Federal personnel manual system

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Material Information

Title:
Federal personnel manual system
Portion of title:
FPM letter
Physical Description:
Book
Language:
English
Creator:
United States Civil Service Commission
United States -- Office of Personnel Management
Publisher:
United States Civil Service Commission
Place of Publication:
Washington, D.C
Frequency:
irregular
completely irregular

Subjects

Subjects / Keywords:
Personnel management -- Handbooks, manuals, etc -- United States   ( nal )
Civil service -- Handbooks, manuals, etc -- United States   ( lcsh )
Personnel management -- Handbooks, manuals, etc -- United States   ( lcsh )
Genre:
federal government publication   ( marcgt )
periodical   ( marcgt )

Notes

Issuing Body:
Vols for 1979- issued by: Office of Personnel Management.
General Note:
Description based on: 410-19 (Aug. 22, 1977); title from caption.
General Note:
Latest issue consutled: 292-23 (No. 3, 1983); title from caption.

Record Information

Source Institution:
University of Florida
Rights Management:
All applicable rights reserved by the source institution and holding location.
Resource Identifier:
aleph - 021549616
oclc - 06727309
lccn - 2009238041
System ID:
AA00012996:00038


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dii:i:;f tDepartments and Independent Establishments:





.i ~w a~ftie Order 12015 broadens the provisions for i
student participants in career-related work-study progr
I l.gI:;!,.&ted by that order, the Office of Personnel Managemu
!!ai a Fi;iew::'ii;; .e whip Program to be included as one of the care
vi.i;i This.PPM letter transmits an advance copy of PM. chapti
4iiu ii"rol as instructions and guidelines for implementation.


lington, D. C. 20415
SApril 18, 1979


i, ';;The deal Junior Fellowship Program is designed to provide career-related summer
Si; fl. : :. employment, until college graduation, for outstanding graduating high school
r;'. -h need the earnings to attend college. Junior Fellows are nominated by a desig-
1 i'i'ii d : h school official to the Office of Personnel Management (OPM), and are referred
~' agencies on the basis of a needs criteria (determined by family income) and
.eo'lege ma or.

Wi thousan t d ceiling spaces have been set aside specifically for the Federal Junior
K l afwwhbip Prtgram. OPM will allocate these spaces once every 4 years to agency head-
III;e! offices who in turn will share them with their field activities. Agencies,
l !itt^iMktufebrke, should plan wisely and set aside spaces for every year.

!iJn'' .ior Fellows must be citizens or United States nationals. They are to be appointed
upI;' er section 213.3202(f) of Schedule B. Agencies should immediately document this change
|of aiointing authority from section 213.3102(q) of Schedule A to section 213.3202(f) of
ScO*e.le B, for those Junior Fellows currently in the program who are U.S. citizens. A
:StIdard Farm 30, Notification of Personnel Action, should be prepared. As the PAC/Nature
..f Acti.on, agencies should use code 553, Conversion to Excepted Appointment Conditional.
'., Schedule B. 213.3202(f) should be cited as the authority.

5. Ea ch.ageniay headquarters will be required to submit to the Office of Personnel
S. aigeaMntt a consolidated report on the Federal Junior Fellowship Program. The current
.i g6f-n..r Report on the Federal Junior Fellowship Program (Interagency Report Control
.*|. .12,. 2.. -SC-AN) will no longer be required. The new reporting requirements are not es-
,bli: shed at this time. We are planning to combine them with those for cooperative ed-
: eiiatio. students currently published in appendix A of VlM chapter 308 (Interagency
rt,. ep.rt Conttol No. 1051-CSC-AN). Appendix A will be revised to reflect these changes.


. ." : '.. : ... ...
: ; ":. : : : ii iii ii. .. ; : : : : '..:

kirIU*m Recruitment/Agency Services Branch, 632-5678

iii ....... .ii 308, Student Employment and Work-Study Progri


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Ims




FEM Letter 308-14 (2);:



6. OPM area offices outside of Metropolitan Washington, D.C., still need to develop -p
cedures for conducting the Federal Junior Fellowship Program (i.e., developing rerult
materials and application forms, instructing local high schools, etc.), If they are
able to fully meet their recruitment objective this summer, they should be operational |
starting with the 1979-1980 school year.



