STAFFING

**1. REASON FOR ISSUE:** To revise Department of Veterans Affairs (VA)
procedures regarding the promotion of employees appointed under 38
U.S.C. 7401(1) and 7405(a)(1)(A).

**2. SUMMARY OF CONTENTS/MAJOR CHANGES:** This handbook contains
mandatory VA procedures on staffing and recruitment. The pages in this
issuance replace related material in part III, chapters 1-4 of VA
Handbook 5005, Staffing. These changes will be incorporated into the
electronic version of VA Handbook 5005, Staffing, 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).
This revision reflects the following changes:

a\. Adds new Sections A and B for promotion for occupations covered
under the authority of 38 U.S.C. 7401(1) or 7405(a)(1)(A) and medical
and dental residents appointed under the authority of 38 U.S.C. 7406.

b\. Removes time-in-grade requirements.

c\. Removes examining function from Professional Standards Boards.

d\. Removes specific title references to hybrid occupations.

.

e\. Removes duplicative material and restructures Promotion -- General
and Promotion Consideration paragraphs.

f\. Adds paragraph on temporary promotions.

g\. Removes paragraph on Other Grade Changes.

h\. Re-titles Veterans Readjustment Appointments to Veterans Recruitment
Appointments.

**3. RESPONSIBLE OFFICE:** The Recruitment and Placement Policies
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

**CONTENTS-CONTINUED**

**PARAGRAPH PAGE**

# CHAPTER 3. PROMOTION (TITLE 5)-Continued

12\. [CAREER PROMOTIONS](#PtIIIch3par12) III-30

13\. [PROHIBITED PRACTICES](#PtIIIch3par13) III-33

14\. [SUPERVISORY POSITIONS](#PtIIIch3par14) III-34

15\. [TEMPORARY PROMOTIONS](#PtIIIch3par15) III-35

16\. [EMPLOYEE AND LABOR RELATIONS](#PtIIIch3par16) III-35

17\. [GRIEVANCES](#PtIIIch3par17) III-36

18\. [PROMOTION RECORDS](#PtIIIch3par18) III-37

19\. [SELECTION PROCEDURE DOCUMENTATION](#PtIIIch3par19) III-38

20\. [PERIODIC REVIEW](#PtIIIch3par20) III-39

21\. [CORRECTIVE ACTIONS](#PtIIIch3par21) III-39

# [CHAPTER 4.](#PtIIIch4) TITLE 38 \[AND HYBRID TITLE 38 PROMOTIONS AND INTERNAL PLACEMENTS

**SECTION A: PROMOTION AND INTERNAL PLACEMENT OF TITLE 38 EMPLOYEES**\]

1\. [GENERAL](#PtIIIch4par1) III-41

2\. [PERSONS AUTHORIZED TO ACT ON RECOMMENDATION OF\
BOARDS FOR ADVANCEMENTS](#PtIIIch4par2) III-42

3\. [PROFESSIONAL STANDARDS BOARDS AND STANDARDS BOARDS](#PtIIIch4par3)
III-42

4\. [PROMOTION - GENERAL](#PtIIIch4par4) III-42

5\. [PROMOTION OF PHYSICIANS, DENTISTS, PODIATRISTS, OPTOMETRISTS,\
CHIROPRACTORS, PHYSICIAN ASSISTANTS, EXPANDED-FUNCTION DENTAL
AUXILIARIES](#PtIIIch4par5) \[ \] III-\[44\]

6\. [PROMOTION AND ADVANCEMENT TO A HIGHER LEVEL\
WITHIN THE GRADE OF REGISTERED NURSES AND NURSE
ANESTHETISTS](#PtIIIch4par6) III-\[46\]

7\. [PROMOTION RECONSIDERATION AND REVIEW](#PtIIIch4par7) III-\[51\]

8\. [EFFECTING ADVANCEMENT AND PROMOTION ACTIONS](#PtIIIch4par8)
III-\[53\]

9\. [ADJUSTMENT OF PROMOTIONS OR ADVANCEMENTS TO A HIGHER\
LEVEL WITHIN THE GRADE](#PtIIIch4par9) III-\[53\]

10\. [ADVANCEMENT OF RESIDENTS](#PtIIIch4par10) III-\[53\]

11\. [TEMPORARY CHIEF OF STAFF ASSIGNMENTS (PROMOTIONS)](#PtIIIch4par11)
III-\[54\]

12\. [DETAILS, TEMPORARY REASSIGNMENTS, AND TEMPORARY\
PROMOTIONS FOR REGISTERED NURSES AND NURSE ANESTHETISTS](#PtIIIch4par12)
III-\[54\]

13\. [OTHER GRADE CHANGES](#PtIIIch4par13) III-\[55\]

\[**SECTION B: PROMOTION AND INTERNAL PLACEMENT OF HYBRID TITLE 38
EMPLOYEES**

9\. [OTHER GRADE
CHANGES](#other-grade-changes).................................................................................III-58\]

**PART III. INTERNAL PLACEMENT AND PROMOTION**

CHAPTER 1. GENERAL

**1.** **SCOPE.** This part contains the policies and procedures
governing the placement of VA employees in another VA position,
including the movement of the employee to another VA facility under a
different appointing officer. Such position changes include demotion,
reassignment or promotion of an employee while continuously employed in
VA and authorized conversion to another appointment under certain
circumstances.

**2.** **ORGANIZATION**

a\. Chapters 2 and 3 include requirements and procedures for internal
placement and promotion actions for employees in the competitive service
under title 5.

\(1\) While the provisions in these chapters apply to the competitive
service, there is no prohibition against using these or similar
procedures to provide opportunities to certain excepted service
employees, such as those appointed under the Veterans \[Recruitment\]
Act (VRA) or severely handicapped individuals appointed under Schedule
A.

\(2\) In the interest of clarity, policy requirements are identified by
the word \"requirement\". Requirements are mandatory provisions
established in accordance with or consistent with Federal human
resources policies issued by the Office of Personnel Management (OPM) or
pertinent laws, rules and regulations.

\(3\) Guidance, which is identified as such, is included to provide
matters to be considered, information, clarification, examples, etc., to
assist in the development of subordinate policies which will conform to
VA and OPM policy requirements.

b\. Chapters 4 and 5 contain internal placement and advancement
policies, procedures and requirements for employees appointed under 38
U.S.C., chapter 74.

c\. Chapter 6 includes requirements and procedures related to military
leave and restoration/reemployment. The provisions of this chapter apply
to both title 5 and title 38 employees.

written tests not required by OPM or not previously approved by the
\[Deputy Assistant Secretary (DAS) for Human Resources Management and
Labor Relations (OHRM&LR)\] will be submitted through channels to the
\[DAS OHRM&LR\] (059). Individual facilities will not deal directly with
OPM in requesting written test authorization. The provisions of 5 CFR
300.201 will be followed in the administration and security of written
tests.

**7**. **PHYSICAL REQUIREMENTS. ** All individuals selected for
positions with established physical/mental requirements must
satisfactorily pass a physical examination prior to entry on duty into
the position. See VA Handbook 5019, Occupational Health Services.

**8. EFFECTIVE DATES**

a\. **Effective Dates of Position Changes.** **Requirement** - The
effective date of a position change will be determined for each
individual action consistent with technical and regulatory requirements
and the needs of VA.  Unless another date is required by technical or
regulatory requirements or is considered to be in the interest of VA,
the effective date of the position change will normally be the first day
of the next pay period after the date of administrative approval. 
**Guidance** - While fiscal and records maintenance activities prefer
effecting personnel actions at the beginning of a biweekly pay period,
there is no prohibition against effecting actions on other dates.

b\. **Effective Date for Release of Employees.**  **Requirement** -
Employees selected for position changes will be released to their new
assignments within a reasonable length of time.  **Guidance** - Where
unusual circumstances justify a period longer than 2 weeks prior to
release, the employee should be either (1) informed in writing over the
signature of the official responsible for the delay or the reasons for
the delay and the expected release date, or (2) the position change
action should be effected and the employee detailed back to the former
position.

c\. **Coordination.**  **Requirement** - The release date for an
employee transferring to another VA facility will be arranged by the
responsible officials. Unless circumstances dictate otherwise or both
the releasing and receiving facilities otherwise agree, travel time will
be accomplished on the receiving facility's time.

d**. Nonmerit Factors.** **Requirement -** An employee who meets
qualification and time-in-grade requirements will not be denied a
position change based on difficulty in obtaining a replacement.

