employment in occupations found in VA.

\(14\) **Veterans Organizations and U.S. Military Services.** In
addition to other sources listed, to reach the work-ready veteran
population, including disabled veterans, information about vacancies may
be communicated to Veterans Benefit\[s\] Administration vocational
rehabilitation counselors, VA Vet Centers and veterans organizations.
When feasible, recruitment contacts may also be made with military
separation centers.

\(15\) **VA Placement Service.** \[VHA's\] Health Care Staff Development
and Retention Office (HCSDRO/10A2D), 1555 Poydras Street, Suite 1971,
New Orleans, LA 70112, maintains placement and referral services for
\[Title 38 full excepted service occupations and Title 38 hybrid
occupations\]. Those filing application forms with the VA Placement
Service are referred, based on their geographic preference and
specialty, to medical centers requesting lists of candidates. Applicants
may obtain registration materials or additional information by calling
the HCSDRO toll-free on 1-800-949-0002. VA facilities may request
Placement Service referrals for a vacancy via the same toll-free number.

\(16\) **VA Central Office Program Officials.** When health care
facilities have been unsuccessful in recruiting for vacancies, they may
request informal advice and assistance from the appropriate Service
Director or other appropriate program officials on VA Central Office
staff. Contacts should reference all pertinent information on the
assignment involved. For physicians, the contact should identify the
specialty, required qualifications, and intended assignment.

\(17\) **Supplemental Sources.** Potentially productive sources also
include the public interest programs for such individuals as enrollees
of Federally funded economic opportunity programs, people with
disabilities, rehabilitated public offenders, and others.

\(18\) **VA Central Office Assistance.** The \[Office of Human Resources
Management and Labor Relations\] (05\[7\]) and the Office of Diversity
Management and Equal Employment Opportunity (06) are available to assist
in the development of recruitment programs.

[3]{.underline}. A file for each advertisement will be established and
maintained for 2 years. The file will include such pertinent information
as a copy of the advertisement, media used, cost, and a concise
assessment of the results achieved. This information will be evaluated
to determine the effectiveness of advertisements and to plan any needed
improvements in future advertising efforts. Upon request, this
information will be forwarded through channels to the Deputy Assistant
Secretary for HRM\[&LR\] for review and analysis.

\[ \]

\[(b)\] **Recruitment of Minorities and Women.** Recruitment activities
will be designed to reach and attract job candidates from all segments
of society. Where appropriate, these activities should be tailored to
improve their effectiveness among members of special groups. The
following techniques may be helpful in this respect:

[1]{.underline}. Participation in recruitment activities and outreach
contacts of program coordinators for employment of Hispanics, women,
disabled veterans and other people with disabilities, and
students/graduates of the \[HACU\]and of Historically Black Colleges and
Universities, or other EEO representatives;

[2]{.underline}. Spanish translation of job announcements, fact sheets,
pamphlets, and other recruitment literature;

[3]{.underline}. Use of the Spanish language to reach the Hispanic
public via the various media (radio, television, newspapers, and
magazines);

[4]{.underline}. Pictures of Hispanic and other minority employees and
women in recruitment literature and exhibits; and

[5]{.underline}. Identification of specific positions in which the
employment of bilingual, bicultural persons would enhance VA\'s
responsiveness to the unique needs of a large segment of the population
which it serves.

\[(c)\] **Recruitment Literature.** Recruitment literature developed by
VA Central Office or by OPM is usually designed to support recruitment
efforts on a VA-wide basis. This literature may be supplemented by
additional material identified or developed by field facilities.

\[(d)\] **Recruitment Exhibits.** Several professionally prepared
recruitment exhibits are available from Central Office for use by field
facilities on special occasions. Requests for these exhibits should be
made through channels to the Director, Office of Administration or for
some \[health care\] occupation portable exhibits, to the Under
Secretary for Health, HCSDRO (10A2D). These exhibits may be supplemented
by ones developed locally.

\[(e)\] **VA Fact Sheets.** These are descriptive summaries of VA field
facilities, their mission and special programs, and the community and
surrounding areas, which are used to inform and interest prospective
applicants in employment. Photographs are used to show facility features
and activities, as well as historical and recreational items of
interest. Fact Sheets are developed by the field facility with the
advice and assistance of the Deputy Assistant Secretary for HRM \[and
Labor Relations.

\[(f)\] **Open House Activities.** An effective means of publicizing VA
recruitment needs is through local open house activities. Such
activities are usually held in conjunction with Veterans Day, National
Hospital Week, or similar observances; and they present excellent
opportunities to publicize local, as well as VA-wide employment
possibilities. Presentation of exhibits, distribution of recruitment
literature, showing of film and similar recruitment messages can often
be used effectively during activities of this type.

