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:
AA00012996:00070


This item is only available as the following downloads:


Full Text
I Io VTJ4 C4 0 1
Oftle of Personnel Managemnent FPM Letter 751- 1
aesne Maua SytemI I.Mnas
LOW nil- I
takta Adtion on the ?robleim Bap REANW VR I

Washington, D. C.201
January 11, 18
ehoandIndependent Establishmens



av0arvy seatsof the 4011 service iteora':Ot was to enhance the
a to mavage by establishing systems for the accurate appraisal
Spertorvants, and simplifyiog the proeestees for. dealing with
r nevertheless, I am concerned that soporvisors and managers mav
J41tyl use of the many options to deslihpolmepoes
gA thia- tim e of Government eontractika. managerss andsuevor
I dkpeassle frowemployees, Hkbst employees are self-disci-
44to orkfortheir own abod the *gencyl'a beat interest,
of _*wmkgeaet time can best be spent by rewarding vork well done
prigalradygobd performance, The follawinK actions are gener-
plattW 10t iva ters:
qA ddpdyof 'perfoqrdauee and conduct are established and clearly

eWX4"ple by the i4wnager' s or a-upervisor's immw coadmect..
#Orde 11.gtvin*l trequont oral snd written feedback.
Emtethtough lioheative awards or merit pay.


'mt~o saay applicable stenadrds of conduct.
to yobtteal fy eriodio for new employees and supervisors as

feesI o p nations with the labtor relations- staff and

to s 01,,ettAr eq9ntatua a discuesson, ,directed t ovard t he
ti ,ofbic t* Nteogqize and deal With emerging problems. One
to 1titew to usee the performance ap r41sal system and pro-
actiona oV the general disciplinary system and pro-
W*Dra Tihe .attatbmaet makes this fun~aveTital distinction
Ai_ _janaA"Val W

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Attachment to ME Ltr. 751-1
of



al handicapping condition, In the ease of alcohol and drug problems,
aqdred to offer rehabilitative assistance as "reasonable accommodation"
aye's known handicap. The employee may offer a physical or mental
*an the reason for a performance or conduct problem. You should ask him
s specific statement from a physician to substsatiate the existence of
onand its effects on the employee's job performance. Ask your person-
*Ut specific information you should request of the physicians

,providing accommodation. If you find that th?. employee is indeed suf-
a handicapping condition, you vill want to ebeck with the personnel
W... steps can be taken to accommodate the condition -- either by
'be current position or by reassignment to another position. Many em-
4ontinue useful employment this way.
Retirement, .If the employees zondition pannot be acco mmodated,
Is eligibledisability retirement mo be the answer, Following is
oaf informatlon-on this procedure.

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Attastamet to FPM Ltr. 751- 1 (5)





"*,paoften presents difficulties for the supervisors w114n to approve leave;
,to disapprove leaves what to do. when the employee h~s boon On extensive ap-
-* (4k leave; when you can take or propose action af ter you have approved ex-
tA wdm without pays such of which should have been denied booed on the need
_om eployea's services. Prolonged absence or "eposted absence usually af-
ftwloyee's. ability to do his or her job acceptably, Folloving.-is a use-
lified discussion of common concerned on, approving ar,41sapproving
with the personnel office f or mors detail on say given ,aspect p or on
ral requirements for restrictions placed~o~n an indiv~idual'1s leave
"'"4or authority to grant, or deny leave.

leave,* An aimployee has a right to take 4&nnual leave,subject to re-
tproperly and. subject to thq., ight of the igenmcy Wpfix the time when
'taken. The agency is not obligated to approve a request made either in
ou an emergency basoia if it requires the amp byte's services during the
which leave is requested:, no matter how-vitid 'the teasons for the re-


ruare for illness or injury. An. quz vey is, eutitle4 to ..use accrued or
sick leave when incapacitated by tln u,(juiy opr acy;: re-
Oneny medical treatment; or exposed to4 c eptagious disease that would
tehealth of others. Your agerwy has the discretion to determine the
medical evidence required to support;, an, employeeIs claiv of illness or
the evidence submitted in response t._ayour request for documentation
,"et agency requirements, you o r thj appropriate Qf f icial -should deny the


anrecy or advance sick leave., If the,,OIpye4 requests sick-leave for
rc purposes. or requests advance stck leape, (even with proper medical
ton), you or- the responsible official have, the gathority to. deny the emu-
.reques t if the employee's services are needed. If the employee fails to
sctribed procedures for requesting or documenting emergency or nonemer-
leave, the appropriate authority may deny' the request if it considers.
cg circumstances insufficient to warrant approval.

