United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9000.1 September 26, 2014

Distribution: FGIS Originating Office: FMD OD

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

PERFORMANCE APPRAISAL SYSTEM –

FIELD PERFORMANCE ELEMENTS AND STANDARDS

Contents

1. PURPOSE ............................................................................................................................2

2. REPLACEMENT HIGHLIGHTS ............................................................................................2

3. BACKGROUND ....................................................................................................................2

4. PROCEDURES ....................................................................................................................2

5. INQUIRIES ...........................................................................................................................5

ATTACHMENT 1. GENERIC ELEMENTS AND STANDARDS ................................................6

 APPENDIX A Supervisors.....................................................................................................6

 APPENDIX B Specialists ....................................................................................................17

 APPENDIX C Technical Duties ...........................................................................................28

 APPENDIX D Administrative...............................................................................................48

 APPENDIX E Required Standards .....................................................................................60

ATTACHMENT 2 SUPERVISOR’S CHECKLIST OF APPRAISAL STEPS ............................61

ATTACHMENT 3 EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS (EEO/CR) .........62
FGIS Directive 9000.1 September 26, 2014

Page 2

1. PURPOSE

This directive transmits procedures which define the Performance Appraisal System 

(PAS) requirements for field office personnel.

2. REPLACEMENT HIGHLIGHTS

This directive replaces Program Directive 9000.1, dated March 11, 2014, and is 

revised to include new requirements for Performance Plans, Progress Reviews and 

Appraisal Worksheets as set forth by the U.S. Department of Agriculture (USDA) Office 

of Human Resource Management. This directive is to be used in conjunction with 

Departmental Regulation 4040-430, dated September 30, 2013. This directive 

focuses on establishing a PAS that promotes excellence and a results-oriented 

performance culture that contributes to individual and organizational effectiveness and 

supports the USDA’s and the Federal Grain Inspection Service (FGIS’s) mission and 

goals.

3. BACKGROUND

The PAS for field office employees has required extensive review and revision over 

the past several years. In an effort to improve and standardize the application of PAS 

requirements for the field offices, the Field Management Division (FMD) has developed 

specific guidelines for field employees.

4. PROCEDURES

a. Generic Elements and Standards.

(1) The generic elements and standards will be used for supervisors, scale 

specialists, agricultural commodity graders (ACG’s), agricultural commodity 

technicians (ACT’s), agricultural commodity aids (ACA’s), and administrative 

support personnel. (See Attachment 1)

(2) When applicable, Field office managers (FOMs) may modify the generic 

elements and standards to more accurately measure the actual scope of 

duties that can be performed by employees who will be on a limited light duty 

status for more than 90 days.

(3) All performance elements and standards must align with the Department, 

Agency, and/or office goals and objectives. The performance plan must 

include at least one results-oriented performance element linked to the 

strategic goals and objectives of the organization (for example, Mission 

Results; Mission Support; Execution of Duties; and Program Management, 

Leadership/Management, or other appropriately assigned performance 

element). Employee performance plans must include balanced, credible 

measures of performance for each performance element and identify the 

accomplishment of organizational objectives.
FGIS Directive 9000.1 September 26, 2014

Page 3

(4) All employee’s performance elements and standards must contain a minimum 

of three and not more than seven performance elements. Each employee’s 

performance plan must contain at least one critical performance element.

b. Communication of Performance Elements and Standards.

Forms AD-435E (Nonsupervisory) and AD-435S (Supervisory) will be used to 

document and communicate each element and its standards to the employee. The 

standards for each generic element will be clearly shown on the form at the Fully 

Successful level. (See separate attachments AD-435E and AD-435S).

c. Measuring Performance.

(1) The manager/supervisor will determine the generic elements and standards 

used for each employee and modify any generic elements and standards to 

more accurately measure the employee’s scope of duties. The rating officials 

in each field office will develop a written measurement system. This system 

will provide guidelines on the application of the performance appraisal system 

in their respective field locations. The written system will be tailored to the 

generic elements and standards of their particular work situations. This written 

system may address and clarify a number of issues, such as the methods 

utilized for collecting samples used for performance appraisals; the system for 

issuing form FGIS 301’s, Description of Performance (e.g., issued for specific 

events, for specific events in a given time interval, etc.); and/or clarification 

of the performance needed for a particular performance standard. Managers 

and supervisors are encouraged to work with their employees to develop 

meaningful goals and expectations.

(2) The written measurement system will assist rating officials in the application 

of the performance system in their respective field offices and clarify the 

overall system for employees.

(3) An ACG’s performance rating in the “Mission Results-Grading (USGSA/AMA)” 

performance element will be based on “Documentation of Accomplishments 

and Deficiencies” based on the grading proficiencies as follows:

(a) Performance is based on inspector accuracy and determined by the 

weekly separation proficiency evaluated by the QAS during the fiscal 

year.

Example: Wheat sample separations of DKT, HT, and WOCL

(b) Inspector accuracy is based on the plus/minus formula:

((X - Y1 ) / (X + Y2)) * 100

where X=original result, Y1=minus percentage and Y2=plus percentage.
FGIS Directive 9000.1 September 26, 2014

Page 4

For example: Original DKT (X) is 6.0 percent; 

 Minus (Y1) is 1.0 percent; 

 Plus (Y2) is 0.7 percent

Proficiency: ((6.0 − 1.0) / (6.0 + 0.7)) * 100 =74.7 percent

(c) Separations where the Original result AND the Supervision result do not 

exceed one-half of the grade limit for U.S. No. 1 quality will be used 

in the determination of inspector accuracy if accuracy is 80 percent or 

above and will not be used if accuracy is below 80 percent.

Corn DKT example:

Used: Original 0.9 percent; Plus: 0.1 percent; Supervision, 1.0 percent; 

Accuracy, 90 percent

Not used: Original 0.7 percent; Plus: 0.3 percent; Supervision, 1.0 

percent; Accuracy, 70 percent

(d) Separation proficiency samples of < 80 percent will be returned to the 

inspector for review. An inspector may request that all separation 

proficiency samples which are selected for review be returned to the 

inspector. The inspector should indicate on the separation envelope that 

if the sample is selected for review, that they would like the separation 

returned.

(e) Minimum Evaluation Period.

The ACG must be employed for a minimum of 90 days during a given 

fiscal year to receive an annual performance rating.

(f) Grading proficiency.

• Exceeds fully Successful: 90-100 percent

• Fully Successful: 80-89 percent

• Does Not Meet: Below 80 percent

The following procedures will be used to implement the new performance 

standard at each field office:

(g) Grain/Commodity.

• Selected based on field office

• Examples include Barley, Canola, Corn, Flax, Oats, Rye, Sorghum, 

Soybeans, Sunflower Seed, Wheat, Rice, Peas, Beans, Lentils
FGIS Directive 9000.1 September 26, 2014

Page 5

(h) Grain Service Type.

• Selected based on field office

• Examples include export sub lots, (including re-inspections on 

material portions), submitted samples, single lots, round lots, 

composite, average composite

(4) It is important that managers/supervisors maintain a sustained commitment 

to the fair and equitable process of measuring employee performance. To 

assist in these requirements, a checklist of appraisal steps is included. (See 

Attachment 2)

(5) To assist in the understanding and successful application of the Equal 

Employment Opportunity/Civil Rights performance element and standards, a 

list of information and guidelines is included. (See Attachment 3)

5. INQUIRIES

FGIS field offices may direct inquiries to the FMD Director at (202) 720-0228.

Attachments
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 6

ATTACHMENT 1. GENERIC ELEMENTS AND STANDARDS

APPENDIX A Supervisors.1

1. FIELD OFFICE MISSION RESULTS

(Field Office Manager, Assistant Field Office Manager, and Area Manager Element)

(Critical Element)

This element supports the U.S. Department of Agriculture (USDA) Strategic Plan 

Goal 1, “Assist rural communities to create prosperity so they are self-sustaining, repopulating, and economically thriving,” Objective 1.2, “Increase agricultural opportunities 

by ensuring a robust safety net, creating new markets, and supporting a competitive 

agricultural system. The Federal Grain Inspection Service (FGIS) Strategic Goal 2, 

“Facilitate the marketing of U.S. grain and related agricultural products,” Objective 2.3, 

“Provide official grain inspection and weighing services,” by ensuring a high degree 

of responsiveness to organizational leadership, the public, and internal and external 

customers. The (appropriate manager) demonstrates support for business strategic 

goals and initiatives within the field office by continually reviewing, monitoring, and 

striving to improve organizational performance to achieve USDA and FGIS mission 

results.

This element supports the Federal Grain Inspection Service (FGIS) mission of 

facilitating the marketing of U.S. grain and related agricultural products through the 

establishment of standards for quality assessments, regulation of handling practices, 

and management of a network of Federal, state, and private laboratories that provide 

impartial, user-fee funded official inspection and weighing services. The (appropriate 

manager) is responsible for providing mandatory inspection and weighing services on 

U.S. grain exports at export port locations and, upon request, official inspection and 

weighing services on U.S. rice, commodities, and grain traded in domestic commerce.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the efficiency 

and effectiveness of the workplace by employing preventive measures (i.e., Early 

Alert) necessary to maintain the integrity of the national inspection and weighing 

system, recommending changes to achieve a more consistent and uniform 

application of existing policy/procedures, implementing appropriate follow-up 

measures to prevent recurring problems, etc. Employee has no documentation in 

their performance file requiring corrections to work and has at least three positive 

reports.

1

 Includes Field Office Manager, Assistant Field Office Manager, Area Manager, GS-12 Supervisory 

Agricultural Commodity Grader, Shift Supervisor, and Quality Assurance Specialist (GS-11).
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 7

b. Fully Successful.

Provides cost-effective and responsive official grain inspection and weighing 

services by maintaining the cost of official grain inspection and weighing services 

on U.S. rice, commodities, and grain traded in domestic commerce within FGIS’s 

targeted performance measure 95 percent of the time.

Maintains the cost of inspection and weighing service per metric ton at a level 

established by the (appropriate manager). This element is measured by the cost 

efficiency and effectiveness of providing service and the statistical accuracy of 

official agency inspection results.

Reviews, monitors, and strives to improve organizational performance to achieve 

USDA and FGIS mission results by providing accurate information to appropriate 

individuals regarding sensitive and controversial emerging issues, problems, and 

challenges to the appropriate organizational level with timeframes established by 

the (appropriate manager).

