[Federal Register Volume 59, Number 241 (Friday, December 16, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-31025]


[[Page Unknown]]

[Federal Register: December 16, 1994]


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OFFICE OF PERSONNEL MANAGEMENT

 

New Application Procedures for Federal Jobs (Elimination of SF 
171, Application for Federal Employment)

agency: Office of Personnel Management (OPM).

action: Notice.

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summary: This notice announces a new application process for Federal 
jobs. Beginning on January 1, 1995, Federal agencies may not require an 
SF 171, Application for Federal Employment. Instead, applicants may 
apply for most jobs with a resume, the Optional Application for Federal 
Employment, or any other written format of their choice. For unique 
jobs with specialized requirements or jobs filled through automated 
systems, agencies may have been authorized to require special forms.
    A new OPM flyer, Applying for a Federal Job, describes what 
applicants should include in their resumes or applications. The flyer 
and the Optional Application for Federal Employment are being printed 
for distribution in December. Applicants can get copies beginning in 
December from local OPM Employment Information Offices, by calling 
OPM's automated telephone system at 912-757-3000 or by TDD at 912-744-
2299. These items will also be available in December in electronic 
format from OPM's bulletin board at 912-757-3100.
    By February, OPM plans to make the flyer available in alternative 
media formats (Braille, large print, audio tape, and computer disk) for 
persons with disabilities. In addition, beginning in December any 
applicant may use the electronic Optional Application file and any word 
processing software to produce and print a completed application form. 
(See question 6 below).
    Before appointment, agencies will ask individuals to complete a 
Declaration for Federal Employment to determine their suitability for 
Federal employment. The Declaration for Federal Employment replaces the 
SF 61-B, Declaration of Appointee, and will also be available in 
December.

for further information contact: Concerning the application procedures: 
Richard Whitford or Stephen McGarry on 202-606-2605 or TDD at 202-606-
0023. Concerning the Declaration for Federal Employment: Joe Nordsieck 
on 202-376-3800.

U.S. Office of Personnel Management.
James B. King,
Director.
supplementary information: In a June 22, 1994, Federal Register notice 
(59 FR 32290) OPM announced its request to the Office of Management and 
Budget (OMB) under the Paperwork Reduction Act for clearance of 
proposed job application procedures to replace the SF 171, Application 
for Federal Employment. OMB has approved the new application procedures 
to take effect on January 1, 1995, the day after the OMB authorization 
for the SF 171 expires on December 31, 1994.
    After the SF 171 expires, Federal agencies may not require 
applicants to submit it. Applicants may file for most jobs using a 
resume, the Optional Application for Federal Employment, or any other 
written format of their choice, including an SF 171. Agencies are 
authorized to use this process for positions in the competitive 
service, the excepted service and the Senior Executive Service.
    The following Questions and Answers give more information on the 
new application procedures.
    (1) Why did OPM develop the new procedures?
    In its September 1993 report, Creating a Government that Works 
Better & Costs Less, the National Performance Review recommended that 
OPM eliminate standard application forms because their length and 
complexity discourage applicants from seeking Federal jobs. OPM agreed 
to eliminate the SF 171, Application for Federal Employment, and 
associated forms, the SF 171-A, Continuation Sheet for SF 171, and the 
SF 172, Amendment to Application for Federal Employment as of December 
31, 1994. An interagency task force recommended new application 
procedures that let applicants choose the format of their application. 
In addition to giving applicants more flexibility (but also give 
Federal agencies the material needed for evaluation), another goal was 