**9. KEEPING EMPLOYEES INFORMED**

a\. **Opportunities for Advancement.**  **Guidance** - Employees should
be informed about the types of positions which may represent
opportunities for reassignment and promotion, including those known to
exist at other VA establishments. This may be accomplished by
publicizing individual vacancies or by local open-continuous
announcements, posting general notices of placement opportunities such
as the \[ \] Weekly Summary Bulletin, local and national \[W\]eb sites
and career counseling. Care should be taken to ensure that all
potentially qualified and interested employees have access to vacancy
notices received from other facilities. Referral of vacancy notices from
other facilities only to the corresponding local service or division may
not be sufficient in some cases. Posting of positions in a centralized
location is preferred, in addition to appropriate selective
distribution.

**CHAPTER 3. PROMOTION (TITLE 5)**

**1.** **SCOPE.** Contains categories of employees to be considered for
promotion while absent from official duty.

a\. **All VA Employees.** The following categories of VA employees
within the area of consideration must be given consideration for
promotion as though they were present for duty.

\(1\) Employees on Intergovernmental Personnel Act agreements;

\(2\) Employees on leave;

\(3\) Employees attending training courses;

\(4\) Employees on detail, either internally or to other Federal
agencies;

\(5\) Employees serving in public international organizations, either
through a transfer or detail;

\(6\) Employees separated for military service with restoration rights;

\(7\) Employees absent because of compensable injury (see 5 CFR, part
353, subpart C); and

\(8\) A veteran serving on a Veterans \[Recruitment\] Appointment (VRA)
\[appointment\].

b\. **Concurrent Consideration of Certain Excepted Service Employees
Under Competitive Merit Promotion Procedures.** Generally, employees
serving under excepted appointments (except Veterans Readjustment
Appointments) are precluded from competing under competitive promotion
procedures with competitive service employees. There may be instances,
however, when simultaneous consideration for promotion of certain
excepted service employees (e.g., title 38, U.S.C. employees covered by
VA/OPM Interchange Agreements (see Appendix III-C), or, severely
physically disabled individuals appointed under Schedule A) is
desirable. Prior to issuing a vacancy announcement, management officials
will determine whether excepted service employees are to be included in
the competition for a position and, if so, this information will be
included in the vacancy announcement. Nothing precludes the use of the
same rating and ranking criteria for both types of appointees, thereby
affording concurrent consideration of both groups for promotion on
separate referral certificates. Such an approach may significantly
improve upward progression opportunities for severely physically
disabled employees and certain others. See Appendix III-C.

c\. **Veterans Employment Opportunities Act (VEOA).** When facilities
are accepting applications from outside VA, individuals who are eligible
for consideration under the VEOA may apply. (See part II, chapter 2,
section B, paragraph 2c of this handbook.)

f\. **Employees**. All employees have primary responsibility for
furnishing accurate information to update their qualification records
and making application for promotion opportunities in accordance with
prescribed procedures in a timely manner.

**3. GENERAL MERIT PROMOTION REQUIREMENTS**

a\. The policies in this handbook are fully applicable and binding.
Statements will be included in every promotion plan to reflect the
requirements in this handbook.

b\. **5 CFR, Part 335 Requirements.** The following five basic merit
promotion requirements of 5 CFR 335.103(b) are fully applicable and
binding:

**Requirement 1.** Each agency must establish procedures for promoting
employees which are based on merit and are available in writing to
candidates. Agencies must list appropriate exceptions, including those
required by law or regulation, as specified in 5 CFR 335.103(c). Actions
under a promotion plan, whether identification, qualification,
evaluation, or selection of candidates, shall be made without regard to
political, religious, or labor organization affiliation or
nonaffiliation, marital status, race, color, sex, national origin,
nondisqualifying disability, or age, and shall be based solely on
job-related criteria.

**Requirement 2.** Areas of consideration must be sufficiently broad to
ensure the availability of high quality candidates, taking into account
the nature and level of the positions covered. Agencies must also ensure
that employees within the area of consideration who are absent for
legitimate reasons, e.g., on detail, on leave, at training courses, in
the military service, or serving in public international organizations
or on Intergovernmental Personnel Act assignments, receive appropriate
consideration for promotion.

**Requirement 3.** To be eligible for promotion or placement, candidates
must meet the minimum qualification standards, to include any
physical/mental requirements, prescribed by the Office of Personnel
Management (OPM) or VA, as appropriate. Methods of evaluation for
promotion and placement, and selection for training which leads to
promotion, must be consistent with instructions in 5 CFR, part 300
subpart A. Due weight shall be given to performance appraisals and
incentive awards.

**Requirement 4.**  Selection procedures will provide for management\'s
right to select or not select from among a group of best qualified
candidates. They will also provide for management\'s right to select
from other appropriate sources, such as reemployment priority lists,
reinstatement, transfer, disabled or Veterans \[Recruitment\] Act
eligibles, or those within reach on an appropriate OPM certificate. In
deciding which source or sources to use, agencies have an obligation to
determine which is most likely to best meet the agency mission
objectives, contribute fresh ideas and new viewpoints, and meet the
agency\'s affirmative action goals.

**NOTE:** *For Career Transition Assistance Program (CTAP) and
Interagency Career Transition Assistance Program (ICTAP) requirements,
see part IV, section I, paragraph 5 of this handbook.*

**Requirement 5**. Administration of the promotion system will include
recordkeeping and the provision of providing necessary information to
employees and the public, ensuring that individuals\' rights to privacy
are protected. Each agency must maintain a temporary record of each
promotion

\(2\) **Guidance** - The position is located in Alaska, Hawaii, Puerto
Rico or the Philippines; and it would not be practical to search for
promotion candidates beyond the particular geographic area;

\(3\) **Guidance** - Funds to cover moving and travel expenses may not
be available, or limited funds may dictate such payments only for higher
priority positions. Under these circumstances, limitation to such
geographic boundaries as the commuting area, facility groupings,
statewide, or regionwide, may be appropriate;

\(4\) **Guidance** - It may not be practical to extend the area of
consideration for temporary promotions and details, although the option
to extend should be retained in case unique circumstances develop in the
future;

\(5\) **Guidance** - In over-ceiling situations or at-ceiling
situations, it may be appropriate to limit the area of consideration;

\(6\) **Requirement** - If it is determined not to extend the area of
promotion consideration for the reasons listed above, or a similarly
valid reason, and the promotion plan calls for the extension but permits
exceptions, the basis for the decision must be documented in the
facility promotion file. The documentation may be brief but it must be
clear.

\(7\) **Guidance** - When circumstances indicate an extension of the
area of promotion consideration is inappropriate, and promotion
continues to be a recruitment source, promotion consideration should be
given only to high quality promotion candidates from the lesser area. In
the interest of maximum efficiency and proper utilization of public
funds, well-qualified candidates from other recruitment sources should
be considered.

**8.** **LOCATING CANDIDATES.** **Guidance** - Several methods may be
used to locate eligible candidates. Different methods or combinations of
methods may be appropriate for different occupations or grades. Posting
vacancy announcements for individual vacancies, open-continuous
announcements for entry-level jobs, posting general notices of placement
opportunities such as the \[ \] Weekly Summary Bulletin, sending
electronic notices to other VA facilities, Central Office referrals, and
use of skills files are several methods. **Requirement** - To provide
proper information to employees, each promotion plan must state which
method or methods are used.

a\. **Vacancy Announcements**

\(1\) **Guidance** - Vacancies may be announced by posting notices on
bulletin boards, through electronic transmission, and/or by circulating
special notices to employees.

\(2\) **Requirement** - Vacancy announcements must receive sufficient
publicity and be open long enough so all eligible employees within the
area of consideration have the opportunity to learn of the vacancy and
apply. They must be clear and tell employees: the area of consideration;
if the position is part-time, the number of hours per week; the pay
range; the location of the position; summarized duties of the job; the
summarized minimum qualifications, including selective placement factors
(if appropriate); where the qualification standard requirements are
available for review; a list of the rating factors or job elements;
application procedures; the closing date; whether the position has known
promotion potential; and that VA

the next higher grade is not guaranteed and depends on: (a) the
selectee's demonstration of the ability to perform the duties of the
next higher grade to the satisfaction of the supervisor; and (b) the
availability of enough work at the next higher grade. Meeting the
minimum qualification requirements and time-in-grade requirements for a
higher grade in a career ladder is, of itself, only an indicator of
eligibility, not an absolute guarantee for such a promotion.

\(3\) **Apprentice Position.** **Requirement** - When an employee has
been properly selected for the initial grade level as described above, a
career-ladder promotion of an apprentice in a trade or craft may be made
through intermediate grades (if appropriate) to the target grade level.

