[Federal Register: November 13, 1998 (Volume 63, Number 219)]
[Notices]
[Page 63512-63514]

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OFFICE OF PERSONNEL MANAGEMENT

New Application Procedures for Federal Jobs (Automated Resume
Processing)

AGENCY: Office of Personnel Management (OPM).

ACTION: Notice with request for written comments.

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SUMMARY: This notice announces approval for Federal agencies to
restrict application format for employment consideration to the resume
when applications will be processed using automation.
    Beginning on November 13, 1998, agencies may continue to accept the
Optional Application for Federal Employment (OF-612), resumes, or other
written formats when considering applicants for Federal employment; or
agencies may choose to restrict application format to the resume when
applications will be processed using automation.
    The OPM pamphlet, Applying for a Federal Job (OF-510), which
describes what applicants should include in resumes or applications
submitted for consideration for Federal jobs, will be updated to
include a sample resume document and to explain new agency application
processing options. Applicants can get copies of the updated pamphlet
beginning in December 1998 from the USAJOBS Governmentwide Automated
Employment Information System.
    OPM has implemented an online resume builder on the USAJOBS web
site at www.usajobs.opm.gov. The online resume builder allows
applicants to prepare a resume that they can print for personal use;
save and/or edit on the web site for future use; and electronically
submit for agency-specified job opportunities in the Federal Jobs
Database. The online resume builder contains all of the data elements
outlined in the Applying for a Federal Job pamphlet as required for
resumes submitted for Federal employment. The resume builder produces a
resume suitable for both manual and electronic processing.
    This action is being taken to continue and expand employment
application options for both Federal agencies and job applicants.
    The Office of Personnel Management and other Federal agencies rate
applicants for Federal jobs under the authority of 5 U.S.C. 1104, 1302,
3301, 3304, 3320, 3361, 3393, and 3394.

DATES: Written comments will be considered if received on or before
December 14, 1998.

ADDRESSES: Send or deliver written comments to Mary Lou Lindholm,
Associate Director for Employment, U.S. Office of Personnel Management,
1900 E Street NW., Washington, DC 20415.

FOR FURTHER INFORMATION CONTACT: Richard Whitford at 202-606-1031
(rawhitfo@opm.gov) or Claire Gibbons at 202-606-1221
(cxgibbon@opm.gov).

U.S. Office of Personnel Management.
Janice R. Lachance,
Director.

SUPPLEMENTARY INFORMATION: In a December 16, 1994, Federal Register
notice (59 FR 65086) OPM announced a new application process that
became effective on January 1, 1995. Under the new procedures, agencies
filling positions in the competitive service, the excepted service and
the Senior Executive Service could no longer require the SF-171,
Application for Federal Employment, as the only acceptable application
form for employment, but also had to inform applicants for most jobs
that they could apply with a resume, the Optional Application for
Federal Employment (OF-612), or any other written format of their
choice, including the SF-171. Authorization of the SF-171 as an
official form expired on December 31, 1994. Exceptions for the creation
of special forms for unique jobs or jobs filled through automation were
allowed. The new procedures were established to implement a National
Performance Review (NPR) recommendation to OPM to eliminate standard
forms because the length and complexity discouraged applicants from
seeking Federal employment. An interagency task force of 16 Federal
agencies recommended the new application procedures that let applicants
choose the format of their application. The new procedures were
reviewed and accepted by the National Partnership Council, the
Interagency Advisory Group, unions, and organizations representing
major constituency groups. As the proliferation of Government forms
would be counter to the NPR objective to simplify the application
process, agencies were advised that they could seek OMB approval for
agency-specific forms only for unique jobs with highly specialized
requirements or for special forms needed for a computer-assisted
application system.
    The Office of Management and Budget (OMB) approved the new
application process for a period of three years which ended on December
31, 1997. However, due to requests received by the Federal staffing
community, authorization for the Optional Application for Federal
Employment, OF-612, was extended for a period of three years through
December 31, 2000.
    At the time the Notice was issued, the use of electronic
application processing systems was not widespread in Federal agencies.
Now more than three years later, the staffing environment has changed.
Given full delegation of examining authority and continued downsizing,
agencies are looking for new ways to perform staffing work more
efficiently and cost effectively. Today's automated technology allows
agencies to accept employment applications via fax, email and the world
wide web. Applications can be processed by automated systems that are
capable of applying sophisticated search routines to evaluate the
competencies, qualifications and skills that match the knowledge,
skills and abilities of jobs being filled. To effectively use much of
this technology, the application format must be limited to the resume.
    The use of the resume is not burdensome for job applicants. The
resume is the standard for applying for employment in most segments of
the

[[Page 63513]]