to separate the qualifications and suitability information. Suitability 
information will be collected on the Declaration for Federal 
Employment. (See question 22.)
    (2) What groups were involved in developing the new procedures?
    An interagency task force representing 16 Federal agencies 
recommended the new application procedures. OPM then sought comments 
from the National Partnership Council, the Interagency Advisory Group 
(representing 90 agencies), unions with national consultation rights 
with OPM, and organizations representing major constituent groups. The 
new procedures were published in the June 22, 1994, Federal Register.
    (3) Is the final application process basically the same as the June 
22, 1994, Federal Register proposals?
    Yes, although there are some editorial and stylistic changes in the 
flyer and forms. Samples of the final materials are appended to this 
notice. One change, in response to comments received, was the deletion 
of birth date from information applicants are required to submit with 
their job application or resume. Several commenters noted privacy 
issues, the potential for age discrimination, and that for the vast 
majority of jobs, it is sufficient for agencies to obtain the date of 
birth only from job finalists. For the few positions such as law 
enforcement where age is a factor, agency vacancy announcements can ask 
applicants to give their age.
    (4) What provisions have been made for applicants with 
disabilities?
    The flyer, Applying for a Federal Job, will be available in Braille 
and large print and on audio tape and computer disk. (The flyer tells 
applicants what to include in their resumes or applications for Federal 
jobs.) Beginning in February, individuals who want these alternative 
formats may request them by calling 912-757-3000 or TDD 912-744-2299.
    In addition, in December the flyer and the Optional Application for 
Federal Employment will be available through OPM's electronic bulletin 
board. See question 6 below for specific instructions.
    (5) How will the OPM publicize the new application process?
    OPM has planned a major publicity campaign including news releases 
and mailings to Federal offices, State Employment Service offices, 
State Vocational Rehabilitation Services offices, colleges and 
universities, and other major constituency groups. The mailing will 
include the new application materials, as well as a poster and a flyer 
describing OPM's automated employment information systems.
    (6) How will the applicants get the new application materials?
    Beginning in December, copies will be available from several 
sources. Applicants may call or visit local OPM Employment Information 
Offices or they may call OPM's automated telephone system at 912-757-
3000 and listen for the message on how to request forms. Information is 
also available by TDD at 912-744-2299.
    Applicants can also get the materials through OPM's electronic 
bulletin board.
    (1) Call the Federal Job Opportunities Board (FJOB) at 912-757-
3100,
    (2) At the main menu, select ``Opportunities for Federal 
Employment,''
    (3) Select ``Application Information and Forms,'' and
    (4) Read or download the files. Note: applicants may use the 
electronic ``Optional Application file'' and any word processing 
software to produce and print a completed application form.
    (7) May applicants use commercial PC software to prepare their 
resume, the Optional Application for Federal Employment, or application 
in another format?
    Yes. See question above. Also, applicants may use any PC software 
to help prepare their application, but they are responsible for making 
sure that their application contains all the information requested in 
the flyer, Applying for a Federal Job, and in the vacancy announcement.
    (8) In August 1994, OPM issued a bulletin giving agencies the 
opportunity to order the new application materials by ``riding'' OPM's 
printing request to GPO. If an agency did not order then, how may they 
obtain the new materials?
    The General Services Administration (GSA) will stock the new forms 
some time in February. Agencies may order the forms through the GSA 
Supply Center Catalog.
    The stock numbers of the new materials are as follows:

Applying For a Federal Job (OF 510), NSN 7540-01-351-9177
Optional Application for Federal Employment (OF 612), NSN 7540-01-351-
9178
Declaration for Federal Employment (OF 306), NSN 7540-01-368-7775

    (9) OMB approved the new application procedures for a 3-year 
period. What will happen after the OMB authorization expires?
    OMB approves information collections from the public under the 
Paperwork Reduction Act. Three years is the maximum authorization 
period. At the appropriate time, OPM will seek renewal of the OMB 
authorization. The forms do not show the expiration date so they will 
be usable in the future when the authorization is extended.
    (10) Did OMB also approve OPM's use of computer-assisted systems to 
rate applicants?
    Yes. OMB approved OPM's use of the revised optical scan forms (1203 
series) that collect applicant information and qualifications in a 
format suitable for automated processing. The revised forms no longer 
contain questions related to suitability because agencies will obtain 
that information through the new Declaration for Federal Employment.
    OMB also approved OPM's collection of applicant information through 
the Telephone Application Processing System (TAPS) used to fill certain 
jobs.
    (11) Can a Federal agency design its own form and seek OMB approval 
for its use?
    A proliferation of Government application forms would be counter to 
the National Performance Review objective of simplifying the job 
application process. OMB will consider requests for agency-specific 
forms only for unique jobs with highly specialized requirements or for 
special forms needed for a computer-assisted application system.
    (12) Can a Federal agency require all applicants to use the new 
Optional Application for Federal Employment?
    No. But if an agency fills jobs through an automated system that 
uses a computer-compatible version of the form that is otherwise 
identical, it may require the computer-compatible form. OMB and GSA 
approval is not required for an otherwise identical, computer-
compatible Optional Application for Federal Employment. Agency forms 
management officials will find instructions in GSA's Federal 
Information Resources Management Regulation Bulletin B-3, Revision 1. 
Use of a non-identical, computer-compatible application would require 
OMB and GSA approval even if it asks for the same information as the 
Optional Application for Federal Employment.
    (13) Can a Federal agency require its own employees to file for 
vacancies using a particular form?
    Yes. When recruiting from only its own employees and not seeking 
candidates through outside-the-register or competitive examining, an 
agency may require a particular form, for example, the Optional 
Application for Federal Employment. Although it may make existing 
supplies of the SF 171 available to its employees, an agency may not 
require the SF 171 because after December 31, 1994, it is no longer an 
authorized form. OMB approval is not required for a form that seeks 
job-related information only from an agency's own employees. An 
agency's ``own employees'' are its current employees, not former 
employees with reinstatement eligibility, and not employees from other 
agencies. An agency for this purpose is, for example, the Department of 
Agriculture, the Department of the Navy, and the Environmental 
Protection Agency.
    (14) What is the status of agency-specific application forms 
approved by OMB prior to the implementation of these new application 
procedures?
    Each agency should check with its forms management office. That 
office will probably consult with the agency's OMB desk officer to 
determine how the new process impacts on existing OMB approvals.
    (15) Given that the SF 171 is authorized only through the end of 
1994, can an agency require the SF 171 in a vacancy announcement issued 
in 1994 with a closing date in 1995?
    If an agency issues a vacancy notice that opens in 1994 but closes 
on or before January 31, 1995, the agency may require applicants to 
submit an SF 171. Similarly, an agency must close by January 31, 1995, 
any open continuous announcement that requires an SF 171. Any 
announcement issued on or after January 1, 1995, may not require the SF 
171.
    (16) How should agencies handle incomplete applications, i.e., 
applications that do not contain all the information requested in the 
vacancy announcement?
    Each agency needs to establish a policy on how it will handle 
incomplete applications. It may decide not to consider incomplete 
applications, to ask applicants for the missing information, or to rate 
incomplete applications as is. All applicants for a particular vacancy 
must be treated in the same way. It would be helpful and more fair to 
applicants if agency vacancy announcements stated the policy on 
incomplete applications.
    (17) The new procedures tell applicants to submit proof with their 
applications if they claim 5 point veterans' preference. Should 
agencies reject applications that do not include proof of 5 point 
preference?
    Currently, applicants for civil service examinations submit proof 
at the time of selection. However, the interagency work group (see 
question 2) concluded that waiting until the end to verify 5 point 
preference slowed down the selection process. To phase in this new 
requirement without harming preference eligibles, OPM strongly suggests 
that agencies not reject applications that lack proof of 5 point 
preference but instead ask the veterans to submit it promptly.
    (18) What part does the agency vacancy announcement play in the new 
application process?
    The vacancy announcement is key; it tells applicants what 
information the agency needs. The vacancy announcement can request any 
job-related information necessary to evaluate candidates for the 
position(s) and any information required by law, such as:

Identification, including name, address, Social Security Number, date 
of birth, phone numbers.
Job related qualifications, such as work experience, education, minimum 
college credits for professional positions, training, licenses, 
accomplishments, evidence of specialized knowledge, skills, and 
abilities.
Personal information to satisfy general legal requirements, when 
applicable, such as citizenship, veterans' preference, minimum and 
maximum age requirements, and proof of competitive status.
Applicant preferences, where applicable, such as work location, work 
schedule, type of employment (permanent or temporary).