\(4\) **Trainee Position.** **Requirement** - A properly selected
trainee may receive career-ladder promotions through intermediate grades
as each phase of training is satisfactorily completed and to the target
grade level when the entire training program is satisfactorily
completed.

\(5\) **Understudy Position.** **Requirement** - Occasionally, an
understudy position is established to train a person for a position
which is to be vacated at a future date. When properly selected for an
understudy position, the selectee may receive a career-ladder promotion
without additional competition to the target position when it is
vacated. **Guidance** - Normally, the understudy position is established
within 1 year or less of the anticipated vacancy.

\(6\) **Position Filled at a Grade Below the Established or Anticipated
Grade.** **Requirement** - A career-ladder promotion may be made of an
employee in a position which was properly filled at a grade below the
established or anticipated grade.

\(7\) **Training or Executive Development Agreements. Requirement -** An
employee, properly selected through competition as described previously,
may receive a career-ladder promotion upon satisfactory completion of an
approved training agreement or executive development agreement which
specifically provides for the promotion.

\(8\) **Details for Training or Evaluation.** **Requirement** - An
employee properly selected for a training or evaluation detail to a
higher grade position or to one with known promotion potential may
receive a career-ladder promotion if the fact that the detail could lead
to promotion was made known to all potential candidates for the initial
detail.

\(9\) **Veterans** \[**Recruitment**\] **Appointee.** (5 CFR 307.103)
**Requirement** - When a Veterans \[Recruitment\] Appointment is made to
a position with known promotion potential, subsequent career-ladder
promotions may be made through intermediate grades (if appropriate) to
the target grade level.

\(10\) **Others.** **Requirement** - When employees serving under the
following types of appointments have satisfied the specified criteria of
the appointment authority and are properly converted to career or
career-conditional appointment in the competitive service in positions
with known promotion potential, career-ladder promotions may be made
through intermediate grades (if applicable) to the target grade level:

\(a\) Student Career Experience Program (commonly referred to as
Cooperative Education students) (5 CFR 213.3202(b));

\(b\) Service disabled veterans (5 CFR 315.604);

\(c\) Service disabled veterans (30 percent or more) (5 CFR 315.707);

\(d\) Severely physically disabled or mentally retarded employees (5 CFR
315.709); and,

\(e\) Presidential Management \[Fellows\] (5 CFR 315.708).

d\. **Career Promotion of an Employee Whose Position is Reconstituted to
a Higher Grade**

\(1\) **Requirement** - An employee whose position is reconstituted to a
higher grade because of the accretion of additional duties and
responsibilities may receive a career promotion.

**NOTE:** *The basic function of the original position must continue to
be a part of the new one.*

 

\(2\) **Guidance** - Employees serving on identical-additional position
descriptions are supposed to perform identical duties. It is the
supervisor\'s responsibility to ensure that subordinates perform
described duties.  To single out one of several such employees for this
type of career promotion may, therefore, be interpreted by others to be
an act of personal favoritism. Any action of this nature should occur
only after careful consideration and sufficient justification.

\(3\) **Guidance** - There may be times when circumstances require the
assignment of additional duties and responsibilities to a position which
will result in a promotion and competition is not practical.  Some
examples are:

\(a\) Higher level management decision results in a change in workload,
technology, procedures or organization and provides for no increase in
ceiling. The decision results in a need for a higher grade job to
accomplish the assigned tasks.  Only one of the employees in the
affected unit, which is at ceiling, can qualify for the job;

\(b\) An increase in technology results in the purchase of new equipment
for a line of work requiring an increase in the level of duties and
responsibilities for those who will operate it.  The employees will
continue to perform the same basic function but at a higher level
required by the new equipment;

\(c\) Additional personnel are assigned to an organization which results
in a supervisor\'s position being upgraded;

\(d\) Additional responsibilities are imposed by law, rule, regulation
or policy.  To carry out the mandate, new duties must be added to a
position in a unit and only one position provides the knowledges, skills
or abilities necessary for satisfactory performance in the new job; or

\(e\) An employee performs a job in such an exemplary manner that other
key employees outside the unit gradually come to rely on that person to
such an extent, and involving such complicated issues, that eventually
the employee is performing duties which are properly classified at a
higher grade.

**CHAPTER 4. TITLE 38** \[**AND HYBRID TITLE 38 PROMOTIONS AND INTERNAL
PLACEMENTS**

**SECTION A. PROMOTION AND INTENAL PLACEMENT OF TITLE 38 EMPLOYEES**\]

**1.** []{#PtIIIch4par1 .anchor}**GENERAL**

a\. This \[section\] contains instructions and procedures governing the
advancement of physicians, dentists, podiatrists, , optometrists,
chiropractors registered nurses (RNs), nurse anesthetists, physician
assistants (PAs) and expanded-function dental auxiliaries (EFDAs)
appointed under authority of

38 U.S.C. 7401(1) or 7405(a)\[(1)(A)\]; \[ \] and medical and dental
residents appointed under authority of

38 U.S.C. 7406. **NOTE:** Residents serving under a disbursement
agreement are excluded from coverage under the provisions of this
\[section\].

b\. The \[promotion\] system shall provide advancement opportunities for
employees, predicated upon the recognition of the quality of service
rendered, additional experience and professional attainment as
determined by \[a thorough review\] of the employee's individual record.

c\. To meet the criteria for \[promotion\], the individual must \[meet
the criteria for the next higher grade level in the applicable VA
qualification standard. A review\] of the individual's total record must
\[show\] evidence that the contribution to VA medical service is of
sufficient value to warrant \[promotion\]. Potential for continuously
greater contribution is also a prerequisite. \[Reviews and
recommendations of professional standards boards\] will be sufficient to
ensure that \[promotion\] is fully merited and not recommended based on
meeting administrative requirements alone. The individual's total record
and professional stature will be carefully evaluated and supported by
documentary evidence as necessary.

d\. \[Promotion\] actions will be taken without \[regard to\] age, race,
color, religion, sex, national origin, lawful partisan political
affiliation, marital status, physical or mental disability (when the
employee is qualified to do the work), or membership or non-membership
in a labor organization, or any other \[non-merit\] factor.

e\. \[Promotion\] actions will conform to the restrictions governing the
employment of relatives. (See VA Handbook 5025, Legal.)

f\. \[Promotion\] opportunities shall include:

\(1\) **Promotion.** \[Promotion\] to a higher grade in recognition of
substantially greater service to the patient and VA.

\(2\) **Advancement**

\(a\) Advancement of physicians and dentists to Director grade for
assumption of responsibilities of a Director of a medical center,
medical and regional office center, domiciliary, or independent
outpatient clinic and advancement of physicians to Executive grade for
assumption of responsibilities of Chief of Staff at a medical center,
medical and regional office center, domiciliary, independent outpatient
clinic, or comparable position.

\(b\) Advancement to Grade IV or Grade V of the Nurse Schedule, for
assignment to positions of nurse anesthetist, Nurse Executive, or other
key nursing positions. Key nursing \[positions\] refer\[ \] to
registered nurses (other than Nurse Executives) at Nurse IV and above
whose grade is based on both their personal qualifications and
responsibilities of their assignment. The grades of Nurse Executives are
based on the \[assignment of the individuals\]. Advancement of other
registered nurses and nurse anesthetists to these grades will be based
on the VA Qualification Standards for Nurses and Nurse Anesthetists and
promotion criteria which cover the complexity and responsibility
involved in the specific assignment.

\(c\) Advancement of Nurses in Grade I to Level 2 or Level 3.

\(d\) Special Advancements for Achievement and Performance\[.\] (\[S\]ee
VA Handbook 5017, Employee Recognition and Awards\[.\]) \[ \]

**2.** []{#PtIIIch4par2 .anchor}**PERSONS AUTHORIZED TO ACT ON
RECOMMENDATIONS OF BOARDS FOR** \[**PROMOTIONS OR**\] **ADVANCEMENTS**
\[ \]

a\. The Secretary shall approve all assignments of physicians and
dentists to Director grade on the recommendation of the Under Secretary
for Health or designee.

b\. \[Officials authorized to approve promotions or advancements other
than those described in paragraph 2a are set forth in appendix K, this
part\].