Addresses identified business priorities through activities that produce measurable 

results. New insights and innovative solutions are developed, where needed, which 

result in progress to resolve difficult issues, improve management, or capitalize 

on emerging opportunities. Recommendations and contributions are generally 

accepted because they are based on demonstrated sound judgment, cost 

effectiveness, and sensitivity to the effects on overall policy, and are supported by 

sound analysis and rationale.

Communicates the mission area and FGIS’s mission, core values, strategic goals, 

and priorities to all employees, customers, and other critical stakeholders who are 

involved in the development of objectives to accomplish those goals.

Informs superiors of sensitive and controversial emerging issues as well as 

problems and challenges that arise in the implementation and administration of 

FGIS programs within 2 hours of occurrence.

Produces final work products for initiatives that are accepted as sound, 

appropriate, and responsive to the purpose of the initiative by the Director, 

Administrator, and stakeholder, unless there is a valid reason for nonperformance.

Plans and completes requested work assignments within established timeframes 

95 percent of the time.

Ensures issues and problems are identified, documented, and dealt with in a timely 

manner, as appropriate, 90 percent of the time.

Supports and promotes Administration and USDA policies in an affirmative manner 

97 percent of the time, unless there is a valid reason for nonperformance.

c. Does Not Meet.

Requires repetitive counseling with respect to utilizing nonrevenue-producing time 

efficiently, timely response to service requests, effective use of personnel, and 

other activities needed to effectively plan/coordinate work assignments.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 8

2. SUPERVISION

(Field Office Manager, Assistant Field Office Manager, Area Manager, and GS12 Supervisory Agricultural Commodity Grader, GS-11 Supervisory Agricultural 

Commodity Grader (Shift Supervisor) Element)

(Critical Element)

The (appropriate manager) manages programs, resolving issues and problems within 

the employee’s control. Work is assigned in a fair and effective manner. Technical 

guidance to subordinate staff is given in a timely manner. Performance management is 

implemented in accordance with procedures. Issues, concerns, or problems are handled 

promptly and fairly. To the extent possible, staff is properly trained and complies with 

occupational health and safety programs. Management decisions are supported and 

implemented within appropriate timeframes.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by having a contingency plan (i.e., 

training, equipment maintenance, etc.) for the unanticipated service cancellations, 

promoting efficient utilization of staff in response to unexpected service requests, 

etc. Employee has no documentation in their performance file requiring corrections 

to work and has at least three positive reports.

b. Fully Successful.

Proactively responds to customer and workforce feedback and takes appropriate 

actions to resolve concerns and issues within 30 days of receipt to maximize 

effectiveness.

Analyzes feedback received from employees from the Federal Human Capital 

Survey (FHCS), the Organizational Assessment Survey, or other feedback 

mechanisms (focus groups/1-on-1 discussions) and develops action plans to 

improve future survey results/employee satisfaction.

Ensures subordinates/employees have an employee performance plan that 

focuses on results achieved, contains at least one element that is aligned with 

organizational goals, and are in place within 30 calendar days at the beginning of 

the appraisal period.

Accomplishes performance planning and rating responsibilities within 30 days of 

the beginning of the rating cycle. Completes and documents mid-year reviews 

within 30 days after the mid-point of the rating cycle.

Completes end-of-year ratings and review meetings within 30 days of the end of 

the rating cycle and supports subordinates’/employees’ performance appraisals by 

appropriate documentation.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 9

Delegates work in a manner that is fair, equitable, makes maximum use of 

employee knowledge, skills, abilities, and time.

Prioritizes work of staff to ensure mission-critical work is accomplished according 

to established criteria for accuracy and timeframes.

Complies with requirements of FGIS Directive 4315.1, Training Policy for 

Supervisors, Managers, and Executives.

Ensures that all new employees receive training on operational and procedural 

requirements within timeframes required by management. Ensures that all 

employees are assessed and training needs are identified, communicated to 

employees, and planned on an annual basis.

Ensures employees have completed all mandatory training by the due date unless 

valid reason.

Assesses effectiveness of service and takes appropriate action to correct any 

deficiencies; poor performance and misconduct are identified and appropriately 

addressed in a timely manner.

Initiates award recognition to deserving subordinates/employees; recognizes 

superior performance and special achievements in staff and rewards employees 

appropriately.

Schedules staff meetings at least monthly and after major program conferences or 

meetings or more frequently if required by management. (Field Office Manager and 

Assistant Field Office Manager Standard Only)

c. Does Not Meet.

Requires repetitive counseling with respect to the documentation/certification 

requirements, appropriate followup action, and technical aspects associated with 

the inspection and weighing process to effectively supervise assigned personnel.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 10

3. RESOURCE MANAGEMENT/FINANCIAL STABILITY

(Field Office Manager and Assistant Field Office Manager Element)

(Critical Element)

The (appropriate manager) is responsible for monitoring allocated funds and 

maintaining complete and accurate records of expenditures. Routinely utilizes resources 

in an efficient and effective manner. Ensures that funds, property, and other resources 

are guarded against waste, loss, unauthorized use, and misappropriation. Under 

supervision of the (appropriate manager), the (appropriate manager) maximizes the 

utilization of all resources (people, assets, financial instruments) to ensure that the field 

office operates with fiscal integrity.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the office by monitoring allocated funds and 

maintaining accurate records of expenditures and utilizes resources in an efficient 

and effective manner. Employee has no documentation in their performance file 

requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Effectively utilizes fiscal resources to achieve office goals by tracking operational 

expenditures to ensure maximum funds application. Manages within established 

budget for program, function, or work assigned; notifies appropriate individual of 

potential budget shortfalls at least 60 days in advance.

Initiates effort to continuously improve the quality level of all FMD programs 

to assure they are sufficient to meet the stakeholders’ expectations and FMD 

program goals as outlined in its strategic and annual performance plan.

Plans resource needs accurately 97 percent of the time.

Ensures that budget object codes are correctly entered 97 percent of the time.

Ensures that travel, training, and other administrative forms are properly 

completed, timely, and followed up to ensure proper processing 97 percent of the 

time.

c. Does Not Exceed.

Requires repetitive counseling with respect to the resources management and 

financial stability of the field office in order to effectively maintain accurate records 

of expenditures and utilize resources.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 11

4. EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS (EEO/CR)

(Field Office Manager, Assistant Field Office Manager, Area Manager, GS-12 

Supervisory Agricultural Commodity Grader, and GS-11 Supervisory Agricultural 

Commodity Grader (Shift Supervisor) Element)

(Critical Element)

Employee demonstrates awareness of EEO/CR policies and responsibilities. Employee 

performs duties in a manner that demonstrates fairness, cooperation, and respect 

towards coworkers, office visitors, and all others in the performance of official business 

and maintains a work environment that supports civil rights, cultural diversity, and 

improvements for all employees.

a. Exceeds.

In addition to the standards in Fully Successful, see Attachment 3.

b. Fully Successful.

Completes mandatory civil rights training within required timeframe and verifies 

recordation in AgLearn.

Ensures that employees receive required EEO/CR and Sexual Harassment 

training within established timeframes and tracks completion.

Implements strategic plans for civil rights, as requested.

Enforces and adheres to all civil rights laws, rules, regulations, and executive 

orders.

Holds staff accountable for achieving measurable civil rights goals and objectives 

in all employment and program delivery activities.

Ensures that employees have measurable civil rights performance elements in 

their annual performance plans.

Provides EEO/CR/Sexual Harassment/Diversity information (USDA material) to 

employees through information sessions, staff meetings, etc., at least two times a 

year.

Responds promptly and appropriately according to USDA’s policies to employee 

concerns or allegations regarding an EEO/CR matter with no more than three 

approved exceptions. In an appropriate manner, resolves complaints at lowest 

possible level. Promptly communicates and documents complaints and suggests 

solutions to the (appropriate manager) and Director of Civil Rights.

Takes action to reduce the number of valid employee complaints by actions such 

as increasing information provided for interpersonal skills training to employees, 

etc., at least two times annually.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 12

Encourages, plans, assists with or attends activity(s) or event(s) aimed at 

increasing the awareness and understanding of EEO/CR matters and reports 

attendance to (appropriate manager).

Meets USDA-established EEO/CR goals for recruitment, selection, promotion, 

training, awards, and other personnel activities.

Models appropriate behavior by treating employees, peers, supervisors, and 

customers with respect, fairness, and politeness with no more than 6-8 valid 

complaints.

c. Does Not Meet.

Requires repetitive counseling with respect to the administration and promotion of 

EEO/CR programs and equitable treatment of employees.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 13

5. CUSTOMER SERVICE

(Field Office Manager, Assistant Field Office Manager, Area Managers, and GS-12, 

Supervisory Agricultural Commodity Grader Element)

Routinely displays courteous and tactful behavior. Projects a positive and professional 

image of USDA. Provides advice that is timely, responsive, and accurate. Maintains 

appropriate rapport with internal and external customers. Develops and establishes 

working relations with external organizations, as required. Keeps the (appropriate 

manager) and/or team leader informed of difficult and/or controversial issues and unique 

problems. Takes actions to effectively solve problems before they have an adverse 

impact on the organization or other employees.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

professional image of USDA by displaying courteous behavior and providing 

accurate and timely advice to internal and external customers. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Responds to customer questions accurately in accordance with established 

procedures, with no more than three valid complaints.

Responds by at least acknowledging receipt of an inquiry as soon as possible, but 

within 24 hours 90 percent of the time.

With concurrence from the (appropriate manager), represents FGIS at meetings 

and conferences, and makes effective presentations at stakeholders’ meetings to 

promote Agricultural Marketing Service (AMS), FGIS, Field Management Division 

(FMD), and the field office goals and initiatives.

Fosters and maintains good working relations with other organizational units, 

industry groups (such as the United Soybean Board and U.S. Wheat Associates), 

and external entities to promote AMS, FGIS, FMD, and the Policies and 

Procedures Branch goals and initiatives.

Provides information requested from industry participants and other interested 

parties and customers’ needs and expectations were met 90 percent of the time 

with no more than three exceptions.

Responds to complaints and concerns from industry participants or other 

interested parties within timeframe as specified by the (appropriate manager) with 

no more than three exceptions. Quality and timeliness of advice and work product 

meets customers’ needs and expectations with no more than three exceptions.

Interacts and cooperates with internal and external customers.

c. Does Not Meet.

