technician staffing employment and pay michigan national guard technician selection board procedures...

Technician Staffi ng

Employment and Pay

Michigan National Guard TechnicianSelection Board Procedures

National Guard

Technician Personnel Management Course

1


Employment and Pay

2

Technician Vacancy Process

Transfer

Retirement

RemovalPromotion

Reassignment

Resignation


Employment and Pay

All Actions Start with the SF-52Use the SF-52 Guide to assist.

http://hro.minationalguard.com/hr /

3

Download a digital SF-52 from www.opm.gov

http://hro.minationalguard.com/hr/

http://hro.minationalguard.com/hr/

http://www.opm.gov/


Employment and Pay

The Standard Form 52 (SF-52), Request for Personnel Action

• A complete Standard Form 52 (SF-52), Request for Personnel Action, must be submitted to the HRO for ALL actions.

• The Supervisor/Selecting Official (SO) is the initiator of personnel actions.

• There are two types of personnel actions; the Selection Process uses both (1) Position Actions, this is the Request to “Fill”(2) Employee Actions; this is the Selection (Appointment, Promotion,

Reassignment, CTLG)

• Requirements for processing: – All required blocks filled (see SF-52 Guide)– Part A Block 5 and Block 6 Signed – Optional Form (OF 8) and Position Description (PD) Signed and

attached – Additional Selection Packet requirements addressed later in

brief

4


Employment and Pay

SF-52; Key Items for Supervisors/Selecting Officials

5

BLOCK 1: Area of Consideration (1/2/3) and Length(15 or 30 days)

BLOCK 3: Primary Point of Contact/Email/Phone

BLOCK 5: Supervisor/Selecting Official/Email/Phone

Page 1

Page 2

Part D: Additional information required to process this action


Employment and Pay

Technician Vacancy Process

6

Vacancy CreatedSF-52 Request To “Fill” Submitted

Day 1

HRO processes and validates

vacancyGoal: 5 days

HRO Publishes AnnouncementGoal: 15 days

Announcement Open

15-30 days

Applications Reviewed/Certificate of Eligible's is

sentGoal: 15 days

from close

Board ConductedGoal: 30 days

Board Selection Results sent to

HRO

HRO Review: Staffing, EEO, COS/DOS/HROGoal 15 days

Notification Sent to SO

SO notifies selection and coordinates a

start dateGoal 15 days

Vacancy Filled

110 Total days50-65

processing days


Employment and Pay

Sample Timeline

7

AprilSu M Tu W Th F Sa

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30

JanuarySu M Tu W Th F Sa

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

FebruarySu M Tu W Th F Sa

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 25 26 27 28

MarchSu M Tu W Th F Sa

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 25 26 27 28

29 30 31

SF-52 Sent

Announcement Open

Announcement Closed

Certificate Sent Certificate Due Selection Approved

Start Date*

* Re-advertisements for lack of qualified applicants adds 30-45 days

* Extensions of Certificates adds 30 Days


Employment and Pay

Special Notes

• Applicability– This brief is only applicable in Michigan when

conducting Dual Status and Non-Dual Status selection boards to fill Michigan National Guard Technician Vacancies.

• Intent:– This brief only supplements and is not

intended to take the place of the applicable statutory and regulatory references.

• As of Date– This brief is up to date as of 31 Dec 2014

8


Employment and Pay

9

Statutory and Regulatory References


Employment and Pay

Policy Overview:

10

• Statutory and Regulatory References for Selection Boards– 5 USC 2301 - Merit System Principles

• 5 USC 2302 - Prohibited Personnel Practices– NGB Technician Personnel Regulations

• TPR 300-series – CFR 300 of Title 5– Local Merit Placement Plans

• JFHQ 690-335 • MI TPL 12-03 TECHNICIAN SELECTION BOARD

PROCEDURES – Bargaining Unit Agreements

• ACT• LIUNA


Employment and Pay

Policy Overview:

• Purpose – Provide guidance to commanders, directors,

supervisors, and technicians concerning the establishment, composition, and conduct of Michigan National Guard Technician Selection Boards.

• Applicability– The guidelines outlined in this brief apply to both

Michigan Air and Army National Guard.

• Proponent and Exception Authority– Director of Human Resources

11


Employment and Pay

Policy Overview: Responsibilities

• The Adjutant General: – The appointing authority for the Michigan National Guard

(MING) technician program and is the highest level of authority in the State concerning the overall application of applicable laws and regulations.

• The Human Resource Office (HRO)– The delegated authority for processing and review of all

requests effecting the MING technician program. The HRO will:1. Ensure that the requirements of all laws and regulations are carried out.2. Develop, maintain, evaluate, and revise the program as necessary.3. Assure compliance with the program and applicable policies, laws and

regulations..4. Provide oversight of the HRO Branches that service the MING Technician

Program.