    OPM's flyer, Applying for a Federal Job, tells applicants they must 
furnish the information requested in the flyer and the information 
requested in the agency vacancy announcement. The flyer also tells 
applicants not to send certain information, for example, college 
transcripts, unless requested in the vacancy announcement.
    (19) May an agency use the flyer, Applying for a Federal Job, in 
conjunction with its vacancy announcements to tell applicants what to 
include in their resumes or applications?
    Yes. The flyer is intended to help agencies communicate with 
applicants about the types of information to include in their 
applications. The vacancy announcement may repeat all the information 
requested in the flyer or a copy of the flyer may be attached to the 
vacancy announcement. If the vacancy announcement merely references the 
flyer, applicants need to know where they can get a copy to assure 
their applications are complete. Until the procedures become widely 
known, agencies may want to include full information in their 
announcements.
    (20) Can vacancy announcements require applicants to describe all 
their work experience over a period of years, for example, to show 
where they were employed over the past 5 years?
    Since a goal of the new application process is reducing the burden 
on applicants, they should be asked to describe only job-related 
qualifications rather than their entire work history over a period of 
years.
    (21) Can agencies require applicants to certify on their resumes 
that the information they have provided is correct?
    This certification is not needed at the beginning of the employment 
process. Before appointing an individual, the agency will get the 
certification on the Declaration for Federal Employment. (See next 
question.) The optional application also contains a certification and 
the flyer alerts applicants that they will be required to sign a 
certification.
    (22) The SF 171 contained questions about an applicant's 
suitability for Federal employment. Under the new procedures how will 
agencies obtain this information?
    Suitability questions are now included on the new Declaration for 
Federal employment. Separating this sensitive information from the job 
application makes it possible to restrict access to the information and 
thus to give greater protection to an individual's privacy.
    (23) Is the new Declaration for Federal Employment required for all 
Federal civilian service appointments or just appointments in the 
competitive service?
    Before anyone can be appointed or converted to a new appointment in 
the competitive service, the excepted service, or the Senior Executive 
Service, he or she must execute a Declaration for Federal Employment. 
In addition, the form may be needed in position changes, for example, 
for agency determinations concerning nepotism and for OPM background 
investigations. OPM will publish specific requirements in The Guide to 
Processing Personnel Actions.
    (24) At what point in the hiring process should agencies require 
individuals to complete the new Declaration for Federal Employment?
    An individual must complete the form before he or she is appointed, 
but agencies should not routinely ask applicants to submit a 
Declaration along with their resume or application. A major reason for 
creating the Declaration was to separate qualifications information 
from suitability information so that agencies could better protect the 
privacy of individuals by restricting access to more sensitive 
background data. Given the privacy concerns and the intent to reduce 
the burden on applicants, OPM strongly encourages agencies to require 
the Declaration only from the job finalists who have met all 
qualifications requirements except where to do otherwise would have a 
significantly adverse impact on the hiring process.
    (25) Can agencies use the SF 61-B, Declaration of Appointee, after 
December 31, 1994?
    No, the OMB authorization for that form expires on December 31, 
1994. After that date agencies must use the new Declaration for Federal 
Employment before appointing an individual in the Federal civilian 
service.
    (26) After December 31, 1994, if an applicant chooses to use the SF 
171 as an application form, must he or she complete the Background 
Information section (items 37-47 on conduct and suitability)? Must the 
individual sign the application?
    No. An applicant using the SF 171 by choice is required to provide 
only the information in OPM's flyer Applying for a Federal Job and in 
the agency vacancy announcement. The hiring agency will obtain the 
suitability information and signature through the new Declaration for 
Federal Employment.
    (27) Did OMB approve the proposed collection of information 
relating to military spouse preference and child care providers?
    Yes. To determine eligibility for military spouse preference as 
required by section 806 of the Defense Authorization Act of 1986 (Pub. 
L. 99-145), the Department of Defense may include the following 
question in its materials, for example, in job announcements or in the 
Declaration for Federal Employment.

Are you applying to exercise Spouse Preference?
    (  ) Yes    (  ) No

    If yes, attach a copy of your sponsor's active duty military orders 
of assignment to the geographic location of the position vacancy or 
written evidence or documentation that verifies eligibility.
    To assure compliance with section 231 of the Crime Control Act of 
1990 (Pub. L. 101-647), agencies may include the following questions on 
the Declaration for Federal Employment signed by applicants for Federal 
child care positions:
    Have you ever been arrested for or charged with a crime involving a 
child? If ``Yes,'' provide the date, explanation of the violation, 
disposition of the arrest or charge, place or occurrence, and the name 
and address of the police department or court involved.

    Note: A Federal agency is required by law to conduct a criminal 
check. In addition to the purposes explained in block 16, your 
signature also certifies that (1) your response to this question is 
made under penalty of perjury, which is punishable by (insert 
Federal punishment for perjury); and (2) you have received notice 
that a criminal check will be conducted, of your right to obtain a 
copy of the criminal history report made available to the employing 
Federal agency, and of your right to challenge the accuracy and 
completeness of any information contained in the report.

    To assure compliance with Pub. L. 101-647 and also with section 408 
of the Miscellaneous Indian Legislation (Pub. L. 101-630), the 
Departments of Interior and Health and Human Services may add the 
following question to the Declaration for Federal Employment, for 
positions that involve regular contact with or control over Indian 
children:
    Have you ever (1) been arrested for or charged with a crime 
involving a child, and/or (2) been found guilty of, or entered a plea 
of nolo contendere or guilty to, any offense under Federal, State, or 
tribal law involving crimes of violence; sexual assault, molestation, 
exploitation, contact or prostitution; or crimes against persons? If 
``Yes,'' provide the date, explanation of the violation, disposition of 
the arrest or charge, place of occurrence, and the name and address of 
the police department or court involved.

    Note: A Federal agency is required by law to conduct a criminal 
check. In addition to the purposes explained in block 16, your 
signature also certifies that (1) your response to this question is 
made under penalty of perjury, which is punishable by (insert 
Federal punishment for perjury); and (2) you have received notice 
that a criminal check will be conducted, of your right to obtain a 
copy of the criminal history report made available to the employing 
Federal agency, and of your right to challenge the accuracy and 
completeness of any information contained in the report.

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[FR Doc. 94-31025 Filed 12-15-94; 8:45 am]
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