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Office of Headquarters Operations

Office Work Instruction

### Recruitment {#recruitment .unnumbered}

Approved by: \_\_\_\_\_([Original signed by)]{.underline}
Date\_\_4[/4/01]{.underline}\_\_\_\_

Michael D. Christensen

Associate Administrator for Office of Headquarters Operations

### DOCUMENT HISTORY LOG {#document-history-log .unnumbered}

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| B       |        | 12     |                                         |
| aseline |        | /10/99 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 5/9/00 | Changed NASA Logo                       |
| evision |        |        |                                         |
|         |        |        | Sec. 2 Updated Scope and Applicability  |
|         |        |        |                                         |
|         |        |        | Sec. 5, 6.1 input -- details            |
|         |        |        | Recruitment Package to say...           |
|         |        |        |                                         |
|         |        |        | Sec 6.7 Changed from "Competitive       |
|         |        |        | Process?" to "Rate and Rank"            |
|         |        |        |                                         |
|         |        |        | 6.9 added: "...from list?"              |
|         |        |        |                                         |
|         |        |        | Sec. 4,5,6,7 Made Quality Records       |
|         |        |        | consistent                              |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 4/4/01 | Sec. 3.20; Corrected title of form      |
| evision |        |        | NHQ-79                                  |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 3.21 Deleted Form NHQ-149          |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 3.26. Correct spelling error       |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 3.27, Added NHQ DIV Form 829       |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 3.35 Added description of PTS      |
|         |        |        | database                                |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 5.0. Corrected flowchart           |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 6.4. Modified to delete Form       |
|         |        |        | NHQ-149                                 |
+---------+--------+--------+-----------------------------------------+
|         |        |        | Sec. 7.0 Corrected Quality Records      |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

#  Purpose

This Office of Headquarters (HQ) Operations office work instruction
(OWI) defines the process for recruitment of personnel at NASA
Headquarters (except the Office of Inspector General).

# Scope and Applicability

This OWI applies to recruitment processes for filling GS/GM civil
service positions at NASA Headquarters. This function is the
responsibility of the Office of Headquarters Operations, Headquarters
Human Resources Management Division. The objective is to hire highly
qualified candidates to maintain a level of expertise at Headquarters in
all areas. Recruitment is initiated when a vacancy is identified and a
HQ organizational office submits a request to fill that vacancy.

# Definitions

  ------ -------------------------------- ------------------------------------------------
  3.1    [Area of                         Geographical or other grouping from which
         Consideration]{.underline}.      selection will be made

  3.2    [Benefits]{.underline}.          Health and life insurance, Thrift Savings Plan,
                                          retirement, annual and sick leave

  3.3    [CA]{.underline}.                Clerical Assistant -- Accepts applications;
                                          prepares acknowledgement forms

  3.4    [Certificate of Eligibles under  List of candidates referred using delegated
         NASA Headquarters Delegated      examining procedures
         Examining                        
         Authority]{.underline}.          

  3.5    [Classify Position]{.underline}. Assign a series, title, and grade to a position

  3.6    [Competitive]{.underline}.       Advertise for applicants to fill position

  3.7    [Competitive Recruitment Case    Folder established for each competitive
         File.]{.underline}               recruitment case containing all the quality
                                          records pertaining to that recruitment

  3.8    [CPP]{.underline}.               Competitive Placement Plan; One method used for
                                          filling GS/GM positions in the competitive
                                          service

  3.9    [Crediting Plan]{.underline}.    Criteria used to rate and rank applicant

  3.10   [Delegated Examining             Process used to bring non-status candidates into
         Authority.]{.underline}          the civil service

  3.11   [Final Delegated Examining       Consolidation of panel scores to determine
         Rating Sheet]{.underline}.       candidates to be referred under delegated
                                          examining authority

  3.12   [GM]{.underline}.                General Management -- Pay plan designation for
                                          managers/supervisors in grades 13 through 15
                                          under Performance Management and Recognition
                                          System. This system has been terminated.
                                          However, employees in GM pay plans are not
                                          changed to the GS system unless they are
                                          reassigned or promoted to a different position.
                                          Therefore, although no new GM designations are
                                          being made, some employees are still listed in
                                          the GM pay plan.