Jule M. Sugarman
Deputy Director


Attachment ,


























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Attachment 1 to FPM Ltr. 308-14


Subchapter 8. The Federal Junior Fellowship Program

8-1 PURPOSE

This subchapter provides instructions and guidelines for appointment of students under
the Federal Junior Fellowship Program. The program is designed to provide career-relatea
summer and vacation employment for outstanding high school seniors who need these earnings
to attend college.

8-2 VALUES OF THE PROGRAM

a. For the Federal agency, the program offers:

(1) A potential source of quality college graduates for entry-level
positions in professional, administrative, and technical occupations.

(2) An opportunity to observe and evaluate a student's academic and
work performance over an extended period.

(3) An opportunity to establish and improve existing relationships
with local high schools and the community.

b. For the student, the program offers:

(1) Practical exposure to actual work experience, including an
opportunity to utilize academic learning in career-related jobs.

(2) Employment during summers and vacation periods which will
provide income needed to continue in college.

(3) An opportunity to gain firsthand knowledge of the Federal
Government as an employer.

8-3 ELIGIBILITY CRITERIA

a. To be appointed, a student must meet all of the following criteria:

(1) Be a United States citizen or a native of American Samoa
or Swains Island.

(2) Be a graduating high school senior and be nominated by a
designated school official.

(3) Rank in the upper 10 percent of the graduating class.

(4) Must plan to attend or be accepted for admission into the
baccalaureate curriculum of an accredited 2-year or 4-year college or
university, and be enrolled as a substantially full-time student in a field
of study related to specific target occupational groups. (Students not
accepted for admission into college by the fall after high school gradu-
ation, will be terminated from the program.)

(5) Must demonstrate a need for earnings from summer and vacation
employment in order to continue in school. (Must qualify under a needs
criteria based upon family income.)


(6) Be interested in a Federal career following graduation from college.





Attachment 1 to FPM Ltr. 308-14 (2)


8-4 PROGRAM IMPLEMENTATION

a. Nomination procedures. The Office of Personnel Management is
responsible for the coordination and administration and announces the pro-
gram yearly to all public and private high schools within its jurisdiction.
High school officials disseminate information to all eligible students and
forward nominations to OPM area offices. All nominations are reviewed by
OPM for completeness and admissibility. Unacceptable nominations are
returned to the high school coordinator.

b. Referrals. OPM area offices coordinate the referral of applications
to participating agencies within their jurisdiction. To the extent possible,
efforts will be made to base referrals upon career interest, intended major,
academic strength and geographic availability. Agencies should submit the
following information, by March 31 of every year, to the OPM area office
which has jurisdiction over their area: (A suggested format is attached)

(1) The name, address, and telephone number of the person
designated to act as program coordinator.

(2) Number and brief description of positions available in the
agency.

(3) The academic major and/or minor preferred for each job.

(4) The name of the employing activity and the geographic location
of each job.

c. Selections. Agency coordinators should arrange interviews for all
students referred to the agency. If this is not practical, the coordinator
should allow ample time for the manager or supervisor filling the position to
review nominations. In making their selections, agencies should consider a
number of factors, including academic achievement, career interests, academic
major or minor, faculty recommendations, and extracurricular activities. Any
student selected should, prior to appointment, be apprised of the nature and
probable duties of the position. All students not selected will be so noti-
fied by the area office.

8-5 APPOINTMENTS

a. Students selected are given appointments in the excepted service
under Schedule B, section 213.3202(f). The appointment should be documented
on Form 50 as PAC 173, Excepted Appointment- Conditional. All appointments are for
the period not to exceed close of business of the 120th calendar day after
the student's anticipated graduation from college. If graduation exercises
are delayed more than 15 days after completion of academic requirements, the
15th day after the student completed his or her study is considered to be the
graduation date and the beginning of the 120-day period.

b. Junior Fellows are initially appointed at the GS-2 level and must
complete requirements for graduation within 5 years from the date of enroll-
ing in college. To be eligible for noncompetitive conversion, students must
have completed a minimum of 32 weeks of work assignments within an agency.

c. Students are carried in LWOP status when not serving during work
periods. They should be permitted to work when available during the summer
and other vacation periods. Agencies are not authorized to utilize Junior
Fellows, part-time or otherwise, during other than regular vacations.