Requires repetitive counseling with respect to projecting a professional image and 

proper interaction with employees, FGIS, and the trade relations.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 14

6. MISSION RESULTS--INSPECTION AND WEIGHING OPERATION

(Shift Supervisor Element)

(Critical Element)

Determines the accuracy of graders’ interpretations in the application of the standards 

and grading handbooks, ensures proper procedures are used in the grain weighing 

operation, and initiates corrective actions to achieve uniformity of interpretations and 

procedures.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the efficiency 

and effectiveness of the workplace by employing preventive measures (i.e., Early 

Alert) necessary to maintain the integrity of the national inspection and weighing 

system, recommending changes to achieve a more consistent and uniform 

application of existing policy/procedures, implementing appropriate followup 

measures to prevent recurring problems, etc. Employee has no documentation in 

their performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Ensures specifications of load order are met for each shiploading operation by 

assigning all required tasks to shift personnel.

Ensures that weighing documents are completed within prescribed procedures and 

required timeframes with no more than three reports requiring corrections to the 

employee’s procedures.

Ensures sampling and grading are completed and documented in accordance 

with prescribed procedures within requested timeframes with no more than three 

reports requiring corrections to the employee’s procedures.

Completes and documents any reinspection/appeals in accordance with prescribed 

procedures immediately with no more than three reports requiring corrections to 

the employee’s procedures.

Completes and documents a walk-through at least once a shift in accordance with 

prescribed procedures with no more than three reports requiring corrections to the 

employee’s procedures.

Ensures that ACG’s interpretive factor results reflect current interpretive lines 

as specified by Quality Assurance Specialist (QAS) and Board of Appeals and 

Review (BAR) reviews and appeals results, and potential grading problems are 

brought to the attention of the field office manager, assistant field office manager, 

and QAS with no more than three reports requiring corrections to the employee’s 

procedures.

c. Does Not Meet.

Requires repetitive counseling with respect to utilizing nonrevenue-producing 

time efficiently, responding to service requests timely, and utilizing personnel to 

effectively plan/coordinate work assignments.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 15

7. INTERPERSONAL RELATIONS

(GS-11 Supervisory Agricultural Commodity Grader (Shift Supervisor) Element)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect toward coworkers and all others in the performance of official duties. 

Routinely displays courteous and tactful behavior. Projects a positive and professional 

image of FGIS.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the work 

environment by identifying and acting on potential morale problems, maintaining 

employee self-esteem, improving FGIS and trade relations, etc. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Projects the appropriate image of an FGIS supervisor when handling complaints 

and problems with employees/trade members with no more than three exceptions.

Interacts with employees in order to maintain their performance, morale, and 

productivity.

Recognizes poor work habits and takes appropriate corrective action in a 

professional manner.

Identifies situations requiring disciplinary action and initiates followup and 

appropriate documentation with no more than three reports requiring corrections to 

the employee’s procedures.

Performance is measured by routine observation/supervision.

c. Does Not Meet.

Requires repetitive counseling with respect to projecting a professional image and 

proper interaction with employees, FGIS, and the trade relations.
FGIS Directive 9000.1

Appendix A

September 26, 2014

Page 16

8. QUALITY ASSURANCE PROGRAM FOR GRADING ACCURACY

(GS-12 and GS-11, Supervisory Agricultural Commodity Grader (Quality 

Assurance Specialist) Element)

Executes the field office quality assurance program in accordance with the FGIS Quality 

Handbook.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the quality assurance program by researching 

available quality information, anticipating grading deficiencies, and implementing 

an appropriate action plan. Recommends improvements and implements 

appropriate measures to prevent recurring problems. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Reviews the minimum number of separations for Agricultural Commodity Graders 

(ACG), Assistant Quality Assurance Specialists (AQAS), or licensed inspectors 

(LI), as applicable, and tabulates the results in accordance with the FGIS Quality 

Handbook with no more than three reports requiring corrections to the employee’s 

procedures.

Collects and analyzes monitoring data at least once a month, identifies inspection 

trends, and initiates appropriate corrective action.

Recognizes grading deficiencies and corrects deficiencies with the ACG, AQAS, 

or LI immediately. Completes appropriate follow-up actions, including providing 

training.

Effectively communicates the BAR interpretive lines to AQAS staff, ACG’s, and LI’s 

on a continuing basis with no more than three reports requiring corrections to the 

employee’s procedures.

Oversees the separation exchange program by ensuring that at least one sample 

per week is exchanged with each quality control staff member.

Ensures interpretations are in line with BAR interpretations 90 percent of the time.

Ensures AQAS is aware of current market/crop conditions. Potential grading 

problems are brought to the attention of inspection personnel and the BAR.

Submits a minimum of one separation per month for each primary critical control 

point to the BAR. Submissions are representative of market channel samples.

c. Does Not Meet.

Requires repetitive counseling with respect to monitoring programs, timeliness in 

addressing training needs and follow-up actions, and dissemination of interpretive 

lines in order to effectively administer the quality assurance program.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 17

APPENDIX B Specialists

1. INTERPERSONAL RELATIONS AND EQUAL EMPLOYMENTOPPORTUNITY/ CIVIL 

RIGHTS (EEO/CR)

(Nonsupervisory Element)

(Critical Element)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect toward coworkers and all others in the performance of official duties. 

Routinely displays courteous and tactful behavior. Projects a positive and professional 

image of the Federal Grain Inspection Service (FGIS).

a. Exceeds.

In addition to the standards in Fully Successful, see Attachment 3.

b. Fully Successful.

Shares work assignments and, workload permitting, assists coworkers in 

completing work assignments.

Corrects erroneous policies/procedures utilized by official personnel in a diplomatic 

manner.

Refrains from provoking, harassing, or making unwarranted criticisms/ accusations 

against other employees.

Performs all duties in a manner that demonstrates fairness, cooperation, and 

respect towards coworkers, office visitors, and all others in the performance of 

official business. Adjusts working styles, approaches, and perspectives, and 

expresses own view as appropriate. Demonstrates positive interpersonal behavior 

and communication skills.

Completes mandatory civil rights training within required timeframe and verifies 

recordation in AgLearn.

Demonstrates an awareness of EEO/CR policies and responsibilities, FGIS and 

the U.S. Department of Agriculture (USDA) goals, and values a diverse workforce.

Displays courteous and tactful behavior routinely. Projects a positive and 

professional image of FGIS. Takes actions to resolve problems within 24 hours 

of discovery before they have an adverse impact on the organization or other 

employees.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 18

Participates in at least one FGIS-sponsored Special Emphasis event.

Protects all Personally Identifiable Information (PII) by complying with all 

established procedures regarding the collection and handling of information which 

can be used to distinguish or trace individual’s identity. Reports any losses of PII to 

FGIS’s management within one hour.

Demonstrates a basic understanding of the Agency’s Safety and Health Program. 

Complies with safety and health rules and regulations that apply to all employees. 

Ensures all reports of unsafe and unhealthful conditions are reported to supervisor 

or designated official within 48 hours.

c. Does Not Meet.

Requires repetitive counseling in such areas as diplomacy, harassment, and EEO/

CR in order to properly interact with individuals and groups inside/outside FGIS in 

a professional manner.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 19

2. QUALITY ASSURANCE PROGRAM FOR GRADING ACCURACY

(Assistant Quality Assurance Specialist (AQAS) Element)

Assists in executing the field office quality assurance program in accordance with the 

Federal Grain Inspection Service (FGIS) Quality Handbook.

a. Exceeds.

In addition to the standards in Fully Successful, employee assists in enhancing 

the effectiveness and efficiency of the quality assurance program by researching 

available quality information, anticipating grading deficiencies, and implementing 

an appropriate action plan. Recommends improvements and implements 

appropriate measures to prevent recurring problems. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Assists in reviewing the minimum number of separations for each Agricultural 

Commodity Grader (ACG) and tabulates the results in accordance with the FGIS 

Quality Handbook with no more than three reports requiring corrections to the 

employee’s procedures.

Assists in collecting and analyzing monitoring data at least once a month, identifies 

inspection trends, and initiates appropriate corrective action.

Recognizes grading deficiencies and brings corrections to the Quality Assurance 

Specialist (QAS) attention immediately so corrections can be made with the ACG. 

Completes appropriate followup actions, including providing training.

Assists in effectively communicating the Board of Appeals and Review (BAR) 

interpretive lines to QAS staff and ACG’s on a continuing basis with no more than 

three reports requiring corrections to the employee’s procedures.

Assists in overseeing the separation exchange program by ensuring that at least 

one sample per week is exchanged with each Quality Control staff member.

Assists in ensuring QAS’ interpretations are in line with the BAR interpretations 90 

percent of the time.

Ensures QAS is aware of current market/crop conditions. Potential grading 

problems are brought to the attention of inspection personnel and the BAR.

Submits a minimum of one separation per month for each primary critical control 

point to the BAR. Submissions are representative of market channel samples.

c. Does Not Meet.

Requires repetitive counseling with respect to monitoring programs, timeliness in 

addressing training needs and followup actions, and dissemination of interpretive 

lines in order to effectively administer the quality assurance program.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 20

3. PROTEIN/OIL TESTING PROGRAM

Carries out the field office quality assurance program with respect to protein/oil 

determinations.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the protein/oil quality assurance and testing 

program by anticipating training needs, identifying potential problems and taking 

appropriate actions, making recommendations which strengthen the overall 

program, etc. Employee has no documentation in their performance file requiring 

corrections to work and 98 percent or more of the monitoring sample results are 

within the acceptable tolerance of the FGIS quality assurance program.

b. Fully Successful.

Conducts the protein/oil quality assurance and testing program in accordance 

with FGIS’ Near-Infrared Transmittance (NIRT) Handbook with no more than three 

reports requiring corrections to the employee’s procedures.

Monitors the accuracy of equipment and individual operators. Discrepancies/ 

deviations in protein/oil determinations are identified and corrected. Employee has 

no more than three reports requiring corrections to the employee’s procedures.

Investigates protein/oil complaints and submits reports of findings to the 

(appropriate manager) in accordance with the field office Standard Operating 

Procedures and the NIRT Handbook.

When applicable, monitors official agencies’ protein/oil programs and oversees 

licensing process of official agency personnel.

Evaluates the quality control data from the official monitoring system for accuracy 

in accordance with the NIRT Handbook. Results and any required corrections are 

distributed back to official agencies within 2 weeks of receipt of data.