  3.13   [GS]{.underline}.                General Schedule -- Pay plan designation for
                                          positions at grades 15 and below in the
                                          competitive service

  3.14   [Guide to Processing Personnel   Coding and legal authorities to effect official
         Actions]{.underline}.            personnel actions

  3.15   [HR]{.underline}.                Human Resources

  3.16   [Job Analysis.]{.underline}      Process for identifying knowledges, skills, and
                                          abilities for use in evaluating candidates

  3.17   [NF]{.underline}.                NASA Form - Designates form used throughout NASA

  3.18   [NF 692 Position                 Official record of series, title, grade, and
         Description]{.underline}.        duties of position

  3.19   [NHQ]{.underline}.               NASA Headquarters - Designates form used only at
                                          Headquarters

  3.20   [NHQ-79]{.underline}.            Headquarters Delegated Examining, Recruitment
                                          and Merit Promotion Announcement -- Announcement
                                          used for both civil service and non-civil
                                          service status candidates

  3.21   [NHQ-196]{.underline}.           Merit Promotion Plan Certificate of Eligibles --
                                          List of candidates referred using competitive
                                          placement procedures

  3.22   [NHQ-197]{.underline}.           Non-Competitive Certificate of Eligibles -- List
                                          of qualified candidates eligible for
                                          non-competitive assignment

  3.23   [NHQ DIV 766]{.underline}.       Rating and Ranking Consensus Form --
                                          Consolidation of panel scores to determine best
                                          qualified

  3.24   [NHQ DIV 767]{.underline}.       Candidate Rating Sheet -- Individual panel
                                          member's rating of candidates

  3.25   [NHQ DIV 768]{.underline}.       List of Applications Received -- Listing of all
                                          applicants for vacancy.

  3.26   [NHQ DIV 777]{.underline}.       Application Acknowledgment -- Form sent to
                                          applicants notifying them of status of
                                          application

  3.27   [NHQ DIV 829]{.underline}        Position Change Action Worksheet-Form used to
                                          document candidate's basic qualification for a
                                          position

  3.28   [Non-Competitive]{.underline}.   No advertisement required; candidate identified
                                          and eligible for non-competitive assignment

  3.29   [Non-Status]{.underline}.        Candidates with no prior Federal service which
                                          would make them eligible for status
                                          announcements

  3.30   [NPPS]{.underline}.              NASA Personnel/Payroll System

  3.31   [OPM.]{.underline}               Office of Personnel Management

  3.32   [PA]{.underline}.                Personnel Assistant -- Requests release date,
                                          processes PCS orders, enters personnel data into
                                          NPPS

  3.33   [PCS.]{.underline}               Permanent Change of Station; process to
                                          reimburse employees for relocation expenses

  3.34   [PMS]{.underline}.               Personnel Management Specialist -- Assigns
                                          series, title, and grade to position; prepares
                                          vacancy announcement; directs panel; prepares
                                          certificate of eligibles; makes employment offer

  3.35   **PTS database**                 **Personnel Tracking System; used to monitor the
                                          status of personnel actions.**

  3.36   [Position Change Action          NHQ DIV 829-Form used to document candidate's
         Worksheet]{.underline}.          basic qualifications for a position

  3.37   [Rate and Rank]{.underline}.     Evaluation system used to determine candidates
                                          to be referred under competitive placement
                                          procedures

  3.38   [Selecting                       Official selecting candidate to fill position.
         Official]{.underline}.           

  3.39   [SF]{.underline}.                Standard Form - Designates form used throughout
                                          the Federal Government

  3.40   [SF-52]{.underline}.             Request for Personnel Action -- Request sent to
                                          Human Resources to initiate personnel action.

  3.41   [SF-50]{.underline}.             Notification of Personnel Action -- Official
                                          action making candidate's selection effective

         [SOP]{.underline}.               Standard Operating Procedure
  ------ -------------------------------- ------------------------------------------------

# References

  ------ -----------------------------------------------------------------------
  4.1    NPD 3000.1 -- Management of Human Resources

  4.2    NPG 3300.1 -- Appointment of Personnel To/From NASA

  4.3    NPG 3335.1 -- Internal Placement of NASA Employees

  4.4    NPG 3510.1 -- Position Classification

  4.5    NPG 3530.1 -- Pay and Allowance s

  4.6    Standard Operating Procedure for the NASA Competitive Placement Plan

  4.7    Delegated Examining Handbook

  4.8    5CFR -- Code of Federal Regulations - Administrative Personnel -
         <http://www.access.gpo.gov/cgi-bin/cfrassemble.cgi?title=199905>

  4.9    41 CFR - Code of Federal Regulations - Public Contracts and Property
         Management
         <http://www.access.gpo.gov/nara/cfr/waisidx_99/41cfrv4_99.html#302-1>

  4.10   Title 5 United States Code - - Government Organization and Employees
         <http://uscode.house.gov/title_05.htm>

  4.11   Guide to Processing Personnel Actions
         <http://www.opm.gov/feddata/gppa/gppa.htm>

  4.12   NPPS User and Operations Guide

  4.13   Operating Manual - Qualifications Standards for General Schedule
         Positions <http://www.opm.gov/qualifications/index.htm>