in connection with worker's compensation. An employee is entitled to
d and accumulated sick leave after suffering a work-related illness or
While the employee is waiting for adjudication of a claim for employee's
g hshe or she is entitle,4 to use sick or annual leave, or leave without
*requested. Once entitlement to compensation has been granted and the em-
usts or chooses not to use available sick leave, the agency has the
Dto decide whether to approve or deny any further request for annual
tW0?. (OPK's guidance recommends that under normal conditions, the em-
,retained in a LWOP status for at least a year.) Your personnel office
-ake decisions in this kind of situation.

e without leave. If you or the appropriate authority have denied a re-
or leave or have not authorized an absence, the absence from duty is prop-
rded as abs-ence without leave. Recording an absence this way is not a
inary action, but way form the basis for initiating future disciplinary ac-


Stended leave without payi Many supervisors unthinkingly grant LWOP repeat-
ovran extended time, then suddenly wish to remove the employee. In most




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Attacbment to FEM Ltr. 751-1 (7)


WITRHOLDING OF WITHIN-GRADE INCREASE UBRW SUBPART b OF S CFR PART 531
(Applies only to GS ftployeas)


tl"p- Employee informed at beginning of performance appraisal period
t. of performance level required to be at acceptable level of compe-
tence.


One, two, or three year waiting period, depending on the step to
be attained..



----No within-grade increase yet.




et ae- tes.
) _el, of .1Within-grade increase given,




1. R.laswosu for negative determination ad respects in which per-
Sfor anceu mast improve to. recele itthin-gtrade increase.
V4 uania- 2. Notice to employee of right to seek reconsideration.
3. Wotification of same of offciai.to whom request for reconsider-
ation to be submitted.
4, "Right to representation .

4 ests INo.


m1. Request nist be made. not more than 15 days after receipt of
notice.
2. Must give reasons for reconstidation.

termana-1 No.
ed?. .Within-Srade increase given effective-n on original due date.



Sin- 1. Decision in writing with reasons for. sustaining determination.
Mold. 2. Wnform employee of appeal rights. .

p i r
covered by Yes. .
S-agree- -Review only under the teras;of negotiated agreement.





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etitee of reduction in grade or reovalt, you my decide to keep the am-
a his or her job, after consideriutg he tlapso edptpeEtormance along with
r tae. reply and other relevant tetoras. It you o. Sao. and the employee
WiX do an acceptable job for one year, the aigsqE; went remove any record
pLaLsptable performance froa ih file on the eaplmyee This includes a
rating of unacceptable,

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I an generally appeal a reunwal or reduation tL gradq to the Merit
iattem Board, or if he or aba is In the batgainftg unit, can grieve
$fer the negotiated grievance procedure unless the negotiated proce-
Sts types o actions* The employee ts to h'eses between the two
boith. Fare is an outline of the procede a for actions. based on un-
matoerance,

OGtOUS IN GRADE AND RIEhVAL BASED 01 WMtWTAJIA PERFORMANCE UNDER
h *.s -- .iWL3 .
**- ** *


iap- Empltoyee given critical element and performance
w.riting..
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standards in


1d action necessary..

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1. Tell e6 ployee, preferably v in tting the critical elements(s)
iivld i As thei ucacstle i and the. expected per-
(Mililpaign. --'S.wissf ,. -
2. Notify employee in writtxiq*f patteQdro demonstrate acceptable
per er'asace and aof enQ &adistmnea In doing it,,
3. Tell employee of consequences oE fatrite to improve.


UH." : ..* c.o e.
action iecessry. .".

mployeee may be reassigned.- t acceptable rating may be given.


1. 30 days advance written .otte o edeton in grade or re-
ropoed val. ....
2. '80ocift". 0*rI~ Ihi.M .111-00 performance occurring
2. Specif 1es only instances of tEa^epble performance occurring
-i past year. aS critieas able sa 8s) involved.
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1. Ieaaonable tie t ap t an
answer. 2. Righ to repreaataton.


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0.. Written notice with ecfc reaiba ?r proposal.
2. flght to review material elied support reasons for action.
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:'cd : i U7 2ly e:iaWe^ 'of 9op.t:e et/or representative made
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e review 2. RG cevmplaiut pFrCt&*ans.
3. Agaecy grisanee prwctdiac kn'uo iawn ug unit employee or for
'baits l ent eslyet itf 10 etoqt coverage under admini-
6tititeSW #aYwaWs* VrScdfei&W a Stp atp.n.Ct covered under
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Attacbamat to FM Ltr. 751-1 (13)



ACTIONS MIRING PROBATIONARY PERIOD UNDE SMART R OF 3 CYR PART 315

Reasons Based in Whole or in Part on Conditions Arising Before Appintment


ropose Advance written notice stating reasome, specifically and in detail,
for proposed termination.