Completes and documents original, reinspection, and appeal inspections for wheat 

and barley protein, soybean protein and oil, and corn protein, oil, and starch, as 

applicable, in accordance with the NIRT Handbook and instructions.

c. Does Not Meet.

Requires repetitive counseling with respect to monitoring activities, appropriate 

followup action, and timeliness of addressing training needs in order to effectively 

administer the protein/oil quality assurance program.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 21

4. TRAINING

(Collateral Duty Training Specialist Element)

As part of the ACG’s overall duties, provides ongoing, on-the-job training and oversight 

of performance and proficiency in all grading factors and procedures for new ACG, 

Agricultural Commodity Technician, Agricultural Commodity Aid, and/or seasonal, 

intermittent, and/or contract employees.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the training program by increased efforts in 

developing and delivering training materials for local use, seeking expanded 

avenues for possible training, making recommendations to the (appropriate 

manager) and the FGIS Training Staff which address assessed needs and 

strengthen the overall training program, etc. Employee has no documentation in 

their performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Assists the (appropriate manager) in identifying field office training needs and 

prepares an annual training plan within established timeframes.

Identifies and maintains a listing of training opportunities for use by field office 

employees.

Assists employees in the development of their Individual Development Plan (IDP).

Conducts/coordinates training and maintains a library of training aids and 

audiovisual equipment.

Monitors completion of all required training in collaboration with FGIS Training 

Staff.

c. Does Not Meet.

Requires repetitive counseling with respect to needs assessment, employee 

counseling and IDP development, communication of training opportunities, 

maintenance of training aids and equipment, and documentation to effectively 

administer the field office training program.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 22

5. SAFETY AND HEALTH

(Collateral Duty Safety and Health Officer (CDSHO))

Performs all safety and health duties in conjunction with the CDSHO responsibilities for 

the field office.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness of the safety program and promotes a healthful work environment 

by identifying potential problems, submitting improvements to safety procedures, 

taking preventative actions to decrease/eliminate accidents, etc. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Conducts monthly safety meetings, reviews all work places as required and reports 

any identified hazards and the abatement status to the (appropriate manager), files 

the safety reports/records (i.e., annual evaluation, Occupational Safety and Health 

Administration accident reports, vehicle report, etc.) as required.

Properly maintains the safety library, bulletin board, facility evacuation plan, and 

safety equipment in accordance with existing instructions with no more than three 

reports requiring corrections to employee’s procedures.

Schedules training in First-Aid Multi Media and cardiopulmonary resuscitation 

through the (appropriate manager) for all employees as required with no more than 

three reports requiring corrections to the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling in such areas as conducting monthly safety 

meetings, submitting required reports timely, and identifying safety hazard in order 

to maintain an effective safety program.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 23

6. DELEGATED/DESIGNATED AGENCIES OVERSIGHT

(Scale Specialist Element)

Performs oversight and guidance on a routine basis to delegated/designated official 

service providers during scale testing or weighing activities.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the delegated/designated state weighing programs 

by being attentive to details, maintaining comprehensive records, identifying 

potential problems, and taking appropriate corrective actions. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Supervises and reviews scale operation and testing performed by delegated/

designated agencies following established practices and written procedures with 

no more than three reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in the area of supervising the designated/delegated 

agencies to effectively apply established practices and follow written procedures.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 24

7. SCALE TESTING ACTIVITIES

(Scale Specialist Element)

Performs scale testing activities as required and on schedule, coordinates scale testing 

activities with other FGIS scale specialists and state weights and measures officials.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the weighing program by being attentive to 

details, maintaining comprehensive records, identifying potential problems, and 

taking appropriate corrective action. Employee has no documentation in their 

performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Coordinates and performs scale testing on a continuous basis with no more than 

three reports requiring corrections to employee’s procedures.

Maintains, updates, and distributes test reports as required within established 

timeframes with no more than three reports requiring corrections to employee’s 

procedures.

Examines all weighing equipment to assure compliance with the specifications and 

requirements of Chapter 3 of the Weighing Handbook.

Addresses scale problems and decides if equipment is suitable for maintaining 

accurate weights following established practices and written procedures with no 

more than three reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as scheduling scale testing, providing 

responses to inquiries, and maintaining records regarding the weighing program to 

consistently follow appropriate procedures.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 25

8. WEIGHTS TRAINING AND GUIDANCE

(Scale Specialist Element)

Provides training and guidance, when necessary, on all weighing and scale testing 

activities.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the weighing program by being attentive to details, 

maintaining comprehensive training records, identifying potential problems, 

and taking appropriate corrective action. Employee has no document in their 

performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Provides training and technical guidance to shift supervisors, graders, and 

technicians, and provides training assistance to chief inspectors involved in the 

weighing program following established practices and written procedures with no 

more than three reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling with respect to the proper application of the 

weighing instructions and scale testing to effectively administer the weighing 

program and related duties.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 26

9. GRAIN HANDLING SYSTEMS

(Scale Specialist Element)

When required, examines new, renovated, and repaired grain handling systems.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the weighing program by being attentive to 

details, keeping comprehensive records, identifying potential problems, and 

taking appropriate corrective action. Employee has no documentation in their 

performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Examines grain handling systems to ensure grain flow security following 

established practices and written procedures with no more than three reports of 

inconsistencies and/or significant deviations.

Instructs weighing personnel in scale operations, balance certification, and weight 

registration following established practices and written procedures with no more 

than three reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in examining grain handling systems and properly 

instructing weighing personnel to consistently follow appropriate procedures.
FGIS Directive 9000.1

Appendix B

September 26, 2014

Page 27

10. TEST WEIGHT REVERIFICATION AND ADJUSTMENTS

(Scale Specialist Element)

Coordinates and performs test weight reverification, calibration, and weight adjustment 

as necessary, when required.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the weighing program by being attentive to details, 

identifying potential problems, and employing preventative measures necessary to 

avoid recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Coordinates and performs/supervises test weight reverification activities as 

scheduled with no more than three reports requiring corrections to employee’s 

procedures.

Maintains, updates, and supplies the Policies and Procedures Branch with the test 

weight reverification data and recalibration reports within established timeframe, 

following established practices and written procedures with no more than three 

reports of inconsistencies and/or significant deviations.

Examines the requirements established by the National Institute of Standards and 

Technology (NIST) Handbook 105-1 for NIST CLASS F Weights as required with 

no more than three reports requiring corrections to employee’s performance.

c. Does Not Meet.

Requires repetitive counseling in such areas as scheduled test weight reverification 

and maintaining records requiring the program to consistently follow appropriate 

procedures.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 28

APPENDIX C Technical Duties

1. MISSION RESULTS--GRADING (USGSA/AMA)

This element supports the U.S. Department of Agriculture (USDA) Strategic Plan 

Goal 1, “Assist rural communities to create prosperity so they are self-sustaining, repopulating, and economically thriving,” Objective 1.2, “Increase agricultural opportunities 

by ensuring a robust safety net, creating new markets, and supporting a competitive 

agricultural system. The Agricultural Marketing Service (AMS, Federal Grain Inspection 

Service (FGIS) Strategic Goal 2, “Facilitate the marketing of U.S. grain and related 

agricultural products,” Objective 2.3, “Provide official grain inspection and weighing 

services,” by ensuring a high degree of responsiveness to organizational leadership, 

the public, and internal and external customers. The ACG continually reviews, monitors, 

and strives to improve organizational performance to achieve USDA and FGIS mission 

results.

This element supports the Federal Grain Inspection Service (FGIS) mission of improving 

inspection and weighing service delivery to all customers, including farmers, grain 

handlers, processors, exporters, and international buyers to facilitate the marketing 

of U.S. grain. The Agricultural Commodity Grader is responsible for applying the 

official standard and procedures to determine and certify the grade of the product and 

performing mechanical measurement and visual inspections to establish the type and 

quality of grain and related commodities.

a. Exceeds.

Documentation (Form 301)

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by recognizing potential grading 

problems and taking action to alert appropriate personnel. Samples are graded 

and results documented at a level recognized as exceeding the general output.

Interpretive accuracy level shall be at least 90 percent. Employee has at least 

three positive reports and not more than one negative report in their performance 

file. Each additional negative report of performance can be offset by three positive 

results.

b. Fully Successful.

Based on the Quality Assurance Specialist, Board of Appeals and Review, or other 

individual appointed by the Field Office Manager or Assistant Field Office Manager, 

determines critical interpretive factors at an accuracy level of 80-89 percent. ACG 

must submit all separations with no more than one exception (as documented 

on Form 301) and not more than (three to six)1 reports of inconsistencies and/or 

significant deviations.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 29

Follows specified procedures, established practices, and written procedures for 

other grading factors with no more than (three to six)1 reports of inconsistencies 

and/or significant deviations.

Employee has no more than (three to six)1 reports requiring corrections to the 

employee’s procedures.

c. Does Not Meet.

Maintains an accuracy level of less than 80 percent. Requires repetitive counseling 

in such areas as procedural adherence, documentation, and timelines although the 

employee completes grading assignments.

______________

1

 The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 30

2. INTERPERSONAL RELATIONS AND EQUAL EMPLOYMENT OPPORTUNITY/ CIVIL 

RIGHTS (EEO/CR)

(Critical Element)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect towards coworkers, office visitors, and all others in the performance of 

official business. Demonstrates awareness of EEO/CR policies and responsibilities 

of FGIS and USDA goals of working to employ and develop a diverse, yet unified 

workforce.

a. Exceeds.

In addition to the standards in Fully Successful, see Attachment 3.

b. Fully Successful.

Shares work assignments and, workload permitting, assists coworkers in 

completing work assignments.

Corrects erroneous policies/procedures utilized by official personnel in a diplomatic 

manner.

Refrains from provoking, harassing, or making unwarranted criticisms/ accusations 

against other employees.

Performs all duties in a manner that demonstrates fairness, cooperation, and 

respect towards coworkers, office visitors, and all others in the performance of 

official business. 

Adjusts working styles, approaches, and perspectives, and expresses own view 

as appropriate. Demonstrates positive interpersonal behavior and communication 

skills.

Completes mandatory civil rights training within required timeframe and verifies 

recordation in AgLearn.

Demonstrates an awareness of EEO/CR policies and responsibilities, FGIS and 

the U.S. Department of Agriculture (USDA) goals, and values a diverse workforce.