[]{#PtIIIch4par3 .anchor}**3. PROFESSIONAL STANDARDS BOARDS**

(See part II, chapter 3, section C, this handbook\[.\])

[]{#PtIIIch4par4 .anchor}**4. PROMOTION - GENERAL**

a\. **Consideration.** Full-time, part-time, and intermittent employees,
having attained eligibility for initial appointment on the basis of
appropriate qualification standards, shall be considered periodically
for promotion in their current occupation. Eligibility for such
promotion considerations shall be based upon fully meeting prescribed
administrative requirements.

b\. **Advancement in Grade.** Promotions shall be \[based on the
qualifications (experience, education, and competencies) of the employee
and on the nature and complexity of the higher level position\]. In
addition, when an employee enters a special program where the grade of
the employee is restricted by the program, appropriate grade adjustments
may be made upon completion of the required period for the special
program. The employee may be promoted to the grade and step for which
qualified for appointment, provided the administrative requirements for
promotion consideration have been met.

c\. **Effective Date.** The effective date of a promotion or an
advancement to a higher level within a grade is the 1st day of the pay
period following \[ \] approval by the \[approving official\], but not
earlier than the date on which all administrative requirements \[are\]
met.

d\. **Notification of Eligibility.** Human Resources Management Officers
are responsible for assuring that appropriate officials are notified
approximately 60 days in advance of the date employees meet the
administrative requirements for promotion, except that for podiatrists,
optometrists, and chiropractors in Associate or Full grade, physician
assistants in Associate grade\[;\] and expanded-function dental
auxiliaries in Junior grade, notification of consideration for promotion
will be made approximately 60 days in advance of the anniversary date of
grade. \[The employee shall also be notified.\] If the employee is not
promoted, these notifications shall continue to be made annually
approximately 60 days prior to the anniversary date of grade until a
change in grade occurs. A longer period \[between promotion\]
consideration, not to exceed 3 years, may be established by the
approving \[official\] when a nurse or expanded-function dental
auxiliary does not meet the \[education or experience\] requirements \[
\].

e\. **Administrative Requirements for Consideration**

\(1\) A current proficiency rating of \[ \]Satisfactory \[or higher\].\[
\]

\(2\) \[The experience and education requirements in the appropriate VA
Qualification Standards.\]

\[ \]

f\. **Service Which May Be Credited Toward Meeting** \[**Length of
Experience**\] **Requirement** \[**for**\] **Promotion**

\(1\) Continuous full-time, part-time and intermittent paid employment
rendered under 38 U.S.C. 7401(1) and 7405(a)(1), or under 38 U.S.C. 7406
as a medical or dental resident. \[ \]

\(2\) All leave with pay.

\(3\) Full-time, part-time and intermittent paid employment under
authority of 38 U.S.C. ch. 73 or 74 which is:

\(a\) Rendered prior to a separation other than for cause, provided such
period of separation was not in excess of 3 years.

\(b\) Rendered prior to a period of approved LWOP irrespective of the
length of such period.

\(4\) Continuous temporary full-time and part-time paid employment under
38 U.S.C. 7405(a)(1) as a graduate nurse technician, graduate physician
assistant or graduate nurse anesthetist rendered prior to appointment
under 38 U.S.C. 7401(1) or 7405(a)(1), without a break in service for
more than 3 calendar days.

\(5\) LWOP approved for educational purposes which has been granted on
the premise that it will ultimately be to the advantage of VA.

\(6\) \[LWOP granted for other than educational purposes not to exceed
30 calendar days for full-time physicians, dentists, podiatrists,
optometrists, and chiropractors, and 22 days for those who are
part-time, for each year of experience required, up to a maximum of 120
calendar days or 88 workdays, respectively. LWOP granted for other than
educational purposes not to exceed 176 hours (22 workdays) for full and
part-time registered nurses and nurse anesthetists for each year of
experience required, up to a maximum of 528 hours (66 workdays). LWOP
granted for other than educational purposes not to exceed 176 hours
(22 workdays) for physician assistants and expanded-functional dental
auxiliaries for each year of experience required, up to a maximum of 352
hours (44 workdays). LWOP in excess of such amounts requires employees
to serve an additional number of days or hours equal to such excess\].

\[(7)\] Active military duty when otherwise creditable service was
interrupted thereby and the employee exercises statutory restoration
rights.

\[(8)\] Service not to exceed 120 calendar days between discharge or
termination from the Armed Forces and reemployment under mandatory
provisions of any statute or regulation.

\[(9)\] All time during which an employee receives benefits under the
Federal Employees' Compensation Act, provided sufficient service has
been performed so that the candidate can be properly evaluated.

\[ \]

[]{#PtIIIch4par5 .anchor}**5. PROMOTION OF PHYSICIANS, DENTISTS,
PODIATRISTS, OPTOMETRISTS, CHIROPRACTORS, PHYSICIAN ASSISTANTS,**
\[**AND**\] **EXPANDED-FUNCTION DENTAL AUXILIARIES** \[ \]

a\. **Requirements for Physicians and Dentists.** Except for those in
Chief grade and above, physicians and dentists will become eligible for
periodic consideration for promotion to the next higher grade after they
fully meet all the requirements specified below:

\(1\) Current proficiency rating of \[ \]Satisfactory \[or higher\].\[
\]

\(2\) \[For promotion to Full and Intermediate grades, the physician or
dentist must have demonstrated professional competence and performance
which merit advancement through demonstrated skills and aptitudes in the
direct care of patients. There must be evidence of professional growth
with potential for assuming greater professional responsibility\].

\(3\) \[For promotion to Senior grade, the physician or dentist must
have shown professional attainment through recognized proficiency in the
care and treatment of patients or completion of an approved residency
with a demonstrated high level of performance. There must be evidence of
professional growth and development\].

\(4\) \[For promotion to Chief grade, the physician or dentist must have
demonstrated a sustained high level of professional performance with
evidence of exceptional effort, ability and contribution in the care and
treatment of patients. There must be evidence of professional and/or
administrative development, along with sustained professional growth. In
addition, they must meet either subparagraph (4)(a) or (b):\]

\[ \]

\(a\) Actual assumption of substantial professional and/or
administrative responsibilities; or,

\(b\) Outstanding professional attainment. Examples of such attainment
are:

[1]{.underline}. A faculty appointment (post residency) at professional
rank.

[2]{.underline}. Achievement of outstanding results in research.

[3]{.underline}. Outstanding clinical development (including
publications).

[4]{.underline}. Notable recognition by national professional societies
or groups.

b\. **Requirements for Podiatrists, Optometrists, Chiropractors,
Physician Assistants,** \[**and**\] **Expanded Function Dental
Auxiliaries** \[ \]**.** Before they can be considered for promotion,
employees in the above occupations must have a current proficiency
rating of \[ \]Satisfactory\[ \] or \[higher\]. These employees must
meet the same grade requirements, including the specified demonstrated
accom- plishments, as for appointment. Any deviation or exception to
these requirements will be limited to those specified in the appropriate
qualification standard. (See part II, appendix \[G\].)

c\. **Processing Procedures** (See appendix \[ \] M, this part.)

\(1\) Notification of Eligibility

\(a\) Approximately 60 days prior to the date the employee meets the
\[experience\] requirement for consideration for promotion, the health
care facility will receive from the Austin Automation Center (AAC) VA
Form 5-97, Notice of Pending Personnel Action, in duplicate, identifying
the employee and stating that the employee meets the time requirements
for promotion as of the date specified. In addition, VA Form 5-97 will
indicate if there is a satisfactory \[or higher\] proficiency on record
and the amount of leave without pay (LWOP) since the beginning of the
waiting period to the date VA Form 5-97 is issued. (VA Form 5-97 will be
received approximately 60 days prior to the anniversary date of grade
for podiatrists, optometrists, and chiropractors in Associate or Full
grade, physician assistants in Associate grade\[,\] and for
expanded-function dental auxiliaries in Junior grade.) \[The employee
shall also be notified.\]

\(b\) If the employee is not promoted, the AAC will continue to send VA
Form 5-97 annually until a change in grade occurs. The VA Form 5-97 will
be forwarded to the appropriate supervisory official. An employee who is
not promoted will be reconsidered on the next anniversary date of grade.
A longer period \[between\] consideration\[s\], not to exceed 3 years,
may be established by the approving \[official\] when an
expanded-function dental auxiliary does not meet the qualification
standard \[education or experience requirements for the next grade\]. In
these cases, the Human Resources Management Office will tab the service
control file and will destroy the VA Form 5-97 for the year(s) when the
employee is not to receive consideration.

\[ \]

[]{#PtIIIch4par6 .anchor}**6. PROMOTION AND ADVANCMENT TO A HIGHER LEVEL
WITHIN THE GRADE OF REGISTERED NURSES AND NURSE ANESTHETISTS**

a\. **Administrative Requirements.** Before they can be considered for
promotion or advancement to a higher level within the grade, registered
nurses and nurse anesthetists must have a current proficiency rating of
\[ \]Satisfactory \[or higher\] and meet the \[experience\] requirements
specified in \[the qualification standards\]. Registered nurses and
nurse anesthetists considered for promotion or for advancement to a
higher level within the grade based on possession of additional
qualifications and/or placement in an enhanced assignment must meet the
requirements in the applicable qualification standard. Any deviation or
exception to these requirements will be limited to those specified in
the qualification standard.

b\. **Criteria for Consideration of Registered Nurses.** Registered
nurses who meet the above administrative requirements become eligible
for consideration for promotion or advancement to a higher level within
the grade and must meet the following criteria:

\(1\) Have improved the effectiveness of patient care through the use of
more complex skills and application of scholarly knowledge to practice.