American job market. The resume allows job seekers to apply for most
positions without having to seek out special forms and can be easily
prepared using a typewriter or personal computer. The resume is
compatible with new innovative ways for job seekers to quickly and
easily apply for Federal jobs.
    The following Questions and Answers give more information on the
new application procedures:
    (1) Why did OPM develop the new procedures?
    OPM developed the new procedures to provide agencies with an
additional option for application receipt to take advantage of current
technology. The use of automated systems for the development, movement
and processing of resumes is becoming standard within the human
resources field. Rather than requiring agencies to make individual
requests to OMB for the approval of a resume approach for Federal
employment application, OPM determined it made more sense to move the
initiative ahead on a Governmentwide basis.
    (2) Must agencies adopt the resume approach for Federal employment
application?
    No. Agencies may continue to use the application procedures
established in January 1995, i.e., agencies may accept resumes, the
Optional Application for Federal Employment (OF-612), or any other
written format of the applicant's choice. The new procedures simply
allow agencies choosing to use automated systems for the receipt or
processing of applications to restrict applications to the resume
format. Agencies may make the choice on an agency-wide basis, for
individual departments or bureaus, or on an announcement-by-
announcement basis.
    (3) Do the new procedures change existing policy on the content
requirements of resumes submitted for Federal employment consideration?
    No. The data elements identified in the pamphlet, Applying for a
Federal Job, describe the required content of a resume or application
filed for Federal employment. Agencies may, at their discretion, choose
to define fewer data elements as acceptable in an application. Agencies
may not add additional elements except as related to the job being
filled (i.e., competencies, knowledges, skills and abilities; date of
birth for law enforcement positions where age is a factor, etc.).
    (4) May agencies require use of the USAJOBS resume builder; an
agency specific online resume builder; or other automated application
filing method?
    No. Agencies must accept resumes created from any source; e.g.,
online resume builder; resume preparation software; word processing
software; or typewriter, as long as the resume meets the specific
agency parameters for format, content and length. Agencies accepting
applications in other formats must be sure that the automated methods
for applying are available and accessible to job seekers.
    (5) May agencies specify the format or layout of resumes submitted
for automated processing?
    Yes. Agencies using automated systems may establish basic format
and length guidelines for optimal resume processing. The guidelines may
include requirements for the order in which the resume elements are
presented; font size; resume length; and restrictions on the use of
graphics, such as boxes and lines. The purpose of allowing agencies to
establish format and length guidelines is to provide maximum
integration of resumes with electronic application receipt and
processing systems. For example, many automated application scanning
systems deliver the best character recognition when standard font
sizes, such as 12 point or 10 characters per inch (cpi), are used;
other systems limit the size of the computer files that may be accepted
into the system or passed to other systems. When resumes are not
formatted to basic guidelines, manual processing must be applied which
reduces the efficiencies gained by automation and delays the process of
filling jobs. While agency guidelines for resumes will be permitted to
accommodate the technology being employed, agency guidelines cannot be
so specific as to establish only ``one'' acceptable resume document.
Agencies are warned against establishing requirements that would result
in the arbitrary rejection of resumes from employment consideration for
failure to follow instructions, i.e., name must be centered and entered
on line 2.25, or only resumes prepared in Times Roman 12 pt. font will
be considered.
    Agencies opting to require resumes for automated processing must
take steps to guarantee access to the application process for all job
seekers. Agencies are responsible for establishing procedures to assist
job applicants who do not possess the keyboard skills required to
prepare a resume or who do not have access to a typewriter, word
processor, or on-line resume developer. Vacancy announcements must
contain a contact point; i.e., name and telephone number, that job
seekers may call if they are unable to submit a resume and need
assistance applying.
    The online resume builder on the USAJOBS web site meets all of the
basic requirements for resume preparation for electronic processing.
Resumes created on the USAJOBS resume builder are automatically
formatted at the time of transmission to meet agency specified
requirements. This meets agency needs without burdening job seekers.
    (6) What provisions have been made for applicants with
disabilities?
    The resume builder on the USAJOBS web site will be made available
in text format for use with text readers by the visually impaired.
    The revised pamphlet, Applying for a Federal Job, will be available
in braille, large print and on audio tape and computer disk. The
pamphlet tells applicants what to include in their resumes or
applications for Federal jobs. Furthermore, information on the Federal
application process is available in text format for use with text
readers by the visually impaired on the USAJOBS web site and computer
bulletin board.
    (7) How will OPM publicize the new application process?
    OPM's Employment Information Office regularly distributes new
releases and mailings to Federal offices, State Employment Service
offices, State Vocational Rehabilitation Services offices, colleges and
universities, and other major constituency groups. This year's mailings
will include updated information on the application process.
    (8) How will applicants find out about the new procedures?
    Updated information on the application process will be distributed
through the USAJOBS Governmentwide automated employment information
system. Applicants may connect to the system (1) on the world wide web
at http://www.usajobs.opm.gov; (2) by telephone at 912-757-3100 (TDD
912-744-2299) or at their local OPM Service Center (see blue pages
listings in local phone directories); (3) by computer bulletin board at
912-757-3100 or telnet fjob.opm.gov; or (4) through touch screen kiosks
located in more than 200 OPM offices, Federal buildings, and college
campuses nationwide.
    (9) May applicants use commercial software to prepare their resume,
the Optional Application for Federal Employment, or application in
another format?
    Yes. Applicants may use commercial software to prepare their
resume, Optional Application for Federal Employment, or other
application format. At all times, however, applicants are responsible
for making sure that their application contains the