Displays courteous and tactful behavior routinely. Projects a positive and 

professional image of FGIS. Takes actions to resolve problems within 24 hours 

of discovery before they have an adverse impact on the organization or other 

employees.

Participates in at least one FGIS-sponsored Special Emphasis event.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 31

Protects all Personally Identifiable Information (PII) by complying with all 

established procedures regarding the collection and handling of information which 

can be used to distinguish or trace individual’s identity. Reports any losses of PII to 

FGIS’s management within one hour.

Demonstrates a basic understanding of the Agency’s Safety and Health Program. 

Complies with safety and health rules and regulations that apply to all employees. 

Ensures all reports of unsafe and unhealthful conditions are reported to supervisor 

or designated official within 48 hours.

c. Does Not Meet.

Requires repetitive counseling in such areas as diplomacy, harassment, and EEO/

CR in order to properly interact with individuals and groups inside/outside FGIS in 

a professional manner.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 32

3. MISSION RESULT--OBTAIN AND PROCESS SAMPLES (USGSA/AMA)

(Agricultural Commodity Technician (ACT) Element)

(Critical Element)

This element supports the U.S. Department of Agriculture (USDA) Strategic Plan 

Goal 1, “Assist rural communities to create prosperity so they are self-sustaining, repopulating, and economically thriving,” Objective 1.2, “Increase agricultural opportunities 

by ensuring a robust safety net, creating new markets, and supporting a competitive 

agricultural system. The Agricultural Marketing Service (AMS), Federal Grain Inspection 

Service (FGIS) Strategic Goal 2, “Facilitate the marketing of U.S. grain and related 

agricultural products,” Objective 2.3, “Provide official grain inspection and weighing 

services,” by ensuring a high degree of responsiveness to organizational leadership, 

the public, and internal and external customers. The ACT continually reviews, monitors, 

and strives to improve organizational performance to achieve USDA and FGIS mission 

results.

The Agricultural Commodity Technician (ACT) is responsible for obtaining samples 

of grain using the appropriate sampling device and utilizing the proper sampling 

procedures, prepares samples for final determination on a limited number of grains 

and related commodities. Accurate sample preparation is critical for determining the 

final grade determination. The ACT conducts near-infrared reflectance testing (NIRT) to 

determine the protein/oil content of grains and performs daily checktesting procedures 

to determine the calibration of NIRT analysis equipment.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Obtains official samples of grain with few inconsistencies and/or significant 

deviations from established practices and written procedures with no more than 

[three to six1/] reports regarding corrections to employee’s procedures.

Prepares samples and makes determinations (test weight, moisture, etc.) with few 

inconsistencies and/or significant deviations from established practices and written 

procedures with no more than [three to six1/] reports regarding corrections to 

employee’s procedures.

Demonstrates awareness of factors (i.e., weevils, stones, lumps, etc.) that impact 

on the quality of grain and informs the inspector in a timely manner with no more 

than [three to six1/] reports requiring corrections to the employee’s procedures.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 33

Carries out protein/oil testing activities by performing such activities as preparing 

samples, monitoring machine stability, making protein/oil analyses, and 

communicating results to appropriate personnel in a timely manner with few 

inconsistencies and/or significant deviations from established practice and written 

procedures with no more than [three to six1/] reports regarding corrections to the 

employee’s procedures.

Carries out mycotoxin (e.g., aflatoxin, vomitoxin (DON), etc.) testing activities by 

performing such activities as preparing samples, monitoring machine stability, 

making mycotoxin analyses, and communicating results to appropriate personnel 

in a timely manner with few inconsistencies and/or significant deviations from 

established practice and written procedures with no more than [three to six1/] 

reports regarding corrections to the employee’s procedures.

Recognizes recurring problems which become evident through a review of logs 

or other sources and responds with an appropriate action plan with no more than 

[three to six1/] reports regarding corrections to the employee’s procedures.

Performance is measured by routine observation/supervision.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, moisture 

determination, sample preparation, and determining appropriate sieve sizes to 

consistently follow appropriate procedures.

_______________

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 34

4. USGSA AND/OR AMA WEIGHING

Performs official weighing (Class X), either at export or interior locations, and 

supervision of weighing (Classes X and Y) or weighing by a delegated export state or 

designated agency.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Performs weighing activities, such as monitoring scale operation, spill estimation, 

scale tape/light emitting diode (LED) verification, etc., following established 

practices and written procedures with no more than [three to six1/] reports of 

inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, scale monitoring, 

weighing equipment, spill estimation, grain flow systems, and weighing of sacked 

grain to consistently follow appropriate procedures.

_______________

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 35

5. SCALE OPERATIONS

Reviews and/or supervises the operation of the scales at either export or interior 

locations and provides guidance and instruction as needed.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the weighing program by being attentive to 

details, maintaining comprehensive records, identifying potential problems, and 

taking appropriate corrective action. Employee has no documentation in their 

performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Reviews and supervises scale operations following established practices and 

written procedures with no more than [three to six1/] reports of inconsistencies 

and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as providing responses to inquiries 

requiring the weighing program, scale operations, and documentation to 

consistently follow appropriate procedures.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 36

6. STOWAGE EXAMINATION ON SHIPS, BARGES, HOPPER CARS, AND OTHER 

CONTAINERS

Conducts stowage examinations to ensure cleanliness and acceptability of storage and 

handling facilities. Examines the stowage space for residue, contamination, rust and 

paint scales, insect infestation and identification, and verifies that the stowage space 

and hatch covers are suitable to maintain the quality of the cargo being loaded.

a. Exceeds.

In addition to the standards under Fully Successful, employee enhances the 

effectiveness and efficiency of the stowage examination by being attentive 

to details, communicating effectively with ship personnel/agents, identifying 

potential problems, and taking appropriate corrective actions. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Examines stowage spaces following established practices and written procedures 

with no more than [three to six1/] reports of inconsistencies and/or significant 

deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, determining 

acceptable levels of rust scale, structural integrity, cleanliness (infestation, 

water, and residue from previous cargo, odor) to consistently follow appropriate 

procedures.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 37

7. PERFORMS (USGSA/AMA) ACTIVITIES

Samples, weighs, performs stowage examinations, performs technical analysis on 

samples of grain covered under the United States Grain Standards Act (USGSA). 

Samples, checkweighs, checkloads, performs condition of container examinations, 

inspects nonfood components (containers, strapping, pallets, etc.) for these products 

to ensure that they meet specification for products covered under the Agricultural 

Marketing Act (AMA).

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the program by being attentive to details, 

identifying potential problems, and taking appropriate actions. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Performs (aflatoxin examinations, falling number analyses, hops coordination, etc.) 

following established practices and written procedures with no more than [three to 

six1/] reports requiring corrections to employee’s procedures.

Completes and documents work in a timely manner with no more than [three to 

six1/] reports requiring corrections to the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, sample 

preparation, and analytical procedures to consistently follow appropriate 

procedures.

NOTE: Rating official will select appropriate act(s) for first parenthesis and indicate 

function(s) performed in second parenthesis.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 38

8. SAMPLES, CHECKWEIGHS, AND CHECKLOADS AMA PRODUCTS

AND NONFOOD COMPONENTS

Samples, checkweighs, and checkloads processed products (such as flour, cake mix, 

corn meal, vegetable oils, etc.) and nonprocessed products (such as dry beans, peas 

and lentils, etc.) inspected under the AMA. Samples and inspects nonfood components 

(containers, strapping, pallets, etc.) for these products to ensure that they meet 

specifications.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Demonstrates a working knowledge of the applicable product specifications by 

inspecting AMA products following established practices and written procedures 

with no more than [three to six1/] reports of inconsistencies and/or significant 

deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as documenting the use of sampling 

tables, switching rules, examination of food containers (i.e., use of first and second 

samples, labeling, etc.) to consistently follow appropriate procedures.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 39

9. MANAGEMENT REVIEWS AND OVERSIGHT OF AGENCIES

Conducts and/or participates in management reviews of official agency operations and 

development of operational procedures and guidelines to ensure agencies fully comply 

with the USGSA, regulations, and FGIS directives and procedures. Prepares formal 

written reports of findings, discusses results with official agency officials, and assists 

them in improving operations where necessary.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the efficiency 

and effectiveness of the review process by being attentive to details, preparing 

comprehensive reports, and striving to improve established guidelines. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Reviews and evaluates FGIS’s operation for proper compliance with policies and 

procedures with no more than [three to six1/] reports requiring corrections to the 

employee’s procedures.

Ensures review reports and supporting documentation follow established 

guidelines and are substantially accurate with no more than [three to six1/] reports 

requiring corrections to the employee’s procedures.

Communicates noncompliance items/areas to the appropriate personnel along 

with guidance/assistance and followup action provided to remedy the situation 

with no more than [three to six1/] reports requiring corrections to the employee’s 

procedures.

c. Does Not Meet.

Onsite reviews by the supervisor reveal recurring discrepancies concerning the 

information contained in the employee’s documentation. As a result, repetitive 

supervision is needed in such areas as review techniques, report format, and 

established policies and procedures.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 40

10. INSPECTION EQUIPMENT CHECKTESTS

Inspects and checktests equipment and diverter samplers used for official inspection. 

Coordinates repairs, temporary equipment replacements, maintenance contracts, and 

scheduled recertification of equipment.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the program by being attentive to details, 

maintaining comprehensive records, identifying potential problems, and taking 

appropriate corrective actions. Employee has no documentation in their 

performance file requiring corrections to work and has at least three positive 

reports.

b. Fully Successful.

Prepares and distributes checktest samples in sufficient time with few exceptions 

to allow for testing to be completed in accordance with established schedule 

with no more than [three to six1/] reports requiring corrections to employee’s 

procedures.

Analyzes test results and takes appropriate action in a timely manner with no more 

than [three to six1/] reports requiring corrections to employee’s procedures.

Maintains an adequate inventory of replacement parts and makes necessary 

repairs to minimize the disruption of the inspection activities with no more than 

[three to six1/] reports requiring corrections to the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, timely submission 

of test samples, appropriate action plans, and equipment repairs in order to 

maintain an effective equipment testing program.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 41

11. LICENSING DUTIES

Arranges for and recommends licensing of FGIS contract samplers and official agency 

personnel, such as samplers, technicians, weighers, and inspectors under the USGSA/

AMA. Discusses proper procedures with licensees and arranges for contract sampling 

services and provides contract compliance reviews to include making corrective actions 

to assure adherence to standard procedures.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the licensing program by identifying potential 

problems and taking appropriate actions, making recommendations which 

strengthen the overall program, clearly communicating applicant deficiencies, 

and, upon request, assists in providing needed training. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Evaluates performance for license renewal following established practices and 

written procedures with no more than [three to six1/] reports of inconsistencies 

and/or significant deviations.