\(2\) Have assumed greater responsibility for the improvement of patient
care.

\(3\) Have made steady progress toward professional goals for the
improvement of patient care.

\(4\) Have demonstrated the \[ability to perform at the\] level of
professional nursing practice required in the qualification standard for
appointment to the grade to which the registered nurse is being
considered for promotion or advancement to a higher level within the
grade.

c\. **Criteria for Positions Other Than Nurse Executive Which May
Warrant Advancement of a Registered Nurse to Nurse IV or Nurse V**

\(1\) Assignments such as Associate or Assistant Chief, Nursing Service;
Associate Chief Nursing Service for Research; Associate Chief Nursing
Service for Education; Supervisor, Nursing Home Care Unit; assignments
in the Employee Education System; or Central Office nursing positions
are \[examples of positions that may be appropriate\] for these grades.
Assignments are typically located in organizational settings where there
is a high \[degree\] of activity, where there is a broad program mission
involving a great variety of specialty/ subspecialty care in \[a more
complex settings,\] and other special programs. These assignments are
usually found at medical centers \[where complex patient care is
provided\], and at VISN offices or Central Office. Assignments of the
scope and complexity contemplated for these grade levels may occur, on a
limited basis, at other medical facilities.

\(2\) In considering the scope and complexity of the assignment,
reviewers should look at those factors which specifically relate to the
administrative, clinical, educational or research functions of the
position:

\(a\) **Administrative Assignments.** The individual's responsibility
for managing and supervising the total nursing program; planning,
organizing, directing, controlling and evaluating programs and follow-up

actions required by internal and external review organizations and/or
accrediting bodies; giving daily

attention to complex personnel management problems; participating in
executive and decision making deliberations; and performing a full range
of administrative duties.

\(b\) **Educational Assignments.** The individual's responsibility for
developing broad educational and training programs involving a variety
of nurse specialties in widely diversified nursing activities; providing
nursing personnel with the vital link between nursing education and
nursing practice; coordinating and maintaining close relationships with
affiliated schools of nursing, professional organizations, certifying
bodies, and program directors of students of other disciplines who
rotate through the medical facility; and serving on Education and
Training Committees\[,\] nursing advisory groups\[,\] and special task
force teams concerned with managing education and career development
activities.

\(c\) **Research Assignments.** The individual's responsibility for (1)
conducting merit-reviewed, approved research projects relative to
nursing care and related specialty areas, performing independent
research or serving as a primary contributing member of a research team,
formulating the research proposal and protocol submission to Central
Office for merit review, and publishing in appropriate nursing and
related professional journals or speaking to peer groups; or (2) serving
as a \[highly\] competent and productive researcher on problems of major
scope, directing independent research of considerable interest and value
to nursing or related fields, where the research contributions can be
reviewed as being highly productive and of such quality and originality
as to have marked the nurse scientist as a significant contributor to
advances in the practice of nursing.

\(d\) **Nursing Home Care Supervisor Assignments.** The individual's
responsibility for supervising a large Nursing Home Care Unit (NHCU)
characterized by a high degree of interdisciplinary involvement,
significant involvement in rehabilitation and outplacement efforts, and
nursing home care program planning, organizing, directing, controlling,
and evaluating activities. The assignment includes significant human
resources responsibilities along with a full range of administrative
duties.

\(e\) **Other Comparable Assignments.** The individual's responsibility
for assignments comparable to any one or combination of those described
in subparagraphs \[(2)\](a) through \[(2)\](d) \[ \].

d\. **Criteria for Consideration of Nurse Anesthetists.** Nurse
anesthetists who meet the \[ \] administrative requirements \[in
subparagraph 6a\] become eligible for promotion and must meet the
following criteria:

\(1\) Supervisory evaluations clearly illustrate the significant
contribution the candidate's accomplishments have made directly or
indirectly to services to the patient.

\(2\) \[The candidate has demonstrated\] consistent and progressive
professional and/or administrative growth.

\(3\) \[The candidate has demonstrated\] increasing professional
responsibility for patient welfare.

\(4\) \[The candidate has\] displayed the ability to communicate and
work effectively with others.

\(5\) \[The candidate has\] demonstrated the potential for further
development and professional attainment.

\(6\) \[The candidate has demonstrated increasingly significant\]
contribution\[s\] to the service.

e\. **Processing Promotions and Advancements to a Higher Level**
\[**W**\]**ithin the Grade for Nurse Anesthetists.** Promotions and
advancements to a higher level within the grade for nurse anesthetists
will be processed in the same manner as promotions of physicians and
dentists\[.\] (\[S\]ee \[a\]ppendix

\[ \]M, this part\[.\])\[ \] When possible, the physician chief of
anesthesiology, physician consultant in anesthesiology or Chief,
Surgical Service, shall be a member of the Physician Professional
Standards Board in examining nurse anesthetists for promotion to higher
grade.

f\. **Processing Promotions and Advancements to a Higher Level**
\[**W**\]**ithin the Grade for Registered Nurses.** See appendix \[ \]M,
this part.

\(1\) **General**. Approximately 60 days prior to the date the
registered nurse meets the \[experience\] requirement for consideration
for promotion or advancement to a higher level within the grade, the
facility will receive from the AAC, VA Form 5-97, Notice of Pending
Personnel Action, in duplicate, identifying the employee and stating
that the employee meets the \[experience\] requirement for promotion or
advancement to a higher level within the grade as of the date specified.
In addition, VA Form 5-97 will indicate if there is a \[S\]atisfactory
\[or higher\] proficiency rating on record and the amount of LWOP since
the beginning of the waiting period to the date VA Form 5-97 is issued.

\(2\) **Promotions for Facility Nurse Executives, VISN Nurses and Nurses
in Central Office**

\(a\) The recommending official forwards the proposed functional
description, employee's curriculum vitae and the latest two proficiency
reports (or their equivalent) to the appropriate Nurse Professional
Standards Board (NPSB) for review. VHA Central Office NPSB is
appropriate for VHA Central Office and VISN staff. \[ \] All other
promotions and advancements are to be reviewed by the NPSB designated
for the VISN. (See appendix H5, part II of this handbook.)

\(b\) The NPSB reviews the employee's qualifications and the scope of
the position to determine whether the proposed grade is warranted and
makes a recommendation regarding the employee's promotion to the
approving official (facility Director or designee for nurse executives,
the Under Secretary for Health or designee for VISN and Central Office
staff).

\(c\) The approving official approves or disapproves the promotion.

\(d\) **Notification of VISN and VA Central Office.** When a selection
is made for one of these positions, approving officials will notify the
appropriate Network Director and the Office of Nursing Services (108) in
VA Central Office.

\(3\) **Promotions to Nurse IV and Nurse V for Registered Nurses Other
Than Those Cited in Subparagraph** \[**6f**\]**(2)** \[ \].

\(a\) Procedures for advancement are the same as in \[sub\]paragraph
\[6f\](2) \[ \], except subparagraph \[6f(2)\](d) does not apply to
those covered by this paragraph.

\(b\) Approximately 120 days before the anniversary date of the
registered nurse's assignment to Nurse III or IV, the AAC will send to
the facility VA Form 5-97, Notice of Pending Personnel Action, in
duplicate. The servicing Human Resources Management Office will retain
the duplicate as a suspense copy and forward the original to the Nurse
Executive. The Nurse Executive will review the registered nurse's
assignment and compare it with the criteria in the VA Nurse
Qualification Standard for the grade for which the registered nurse is
being considered and the criteria in subparagraph 6c \[ \]. If the Nurse
Executive recommends advancement, the front of the VA Form 10-2543,
Board Action, will be completed, and a special Proficiency Report shall
be prepared if the most recent Proficiency Report does not accurately
reflect the employee's current performance. The recommendation, the
Board Action, the registered nurse's personnel folder, and a description
of the assignment's responsibilities will be forwarded to the facility
Director. If the Director concurs, the Director will send the documents,
along with the recommendations, to the appropriate NPSB. If the Nurse
Executive does not recommend advancement, the facility Director does not
concur, or the facility Director disapproves the advancement after
review by the NPSB, the recommending, concurring, or approving official
is to take the actions prescribed in \[sub\]paragraph \[6f\](3)(d) \[
\].

