Delegated Examining Operations Handbook

Delegated Examining Operations Handbook:

A Guide for Federal Agency Examining Offices

U.S. Office of Personnel Management June 2019

Table of Contents

Introduction ..............................................................................................................................i Purpose of the Delegated Examining Operations Handbook (DEOH) ............................................ i Audience............................................................................................................................................ i Materials Needed .............................................................................................................................. i How the DEOH is Organized ........................................................................................................... ii Importance of Delegated Examining................................................................................................ ii Competitive Examining Process Flow Chart .................................................................................. iv

Chapter 1 ? OPM and Agency Responsibilities..................................................................1-1 Section A ? What is Delegated Examining Authority? .................................................................1-1 Section B ? OPM Responsibilities ................................................................................................1-3 Section C ? Agency Responsibilities ............................................................................................1-4 Section D ? Delegated Examining Certification Program...........................................................1-10 Section E ? References ..............................................................................................................1-12

Chapter 2 ? Identify the Job and its Assessments.....................................................................2-1 Section A ? Review Hiring Flexibilities..........................................................................................2-2 Section B ? Conduct a Job Analysis...........................................................................................2-13 Section C ? Identify Assessment Tools ......................................................................................2-17 Section D ? Submit Request to the Delegated Examining Officer .............................................2-35 Section E ? References ..............................................................................................................2-36

Chapter 3 ? Recruit and Announce the Job........................................................................3-1 Section A ? Recruitment ...............................................................................................................3-1 Section B ? What is Public Notice?...............................................................................................3-6 Section C ? Create a Job Opportunity Announcement ..............................................................3-11 Section D ? References ..............................................................................................................3-17

Chapter 4 ? Accept and Review Applications ....................................................................4-1 Section A ? Accepting Applications ..............................................................................................4-1 Section B ? Reviewing Applications............................................................................................4-13 Section C ? References ..............................................................................................................4-28

Chapter 5 ? Assess Applicants ...........................................................................................5-1 Section A ? Requirements for Competitive Employment .............................................................5-1 Section B ? Rating the Applicants.................................................................................................5-3 Section C ? Examining Processes..............................................................................................5-26 Section D ? References ..............................................................................................................5-32

Chapter 6 ? Certify Eligibles ................................................................................................6-1 Section A ? Criteria Outlined in the Job Opportunity Announcement ..........................................6-1 Section B ? Creating a Certificate of Eligibles ............................................................................6-11 Section C ? Auditing a Certificate ...............................................................................................6-25 Section D ? Objections and Pass-Overs ....................................................................................6-34 Section E ? Illegal Selection and Priority Consideration.............................................................6-45 Section F ? Shared Certificates ..................................................................................................6-51 Section G ? References ..............................................................................................................6-54

Chapter 7 ? Reporting and Accountability..........................................................................7-1 Section A ? Safeguarding the Examining Process.......................................................................7-1 Section B ? Freedom of Information and Privacy Acts.................................................................7-4 Section C ? Annual internal Self-Audits........................................................................................7-7 Section D ? OPM Review .............................................................................................................7-8 Section E ? References ................................................................................................................7-9

Glossary.................................................................................................................. Glossary-1 Appendix A ? Sample Interagency Delegated Examining Agreement ............................. A-1 Appendix B ? Vendor Criteria List......................................................................................B-1

Appendix C ? Records Retention and Disposition Schedule ........................................... C-1 Appendix D ? OPM's Job Analysis Methodology ............................................................. D-1

Job Analysis Worksheet for Tasks............................................................................................... D-6 Job Analysis Worksheet for Competencies ................................................................................. D-7 Job Analysis Worksheet for Task and Competency Linkage...................................................... D-8 Accomplishments Worksheet....................................................................................................... D-9 Multiple Choice/Yes-No Rating Schedule Worksheet ............................................................... D-10 Rating Schedule Benchmark Worksheet................................................................................... D-11

Appendix E ? Handbook for Agency Test Administrators and Test Control Officers ... E-1 Appendix F ? Administrative Careers With America Positions........................................ F-1 Appendix G ? Evaluating Delegated Examining Programs .............................................G-1 Appendix H ? CTAP/ICTAP Charts .................................................................................... H-1 Appendix I ? Transmutation Procedures for General Schedule Positions....................... I-1 Appendix J ? Competitor Inventory ...................................................................................J-1 Appendix K ? Professional and Scientific Positions ........................................................ K-1 Appendix L ? Rule of Three Certification and Selection Procedures ............................. L-1 Appendix M ? Random Referral (Tie-Breaking) Instructions ...........................................M-1 Appendix N ? Assessing Applicants with Disabilities ..................................................... N-1

Introduction

Purpose of the Delegated Examining Operations Handbook (DEOH)

The Delegated Examining Operations Handbook (DEOH) is designed to provide assistance to agencies with delegated examining authority granted under section 1104 of title 5, United States Code (U.S.C.).

This DEOH applies to competitive examining only. It does not apply to merit promotion, the excepted service, or the Senior Executive Service (see 5 U.S.C. ? 1104). It provides agencies with guidance, options, and, where necessary, specific operational procedures that are designed to ensure that examining programs comply with merit system laws and regulations.

Audience

Although the Office of Personnel Management (OPM) delegates examining authority at the agency headquarters level, agencies may assign examining responsibilities to subordinate offices, which serve as "delegated examining units" (DEUs).

This DEOH is designed primarily for:

? Delegated examining staff; ? Test Administrators; ? Test Control Officers; and ? Human resources offices.

Hiring managers and appointing officials are encouraged to read this DEOH to better inform themselves about the delegated examining process.

Materials Needed

Use this DEOH in conjunction with:

? Specific authorities cited in the agency's delegation agreement; ? Applicable laws in title 5, U.S.C.; and ? Regulations published in the Code of Federal Regulations (CFR).

While the information in this DEOH is current as of the date of issue, it is not uncommon for there to be changes to law or regulation or new precedents that affect how they should be interpreted. When that occurs, any change to applicable law will supersede the information in

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