Coordinates the timeliness of processing applications and subsequence issuance 

of licenses, reviews all documentation, and provides feedback to official agency 

personnel following established practices and written procedures with no more 

than [three to six1/] reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling with respect to reviewing documentation 

adequately, evaluating applicants accurately, taking appropriate followup action, 

and processing applications effectively to administer a licensing program.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 42

12. DISPATCH FIELD OFFICE PERSONNEL

Acts as the dispatcher for field office personnel to ensure that adequate staff is provided 

to all applicants for service.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Receives and coordinates requests for service with no more than [three to six1/] 

reports requiring corrections to employee’s procedures.

Under supervisory direction, ensures the provision of service within prescribed 

regulations, on the date, at the time, and at the requested location.

Maintains an accurate daily record of the location of all employees.

Demonstrates knowledge of overtime, leave policies, and applicable dispatching 

procedures following established practices and written procedures with no more 

than [three to six1/] reports of inconsistencies and/or significant deviations.

c. Does Not Meet.

Requires repetitive counseling in such areas as coordinating requests for service, 

maintaining daily employee location record, and dispatching procedures to 

consistently follow appropriate procedures.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 43

13. COMMODITY (AMA) PROGRAM COORDINATION

Acts as the field office coordinator for programs covered under AMA to ensure that 

adequate staff, either field office personnel contractors or cooperators, is provided to all 

applicants for service in a timely manner.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Reviews and coordinates requests for service and ensures the service is provided 

in a timely manner with no more than [three to six1/] reports requiring corrections 

to employee’s procedures.

Maintains records of sanitation/environment inspections and commodity scale 

checktests and coordinates appropriate reexaminations.

Maintains appropriate supplies, documentation, and work records following 

established practices and written procedures.

Reviews contracts and communicates special requirements to the samplers 

with no more than [three to six1/] reports requiring corrections to employee’s 

procedures.

c. Does Not Meet.

Requires repetitive counseling in such areas as providing requested service 

and maintaining records, supplies, and documentation to consistently follow 

appropriate procedures.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 44

14. TRAINS AND MONITORS CONTRACT SAMPLERS

Provides necessary and adequate training to personnel under contract with the local 

field office to provide sampling and inspection duties for services covered under the 

AMA. Also, monitors the activities of training contract samplers to ensure that the correct 

procedures are being observed when performing duties covered under the AMA.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the AMA program by maintaining comprehensive 

performance records (i.e., review schedules, lesson plans, followup files) 

identifying potential problems, and taking appropriate corrective actions. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Provides contract samplers with the initial training and necessary information to 

perform their duties following established practices and written procedures with no 

more than [three to six1/] reports of inconsistencies and/or significant deviations.

Documents and addresses problems noted during the contractor’s compliance 

review, or which surface outside the review, in a timely manner.

Takes appropriate followup action to ensure adherence to pertinent instructions 

with no more than [three to six1/] reports requiring corrections to the employee’s 

procedures.

c. Does Not Meet.

Does not perform work following established practices and written procedures as 

evidenced during onsite supervisory reviews (includes interviews with contract 

samplers). Repetitive discrepancies exist between the information contained in the 

contractor’s compliance review report and the contractor’s performance.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 45

15. ASSISTS QUALITY ASSURANCE SPECIALIST (QAS)

(Shift Supervisor/Agricultural Commodity Grader, 9/10 Element Only)

Provides assistance to the QAS in executing the field office quality assurance program 

in accordance with the FGIS Quality Handbook.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the quality assurance program by assisting the QAS 

in researching available quality information, anticipating grading deficiencies, and 

implementing an appropriate action plan. Recommends improvements and assists 

in implementing appropriate measures to prevent recurring problems. Employee 

has no documentation in their performance file requiring corrections to work and 

has at least three positive reports.

b. Fully Successful.

Disseminates interpretive lines to inspection personnel on a continual basis with no 

more than [three to six1/] reports requiring corrections to employee’s procedures.

Recognizes grading deficiencies and assists the QAS in providing training in a 

timely manner to address/correct grading deficiencies.

Communicates pertinent information to the BAR with no more than [three to six1/] 

reports requiring corrections to the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling with respect to monitoring programs and the 

timeliness in addressing training of interpretive lines to effectively assist in 

administering the quality assurance program.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 46

16. ASSISTS PROTEIN COORDINATOR

(Shift Supervisor/Agricultural Commodity Grader, 9/10, Element)

Provides assistance to the protein coordinator in carrying out the field office quality 

assurance program with respect to protein/oil determinations.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the protein/oil quality assurance and testing 

program by assisting the protein coordinator in anticipating training needs, 

identifying potential problems and taking appropriate actions, and making 

recommendations which strengthen the overall program. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Assists in conducting and maintaining the established protein/oil quality assurance 

and testing program in the field office and/or the official agencies.

Assists in recommending and providing protein/oil training and technical direction 

to protein operators and official agency personnel with no more than [three to six1/] 

reports requiring corrections to employee’s procedures.

Monitors and assesses the accuracy of equipment and individual operators 

and collaborates with protein coordinator in identifying any discrepancies/

deviations in protein/oil determinations with no more than [three to six1/] reports of 

inconsistencies and/or significant deviations.

Assists in investigating protein/oil complaints and provides written reports of 

findings following established practices and written procedures. Employee has 

no more than [three to six1/] reports requiring corrections to the employee’s 

procedures.

c. Does Not Meet.

Requires repetitive counseling with respect to monitoring activities, appropriate 

followup action, and timeliness of addressing training needs in order to effectively 

assist in the administration of the protein/oil quality assurance program.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix C

September 26, 2014

Page 47

17. OPERATES AUTOMATED INSPECTION/WEIGHING EQUIPMENT

Ensures accurate weights and accurate documentation of events that support the 

official weighing certificates and is responsible for detecting and identifying errors in the 

weighing program.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the information technology operation by identifying 

potential problems and recommending/initiating appropriate action. Employee 

trains other employees on the use and capabilities of the system. Employee 

recognizes and suggests potential improvements to the system. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Remains current with established practices and written procedures for automated 

inspection/weighing equipment within his/her assigned circuit with no more than 

[three to six1/] reports requiring corrections to employee’s procedures.

Utilizes system security, closed-circuit television, visual display terminals, 

telecommunications, automated documentation devices, etc., to input data and 

monitor the inspection, weighing, and loading/unloading of grain.

Apprises supervisor and other personnel of unusual circumstances that could 

affect certification with no more than [three to six1/] reports requiring corrections to 

the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling with respect to system operations and security, 

equipment and file maintenance, and taking appropriate followup actions in 

maintaining the field office information technology inspection/weighing programs.

1/ The three to six range at the fully successful standard is to recognize the differences in volume and 

stress level present in the work environments of the different field offices. It is suggested that the New 

Orleans field office be at six and League City and Portland field offices be at four.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 48

APPENDIX D Administrative

1. MISSION SUPPORT -- ADMINISTRATIVE FUNCTIONS

(Supervisory Certification Specialist and Administrative Support Assistant)

(Critical Element)

This element supports the U.S. Department of Agriculture (USDA) Strategic Plan 

Goal 1, “Assist rural communities to create prosperity so they are self-sustaining, repopulating, and economically thriving,” Objective 1.2, “Increase agricultural opportunities 

by ensuring a robust safety net, creating new markets, and supporting a competitive 

agricultural system. The Federal Grain Inspection Service (FGIS) Strategic Goal 2, 

“Facilitate the marketing of U.S. grain and related agricultural products,” Objective 2.3, 

“Provide official grain inspection and weighing services,” by ensuring a high degree 

of responsiveness to organizational leadership, the public, and internal and external 

customers. The employee continually reviews, monitors, and strives to improve 

organizational performance to achieve USDA and FGIS mission results.

This element supports the FGIS mission of improving inspection and weighing service 

delivery to all customers, including farmers, grain handlers, processors, exporters, 

and international buyers to facilitate the marketing of U.S. grain. The Supervisory 

Certification Assistant (or appropriate title) performs duties to enhance and facilitate the 

functions of Certifications Assistants (as appropriate) in support of FGIS programs and 

goals and field office activities.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, taking the appropriate corrective actions, etc. 

Recommends improvements and assists in implementing appropriate measures to 

prevent recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Maintains up-to-date records of hours worked by contractors, verifies contractors’

invoices, prepares and submits IAS-001 invoice cover sheets within established 

time frame with no more than six reports requiring corrections to the employee’s 

procedures.

Procures and/or purchases supplies and services so that office procedures and services 

are not interrupted:

• Monitors levels of certificates and supplies and accurately completes requisition 

forms with no more than six reports requiring corrections to the employee’s 

procedures.

• Submits purchasing requests to APHIS within 1 week after purchase is approved.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 49

• Validates PCMS purchases on a weekly basis.

Completes and processes travel documents in accordance with FGIS policy within time 

frame established by the Federal Regulations with no more than six exceptions.

Prepares SF-52’s, Personnel Requests, for the field office in accordance with 

established procedures with no more than three exceptions.

Prepares drafts, proofreads material prior to submission, and types correspondence 

within time frames specified by the supervisor. Ensures correspondence is accurate 

grammatically, punctuated properly, contains no misspelled words, is in the proper 

format, and conforms to existing policies and procedures with no more than six 

exceptions.

Maintains files in accordance with established FGIS procedures 90 percent of the 

time. Retrieves requested material from files, receives and properly distributes 

correspondence, and updates notices and instructions with no more than six reports 

requiring corrections to the employee’s procedures.

Protects all Personally Identifiable Information (PII) by complying with all established 

procedures requiring the collection and handling of information which can be used 

to distinguish or trace an individual’s identity. Reports any losses of PII to FGIS’s 

management within 1 hour.

(New Orleans Field Office Only)

Administers the automated time clock system by verifying employees’ time and 

attendance daily. Verifies time and attendance submission to NFC biweekly.

c. Does Not Meet.