\(c\) Recommendations will address the individual's personal
qualifications as specified in the VA Nurse Qualification Standard and
the scope and complexity of the assignment. To recommend an action
covered by this paragraph, the NPSB must find that the individual meets
the qualifications for the position and that the scope and complexity of
the assignment are comparable to the corresponding Nurse Executive
assignment. The corresponding Nurse Executive assignment means that:

[1]{.underline}. A Nurse IV assignment must be comparable to a Nurse
Executive assignment at a \[moderately complex\] facility\[; and\]

[2]{.underline}. A Nurse V assignment must be comparable to a Nurse
Executive at a \[very\] complex\[ \] facility\[.\]

\(d\) If advancement is not recommended, the facility Director does not
concur, or the action is disapproved, a Board Action is to be completed
and approved by the recommending, concurring, or approving official. The
Board Action is to be filed in the personnel folder, and the nurse will
be informed of the decision.

\(e\) Once appropriate officials have determined that the scope and
complexity level of the assignment do not warrant promotion to a higher
grade, a review of the registered nurse's qualifications and performance
is required only when there has been a significant change in the nature
of assignment or a reassignment.

\(f\) Registered nurses who are not recommended or approved for
assignment to these grades are not entitled to higher level review,
including promotion reconsideration.

\(g\) Grade assignments to Nurse IV or above are limited to the
registered nurse's current position. Registered nurses who are
reassigned will not retain Nurse IV or above unless a determination is
made

by the appropriate NPSB that the duties of the new position meet the
scope and complexity criteria for the contemplated grade. Also, the
position vacated will not be filled at the Nurse IV level or above
without prior review of the qualifications of the individual registered
nurse to be assigned to the position. Such recommendations will be
forwarded to the appropriate NPSB.

\(4\) **Promotion Consideration to Nurse III and Below for the Positions
of Associate Chief, Nursing Service for Education; Supervisor, Nursing
Home Care Unit; Assistant Chief, Nursing Service; Associate Chief,
Nursing Service; and Associate Chief, Nursing Service for Research**

\(a\) Upon receipt of VA Form 5-97, the Human Resources Management
Office will retain the duplicate copy of the form as a suspense copy and
forward the original to the Nurse Executive. This individual will
complete the front of VA Form 10-2543\[, Board Action\]. If the most
recent proficiency report on file was prepared more than 6 months before
the date of promotion consideration, narrative performance evaluations
will be prepared by the Nurse Executive and by the Chief of Staff. These
evaluations may be in the form of a supplement to the latest proficiency
report. The registered nurse's file, including the personnel folder,
will then be forwarded, through the facility Director, to the
appropriate NPSB for consideration, after the Human Resources Management
Officer has made an administrative review of the \[file\].

\(b\) Following consideration by the appropriate Board, the file will be
returned to the facility Director for approval or disapproval.

\(5\) **Promotions and Advancements to a Higher Level** \[**W**\]**ithin
the Grade to Nurse III and Below Other Than for Positions Identified in
Subparagraph** \[**6f**\]**(4)** \[ \]**.** (Also see appendix \[ \]M,
this part, for processing instructions.)

\(a\) In considering a registered nurse for promotion or advancement to
a higher level within the grade, the local NPSB determines whether or
not the individual meets the VA Nurse Qualification Standard
requirements. If the board determines that requirements are met, the
registered nurse is eligible for promotion or advancement consideration.
Following consideration by the board, the file will be referred to the
facility Director for appropriate action.

\(b\) If the employee is not promoted, the AAC will continue to send the
VA Form 5-97 annually until a change in grade occurs. The VA Form 5-97
will be forwarded to the appropriate supervisory official. An employee
at Nurse II and below who is not promoted or advanced to a higher level
within the grade will be considered for promotion or advancement to a
higher level within the grade on the next anniversary date of grade.
\[After September 30\], 2005, a longer period \[between\]
consideration\[s\], not to exceed 3 years, may be established by the
NPSB when a registered nurse at Nurse II and below does not meet the
qualification standard\['s education or experience requirements\]. In
these cases, the Human Resources Management \[O\]ffice will tab the
service control file and will destroy VA Form 5-97 for the year(s) when
the employee is not to receive consideration.

NOTE: *Upon completion of the degree requirement, a registered nurse or
nurse anesthetist may be considered for promotion if the administrative
requirements are met. This is the only time a registered nurse or nurse
anesthetist may be considered for promotion other than on the
anniversary date of grade.*

\(6\) **Waiver of Experience and/or Degree Requirements.** The
appointing official may authorize a waiver of experience and/or the
degree requirements for individuals whose professional accom-plishments,
performance, and qualifications warrant such consideration based on
demonstrated ability to meet the requirements for promotion to the next
higher grade or advancement to a higher level within the grade\[. (S\]ee
the VA Nurse Qualification Standard\[, appendix G6, Part II, this
Handbook.\])\[ \] In considering a registered nurse for promotion to
Nurse III or below, the appropriate NPSB will determine whether or not
the individual should be recommended for promotion or advancement to a
higher level within the grade with a waiver of the experience and/or
degree requirements.

\(7\) **Recommendations of Nurse Professional Standards Boards.** If
consideration of a registered nurse promotion or advancement to a higher
level within the grade by the Under Secretary for Health or designee is
requested, the Human Resources Management Officer will take necessary
steps to ensure that the Nurse Executive and the Chief of Staff are
aware of the case and of the recommendation(s) of the appropriate Nurse
Professional Standards Boards.

[]{#PtIIIch4par7 .anchor}**7. PROMOTION RECONSIDERATION AND REVIEW**

a\. **Coverage.** This paragraph applies to physicians, dentists,
podiatrists, optometrists, chiropractors, registered nurses, nurse
anesthetists, physician assistants, and expanded-function dental
auxiliaries appointed under 38 U.S.C. 7401(1) or 7405(a)(1)(A) \[ \].

b\. **Notice of Decision.** \[Supervisors must advise e\]mployees \[ \]
of any decision not to promote them, of the reason(s) for the decision,
and of their right to request reconsideration. The right to
reconsideration does not extend to promotions to Nurse IV and Nurse V,
which are based on complexity of assignment, nor does it extend to
temporary promotions.

c\. **Informal Discussion.** \[The employee must discuss his or her\]
dissatisfaction with their immediate supervisor prior to submitting a
request for reconsideration under \[sub\]paragraph 7d.

d\. **Submission of Reconsideration Request or Request for Central
Office Review**

\(1\) \[**Reconsideration Request.**\]

\[(a)\] If the employee does not believe the supervisor's explanation is
satisfactory, the employee may submit a written request for
reconsideration through the supervisor to the appropriate Professional
Standards Board for review within 14 calendar days of the non-promotion
decision. (See \[sub\]paragraph \[7\]e \[.\])\[ \] The approving
official or designee may extend the 14-day period at the written request
of the employee if the employee is unable to submit the information
timely for reasons beyond the employee's control. The employee's written
request for reconsideration must indicate when the informal discussion
was held with the immediate supervisor and cite the specific reason(s)
why the employee believes the decision was not proper. Supervisors must
review and comment on the employee's request in writing, and provide
copies of those comments to the employee.

\(2\) If on reconsideration the approving official disapproves the
promotion under paragraph 7f(3) \[ \], the employee may request Central
Office review \[by submitting a written request through the supervisor
to

the approving official\] within 14 calendar days of \[receiving notice\]
of the \[reconsideration\] decision.

\[T\]he approving official \[ \] or designee may extend the 14-day
period at the written request of an employee if the employee is unable
to submit the information \[timely\] for reasons beyond the employee's
control.

\[ \]

e\. **Professional Standards Board Review.** The appropriate
Professional Standards Board \[at the facility\] will review the
information submitted by the employee and make a recommendation to the
approving official. If the employee's request does not include the
information specified in paragraph 7d(1)\[(a)\], the technical
representative to the Professional Standards Board is to return the
request to the employee for completion. The additional information is to
be returned to the Professional Standards Board within 14 calendar days;
however, the appropriate management official may extend the 14-day
period if the employee is unable to submit the information for reasons
beyond the employee's control. Upon completing its review, the \[B\]oard
\[must\] forward its recommendation to the approving official for action
under paragraph f \[ \].

f\. **Action by Approving Authority.** Upon review of the
reconsideration file, the approving official shall take one of the
following actions:

\(1\) Request any additional information needed to make a decision. This
includes, but is not limited to, meeting with representatives of the
Board, the employee, or the employee's supervisor prior to making a
decision under paragraph \[f\](2) or \[f\](3 \[ \].