[[Page 63514]]

information requested in the pamphlet, Applying for a Federal Job, and
adheres to the requirements specified in the vacancy announcement.
    (10) Can an agency design its own form and seek OMB approval for
its use?
    Yes. OMB will continue to consider requests for agency-specific
forms for unique jobs with highly specialized requirements or special
forms needed for a computer-assisted application system. However, the
necessity for these requests should be reduced with the blanket
approval for the use of resumes only for automated application
processing.
    (11) Can a Federal agency require its own employees to file for
vacancies using a particular form?
    Yes, but only when recruiting from its own employees. For example,
an agency may require a particular form, such as the Optional
Application for Federal Employment, for internal merit promotion
actions. OMB approval is required for any specific form that seeks job-
related information from non-agency employees. Non-agency employees
include former employees with reinstatement eligibility, transfer
eligibles from other agencies, and nonstatus applicants. For this
purpose an agency is an ``executive agency'' as defined in 5 U.S.C.
105, for example, the Department of Agriculture, the Department of the
Navy, and the Environmental Protection Agency.
    (12) How may agencies handle incomplete applications, i.e.,
applications that do not contain all the information requested in the
vacancy announcement?
    Each agency should establish policy on how to handle incomplete
applications. Agencies may:

--Not consider incomplete applications;
--Ask applicants for the missing information; or
--Rate incomplete applications as submitted.

    All applicants for a particular vacancy must be treated the same
way. Agency vacancy announcements should state the policy on incomplete
applications.
    (13) Should applicants continue to submit proof of 5 or 10 point
veterans' preference or proof of Agency/Interagency Career Transition
Assistance Program eligibility with their applications?
    Yes. Applicants should be advised, when allowed by the application
method, to submit proof with their applications if they are claiming 5
or 10 point veteran's preference or eligibility for priority
consideration under the Agency or Interagency Career Transition
Assistance Program. When the application method, such as an email
transmission of resumes, does not support the attachment of special
forms or documents to the application, applicants should be advised of
how and by when they should submit their claim, i.e., mail and/or fax,
postmarked by, etc.
    (14) Why do many automated application processing systems require
that the application format be limited to the resume?
    Many automated application processing systems rely on optical
character recognition for translating data on a printed document into a
computer file that can be searched for data elements, such as name and
address; skills; work experience; and education. In order to reliably
capture the data from the document it must be clear and easy to read.
Since hand written documents and information typed into confined boxes
on forms are often difficult to read, the optical character recognition
systems cannot reliably capture data presented in this manner.
    Other automated systems rely on the electronic movement of
application information from one automated system to another.
Specifically formatted application forms may not be able to be properly
translated from a sending automated system to a receiving system. The
generic text contained in the resume can be converted to a format that
is universally acceptable from one automated system to another.
    (15) How will agencies certify that the information contained in
applications is correct and that applicants meet suitability
requirements for Federal employment?
    Agencies will continue to determine suitability and obtain
certification of application information from the Declaration for
Federal Employment (OF 306). Agencies should continue to obtain the
Declaration for Federal Employment before individuals are appointed.
Agencies should not routinely ask applicants to submit the Declaration
along with their resumes or applications. A major reason for creating
the Declaration was to separate qualifications information from
suitability information so that agencies could better protect the
privacy of individuals by restricting access to more sensitive
background data. Given the privacy concerns and the intent to reduce
the burden on applicants, OPM continues to strongly encourage agencies
to require the Declaration only from job finalists except where to do
so would have a significantly adverse impact on the hiring process.
    (16) May agencies permit the use of official time and Government
resources to develop and submit electronic applications for job
vacancies?
    Agencies may establish their own policy on the use of official time
and resources for the preparation and submission of electronic
applications for job vacancies. The guiding principle in determining
whether or not Federal employees should be allowed to use Government
time and resources in pursuit of alternative employment is whether such
use is in the best interest of the agency and, therefore, the Federal
Government.
    (17) How is resume data collected on the USAJOBS resume builder
secured?
    The resume data collected on the USAJOBS resume builder falls under
the Privacy Act. A Privacy Act notice is available on the system to
users. OPM uses secure transactions to encrypt resume data when it is
moved to and from the USAJOBS web site to create and edit resumes.
Resume access on the USAJOBS web site is secured by password, name and
Social Security Number. Job seekers uncomfortable with submitting
resumes over the Internet continue to have the option to submit resumes
using traditional application methods selected by agencies such as
hand-delivery, mail or fax.

[FR Doc. 98-30327 Filed 11-12-98; 8:45 am]
BILLING CODE 6325-01-P