Requires repetitive counseling with respect to the accuracy of completed 

administrative forms, coordinating requests for personnel actions related reports, 

and necessary followup in order to effectively perform administrative functions.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 50

2. SUPERVISION

(Supervisory Certification Assistant Element)

Supervises the field office’s unit of Certification Assistants (CA). Reviews and analyzes 

certification documents and supporting documents for correctness. Directs the day-today activities of the CA unit, resolving complex technical problems, and coordinates the 

workflow with other employees within the field office.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the workplace by having a contingency plan (i.e., 

training, equipment maintenance, etc.) for the unanticipated service cancellations, 

and promoting efficient utilization of staff in response to unexpected service 

requests. Employee has no documentation in their performance file requiring 

corrections to work and has at least three positive reports.

b. Fully Successful.

Ensures bills are completed and submitted weekly.

Ensures export certificates are completed immediately upon applicant’s request 

(usually within 1 day) without revisions 90 percent of the time.

Ensures nonexport certificates are completed (no later than 2 business day) 

without revisions 90 percent of the time.

Ensures subordinates have an employee performance plan that focuses on results 

achieved, contains at least one element that is aligned with organizational goals, 

and are in place within 30 calendar days at the beginning of the appraisal period.

Proactively responds to customer and workforce feedback and takes appropriate 

actions to resolve concerns and issues within 30 days of receipt to maximize 

effectiveness.

Analyzes feedback received from employees from the Federal Human Capital 

Survey (FHCS), the Organizational Assessment Survey, or other feedback 

mechanisms (focus groups/1-on-1 discussions) and develops action plans to 

improve future survey results/employee satisfaction.

Accomplishes performance planning and rating responsibilities within 30 days of 

the beginning of the rating cycle. Completes and documents mid-year reviews 

within 30 days after the mid-point of the rating cycle.

Completes end-of-year ratings and review meetings within 30 days of the end of 

the rating cycle and supports subordinates’/employees’ performance appraisals by 

appropriate documentation.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 51

Delegates work in a manner that is fair, equitable, makes maximum use of 

employee knowledge, skills, abilities, and time.

Prioritizes work of staff to ensure mission-critical work is accomplished according 

to established criteria for accuracy and timeframes.

Complies with requirements of FGIS Directive 4315.1, Training Policy for 

Supervisors, Managers, and Executives.

Ensures that all new employees receive training on operational and procedural 

requirements within timeframes required by management. Ensures that all 

employees are assessed and training needs are identified, communicated to 

employees, and planned on an annual basis.

Ensures that all employees receive required training within established guidelines.

Assesses effectiveness of service and takes appropriate action to correct any 

deficiencies; poor performance and misconduct are identified and appropriately 

addressed in a timely manner.

Initiates award recognition to deserving subordinates/employees; recognizes 

superior performance and special achievements in staff and rewards employees 

appropriately.

c. Does Not Meet.

Requires repetitive counseling with respect to the documentation/ certification 

requirements, appropriate follow-up action, and technical aspects associated with 

the inspection and weighing process to effectively supervise assigned personnel.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 52

3. EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS (EEO/CR)

(Supervisory Certification Assistant Element)

(Critical Element)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect towards coworkers, office visitors, and all others in the performance of 

official business. Demonstrates awareness of EEO/CR policies and responsibilities 

of FGIS and USDA goals of working to employ and develop a diverse, yet unified 

workforce.

a. Exceeds.

In addition to the standards in Fully Successful, see Attachment 3.

b. Fully Successful.

Completes mandatory civil rights training within required time frame and verifies 

recordation in AgLearn.

Ensures that employees receive required EEO/CR and Sexual Harassment 

training within established time frames.

Implements strategic plans for civil rights, as requested.

Enforces all civil rights laws, rules, regulations, and executive orders.

Holds staff accountable for achieving measurable civil rights goals and objectives 

in all employment and program delivery activities.

Ensures that employees have measurable civil rights performance elements in 

their annual performance plans.

Provides EEO/CR/Sexual Harassment/Diversity information (USDA material) to 

employees through information sessions, staff meetings, etc., at least two times a 

year.

Responds to issues/actions/allegations according to FGIS procedures and within 

established time frames with no more than three approved exceptions. 

Responds promptly to employee concerns or allegations regarding an EEO/CR 

matter. In an appropriate manner, resolves complaints at lowest possible level. 

Promptly communicates and documents complaints and suggests solutions to the 

(appropriate manager) and Director of Civil Rights.

Takes action to reduce the number of valid employee complaints by actions such 

as increasing information provided for interpersonal skills training to employees, 

etc., at least two times annually.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 53

Meets USDA-established EEO/CR goals for recruitment, selection, promotion, 

training, awards, and other personnel activities.

Models appropriate behavior by treating employees, peers, supervisors, and 

customers with respect, fairness, and politeness with no more than 6-8 valid 

complaints.

c. Does Not Meet.

Requires repetitive counseling with respect to the administration and promotion of 

EEO/CR programs, equitable treatment of employees, etc.

4. INTERPERSONAL RELATIONS

(Supervisory Certification Assistant)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect toward coworkers and all others in the performance of official duties. 

Routinely displays courteous and tactful behavior. Projects a positive and professional 

image of FGIS.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the work 

environment by identifying and acting on potential morale problems, maintaining 

employee self-esteem, and improving FGIS and trade relations. Employee has no 

documentation in their performance file requiring corrections to work and has at 

least three positive reports.

b. Fully Successful.

Projects the appropriate image of an FGIS supervisor in handling complaints and 

problems with employees/trade members with no more than three exceptions.

Interacts with employees in order to maintain their performance, morale, and 

productivity.

Recognizes poor work habits and takes the appropriate corrective action in a 

professional manner.

Identifies situations requiring disciplinary action and initiates follow-up and 

appropriate documentation with no more than three reports requiring corrections to 

the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling with respect to projecting a professional image and 

proper interaction with employees, FGIS, and the grain trade.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 54

5. INTERPERSONAL RELATIONS AND EQUAL EMPLOYMENT OPPORTUNITY/CIVIL 

RIGHTS (EEO/CR)

(Critical Element)

Performs all duties in a manner which consistently demonstrates fairness, cooperation, 

and respect toward coworkers, office visitors, and all others in the performance of official 

business. Demonstrates awareness of EEO/CR policies and responsibilities of FGIS 

and USDA goals of working to employ and develop a diverse, yet unified workforce.

a. Exceeds.

In addition to the standards in Fully Successful, see Attachment 2. Also, employee 

enhances the work environment by identifying and acting on potential morale 

problems, maintaining employee self-esteem, and improving FGIS and trade 

relations. Employee has no documentation in their performance file requiring 

corrections to work and has at least three positive reports.

b. Fully Successful.

Shares work assignments and, workload permitting, assists coworkers in 

completing work assignments.

Corrects erroneous policies/procedures utilized by official personnel in a diplomatic 

manner.

Refrains from provoking, harassing, or making unwarranted criticisms/ accusations 

against other employees.

Performs all duties in a manner that demonstrates fairness, cooperation, and 

respect towards coworkers, office visitors, and all others in the performance of 

official business.

Adjusts working styles, approaches, and perspectives, and expresses own view 

as appropriate. Demonstrates positive interpersonal behavior and communication 

skills.

Completes mandatory civil rights training within required timeframe and verifies 

recordation in AgLearn.

Demonstrates an awareness of EEO/CR policies and responsibilities, FGIS and 

the U.S. Department of Agriculture (USDA) goals, and values a diverse workforce.

Displays courteous and tactful behavior routinely. Projects a positive and 

professional image of FGIS. Takes actions to resolve problems within 24 hours 

of discovery before they have an adverse impact on the organization or other 

employees.

Participates in at least one FGIS-sponsored Special Emphasis event.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 55

Protects all Personally Identifiable Information (PII) by complying with all 

established procedures regarding the collection and handling of information which 

can be used to distinguish or trace individual’s identity. Reports any losses of PII to 

FGIS’s management within one hour.

Demonstrates a basic understanding of the Agency’s Safety and Health Program. 

Complies with safety and health rules and regulations that apply to all employees. 

Ensures all reports of unsafe and unhealthful conditions are reported to supervisor 

or designated official within 48 hours.

c. Does Not Meet.

Requires repetitive counseling in such areas as diplomacy, harassment, and 

EEO/CR to properly interact with individuals and groups inside/outside FGIS in a 

professional manner.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 56

6. CERTIFICATION OF USGSA AND AMA INSPECTIONS

(Critical Element)

Ensures a detailed examination of export work records for correctness in order to 

generate export certificates and other supporting documentation.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. 

Recommends improvements and assists in implementing appropriate measures to 

prevent recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Performs certification activities by reviewing submitted documentation and 

identifying inaccurate results, factors, or statements; identifies incidents of 

omission and/or inclusion; takes appropriate corrective actions; and completes 

certification documents with few inconsistencies and/or significant deviations.

Completes export certificates immediately upon applicant’s request (usually within 

1 day) without revisions 90 percent of the time.

Completes nonexport certificates (no later than 2 business days) without revisions 

90 percent of the time.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, maintaining the 

acceptable level of accuracy required by regulations, completing certificates in 

a timely manner, and verifying grade accuracy to consistently follow appropriate 

procedures.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 57

7. BILLING AND COLLECTION ACTIVITIES

Performs billing and collection activities in the field office.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. 

Recommends improvements and assists in implementing appropriate measures to 

prevent recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Accurately completes all billing documents by correctly computing fees and 

charges, assigning correct management codes and authorization numbers, 

reviewing transaction registers for billing and collection accuracy with no more than 

three reports requiring corrections to the employee’s procedures.

Completes, submits, and verifies billings weekly with no more than three reports 

requiring corrections to the employee’s procedures.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, using appropriate 

fee schedules and billing codes, accurately and assigning authorization numbers to 

consistently follow appropriate procedures.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 58

8. TIME AND ATTENDANCE (T&A) DOCUMENTS

Performs duties involving the T&A system for the field office.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. 

Recommends improvements and assists in implementing appropriate measures to 

prevent recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Effectively administers the T&A system by verifying on a daily basis employees’ 

time and attendance.

Correctly applies rules pertaining to overtime, night differential, leave, etc.

Verifies biweekly time and attendance submission to NFC. Receives no more than 

three leave error reports per fiscal year.

(New Orleans Field Office Only)

Administers the automated time clock system by daily verification of employees’

time and attendance.