Wero Reasonable time for written answer and furnishing affidavits.


1. Agency must consider any answerr in vmking its decision.
d. 2* 19yployee entitled to written decision Vith reason for action.
3* Decision tell's cioloyee of appeal tight4*to MSPS and time limits.
rt'1 1 ,4. Decision delivered to employee ot or before action effected.





N.: 'ues" for appeal to MSPB..
1, Allegation of discrimination'based on partisan political
elto teassens or marital status.
2. Atllga~tloa of procdural Vioultida044
$>if ,either f trot or second basis atlexed, then may allege other


1. M50complaint *yetem.
Mppa2 Agency, sAdinistrativt orievence !procedure f-or nonbargaining unit
employee (if system covers separitionef moat do not),.
3. Negotiated xrievaoce procedure if, employee and action :covered by
atpvlizabbe agreement. (Note-t n%@e'spositlon that separation of
probaiones t grievable/arbitrablm-is to currently being chal-
,Arn d, by the Government it the 0.,C, Circutt Court of Appeals.)



A* Wrtteon notice -rith reasons for sephratlon.
2tn Notice gives effective date of' separation.
3* 46tbieo_ tm11a epployree~of appeal rightv,'to MSPB and time limits.


oppp to Orily bd441s for-aope$&:; llegtion of`11&Chfi na t ion based on
partisan political reasons 'or marital 45tWus.




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Attachment to INM Ur. 751-1 (15)




l144idin t0 WMe more 66VOre diverse 401pliVASTy &*ties

seepensions of 14 days or less, more severe adver*e actions have to be "for
testWw as will promote the efficiency of the service." You# with the help of
oonnanl offices will have to decide whether there is enough factual doeunen-
'to proeva that the conduct for which the manager is considering more severe
action actually occurred. Next, the miscovduct mont actually have affect-
*#V apoyee's &Uility to do his work or the capability of the office to carry
tts fvdetion. Finally, the particular disciplinary adverse action selected
appropriatee one considering such things as the employee's Past work
dq4t, an agency guide to disciplinary action, past agency practice, and all
Sptble or unfavorable factors. The personnel office can help you in as-
Aga particular disciplinary adverse action* Consult then also on how to
'lot the record oil the considerations which influenced the choice of penalty.

veof proposed adverae action s- aspension of imove tha4 14 days,
,$Po"s an n grade, or removal

)**teM person with authority- to propose a severe disciplinary adverse action,
*01de a written notice proposing the sper-ific action at laast 30 days bef ore
M~eis to take effect,1 and giving the specific reasons~for It. The am-
a 44inarily remains on duty during this time. (It is not a good idea to set
'a date for the action at this time, because you ftay need to 'delay it ei-
j woptue the employee needs more time for a reply or you need thore time to
*_Aosion.) if you or another person proposing the action 'has tdken' unfa-
Atqttrs such as a past disciplinary record or Aarginal performance Into
$4p in choosing the action, the proposal. letter should tell the employee
I t so that he or she can address them in a reply, The proposal notice
Abe employee that he or she has the right to see the various documents
a Seney has relied on to support its reasoda f or action.' The employee
embbletime to reply to the agency's proposal to take adverse action,
leas than seven days. (Agency procedures or prdvisiona, of a collective
Sagre-ement* if applicable, may call for more,tiae.) The employee can
U ,r y orally (in person) or in writing, or both, and submit documents in
of that answer. The agency must give the employee a reasonable amount of
th~e (not specified but generally eight hours) to prepare his or her an-
0, giployee has the right to have a representatives who can be an attar-
htrepresentative, or other individuals The agency must designate an
to hear an employee's oral reply who can 6ithat recommend or make the
tenon akng ctia.(This could. be th* person who proposed. the ac-
agency's procedures allow it.)

I Itation
the help of the personnel office, will need to have available. the docu-
eyildence. required to support the-,case. This may include such documents as
#tEkndance cards, records of discussions with the employee, referrals for
,medical statements, letters of warning, etc. Other, types of documen-
p4lde" investigators reports.,. statements of witnesses, &ad any record of
disciplinary action which the employee was provided the right to chal-
116ri the dbligations for documentation: are stronger;:.but excessive



If the agency has a reasonable' belie f that the emnptothe has committed a crime
whch he or 91he could be sentenced to imprisonment-, it Aay shorten the period
*tween proposing the nation add effectling the final decision tb as few as seven




UNIVERSITY OF FLORIDA
1ill 11111111 2 087li 1111 11 9 9Ill IIA l
3 1262 08741 9049




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