\[(g)\] **Promotional Items of Nominal Value in Recruiting for VHA
Positions.** Under 38 U.S.C. 7423(f), VA organizations and facilities
may expend appropriated funds to purchase items of nominal value for use
in recruiting individuals for employment in positions filled under 38
U.S.C. chapter 74 in VHA. Promotional item use will be limited to
recruitment for occupation(s) considered mission critical based on the
need to interest qualified applicants given current and anticipated job
market conditions. (The companion Finance policy is in MP-4, pt. V,
chap. 3, paragraph 3A.13.1a, dated June 18, 1993.)

[1]{.underline}. An item whose total cost (including any taxes and
related fees) amounts to no more than \$5.00 per individual recipient is
considered to be of nominal value. Note that suitable items are usually
available for a small fraction of the \$5.00 maximum. Purchase requests
for such items will document the justification for the expenditure level
in keeping with the criticality of the recruitment need.

[2]{.underline}. The item's purpose of serving as a recruitment aid must
be evident on the item itself. To serve as a recruitment aid, the item
will include a permanent display of:

[a]{.underline}. The Department's logo and/or the name of either the
Department of Veterans Affairs or the VHA facility purchasing the item.

[b]{.underline}. A telephone number and/or address (e-mail, mailing,
and/or \[W\]eb site) to provide potential applicants with a VA point of
contact for recruitment follow-up.

[c]{.underline}. Space permitting, a recruitment slogan or message.

[3]{.underline}. The entire item's design is to be professional and
tasteful, and to reflect favorably on VA as a preferred employer.

\(2\) **Recruitment on an Individual Basis.** The approach to be used in
recruiting for a specific position should be tailored to fit local needs
and circumstances existing at the time. There are some fundamental
principles, however, that apply across-the-board in all recruitment
activities. Some of these principles are discussed below.

## CHAPTER 2. SPECIAL RECRUITMENT PROGRAMS

# SECTION A. VETERANS EMPLOYMENT PROGRAMS

**1.** **EMPLOYMENT OF DISABLED VETERANS, VIETNAM ERA VETERANS AND OTHER
QUALIFIED VETERANS.** Field facilities are to make on-going efforts to
employ and advance disabled veterans and Vietnam era veterans. All
facilities should use these key techniques:

a\. Demonstrated support from each facility's top management.

b\. Productive recruitment outreach activities, including liaison with
VA Counseling Psychologists and/or Vocational Rehabilitation Counselors,
State employment service offices, State rehabilitation agencies, OPM
service\[s offices\], veterans organization representatives, etc.

c\. Effective use of available special appointing and training
authorities.

d\. Full implementation of the field facility affirmative action program
plans for employment of disabled veterans and other persons with
disabilities.

e\. Assurance that these veterans have full access along with other
employees to promotion, training, and advancement opportunities.

f\. Periodic evaluation of facility progress. A report which should
provide some basis for these internal reviews is the quarterly
statistical Disabled Veteran and Vietnam Era Veteran Employment Report
(computer-generated COIN PAI 204 Report).

**2. SPECIAL APPOINTING AND TRAINING AUTHORITIES**

a\. **Authorities for Appointment and Training of Veterans.** There are
a number of title 5 authorities specifically covering appointment and
training of veterans and/or preference eligibles. These authorities
cover: appointment under the amended Veterans Employment Opportunities
Act (VEOA); Veterans \[Recruitment\] Appointments (VRAs); time-limited
appointment of VRA eligibles; noncompetitive appointment of disabled
veterans with a service-connected disability of 30 percent or more;
unpaid training/work experience and possible subsequent noncompetitive
appointment of service-disabled veterans (see subparagraph b \[ \]); and
appointment of Congressional Medal of Honor recipients. Additional
details on these authorities are located in part II, chapter 2 of this
handbook.

b\. **Unpaid Training/Work Experience for Service-Disabled Veterans.**
VA policy is to promote maximum use of authority granted by 38 U.S.C.
chapter 31 to provide unpaid training for certain service-disabled
veterans and by 5 CFR 3.1 and 315.604 to noncompetitively appoint such
veterans to continuing positions and then convert them to
career-conditional (or career). Facility heads will assess areas
appropriate for chapter 31 training and advise the rehabilitation and
employments staffs of servicing VA regional offices of these
opportunities so that trainees may be referred.