Validates and analyzes alert reports to resolve discrepancies generated by the 

system (i.e., missing in and outs, absences).

Enters data slips daily. Correctly applies rules pertaining to overtime, night 

differential, leave, etc. Ensures system reflects shift assignments with no more 

than three reports requiring corrections to the employee’s procedures.

Verifies management code distribution and uploads from remote sites daily.

Verifies time and attendance submission to NFC biweekly.

c. Does Not Meet.

Requires repetitive counseling in such areas as documentation, completing and 

mailing T&A’s in a timely manner and following up on late checks to consistently 

follow appropriate procedures.
FGIS Directive 9000.1

Appendix D

September 26, 2014

Page 59

9. RECEPTIONIST DUTIES

Performs receptionist duties for the field office.

a. Exceeds.

In addition to the standards in Fully Successful, employee enhances the 

effectiveness and efficiency of the field office by being attentive to details, 

identifying potential problems, and taking appropriate corrective actions. 

Recommends improvements and assists in implementing appropriate measures to 

prevent recurring problems. Employee has no documentation in their performance 

file requiring corrections to work and has at least three positive reports.

b. Fully Successful.

Greets visitors and answers the telephone for the field office in a courteous and 

professional manner with no more than three valid complaints.

Ensures external customers are acknowledged within 3 minutes of the time they 

enter the office with no more than six valid complaints.

Routes telephone inquiries and visitors to the appropriate person and takes and 

routes messages for unavailable personnel with no more than six valid complaints.

c. Does Not Meet.

Requires repetitive counseling in such areas as proper telephone etiquette, 

accurately taking messages, and correctly routing inquiries.
FGIS Directive 9000.1 September 26, 2014

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APPENDIX E Required Standards (09/26/2014)

1. SAFETY AND HEALTH (REQUIRED ELEMENT OR STANDARD)

Supervisory Personnel

Supervisors must have the following measurable standard related to safety and health 

included in their Supervision (critical) element:

Adheres to Safety and Occupational Health practices and procedures in order to 

promote and maintain a safe and healthful work environment for all employees. Upon 

report of unsafe/unhealthful condition, notifies appropriate office within 48 hours, and 

follows up and/or takes appropriate action until condition is resolved.

Nonsupervisory Personnel

Nonsupervisors must have appropriate language related to safety and health as part of 

their measurable standards under any selected element (does not have to be a critical 

element):

Demonstrates a basic understanding of FGIS’s Safety and Health Program. Complies 

with safety and health rules and regulations that apply to all employees. Ensures all 

reports of unsafe and unhealthful conditions are reported to supervisor or designated 

official within 48 hours.

2. PERSONALLY IDENTIFIABLE INFORMATION

(Required Element or Standard for Anyone Having Access to Personally 

Identifiable Information)

This standard is required to be in an employee’s elements and standards when they 

have access to information about an individual maintained by FGIS, including, but not 

limited to, financial transactions, medical history, or criminal history and information 

which can be used to distinguish or trace an individual’s identity, such as their name, 

social security number, date and place of birth, mother’s maiden name, biometric 

records, etc., including any other personal information which is linked or linkable to an 

individual.

Protects all Personally Identifiable Information (PII) by complying with all established 

procedures regarding the collection and handling of information which can be used 

to distinguish or trace an individual’s identity. Reports any losses of PII to FGIS’s 

management within 1 hour.
FGIS Directive 9000.1 September 26, 2014

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ATTACHMENT 2 SUPERVISOR’S CHECKLIST OF APPRAISAL STEPS

a. Determine which employees of the field office are covered under the Performance 

Appraisal System (PAS).

b. With the employee, determine the elements and standards that will cover the 

majority of their work duties.

c. Communicate the performance elements and standards to each covered 

employee. Document receipt by employee.

d. Observe and document employee’s accomplishments (positive and negative) 

under each element and standard.

e. Assist employee with Marginal performance in improving performance. Such 

assistance may include, but is not limited to, formal training, on-the-job training, 

counseling, and close supervision.

f. Consult the Marketing and Regulatory Programs Business Services (MRPBS), 

Human Resources Division, AMS/FGIS Employee Relations Branch, for the proper 

procedures to withhold a within-grade increase when an employee is performing at 

the Marginal level and is due a within-grade increase.

g. Notify an employee in writing of Unacceptable performance (Does Not Meet) and 

inform the employee of standards that must be met for “Fully Successful” 

performance. Contact MRPBS, Human Resources Division, AMS/FGIS Employee 

Relations Branch, for guidance. The employee shall be provided a 45-day period to 

demonstrate improvement. The supervisor shall assist the employee in improving 

performance.

h. Initiate action to reduce in grade, reassign, or remove employee if the employee’s 

performance remains at the Unacceptable level after 45 consecutive days.

i. Completes and documents mid-year reviews within 30 days after the mid-point of 

the rating cycle.

j. Prepare employee(s) final summary rating of record by:

(1) Reviewing all FGIS-30l’s, Description of Performance, and other 

documentation for each element and standards.

(2) Assigning appropriate rating levels for each element.

(3) Considering any/all preliminary summary ratings.

(4) Assigning the appropriate summary rating level based on the Decision Table 

on Form AD-435, Performance Appraisal.

k. Completes end-of-year ratings and review meetings within 30 days of the end 

of the rating cycle and supports subordinates’/employees’ performance appraisals 

by appropriate documentation.

l. Follow Departmental Regulation DR 4040-430, exhibit 2, “Key Timeframes and 

Requirements” and Exhibit 3, “Performance Plan Checklist”.
FGIS Directive 9000.1 September 26, 2014

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ATTACHMENT 3 EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS (EEO/CR) 

INFORMATION AND GUIDELINES

1. INTRODUCTION

The purpose of this attachment is to assist in the understanding and successful 

application of the EEO/CR performance element and standards. It includes the history 

and purpose of the element and guidelines for its application at both the nonsupervisory 

and supervisory level. This list of guidelines, however, is provided to stimulate 

discussions regarding this element. It is not an all-inclusive list; rating officials and 

employees are encouraged to explore additional ways to reach the “EXCEEDS” level.

Performance for this element will be measured on-the-job performance only. Outside 

activities will not be used for rating purposes.

2. HISTORY AND PURPOSE OF THE ELEMENT

The requirement for a critical performance element on EEO/CR in the Federal 

Grain Inspection Service began in 1987 with the institution at the U.S. Department 

of Agriculture (USDA) level of an EEO/CR element for Senior Executive Service 

employees. USDA expanded this requirement in 1989 to include all supervisory 

Performance Management and Recognition System employees. The Framework 

for Change initiative announced May 3, 1990, extended the coverage of the critical 

performance element to all employees regardless of their responsibilities. Through this 

expansion to include all employees, USDA communicated the important message that 

EEO/CR needs to be an integral part of how all employees go about their everyday 

responsibilities and the manner in which they treat one another.

The purpose of the EEO/CR element is to assist in creating and fostering an 

environment that values workforce diversity, ensures that no person is unjustly 

advantaged or disadvantaged, and provides services that reflect fairness in the delivery 

of the FGIS programs. An additional function of this element is to reward employees 

who make significant contributions to EEO/CR objectives.

3. GUIDELINES FOR NONSUPERVISORY EMPLOYEES

Examples To Achieve An “Exceeds Fully Successful” Rating

(This is not intended to be an all inclusive list.)

(1) Serves as mentor.

(2) Strives to create harmony and a positive atmosphere in the workplace.

(3) Demonstrates that cultural diversity and EEO/CR are understood, respected, and 

valued.
FGIS Directive 9000.1 September 26, 2014

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(4) Voluntarily participates on EEO/CR committees or in various activities and strives 

to improve and further FGIS’s mission in this area.

(5) Coordinates USDA-sponsored EEO/CR activities (special emphasis programs), 

etc., when asked to do so by supervisor.

(6) Brings potential EEO-related problems and issues to management’s attention.

(7) Develops and submits accurate and meaningful articles on EEO/CR to employee 

newsletter.

(8) Attends, conducts, or participates in EEO/CR training (except where employees 

cannot participate for reasons beyond their control).

(9) Participates in brown bag seminars.

(10) Is sensitive to the needs and, where possible, accommodates individuals with 

disabilities.

(11) Corrects individual(s) or reports to supervisor when witnessing improper behavior 

or someone making improper statements or telling jokes which may create 

problems, etc.

(12) Makes an effort to be knowledgeable about EEO/CR issues and contact points in 

FGIS for resolution of problems or issues.

4. GUIDELINES FOR SUPERVISORY EMPLOYEES

Examples To Achieve An “Exceed Fully Successful” Rating

(This is not intended to be an all-inclusive list.)

(1) Serves as mentor.

(2) Strives to create harmony and a positive atmosphere in the workplace.

(3) Demonstrates that cultural diversity and EEO/CR are understood, respected, and 

valued.

(4) Voluntarily participates on EEO/CR committees or in various activities and strives 

to improve and further FGIS’s mission in this area.

(5) Coordinates USDA-sponsored EEO/CR activities (special emphasis programs), etc.

(6) Brings potential EEO-related problems and issues to management’s attention.

(7) Actively accommodates and supports developing underrepresented groups 

through upward mobility or other EEO/CR programs.
FGIS Directive 9000.1 September 26, 2014

Page 64

(8) Develops and submits accurate and meaningful articles on EEO/CR to employee 

newsletter.

(9) Attends, conducts, or participates in EEO/CR training (except where employee 

cannot participate for reasons beyond their control.)

(10) Sponsors brown bag seminars.

(11) Makes necessary changes in the work environment and is sensitive to the needs 

and accommodates employees with disabilities.

(12) Takes positive steps to overcome numerical imbalances.

(13) Corrects individual(s) or reports to supervisor when witnessing improper behavior 

or someone making improper statements or telling jokes which may create 

problems, etc.

(14) Makes an effort to be knowledgeable about EEO/CR issues and contact points in 

FGIS for resolution of problems or issues.

(15) Promotes a work environment where training, job assignments, and details are 

provided on a fair and equitable basis.

(16) Develops and displays EEO/CR displays.

(17) Provides human immunodeficiency virus (HIV) and acquired immunodeficiency 

syndrome (AIDS) awareness information, as appropriate.

(18) Is proactive in addressing EEO/CR issues and supports a work environment that 

encourages and supports complaint avoidance and resolution.