12


Employment and Pay


• The Technician Staffing Branch– The servicing branch of the HRO providing guidance and

assistance to commanders, directors, supervisors, and technicians concerning selection procedures, policies, laws and regulations. The Technician Staffing Branch will:

1. Advise commanders, directors, and supervisors on the management of technician vacancies and the process to fill the vacancies

2. Provide timely and accurate HR support. 3. Review all documentation for adherence to policies, laws and regulations. 4. Draft, publish and distribute Technician Vacancy Announcements (TVAs) for all approved

vacancies. 5. Assist commanders, directors, and supervisors in recruiting a robust applicant pool for

each vacancy. 6. Evaluate applicant resumes and supporting documents to ensure certified applicants

meet the minimum standard for placement in the occupational series and grade of the vacancy.

7. Provide access to all required supporting documentation for certified applicants.8. Maintain necessary documentation to recreate entire selection process.9. Notify applicants of the process from application to decision.10. Notify Selecting Officials of the process from “Request” to “Fill.”

13


Employment and Pay


• Commanders, Directors, and Supervisors:– The readiness of the Michigan National Guard is dependant on

commanders, directors and supervisors selecting a Technician Force that can ensure that we are “Always Ready, Always There.” The Adjutant General of Michigan expects that every vacancy be filled with the “Best Fit” for mission accomplishment. Commanders, Directors, and Supervisors will:

1. Conduct technician selection boards in accordance with all applicable policies, regulations and laws that govern this process.

2. Ensure that Employee and Position actions, within their area of responsibility, adhere to applicable policies, regulations and laws.

3. Review all supporting documentation and make every effort to validate claims made by applicants during the selection process.

4. Ensure that all information related to the selection process (interview, selection, etc.) is held in strict confidence.

5. Return timely, correct, and complete selection documentation6. Maintain necessary documentation to recreate the entire selection process

14


Employment and Pay

Making a Selection: Once the Announcement is Closed


Employment and Pay

Grading the Applications

• The Technical Staffing Branch evaluates all applicant resumes and supporting documents to ensure that every certified applicant meets the minimum standard for placement in the occupation series and grade of the vacancy

• Goal: 15 days from the date the announcement closes.


Employment and Pay

USA Staffing Selection Manager

• The Technician Staffing Branch will send a link to all individuals listed on the SF-52 in Block #3 ,Block #5, and anyone requested in Part D– The link will come in an email from USAStafffing and will direct the

individuals to the USAStaffing Selection Manager. The following supporting documents can be found there. • Selection Certificate of Eligible's • Resumes for all certified applicants• Occupational Questionnaires

• Technician Staffing Branch will provide any training needed if Selecting Officials have trouble with the USAStaffing Selection Manager

17


Employment and Pay

USA Staffing Selection Manager


Employment and Pay

Timeline

• The Certificate of Eligibles is good for 30 Calendar Days from the date of issue.

• Selecting Officials s may request additional time to complete their selection boards (up to 120 days).

• Requests for further areas of consideration (if applicable) must take place within 30 calendar days from the issuance of each certificate of Eligibles

• A justified written request must be approved by the Human Resource Office or the Certificate of Eligibles will be cancelled.

• Send request for extension via-email to : [email protected]– Subject: Request Type, Announcement # , Job Title, – Body ; justification and distribution notes

19

mailto:[email protected]


Employment and Pay

Prior to the Selection Board


Employment and Pay

Prior to the Selection Board

• Selecting Official must– Log in to USAStaffing Selection Manager and download

the Certificate of Eligible's, and all supporting documentation.

– choose a time and place for the selection board.– contact the applicants to schedule the interviews.

• see “Contacting Applicants” slide

– arrange for Board Members• see “Selection Board Composition” slide

21


Employment and Pay

Prior to the Selection Board (cont.)

• Selecting Official and Board Members must– develop board materials

• previous questions and score sheets may be used for positions with similar requirements and duties

– develop interview questions for each specific position advertised • See “Interview Questions” slide

– develop an interview score sheet to evaluate the applicants answers to the questions