\(1\) **Utilization and Training.** There are two means through which
Federal agencies may provide on-the-job training for disabled veterans
under Chapter 31 authority---as paid employees via a regular appointment
and as Chapter 31 unpaid trainees. Chapter 31 unpaid trainees will not
replace or be used in lieu of regular employees for whom funds and
ceiling have been provided. This training is to be provided on a
host-enrollee basis for which an agreement, VA Form 22-1904, Agreement
to Train On-the-Job Disabled Veterans, is required. WOC (without
compensation) appointments are inappropriate.

\(2\) **Noncompetitive Appointments.** Special emphasis will be directed
toward full utilization of the 5 CFR 315.604 noncompetitive appointment
authority to enhance employment opportunities for disabled veterans who
complete training. Every effort will be made to place Chapter 31 unpaid
trainees who successfully complete training. This should include close
coordination with Veterans Benefits Administration (VBA) rehabilitation
and education staffs, referral for employment consideration to other VA
facilities, and referral to other Federal agencies if employment
opportunities are not available within VA.

c\. **General.** Authorities specifically covering appointment and
training of veterans are referred to above. Numerous other hiring or
training authorities, while not specifically aimed at the veteran
population, also often prove useful for those veterans who meet the
applicable eligibility requirements. Examples include: the various
authorities for appointing persons with disabilities (see 5 CFR, part
213 and part II, chapter 2, section C, this handbook); the time-limited
appointment authorities (see 5 CFR, part 316), and part II, chapter 2,
section B, this handbook); and such programs as Student Educational
Employment Program (SEEP), traditionally known as Cooperative Education
(see 5 CFR, part 213 and part II, chapter 2, section C, this handbook)
and VA Alcohol and Drug Abuse Rehabilitation Counseling (see part II,
chapter 2, section C, this handbook). See also 5 CFR, part 330, subpart
D for information on positions restricted to preference eligibles
(custodian; guard; messenger; and elevator operator). In addition, 38
U.S.C. 4214(g) authorizes the Secretary to accord preference for
employment in VA of qualified Vietnam era veterans and certain disabled
veterans as veterans benefits and psychological readjustment counselors,
veterans claims examiners, outreach personnel, and veterans\'
representatives at educational institutions.

**3. EMPLOYMENT OF VETERANS WITH MEDICAL MILITARY OCCUPATION
SPECIALTIES**

a\. **Statutory Basis.** Section 201 of the Veterans Health Care
Expansion Act of 1973 (Public Law 93-82) amended section 7302 of title
38, United States Code, which now requires VA to \". . .carry out a
major program for the recruitment, training, and employment of veterans
with medical military occupation specialties as - (A) physician
assistants; (B) expanded-function dental auxiliaries; and (C) other
medical technicians . . . includ\[ing\] measures to advise all \[such\]
qualified veterans . . . and all members of the armed forces about to be
discharged or released from active duty . . . of employment
opportunities with the Veterans Health Administration . . .\" The phrase
\"other medical technicians\" includes all the positions associated with
the direct health care of patients, as well as research and other
medical related professional, technical, and assistant or aid type
career fields.

b\. **Employment Information.** \[Recruiting materials for specific
occupations are sent to U.S. military discharge\] centers as part of the
initial distribution process, and are also available upon request.

c\. **Field Facility Actions**

\(1\) VA HRM offices and veterans assistance offices will use \[VA
recruitment information\] with veterans having medical military
occupation specialties. Veterans who request information as a result of
computer generated letters (FL 20-680) will be provided the \[ \]
appropriate recruitment literature.

\(2\) When outside recruitment is appropriate, the recruitment process
will include notification of the vacancy, with a summary of the
qualifications needed, to be furnished to the appropriate VA Vet Center
and State Employment Service office. Positive efforts will be made to
employ applicants referred by these offices.

\(3\) VA HRM officers will review the monthly Specialty Discharge
Listing furnished by the VA Automation Center, Austin, Texas. Those
veterans identified as possible applicants for present and anticipated
vacancies will be contacted promptly to explore their interests in VA
employment.

\(4\) Chiefs, HRM at VHA facilities will maintain liaison with
appropriate offices of military installations to the extent feasible in
meeting the objectives of the law.

d\. **Reports.** Periodic reports are generated through the PAID system
to provide information to Central Office officials on VA progress in
employing veterans with medical military occupation specialties. To
identify such employees for reporting purposes through the PAID system,
the Special Identifier Code \"1\" for Medical MOS must be entered on
OLDE screens A120/A220, as indicated on page 6D-141 of MP-6, Part V,
Supplement No. 1.5.