Attachment 1 to FPM Ltr. 308-14 (3)


d. Agencies may not appoint the sons and daughters of their own civilian
or uniformed personnel to work-study positions unless they qualify under
provisions of section 338.202(a) of title 5, Code of Federal Regulations.

e. Agency authority to appoint students as Junior Fellows under section
213.3202(f) of Schedule B is subject to withdrawal by OPM upon determination
that there have been regulatory violations or violations of policies or
applicable statutes.

8-6 POSITION CLASSIFICATION AND
QUALIFICATION STANDARDS

a. Series classification. Classification of positions is based on
the duties and responsibilities of the target position that the trainee
is expected to fill upon completion of the program. The following criteria
apply:

(1) When the target position is classifiable to a professional
series, the student-trainee series for the occupational group should be
used for the trainee position. For example, the Mathematical Science Trainee
Series, GS-1599; the Engineering Student Trainee Series, GS-899; the Account-
ing Student Trainee Series, GS-599; or in the absence of a more appropriate
student trainee series, the General Student Trainee Series, GS-099.

(2) When the target position is not classifiable to a professional
series, the most appropriate technician or support series should be used.
For example, when the target position is classifiable to the Management
Analysis Series, GS-343, the trainee position is classifiable to the Manage-
ment Clerical and Assistance Series, GS-344.

(3) When the target series is not a professional series and there
is no appropriate support series, the series for the target series may be
used. For example, the Air Traffic Control Series, GS-2152.

b. Qualification Standards. Junior Fellowship positions must be con-
sistent with standards established for the competitive service. Agencies
may use the Student Trainee Series 099 or other applicable series. A
written test is not required.

8-7 ROLE OF AGENCY COORDINATOR

a. The agency coordinator is responsible for assuring that supervisors
and managers are aware of the nature and objectives of the program. As with
any career development and training program, the supervisor will be asked to
provide work assignments and training which are designed to fully utilize
the student's abilities and interests. It is of utmost importance that the
supervisors understand and support the goals of the program. Supervisors
should receive orientation from agency coordinators which emphasizes the
difference between summer employees and Junior Fellows, and the necessity of
progressively more responsible work assignments. Coordinators and supervisors
should work together to develop job descriptions and outline duties for each
Junior Fellow. This should include the student's 4 or 5-year program. The
supervisors should also be made aware of the need to keep both the agency coordi-
nator and the Junior Fellow informed about the student's work performance.

b. The agency coordinator is also responsible for briefing each Junior
Fellow during the student's first week on the job. The briefing should include
information on the agency mission, standards of performance and conduct, pay





Attachment 1 to '!P Ltr. 303-14 (4)


and leave policies, academic performance requirements and requirements governing
entry into the Federal service. The Junior Fellow must be made aware that the
work performed while attending college does not commit the agency or the
student to employment after graduation. It is imperative that the agency coor-
dinator maintains contact with all Junior Fellows during their entire employment
period.

c. Since the Federal Junior Fellowship Program is similar in nature to co-
operative education, the coordinator should look into the possibility of entering
the Junior Fellow into the cooperative education program for baccalaureate students.
(See FPM chapter 308, subchapter 2). The options should be discussed with the
supervisor and the student.

8-8 PROMOTIONS

Initial appointments are made at the GS-2 level. After completion
of 1 academic year with satisfactory scholastic and work performance,
Junior Fellows may be promoted to the GS-3 level. Completion of 2 academic
years with satisfactory scholastic and work performance, is qualifying for
appointment to GS-4. The target position after completion of degree
requirements should be at the GS-5 level.

8-9 REASSIGNMENTS

a. Those students in the program who have changed their academic majors
to ones which are not compatible with their positions, should be considered
for reassignments. Every effort should be made by the agency coordinators to
reassign a Junior Fellow to another career-related position within the agency.
If such a reassignment within the agency is not possible, the agency coordinator
should seek assistance of the appropriate OPM area office in arranging the refer-
ral of the student's application to another agency. However, any possibility of
a new assignment will depend on the Junior Fellow's new major and the available
positions in other agencies. Therefore, OPM cannot guarantee a new assignment
to every student who desires one. Those Junior Fellows who cannot be reassigned
must be separated from the program.

b. No student will receive a new assignment in another agency until
the student has completed at least 1 full time academic year of college.
The work assignments of the last 2 years of college (or the junior and
senior year), must be spent in the agency in which the student is to be
converted.