  4.14   Position Classification Standards
         <http://www.opm.gov/fedclass/html/gsclass.htm>

  4.15   FMM -- Financial Management Manual

  4.16   Federal Travel Regulations

  4.17   SOP- NASA Supplement to Competitive Placement Plan
  ------ -----------------------------------------------------------------------

#  Flowchart 

![](media/image2.wmf){width="5.48125in" height="8.063888888888888in"}

# Procedure

  ------ --------------- ------------------------------------------------
  Step   Actionee        Action

  6.0                    Position becomes vacant in Headquarters and
                         SF-52 and position description to fill vacancy
                         is prepared.

  6.1    PMS             Receives request for recruitment to fill vacancy

  6.2    PMS             Verifies series, title, and grade of position
                         using OPM/NASA classification standards.
                         Discusses and makes any necessary changes to the
                         position description with requesting supervisor
                         before Position Description is signed by the
                         PMS, classifier.

  6.3    PMS             Fill position by competition? A discussion with
                         the Selecting Official may occur at this point.
                         If yes and advertisement is required, in
                         accordance with guidance in CPP, go to 6.4; if
                         no, and therefore advertisement is not required,
                         go to 6.6

  6.4    PMS             Develop job analysis, identifying knowledge,
                         skills, and abilities for use in evaluating;
                         draft vacancy announcement (NHQ-79 ). Discuss
                         draft and recruitment approach/process with
                         Selecting Official (i.e., area of consideration,
                         grade levels, opening/closing dates, etc.).
                         Discusses with the Selecting Official the
                         screening or rating/ranking processes; obtains
                         necessary evaluation criteria/crediting plan.
                         Finalizes job analysis and vacancy announcement
                         and ensures that announcement is distributed.

  6.5    CA              Receives applications, date stamps and maintains
                         list of applicants (NHQ DIV 768). Prepares
                         acknowledgement form (NHQ DIV 777) to inform
                         applicants of the status of their application.
                         Provides finalized list of applicants to the PMS
                         upon the closing of the vacancy announcement.

  6.6    PMS             Determines basic qualifications of applicants
                         using OPM Qualification Standards Operating
                         Manual. Update acknowledgement form and provide
                         to CA for mailing.

  6.7    PMS             Rate and rank as determined in Step 6.4. (In
                         consultation with selecting official and in
                         accordance with CPP, we determine if a rating
                         panel will be used to rate/rank (NHQ DIV 766 and
                         NHQ DIV 767) the applications.)

  6.8    PMS             Refer candidates to selecting Official after
                         evaluating the degree to which the candidates
                         possess the specified knowledge, skills, and
                         abilities, and after all rating/ranking
                         processes have been completed. Develops the
                         certificate(s) of eligible candidates (NHQ-196
                         and/or NHQ-197) and provides to the Selecting
                         Official. Discusses the certificate(s) with the
                         Selecting Official and provides guidance on
                         interviews and completion of the certificate.

  6.9    PMS             Will candidate be selected from list referred?
                         If YES, interviews candidates and determines
                         whether to make a selection from the
                         certificate(s) provided. Designees and/or a
                         panel may conduct interviews. If yes and a
                         selection is made, go to 6.10 and 6.12; if no
                         selection is made, go to 6.11.

  6.10   PMS             Notifies selectee; obtains necessary personnel
                         data in order to determine PCS benefits (as
                         cited in FMM and Federal travel regulations),
                         salary, health/life benefits, etc; determines
                         effective date of appointment; provides
                         necessary paperwork to the Security Office;
                         inputs data into the NPPS system using the OPM
                         Guide to Processing Personnel Actions and the
                         NPPS User and Information Guide in order to
                         produce an SF-50.

  6.11   PMS             Cancels announcement after discussion with
                         selecting official and notifies applicants as to
                         the status of the vacancy. Select a broader
                         recruitment approach and return to 6.4 and
                         complete steps for re-advertising the position.

