Job Analysis. In accordance with Federal regulations, a job analysis must be conducted when filling a position. The job analysis is used to document the relationship between the basic duties and responsibilities and the knowledge, skills and abilities required to perform the duties and responsibilities. Methodology for conducting and documenting the job analysis is left to bureau discretion. (See Exhibit 5).

Minimum Qualifications. Applicants must meet minimum qualification requirements including all selective placement factors and time-in-grade. Cutoff dates for meeting qualification standards and time-in-grade requirements will be left to Bureau discretion (see 370 DM 335, 2(c)). Applications not containing sufficient information to determine qualifications may not receive consideration. Bureaus are to ensure that applicants are made aware that submission of performance appraisals and narrative statements addressing the knowledge, skills, and abilities identified for the position enhance their prospects for inclusion in the best qualified group from which selection may be made. (See Employees in Section 2).

Crediting Plan. Crediting plans are used to rate and rank applications meeting minimum qualification requirements, including any selective placement factors, against the knowledge, skills and abilities (KSAs) identified through the job analysis. The crediting plan is developed prior to applicants' being screened for minimum qualifications. Candidates' experience, education, training, awards, outside activities, self development and supervisory appraisals will be reviewed and evaluated against the crediting plan. (See Exhibit 6).

Rating and Ranking. Bureaus must document qualitative determinations which could include the use of a crediting plan in determining which candidates are referred as best qualified. Methodology for qualitative determinations is left to bureau discretion. (See Exhibit 7).

Evaluation Panels. Evaluation panels are convened as appropriate to conduct rating and ranking of qualified applicants. Selecting officials, in conjunction with the servicing personnel office, determine when a panel is needed. Factors in making this decision include the complexity and organizational level of the vacant position, any controversy surrounding the vacancy and the number of applicants. If convened, these panels consist of subject matter experts at an equivalent or higher grade level than the full performance level of the position being filled; typically the number of panel members is three. (See Exhibit 8).