8-10 PERFORMANCE APPRAISAL

a. Each agency must periodically evaluate the Junior Fellow's perform-
ance. Since the longest work period occurs during the summer months, it is
suggested that the review occur at the end of each summer. Performance
should be discussed with the student and be evaluated in terms of competency
and demonstrated potential for positions in the career service following
graduation.

b. At the end of the 4th or last summer, the supervisor and other
officials under whom student assignments were placed, should recommend in
writing, the retention for conversion or release of the Junior Fellow. The
appropriate agency authority should discuss the final decision with the
student.





Attachment 1 to FPM Ltr. 308-14 (5)


8-11 ACTION UPON COMPLETION OF DEGREE
REQUIREMENTS

a. Junior Fellows who have completed requirements for the bachelor's
degree and who have satisfactorily performed work-study assignments may, at
the option of the employing agency, be converted to career-conditional ap-
pointments in that agency at the GS-5 level, provided they:

(1) Meet X-118 requirements for the target position, including any
specialized courses (they are exempt from the test requirement);

(2) Receive their degree within 5 years from the date of enrollment
into college;

(3) Have worked at least 32 weeks in career-related work-study
assignments;

(4) Are recommended in writing by appropriate agency supervisory
officials knowledgeable about their performance.

b. Students converted to career-conditional appointments following
completion of degree requirements, may enter career ladder positions and may
be promoted within these ladders in accordance with FPM chapter 335. For
conversion, agencies should use code 511, Conversion to Career Conditional
Appointment, as the PAC/Nature of Action. E.O. 12015 should be cited as the
authority.

c. Junior Fellows not converted must be terminated. They cannot be
reassigned noncompetitively to other positions.

8-12 EMPLOYMENT BENEFITS

a. Retirement. Eligibility for retirement is subject to the provisions
of FPM chapter 831 and FPM Supplement 831-1. Enrollment of eligible Junior
Fellows is mandatory. If for some unusual reason a Junior Fellow is not
eligible, the student must be covered under FICA.

b. Life insurance. Eligibility for regular and optional life insurance
coverage is subject to the provisions of FPM chapter 870 and FPM Supplement
870-1. For eligible employees, regular life insurance coverage is automatic
unless waived by the employee. Additional life insurance coverage must be
offered for the student's option.

c. Health benefits. Eligibility for health benefits is subject to the
provisions of FPM chapter 890, subchapter 3, and FPM Supplement 890-1.
Enrollment is optional.

8-13 PAYMENT OF COSTS OF STUDY

a. Planning. An agency may use its authority for training employees to
pay expenses incurred by a Junior Fellow during a period of study when the
conditions specified in FPM chapter 410 regarding training in non-Government
facilities are met. As with any investment in the training of an employee
through non-Government facilities, the decision to pay expenses incurred by
a Junior Fellow during a period of study and the decisions about the extent
of such expenses rest with the employing agency. These decisions should be
made in light of the agency's manpower needs, missions, conditions affecting
employment, and priorities. In addition, agencies will want to assess the





Attachment 1 to FPM Ltr. 308-14 (6)




probability that the student will be employed later in a permanent capacity,
enabling the agency to realize a return on the investment it has made. Agencies
considering payment of study costs should give particular attention to the
restriction in FPM chapter 410 on training in non-Government facilities during
the first year of an employee's service and on the amount of such training in
a decade of an employee's service, as well as to the conditions under which
these restrictions can be waived.

b. Payment provisions. Provision is made for an agency's payment of
costs related to study as follows:

(1) Tuition and matriculation fees; library and laboratory services;
purchase and rental of books, materials, and supplies; other services directly
related to the training (FPM chapter 410, section 6-3d).

(2) Travel and per diem (FPM chapter 410, paragraphs 6-3a and 6-3b)
covering transportation to and from the worksite, except for transportation to
the first duty station (see section 8-14 below).