\(2\) Approve the adjustment of the employee's grade or level in
accordance with paragraph 8a \[ \].

\(3\) Disapprove the promotion and notify the employee of the decision
in writing. If the employee requests VA Central Office review under
paragraph 7d(2) \[ \], the approving official shall forward the
reconsideration file, the employee's personnel folder, and any comments
to the appropriate VA Central Office Professional Standards Board for
review.

g\. \[**Request for Central Office Review.**\]

\[(1)\] **Review by the Central Office Professional Standards Board.**
When a request for Central Office review is submitted to the appropriate
VA Central Office Professional Standards Board under paragraph f(3) \[
\], the Under Secretary for Health or a designee becomes the promotion
approving authority. The appropriate \[ \] Board will review the
information submitted by the facility and make a recommendation to the
approving official. If necessary, the Central Office \[ \] Board may
request additional information. Upon completing its review, the Central
Office \[ \] Board will forward its recommendation to the approving
official for action under paragraph h \[ \].

h\. **Action by the Under Secretary for Health or Designee.** Upon
receipt of the recommendation from the appropriate VA Central Office
Professional Standards Board, the approving official or designee may:

\(1\) Authorize the adjustment in the employee's grade or level in
accordance with paragraph 8a \[ \].

\(2\) Request any additional information needed.

\(3\) Disapprove the promotion and advise the employee of the
determination in writing. Such determinations are final.

i\. \[Employees may withdraw requests for reconsideration or for Central
Office review at any time\].

\[j. **Exclusion from Coverage as Employee Grievance.** Requests for
promotion reconsideration are excluded from the Agency Grievance
Procedure. See VA Handbook 5021, Part IV, Chapter 3, paragraph 16.
Promotion reconsideration is also excluded from negotiated grievance
procedures under the provisions of 38 U.S.C. 7422(b).\]

[]{#PtIIIch4par8 .anchor}**8. EFFECTING ADVANCEMENT AND PROMOTION
ACTIONS**

a\. **Effective Date**

\(1\) The promotion will be placed into effect by the Human Resources
Management Officer on the first day of the pay period following the date
of administrative approval of the promotion by the \[approving\]
official\[ \] designated in appendix \[ \]K, this part, but in no case
earlier than the date on which all administrative requirements are met.

\(2\) If an employee becomes eligible for promotion while on LWOP for
educational or other purposes, no action will be taken until the
employee returns to duty. If the employee \[up\]on return to duty meets
all other requirements for promotion, an appropriate recommendation will
be made. However, if promoted, the promotion will not be effected
retroactively.

**NOTE:** *See chapter 6, this part, for effecting of promotion actions
upon return from military service.*

b\. **Disposition of Forms.** On completion of the promotion action, or
disapproval of promotion, the original VA Form 10-2543\[, Board
Action,\] and any accompanying documents will be filed in a separate
envelope in the employee's personnel folder.

[]{#PtIIIch4par9 .anchor}**9. ADJUSTMENT OF PROMOTIONS OR ADVANCEMENTS
TO A HIGHER LEVEL WITHIN THE GRADE.** Approving officials may adjust an
employee's promotion or advancement to a higher level within the grade
if it is determined that such action is consistent with applicable
qualification requirements. Such decisions shall consider the
recommendation of the appropriate Standards Board. Actions taken under
this paragraph will be effected at the beginning of the next pay period
following approval.

\[ \]

[]{#PtIIIch4par10 .anchor}**10. ADVANCEMENT OF RESIDENTS.** Residents
appointed under authority of 38 U.S.C. 7406 will be advanced in salary
upon successful completion of each year of training provided the House
Staff Review Committee recommends the increase and continuation of
training. If the committee recommends the advancement, the effective
date of promotion will be the first day following completion of each
year of training. The required training may have been obtained in part
from sources outside VA. (See M-8, pt. II, ch. 1.)

[]{#PtIIIch4par11 .anchor}**11. TEMPORARY CHIEF OF STAFF ASSIGNMENTS
(PROMOTIONS)**

a\. **General.** When the position of Chief of Staff is vacant, the
facility Director may request the temporary reassignment and promotion
of a physician as Chief of Staff. These reassignments will be for a
period not to exceed 1 year, and may be terminated prior to the
expiration date.

b\. **Submission of Requests.** Facility officials will continue to
forward chief of staff nominations to the Management Support Office
(10A2B). The chief of staff program staff in the Management Support
Office will provide a technical review of the nomination, arrange for
appropriate approvals and/or reviews with VHA Central Office officials
as necessary, and forward the completed nomination to the Network
Director for approval. Requests for temporary reassignment to chief of
staff in Executive grade for renewable periods not to exceed 1 year
require approval of the appropriate Network Director. Normally, these
reassignments will be approved only after an employee has served in an
acting capacity for at least 90 days. In exceptional circumstances, the
appropriate Network Director may approve a temporary reassignment when
an employee has served less than 90 days in an acting capacity.

c\. **Temporary Promotion.** An employee who is temporarily reassigned
to a Chief of Staff position will be advanced to the Executive grade for
the duration of the assignment. On expiration or termination of the
assignment, the grade and salary of the employee will be adjusted in
accordance with the provisions of VA Handbook 5007, Pay Administration.
In applying the provisions of this handbook, the salary will be adjusted
to the salary held previously, unless a higher rate is warranted by
reason of periodic step increases. On assignment, the following
statement will be placed in the "Remarks" item of the SF 50-B,
Notification of Personnel Action: "Employee informed of conditions of
temporary grade assignment." Any request submitted under this
subparagraph is also to include a request to increase the employee's
special pay, if applicable.

[]{#PtIIIch4par12 .anchor}**12. DETAILS, TEMPORARY REASSIGNMENTS, AND
TEMPORARY**

**PROMOTIONS FOR REGISTERED NURSES AND NURSE ANESTHETISTS**

a\. **Details.** When the position of Nurse Executive, or a nurse
anesthetist position at Nurse IV or Nurse V is vacant, the facility
Director may detail an employee to that position. Generally, details
will not exceed 90 days, and may be terminated prior to the expiration
date. \[T\]he facility Director may approve extensions of the detail in
90-day increments \[when circumstances warrant\].

b\. **Temporary Reassignments.** When a position at Nurse IV or V is
vacant, the facility Director may approve the temporary reassignment of
an individual into the position. Generally, temporary reassignments will
be for a period not to exceed 1 year, and may be terminated prior to the
expiration date. \[T\]he facility Director may approve the extension of
a temporary reassignment not to exceed 1 additional year \[when
circumstances warrant\]. Normally, such temporary reassignments will be
approved only after a registered nurse or nurse anesthetist has acted in
the position for at least 90 days. \[When circumstances warrant\], the
approving official may approve a temporary reassignment when an employee
has served less than 90 days in an acting capacity (e.g., when the
position is expected to remain vacant for an extended period). On
approval of the temporary reassignment, the following statement will be
placed in the "Remarks" section of the SF 50-B: "Employee informed of
conditions of temporary assignment."

c\. **Temporary Promotions.** If a registered nurse is temporarily
reassigned to a higher grade assignment under subparagraph \[8\]b \[ \],
the facility Director may temporarily promote the individual. Such
action will be taken only after the facility Director considers the
recommendation of the appropriate NPSB. The facility Director may
similarly temporarily promote a nurse anesthetist to Nurse IV or V after
considering the recommendation of the facility PSB for nurse
anesthetists. On expiration or termination of the temporary promotion,
the grade and salary of the employee will be adjusted in accordance with
the provisions of VA Handbook 5007, Pay Administration. The employee
will be advised in writing of the conditions of the temporary promotion
or assignment. In applying the provisions of this handbook, the salary
will be adjusted to the salary held previously, unless a higher step is
warranted by reason of a periodic step increase, special advancement, or
under the highest previous \[rate\] rule.

[]{#PtIIIch4par13 .anchor}**13. OTHER GRADE CHANGES**

a**. Change to Lower Grade**

\(1\) **General.** \[ \] As provided by 38 U.S.C. 7403, \[where an
employee's grade level and salary are\] based on both the nature of the
assignment and \[the employee's\] personal qualifications, \[and the
assignment is subsequently changed, the grade and salary may be adjusted
as\] appropriate. Such action may be taken by the Secretary, upon
recommendation of the Under Secretary for Health, on any physician or
dentist in Director grade; \[or\] by the Under Secretary for Health on
any physician or dentist in Executive grade\[.\]

\(2\) **Key Nursing Personnel (Registered Nurses Other Than Nurse
Executives) and Nurse Anesthetists in Nurse IV and Above Whose Grade is
Based on Both Their Personal Qualifications and Responsibilities of
Their Assignment**

\(a\) **Placement in a Lower Grade for the Good of VA.** Employees
placed in a lower grade for reasons other than cause or at the
employee's request will have their pay set at the lowest step of the
lower grade which equals or exceeds their existing rate of basic pay. If
there is no such step, employees are entitled to pay retention.