– review selection board procedures TPL 12-03– review “enclosure 3” of TPL 12-03

22


Employment and Pay

Contacting Applicants

• All certified applicants must be contacted for an interview• Selecting officials must attempt to contact all applicants by

phone or email or both. • All attempts to contact must be documented• Selecting officials must attempt to contact applicants for 7

days – after 7 days; the applicant will not receive retroactive

consideration– include all phone and email logs with selection package if an

applicant declines or is not able to be contacted – Exception: individuals mobilized in support of contingency

operations – board may then conduct a packet review

• Interviews will be conducted in person. – Exception: phone interviews are allowed for applicants outside

commuting area

23


Employment and Pay

24

Selection Board Composition


Employment and Pay

Selection Board Composition

• Minimum of Three Members – One member may be the Selecting Official (SO) – Board Leader must be assigned (usually the SO)– The SO is responsible for the selection board and is

recommended to be on the selection board

• The SO must select a board that is “Fair and impartial”– Equal to or higher grade than all of the applicants (when

possible)– Has a working knowledge of the position – Members must be volunteers– At least one member should be from the work site – Members must not be a temporary employee or contractor

25


Employment and Pay

26

Interview Questions


Employment and Pay

Interview Questions

• Only job related interview questions may be asked– Only information published in or derived from the

following areas may be used when writing questions:• Job Announcement • Position Description (PD)• Knowledge, Skills and Abilities (KSAs) as published

– Managerial, supervisory or leadership based questions are allowed for leadership based positions

27


Employment and Pay

Good Interview Questions

• The following minimum criteria must be used when developing interview questions:– Question is job-related, and appropriate for the grade

levels of the position being filled.– Question concerns the relevant experience and/or

training of the applicant.– Question does not lead the applicant to an answer.– Question does not have obvious responses

28


Employment and Pay

29

Questions Not to Ask


Employment and Pay

Questions Not to Ask

• Do not ask a applicant personal questions about family, marriage, religion, politics, or his or her personal life.

• Questions that could lead to consideration of non-job related information should be avoided

• The following questions and comparable questions should not be asked– Some of these questions are obviously inappropriate.

30


Employment and Pay

Questions Not to Ask (cont.)

• Sex/Marital Status– Are you married, engaged, single, divorced?– How many children do you have and who will watch them

while you’re at work? – Are you supplementing your household income?– What does your spouse do?– Will your spouse mind if you travel?

• Race/National Origin– How do you feel about working for a official of another race? – What are your feelings about black militancy?– Did you ever receive public assistance? – Where were you born?– That’s an unusual name, what nationality are you?

31


Employment and Pay

Questions Not to Ask (cont.)

• Age– How old are you?– Do you think you’ll get along with the young people in this

office? – How would you feel working for a official younger than you?– Do you think you have the necessary maturity for this job?

• Miscellaneous– How will you get to work? – Do you have a car?– What do you think about the Republicans?

• Religion– What church do you attend?– Are you active in any church groups? – What religious holidays do you observe?

32


Employment and Pay

Selection Board Process

33


Employment and Pay

Selection Board Process:The Purpose of Selection Boards

• Obtain Information:– Selection Boards are to obtain quality information about the applicants being

interviewed– Selection Boards should provide supplemental material not contained in an

applicant’s resume and supporting documentation. – Selection Boards should create an atmosphere which will encourage the

candidate to speak freely about his or her experiences and future plans.

• Exchange Information – Selection Boards are an exchange of information, providing the opportunity to

evaluate the applicant’s motivation, level of interest, experience, potential, and oral communication skills.

– Selection Boards are also an opportunity for the applicant to gather information and learn about the position.

• Produce a Board OML– Selection Boards ultimately need to produce an Order of Merit List (OML) for the

Selecting Official to use in selecting the “best fit” for the position being filled.

34


Employment and Pay

Types of Selection Boards

• Our organization only allows for Structured Boards but Selecting Officials may use any number of techniques as long as the parameters of our policies are adhered to.

• Examples of Allowable Techniques include:– Team Based or Collective decision making

• If this process is used the Selecting Official is still the only one authorized to make the final selection.

– Panel Boards (Traditional)• Manager Only interviews are not allowed• Tests are not allowed unless they are given as verbal

questions during the allotted time for the interview.


Employment and Pay

Selection Board Process:Day of the Board

• The Selecting Official (SO) has the responsibility to ensure the following tasks are complete (these tasks may be accomplished through a board leader)– Adherence to Policy:

• Board Members must review TPL 12-03

– Confidentiality • Board Members must sign “Enclosure 3.”

– include signed statements of agreement for each Board Member in the selection package.

– Review Questions and Score Sheets• Selection boards develop interview questions and score

sheets for each specific position advertised. These will need to be reviewed by the Selecting Official prior to the interview.

36


Employment and Pay

Selection Board Process:Ground Rules

37

• Selecting Official (or board leader) will brief all ground rules to Board Members prior to interviews.– Confidentiality of board discussions is a must– All applicants must be asked the same questions, in the

same order, and by the same person.• follow on questions may be asked for clarification

– All applicants should be allotted the same timeframe for the interview.• This will vary somewhat, for some people just naturally talk

more than others.