8-14 TRAVEL

In addition to travel expenses provided for under section 8-13, agencies
may pay travel to the first duty station in accordance with the provisions of
FPM chapter 571. However, a student receiving payment of travel to the first
duty station may not receive later payment of travel to the first assignment
as a career-conditional appointee.

8-15 PERSONNEL CEILINGS

a. Agency employment of students in the Federal Junior Fellowship Program
is subject to special employment ceilings allocated by the Office of Personnel
Management, Student Employment Programs Section. Five thousand ceiling spaces
have been designated for this program and agencies may only use the spaces
allocated to them for this purpose.

b. Since Junior Fellows will be in the program until completion of the
bachelor's degree, ceiling spaces will be allocated every 4 years to agency
headquarter offices who in turn share them with their field activities.
Agencies are cautioned to plan wisely in using these spaces and reserve a
designated number for each year. Once the Junior Fellows have been converted,
they are no longer eligible for the special ceilings allocated by OPM and must
occupy permanent ceiling slots.

8-16 REDUCTION IN FORCE, TERMINATION

a. Students under Schedule B appointments are in tenure group II for
purposes of reduction-in-force regulations.

b. Students who discontinue their education before completing degree
requirements must be terminated from the program. Where discontinuation of
educational programs is based upon unusual circumstances, other than scholar-
ship, students may, at the employing agency's option, be reappointed to this
work-study program once they are again enrolled in school. The original
graduation date of 5 years from the date of enrollment must still be met.

8-17 CREDITING EXPERIENCE, TENURE

a. Working experience as a Junior Fellow may be credited toward the
1-year probationary period required of persons converted under Executive






Order 12015 if they meet the conditions specified in FPM Supplement 296-31,
appendix B, subchapter 315A. One of these conditions is that all prior
service was in the same agency and in the same line of work to which the
person is converted. "The same line of work" means that the academic study
and work experience together must testify to possession of all knowledge and
skills required for the position to which the person is converted.

b. The same experience may be counted toward career tenure as provided
in FPM Supplement 296-31, appendix B, subchapter 315B -2a(1)(j).

8-18 PROGRAM EVALUATION

Each agency must periodically evaluate the Federal Junior Fellowship
Program. Such a review should form the basis for establishing future
objectives and budgetary planning. The review should include:

(1) Careful assessments of the program in terms of its compliance
with the requirements set forth in this subchapter.

(2) Evaluation of the program in terms of the agency's staffing
goals and needs.

(3) Determination of the program's effectiveness in comparison
with other methods of filling entry-level positions.

8-19 REPORTING

a. Each agency headquarters is required to submit to the Office of Personnel
Management a single consolidated report on the Federal Junior Fellowship Program.
This report is due no later than December 1 of each year and transmits information
for the entire agency during the previous year. Specific instructions will be
published in appendix A of FPM chapter 308.

b. Persons under the Federal Junior Fellowship Program are excluded from OMB
employment ceiling totals reported on lines 29 through 31 of the SF 113-A (Monthly
Report of Federal Civilian Employment). Agencies will report students employed in
the program on lines 1 through 28 of the SF 113-A. (The procedures for completing
the SF 113-A, and the address for submitting the 113-A report, are contained in FPM
Letter 298-2.) This interagency requirement has been registered under the provisions
of OMB Circular A-40 and has been assigned Interagency Report Control No. 1032-CSC-MO.

c. Agencies are reminded to continue use of Special Pr. Lram Identifier (SPID)
code 57 on the SF 50 (manual agencies) and automated input to the Central Personnel
Data File for Federal Junior Fellowship employees.




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6











6





Attachment 2 to FPM Ltr. 308-14


FEDERAL JUNIOR FELLOWSHIP PROGRAM


Agency/Component


Program Coordinator


Mailing Address (Including Room #)




Telephone Number


Number of Vacancies Geographic Location of Position


Title, Series and Grade of Target Position


Academic Area Requested


Will a minor in preferred academic area be acceptable? Yes No


Acceptable Substitution for Preferred Major



Brief Description of Position


U.S. GOVERNMENT PRINTING OFFICE : 1979 0 280-535 (128)




UNIVERSITY OF FLORIDA
3 1262 08729 3865lllll l l II 11
3 1262 08729 3865




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