SOUTH CENTRAL CIVILIAN PERSONNEL OPERATIONS CENTER

 

MANAGER’S RECRUITMENT AND SELECTION GUIDE

 

April 2000

 

INTRODUCTION

This guide is provided to help Managers and Selecting Officials accomplish recruitment and selection functions. It was jointly prepared by your servicing Civilian Personnel Advisory Center (CPAC) and the South Central Civilian Personnel Operations Center (SCCPOC).

To facilitate the recruitment and referral process, the South Central Civilian Personnel Operations Center uses RESUMIX. The commercial product, RESUMIX, is the implementing software. Resumix’ sophisticated artificial intelligence matches the skills in applicants’ resumes to the skill requirements of specific vacancies. The system is used to develop referral lists of candidates for you. It also generates various letters to applicants. (RESUMIX is not used in the delegated examining process when recruiting candidates from the general public.)

 

INITIATING YOUR RECRUITMENT

When you are ready to fill a vacancy, you begin the recruitment process by submitting a request for personnel action (RPA) either directly to your CPAC or indirectly through the appropriate office in your activity designated to submit an RPA. In order to target your recruitment and to find high quality candidates, the information listed below should be submitted with your request. Your CPAC advisor can help you develop it.

- Recruitment strategy: What recruitment sources would you like the SCCPOC to use? In developing the strategy, you will need to consider such factors as your activity requirements, pertinent union agreements, workforce diversity, and probable sources of candidates. Your sources may include current Federal employees, external applicants such as VRA eligibles, outstanding scholars, student appointees, etc., or applicants who have not previously worked for the government. Your CPAC advisor will assist you in identifying the sources available to you.

- Description of duties: Are there any special duties or task requirements of the position that are not reflected in the position description? With position descriptions and/or demonstration project level descriptors that are very generic, you will need to provide specific information about the vacant position in order to ensure that skills requirements are adequately identified. Keep in mind that any such requirements must be supported by what is stated in the position description. You still need to be sure the position description is up to date.

- Area of consideration: How widely would you like SCCPOC to search for candidates? You may want to limit the search to your activity or a segment of your activity, or you may want to search in a wider area. Your CPAC can assist you in identifying any local policies that may impact this decision. The area of consideration (who may apply) should be broad enough to attract candidates for your job.

 

- Search option: Within RESUMIX, what search option do you want the SCCPOC to use? An applicant search is normally done using occupational series of the vacancy being recruited. However, if that search fails to yield a sufficient number of well-qualified applicants, wider search options may be used (e.g., search of related occupational fields or the entire database). If too few candidates are located in the initial search, an SCCPOC specialist will contact you to see if you want to widen the database search. RESUMIX also provides the opportunity to extract skills from the official job description which can be provided to the management official/CPAC for review. Suggested search criteria can be provided and skills can be designated as required and desired.

- Cutoff date: Are you ready to recruit? You should only submit your RPA when you are actually ready to recruit. Requests are not held in SCCPOC to meet future cutoff dates.

- Special coordination requirements: Are there any special recruitment efforts that need to be coordinated for your vacancy? You may want to place a newspaper or trade magazine advertisement or to have a delegated examining announcement issued for your vacancy at the same time that you would like to see candidates from the RESUMIX inventory. If you want to coordinate the timing of these events, you should note this on your RPA.

- Permanent Change of Station (PCS) expense authority: Are you authorizing payment of PCS costs? Relocating expenses may be a major issue for your selectee. The decision to fund this expense needs to be made in advance and noted in the RPA to ensure that your activity does not incur a financial obligation when you do not explicitly intend to do so.

- Specific position requirements: Are there specific requirements that applicants must meet to be basically eligible for the position? This might include such variables as acquisition certification, maximum entry age for initial appointment to firefighter or air traffic controller positions, gender for health technicians, special licenses or credentials, etc.

- Conditions of employment: What are the conditions of employment which candidates need to be aware of when an offer is made? Examples include security clearance, shift work, travel, licensing, credentialing, drug testing, pre-employment physical examination, etc.

- Selecting Official contact information: Who should be contacted to discuss the job analysis and RESUMIX skills set to be used? You will need to provide the name, email address, voice and fax phone numbers (DSN and commercial), and mailing address of the Selecting Official for the vacancy.

 

THE RECRUITMENT PROCESS

Once the recruitment request is received and Priority Placement Program requirements have been met, a specialist will contact you to discuss the job analysis and RESUMIX skills set which will make up your crediting plan. A draft of the job summary and skills set will be created at SCCPOC using an extraction from the Job Description and/or the information provided in the RPA. These potential skills and a draft crediting plan will be provided to the management official for review.

You have the opportunity at this point to review the list of skills and add those which you believe are missing or delete those which are not particularly critical to the position or which would not likely make distinctions among candidates. Your specialist will work with you on this process.

After you have settled on and approved the skills set to be used, the SCCPOC specialist will use RESUMIX to match the position skills to the skills of those applicants who meet the search parameters (e.g., area of consideration, sources, search option, etc.) specified in your RPA. This search process uses an Artificial Intelligence engine (copyright protected) that scans for direct and synonymous word or word group matches.

If you have an established skills set for this same position, you will be provided with a copy of what you previously approved so that you can review it to be sure it still meets your needs.

Candidates that compete for the job vacancy are then reviewed to ensure that they meet basic eligibility criteria (time in grade, within the area of consideration, and match basic occupational series eligibility). Candidates that are screened out of the process are manually reviewed for resume content and any obvious oversights that may have occurred in the initial screening.

THE REFERRAL LIST

The referral list (called a "certificate") is comprised of applicants that are "best qualified" as determined by the number of skill matches, any natural break that occurs in the process, or the number to be referred in accordance with locally negotiated agreement. The certificate will be sent to the CPAC representative along with copies of the applicants’ resumes. You may have several lists to select from depending on what sources you chose to consider. Each certificate will contain instructions on the proper way to consider and mark your selections. Your local CPAC advisor will answer any questions you may have about the selection processes associated with the different referrals you receive.

The resumes you will receive are printed from what has been entered into RESUMIX. Because resumes are submitted to SCCPOC via e-mail, the product you see with your referral list may not be what you might normally expect a resume to look like. Likewise, hard copy resumes that are scanned in and read via an Optical Character Recognition (OCR) process could contain OCR errors. You should not consider this as an indication of the applicant’s presentation of him/herself or of the applicant’s ability to spell and punctuate. Rather, you should look at the resumes for substantive content.

MAKING SELECTIONS

There may be local requirements concerning use of a selection panel, interview requirements/procedures, selection review or other issues associated with the selection process. Your CPAC specialist can advise you if there are any that apply to your situation.

You should indicate a primary and at least one alternate selection on your certificate(s). In the event your first choice of selectee is not available, the SCCPOC can proceed with making an alternate job offer without delay.

RETURNING THE REFERRAL LIST

When you have made your selection, your CPAC will assist you in determining an appropriate effective date to request, assist you with any pay setting issues, and coordinate the selection with the SCCPOC. The certificate will then be returned to the SCCPOC.

JOB OFFER

Once the certificate is received, the SCCPOC specialist will verify all regulatory requirements prior to making the job offer to the selectee. You should not make a job offer yourself. This process involves the full review of the tentative selectee against the Office of Personnel Management Qualifications Standard Handbook (previously X-118 standard) for qualifications. In rare cases, this may result in a selectee being determined to be not qualified for the job.

A FINAL NOTE

If the initial process does not yield candidates you are interested in, your CPAC advisor can assist you in determining appropriate alternatives to be pursued.

10/05/2010                                                                                              Back to CPAC