\(b\) **Voluntary Changes to a Lower Grade.** Employees who take a
voluntary change to a lower grade may have their pay set at any step of
the grade that does not exceed their highest previous rate. However, the
employee is not eligible for pay retention, and, if the employee changes
facilities, the pay rates of the gaining facility shall be applicable.
The employee must submit a written request, through channels, for the
employment change. The employee's signed request is to be filed on the
right side of the employee's personnel folder.

\[ \]

b\. **Review of Assignments of Key Nursing Personnel (Registered Nurses
Other Than Nurse Executives) and Nurse Anesthetists in Nurse IV and
Above Whose Grade is Based on Both Their Personal Qualifications and
Responsibilities of Their Assignment**

\(1\) Facility \[D\]irectors or officials in Central Office may request
review of an assignment if they believe it no longer warrants the
current grade; the assignment cannot be restructured within the
requesting official's scope of responsibilities; and the employee will
not voluntarily accept a change to a lower grade. \[The responsible
program official will initiate such a review\] if there has been a
significant change in the assignment or an accretion or erosion of
responsibilities \[suggests that\] the assignment \[would be more
appropriately placed in\] a different grade.

\(2\) Recommendations related to nurse assignments will be sent to the
Central Office NPSB and the \[Office of Nursing Services\] (059/108).
Those related to nurse anesthetist assignments will be sent to the
Central Office Nurse Anesthetist PSB and the Office of Patient Care
Services (059/11). If it is determined that the grade is inappropriate,
the correct grade will be identified\[,\] and the following action will
be taken:

\(a\) Any promotion or advancement will be effected on the first day of
the first pay period following the approving official's determination.

\(b\) If the Central Office program official determines that the current
grade is no longer warranted:

[1]{.underline}. The facility's request is forwarded to the Assistant
Deputy Under Secretary for Health (10N). This office will attempt
voluntary or involuntary placement of the employee in a more appropriate
assignment. If no placement opportunities are available, the request
will be returned to the facility.

[2]{.underline}. The requesting official shall reduce the employee to
the appropriate grade. Such employees are eligible for pay retention.

**NOTE:** *Directed transfers or reductions in grade approved under this
paragraph will not be considered adverse actions under 38 U.S.C. 7461,
provided they are not based on charges related to conduct or
performance. The actions are, however, grievable under the provisions of
VA Handbook 5021\[,\] Employee/Management Relations*\[ \].

\[**NOTE:** *Paragraph 9 of proposed Section B, Other Grade Changes,
Chapter 4, Part III, of VA Handbook 5005, follows. Section B's
paragraphs 1-8 are subject to the labor organization collaboration
process and these are not included at this time.*\]

# 

# \[9. OTHER GRADE CHANGES

a\. **Change to Lower Grade**

\(1\) **General.** As provided by 38 U.S.C. 7403, where an employee's
grade level and salary are based on both the nature of the assignment
and the employee's personal qualifications, and the assignment is
subsequently changed, the grade and salary may be adjusted as
appropriate. Such action may be taken by the Under Secretary for Health
or designee for Hybrid Title 38 employees in centralized positions and
for all Hybrid Title 38 employees in assignments at GS-13 and above; and
by the facility Director for all Hybrid Title 38 employees in
noncentralized assignments below GS-13. The facility Director may
delegate the authority to the Chief of Staff, Associate Director, Nurse
Executive, Pharmacy Chief for occupations under their respective
purview.

\(2\) **Hybrid Title 38 employees.** Employees appointed under authority
of 38 U.S.C. 7401(3) and permanent part-time employees appointed under
38 U.S.C. 7405 (a)(1)(B) are entitled to the following grade and pay
retention provisions.

\(a\) **Erroneously Graded Assignments.** If an employee's grade is
based on both the nature of assignment and personal qualifications and
the assignment does not meet the requirements for the employee's grade,
the employee shall be eligible for grade and pay retention if the
employee has been in grade for at least 1 year. If the employee has been
in grade for less than 1 year, the employee shall be eligible for pay
retention, and pay shall be set in accordance with 5 CFR, part 536.

\(b\) **Change in Assignment.** If the duties and responsibilities of an
employee's assignment change sufficiently, either through gradual
erosion or planned management action, so that it no longer warrants the
grade level of the incumbent, the incumbent shall be eligible for grade
and pay retention provided the incumbent has been in grade for at least
52 weeks. If the employee has been in grade for less than 52 weeks, the
employee shall be eligible for pay retention, and pay shall be set in
accordance with

5 CFR, part 536.

\(c\) **Assignment Change.** If an employee is voluntarily placed in a
different assignment which does not warrant the employee's current grade
level, the employee will not be eligible for grade retention. The
employee's entitlement to pay retention will be determined in accordance
with VA Handbook 5007, Pay Administration.

\(d\) **Assignment Change for Cause or at the Employee's Request.** If
an employee is changed to an assignment which does not warrant the
employee's current grade level for cause or at the employee's request,
the employee is not eligible for grade or pay retention**.**

**NOTE:** *Directed transfers or reductions in grade approved under this
paragraph will not be considered adverse actions under 38 U.S.C. 7461,
provided they are not based on charges related to conduct or
performance. The actions are, however, grievable under the provisions of
VA Handbook 5021, (Employee/Management Relations).*\]

gathering a broad base of job information from which KSAOs required in
all the jobs in the group or class are derived. In the single job study,
emphasis is on determining the KSAOs required in the specific position
with less effort devoted to obtaining background information.

\(1\) **Class Analysis.**  A class of positions, such as Veterans
\[Claims Examiner\] or \[Nursing Assistant\] which is common to a large
number of VA installations can be centrally analyzed on a grade-by-grade
basis and the results shared among VA users.  Such class analyses will
be done only under the direction of the Deputy Assistant Secretary for
Human Resources Management and Labor Relations (059). Since no two jobs
are exactly alike, there is a need to identify many more tasks and many
more KSAOs than are likely to appear in any one position.  As part of
the class analysis, quality level examples are prepared for each KSAO. 
When an individual position is to be filled, responsible officials will
decide which of the KSAOs identified in the class study are applicable
to that particular job and whether there are any unidentified KSAOs
unique to it.  Using the predefined KSAOs and their corresponding
quality levels (plus locally defined quality levels for KSAOs unique to
that particular job, if any), a local rating and ranking procedure may
be developed.

**NOTE:** *The local job must be closely surveyed and the KSAOs
carefully selected to ensure job relatedness.  If an important KSAO
required in the local job has not been identified in the class study, it
must be defined, documented and developed locally, including quality
level descriptions, inclusion in supplemental experience statements,
specialized appraisals, etc.*

 

\(2\) **Local Analysis of a Group of Jobs.**  Often several jobs at an
installation are enough alike in tasks performed and level of
responsibility and difficulty to be grouped and analyzed together. 
Usually, those jobs will have the same grade and title.  For example,
there are a number of tasks which are performed by all GS-4 Nursing
Assistants in a medical center even though they may be assigned to
medical, surgical or psychiatric units.  By using appropriate sources of
information and input from a panel of SMEs representing each of the
areas where GS-4 Nursing Assistants work, a list of tasks, KSAOs and
quality level examples for the whole job group can be developed.  When
an individual job is being filled, the KSAOs required in that job are
selected from the pool of GS-4 Nursing Assistant KSAOs and used to rate
and rank applicants.

**NOTE:**  *Care must be taken to ensure that all the KSAOs which are
needed to identify the best qualified applicants for the individual job
have been included in the rating and ranking procedure.*

\(3\) **Single Job Analysis.**  Many jobs may not lend themselves to a
group or class job analysis, or such an analysis may not yet be
available.  These jobs may be few-of-a-kind jobs or those which, even
though they share a common title and grade, have duties and
responsibilities which require different KSAOs.  The procedures followed
in a single position study are similar but not identical to those
followed in a group or class study.  In the single job study the sources
of job analysis data do not have to be as wide and varied as those used
in a larger study; however, the input from the SMEs must be more
specific, and the KSAOs must relate directly to the individual job.

c\. **Common Elements in Any Job Analysis.**  While the job analysis
approaches discussed above vary in their focus and scope, there are a
number of elements which must be included in any job analysis.