Federal personnel manual system


Material Information

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


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 )
federal government publication   ( marcgt )
periodical   ( marcgt )


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
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Full Text
WPM 1.u1/;n1 .302-o A 12
Office of Personnel Management FPM Letter 308-18

Federal Personnel Manual System
Published in advance
FPM Letter 308-a8: of incorporation in FPM
Chapter 308- 18
SUBJECT: The Federal Junior Fellowship Program RETAIN UNTIL SUPERSEDED

ashing ton, D. C. 20415
February 19, 1980
Heads of Departments and Independent Establishmentl.

1. This FPM letter transmits a revised advance copy of FPM chapter 308, subchapter 8,
which provides instructions and guidelines for implementing the Federal Junior Fellow-
ship Program. FPM letter 308-14, dated April 18, 1979, is hereby superseded and should
be removed from the files.

2. The revised subchapter contains specific instructions for program implementation
in areas outside of the Washington, D.C., metropolitan area. Since we expect that
initially the program will be relatively small in areas outside of Washington, D.C.,
agencies should have major program management responsibilities. OPM area offices will
not set up registers of qualified candidates as previously planned. (See section 8-5.)

3. Due to large numbers of inquiries concerning the Junior Fellows' eligibility for
health benefits, the section on employment benefits has also been revised. Any further
questions should be directed to the Compensation Group, Office of Pay and Benefits
Policy, Advisory Services Staff on (202) 632-5582.

4. The noncompetitive conversion option has been authorized at the GS-7 level for
occupations determined to be in shortage categories. (See section 8-12b.)

*. 5. The appointing authority of all Junior Fellows should have been changed by now to
Schedule B, section 213.3202(f). Any Junior Fellows who are still under Schedule A,
section 213.3102(q) should immediately be converted to the Schedule B authority or be
separated from the program.

6. Headquarter offices of agencies should immediately allocate the special ceilings
approved by OPM to their field installations, if they have not already done so. An
effective recruiting program cannot be started in other parts of the country if
ceilings have not been allocated. Agencies which have in the past utilized most of
the special ceilings in the Washington, D.C., metropolitan area, may want to, in the
interest of a balanced program, assign additional ceilings to their field installations,
when they become available through graduation.

Jula M. Sugarman
Deputy Director


Inquiries: Staffing Management Branch, Staffing Services, 632-5678

Code: 308, Student Employment and Work Study Programs
Distribution: FPM


Attachment 1 to FEM Ltr. 308-18

Subchapter 8. The Federal Junior Fellowship Program


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


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

(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.


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 enrolled in college by the 2nd semester/quarter of the school year following
high school graduation, 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


Attachment 1 to FPM Ltr. 308- 18 (2)


a. Nomination Procedures. The Office of Personnel Management is responsible
for the coordination and administration and announces the program yearly to all public
and private high schools within the Washington, D.C., metropolitan area. High school
officials disseminate information to all eligible students and forward nominations to
the Washington Area Office. All nominations are riviewed by OPM for completeness and
admissibility. Unacceptable nominations are returned to the high school coordinator.

b. Referrals. The Washington Area Office coordinates the referral of applications
to participating agencies within its 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 Washington Area Office: (Attachment 2 a suggested format)

(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

The request will be mailed to:

Federal Junior Fellowship Program
Washington Area Office
U.S. Office of Personnel Management
1900 E Street, N.W., Room 1611
Washington, D.C. 20415

c. Needs Criteria. All students must meet a needs criteria based upon family
income. For the Washington, D.C., area, nominees are divided into 2 groups: Group A -
total family income is $15,000 or less; Group B total family income is over $15,000
but not more than $30,000. Consideration is given to the number of school age children
in the family including the number of children in college. All nominees in Group A are
given bona fide consideration before any of the candidates in Group B are considered.
Before appointment, each agency must verify that the student meets the needs criteria,
by using the applicant's certification statement as a basis. If, at a later date, it
is determined that the student falsified information on the application which would
have made him/her ineligible for the program at the time of the initial appointment,
the agency must terminate that student.


a. Shared Responsibilities. OPM area offices will announce the program to all
high schools within commuting distance of Federal agencies and supply them with written
instructions, application and nomination forms. An information copy of this material
will also be forwarded to the agencies. The high schools will designate a coordinator
to publicize the program to the senior class and to coordinate the nominating procedures.
Agencies will contact the high school coordinators directly to advertise their positions
and request nominees. Area offices will be available to assist agencies in identifying
high schools within their jurisdiction.