  6.12   PMS             Notify non-selectees of decision and update
                         applicant acknowlegement form

                         Position filled
  ------ --------------- ------------------------------------------------

# Quality Records

  -------------------------------------------------------------------------------------------
  Record            Owner   Location         Record       Schedule    Retention/Disposition
  Identification                             Media:       Number and  
                                             Electronic   Item Number 
                                             or Hard Copy (NPG        
                                                          1441.1)     
  ----------------- ------- ---------------- ------------ ----------- -----------------------
  SF-52 (Request    Code CP Official         Hard Copy    Schedule    Destroy upon separation
  for Personnel             Personnel Folder              3.2         or transfer of employee
  Action)                                                             

  Signed Position   Code CP Organization     Hard Copy    Schedule    Destroy 2 years after
  Description               Position                      3.41.A      position is abolished
                            Description Book                          or description
                                                                      superseded

  Job Analysis      Code CP CPP/Del Exam     Hard Copy    Schedule    Retain on-site within
                            Folder                        3.12        the Personnel Office
                                                                      and destroy when 2
                                                                      years old

  NHQ 79 HQ         Code CP CPP/Del Exam     Hard Copy    Schedule    Retain on-site within
  Delegated                 Folder                        3.12        the Personnel Office
  Examining,                                                          and destroy when 2
  Recruitment and                                                     years old
  Merit Promotion                                                     
  Announcement                                                        

  NHQ DIV 768 List  Code CP CPP/Dele-gated   Hard Copy    Schedule    Retain on-site within
  of Applications           Examining Folder              3.12        the Personnel Office
                                                                      and destroy when 2
                                                                      years old

  NHQ DIV 777       Code CP CPP/Dele-gated   Hard Copy    Schedule    Retain on-site within
  Application               Examining Folder              3.12        the Personnel Office
  Acknowledgement                                                     and destroy when 2
                                                                      years old
  -------------------------------------------------------------------------------------------

+--------------+-----+-------+----------+----------+-----------------+
| NHQ DIV 829  | C   | CPP/  | Hard     | Schedule | Retain on-site  |
| Position     | ode | Dele- | Copy     | 3.12     | within the      |
| Change       | CP  | gated |          |          | Personnel       |
| Action       |     | Exam- |          |          | Office and      |
| Worksheet    |     | ining |          |          | destroy when 2  |
|              |     | F     |          |          | years old       |
|              |     | older |          |          |                 |
+--------------+-----+-------+----------+----------+-----------------+
| NHQ DIV 767  | C   | CPP/  | Hard     | Schedule | Retain on-site  |
| Candidate    | ode | Dele- | Copy     | 3.12     | within the      |
| Rating Sheet | CP  | gated |          |          | Personnel       |
|              |     | Exam  |          |          | Office and      |
|              |     | ining |          |          | destroy when 2  |
|              |     | F     |          |          | years old       |
|              |     | older |          |          |                 |
+--------------+-----+-------+----------+----------+-----------------+
| NHQ 196      | C   | CPP/  | Hard     | Schedule | Retain on-site  |
| Certificate  | ode | Dele- | Copy     | 3.12     | within the      |
| of Eligibles | CP  | gated |          |          | Personnel       |
|              |     | Exam  |          |          | office and      |
|              |     | ining |          |          | destroy when 2  |
|              |     | F     |          |          | years old       |
|              |     | older |          |          |                 |
+--------------+-----+-------+----------+----------+-----------------+
| SF-50        | C   | Off   | Hard     | Schedule | Retain on-site  |
| Notification | ode | icial | Copy     | 3.1.A&B  | within the      |
| of Personnel | CP  | Pers  |          |          | Personnel       |
| Action       |     | onnel |          |          | Office until    |
|              |     | F     |          |          | employee is     |
|              |     | older |          |          | transferred or  |
|              |     |       |          |          | separated.      |
|              |     |       |          |          |                 |
|              |     |       |          |          | Transferred     |
|              |     |       |          |          | employees --    |
|              |     |       |          |          | See 5 CFR, Part |
|              |     |       |          |          | 293, Subpart C  |
|              |     |       |          |          |                 |
|              |     |       |          |          | Separated       |
|              |     |       |          |          | employees --    |
|              |     |       |          |          | Transfer folder |
|              |     |       |          |          | to National     |
|              |     |       |          |          | Personnel       |
|              |     |       |          |          | Records Center, |
|              |     |       |          |          | St. Louis, Mo., |
|              |     |       |          |          | 30 days after   |
|              |     |       |          |          | separation.     |
|              |     |       |          |          | NPRC will       |
|              |     |       |          |          | destroy 65      |
|              |     |       |          |          | years after     |
|              |     |       |          |          | separation from |
|              |     |       |          |          | Federal service |
+--------------+-----+-------+----------+----------+-----------------+
| Competitive  | C   | CPP/  | Hard     | Schedule | Retain on-site  |
| Recruitment  | ode | Dele- | Copy     | 3.12     | within the      |
| Case File    | CP  | gated |          |          | Personnel       |
|              |     | Exam  |          |          | Office and      |
|              |     | ining |          |          | destroy when 2  |
|              |     | F     |          |          | years old       |
|              |     | older |          |          |                 |
+--------------+-----+-------+----------+----------+-----------------+