Attachment 1 to FPM Ltr. 308- 18 (3)

b. Nomination Procedures. Agencies should include all high schools within
reasonable commuting distance in their recruiting effort. Nominations must be obtained
from at least 5 different schools for each vacancy. In areas with fewer than 5 schools,
all schools in the commuting area should be invited to nominate students. Any exception
to this regulation must be approved by the OPM Regional Director. In the interest of
equity and fairness, agencies are expected to minimize the duplication of invitations
to the same school. The number of nominees to be requested is left up to each agency.
Requests for nominations must be on an official form similar to the one exhibited in
attachment 2, which contains the information in 8-4(b) above. Under no circumstances
may an agency request a Junior Fellow verbally, Nominees should be requested in the
spring and may only be appointed in late spring and in the summer, so that the first
work assignment takes place during the summer, immediately following high school

c. Needs Criteria. Students must qualify under a needs criteria based upon
family income. The maximum income level may be less than in the Washington, D.C., area.
Agencies, therefore, should check with their OPM area office to ascertain the needs
criteria for their geographic area. Before appointment, each agency must verify that
the student falls within the approved regional income criteria, using the school's and
the applicant's certification statement as a basis. Since the neediest student should
be considered first, not only the total family income should be taken into consideration,
but also the size of the family and the number of children attending or planning to
attend college. If, at a later date, it is determined that the student falsified
information on the application which would have made him/her ineligible for the program
at the time of the initial appointment, the agency must terminate that student.

d. 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 recommenda-
tions, 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
must be so notified by the agency.

e. Record Keeping. Agencies are required to keep detailed records of their
recruiting efforts. These records should reflect the vacancy that was filled, which
schools were contacted, the nominees who were considered, and documentation of the
final selection. These records are subject to review by the Office of Personnel


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

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


Attachment 1 to FFM Ltr. 308- 18 (4)

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.

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(b) 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.


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. Target positions must have established career ladders
providing the opportunity for advancement to the journeyman level. 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 Accounting 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 Management Clerical and Assistance Series,

(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 consistent with
standards established for the competitive service. Agencies may use the 099 series for
positions that do not have a trainee series in the X-118 Standards. No written test is


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 assign-
ments and training which are designed to fully utilize the student'slabilities 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 coordinator
and the Junior Fellow informed about the student's work performance.

Attachment 1 to FPM Ltr. 308- 18 (5)

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 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 coordinator maintains contact with all Junior Fellows
during their entire employment period.

c. Since the Federal Junior Fellowship Program sto similar in nature to cooperative
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). Each program has its advantages and disadvantages. The
benefits of each should be discussed with the supervisor and the student. A student,
however, may not be employed in both programs at the same time.


a. 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 beat the GS-5 level. While
in the program, students must maintain an academic record predictive of graduation.


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 reassign-
ments. 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 placement
within the agency is not possible, students may want to contact other agency coordina-
tors directly. Area offices may also be contacted for advice and assistance, but
past experience has shown that most reassignments are student initiated. 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. Reassignments may take place at any
time during the year.


a. Each agency must periodically evaluate the Junior Fellow's performance.
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- IS (6)


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 appointments 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). r

(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

(4) Have completed the work assignments of the last 2 years of
college (or the junior and senior year) in' the agency in which they are to be
considered for conversion.

(5) Are recommended for conversion in writing by appropriate agency
supervisory officials knowledgeable about their performance, not later than 120 .
calendar days after completion of degree requirements

b. Junior Fell6ws completing academic training leading to careers determined
to be in shortage categories for recruitment purposes and which are identified in
appendix A, chapter 571 of the Federal Personnel Manual, may be converted to positions I.
at the GS-7 level, if they meet the requirements applicable at the GS-5 level AND .Mi
the additional requirements listed below:

(1) The student has served at the GS-5 level as a Junior Fellow for 12
calendar months, which included one work period no less than 60 calendar days in
length, AND .

(2) He/she meets one or the other of the following two requirements:

(a) Has served in work status (i.e. excluding LWOP time)
for a total of at least 3T-weeks (2080 hours) between
appointment and graduation, or

(b) Has met the conditions of the Superior Academic
Achievement provision (X-118, part II, p. 17).

c. 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.

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

Attachment 1 to FPM Ltr. 308-18 (7)


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 and Health Insurance. Students under Schedule B who are expected to
be in a pay status for at least one-third of the total period of time from the date
of the first appointment to the completion of the work-study program and who are
serving under appointments not limited to 1 year or less, automatically have regular
life insurance coverage (unless it is waived by the student), and must also be
granted an opportunity to elect optional life insurance. These students may elect
any plan under the Federal Employees Health Benefits Program for which they are eli-
gible. The first work period will be considered the beginning of the work-study
enrollment period, which will end on the day the student's appointment is terminated.


a. Planning. An agency may use its authority for training employees co 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 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
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 8-15 below).


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


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 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 head-
quarter 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.


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 requiremeats
must be terminated from the program. Where discontinuation of educational progress -i
based upon unusual circumstances, other than scholarship, 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. 1


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, Pubchapter 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 thae
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 FEM
Supplement 296-31, appendix B, subchapter 315B -2a(l)(j).


Each agency must periodically evaluate the Federal Junior Fellowship Program. Such 1
a review should form the basis for establishing future objectives and budgetary plan-
ning. 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

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


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 GMB
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 FiM

Attachment 1 to FPM Ltr. 308- 18 (9)

Letter 298-2.) This interagency requirement has been registered under the provisions
of CMB Circular A-40 and has been assigned Interagency Report Control No. 1032-CSC-MO.

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

A. '.

:: IEi .Ei -

d:: Ei -


I ,,r"iiN.Er


Attachment 2 to FPM Ltr. 308-18



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


3 1262 08729 3857

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