– Make sure that each applicant understands every question– Locally developed decision-making tools such as a matrix,

may be used to assist selection boards with validation of the OML • include with selection package if used.


Employment and Pay

Selection Board Process:Board Tips

• Be Professional: Your approach and behavior forms the basis for the applicant’s initial impression of the National Guard.

• Be Purposeful: The success of the interview process depends upon your skill in obtaining complete responses, interpreting what has been said, and clearly reporting findings.

• Be Prepared: A well-planned, well-organized interview helps you create an environment for open communication.

38


Employment and Pay

Selection Board Process:Board Tips (cont.)

• Mental: The whole process is influenced by your mental outlook, intuition, biases, and your ideas of what a “good” employee should be.

• Emotional: “Gut reactions” are neither valid nor supportable indicators for making selection decisions

• Personal: Do not let preconceived notions of “what a good employee should be” interfere with your ability to gain and give information to the candidate.

39


Employment and Pay

Selection Board Process:Opening the Interview

• The Board Leader (normally the Selecting Official) should – introduce the applicant to the board.– tell applicant something about each Board Member, how many

people are being interviewed, and so forth...– ask if the applicant has any objections to any Board Member’s

presence or participation– tell the applicant to ask for clarification of a question if he or

she doesn’t understand it.– indicate that Board Members may be taking notes during the

interview.

40


Employment and Pay

Selection Board Process:During the Interview- General Rules

• Listen well– let each applicant fully develop his or her response to all questions.

• Don’t do all the talking . – Certainly you want to impart information about the job, but you

don’t need to tell the applicant all of your opinions and experiences.

• Listen for what is not being said– failure to provide the particular information requested may mean

that the applicant does not understand or doesn’t know the answer to the question.

• Note-taking– it is important to document the interview thoroughly as the

information may be required to provide a basis for the non-selection.

– avoid taking lengthy notes during the interview, since the applicant might think you are not listening and may stop talking.

41


Employment and Pay

Selection Board Process:Closing the Interview

• The Board Leader should – summarize the interview with the applicant and supply any

missing information.– Provide basic information about the job

• Basic duties, working environment• National Guard policies, membership requirements, impact of National

Guard requirements for travel, mobility, training, or shift work so they can make informed decisions concerning their careers.

• It may be wise to advise all candidates of any undesirable conditions in advance, such as fumes, frequent TDYs, night work, etc...

– Inform but please don’t scare the person by emphasizing negative aspects of the job

– Allow the applicant to ask questions – Thank the applicant– Provide the selecting officials contact information (if requested)– Provide an approximate time frame for what happens next

42


Employment and Pay

Selection Board Process:Completing the Board

• Board Members collectively evaluate the candidates and provide all the documentation to selecting official• All board discussions will only be used as a source of advisory or

technical information.• The Board Members may review any pre-determined qualification

factors (i.e. length of experience, quality of experience, training requirements that were on the job announcement)

• The Board Members may review supporting documentation provided by the applicant

• The Board Members will compile the results from the board, other rating factors and discussions

• Board Members will provide a consolidated order of merit list (OML) to the selecting official. • Selecting official is the only person authorized to make the final

selection based upon the order of merit list (OML).

43


Employment and Pay

Selection Board Process:Preparing the Board OML

• The selection board will record the ranking of eligible candidates, based on the board proceedings, and will place no more than the top three ranking candidates on the OML. – For advertisements with multiple positions being filled, an OML

may be submitted for each position being filled.

• Selection Board Members must also provide a written justification for each candidate listed on the OML which includes the following: Specific reason the selectee was chosen over the other

qualified candidates. Any special knowledge the selectee brings to the position. Job knowledge the selectee possesses demonstrated on

resume or gained through the interview process. Why the selected individual would be a good fit for the job.

44


Employment and Pay

Selection Board Process:Documentation

• The results of every interview should be well documented

• There must be a clear “audit trail” of why one applicant was selected over another.

• Keep accurate documentation of every part of the process, including the interview.• Locally developed decision-making tools, such as a matrix,

may be used to assist selection boards with validation of the OML. If used, these locally developed tools should be included in the selection package when forwarded for approval

• The records of the interview should be retained by the Selecting Official for at least two years following the date of the selection.

45


Employment and Pay

Selection Board Process:Documentation Checklist for SO

Board Order of Merit List (1,2,3) Justification Statements from board

members Interview score sheets Interview questions Decision-making tools (if used) Any interview notes from board

members Signed copies of “enclosure 3” of TPL 12-

03

46


Employment and Pay

Selection Package Closeout:

47


Employment and Pay

Selection Package Closeout:Document Review and Decision

• Selecting Official (SO) will:– receive all documentation from Board members – review the documentation from Board members – consider the OML and justification statements

from Board Members. • Selecting Official may:

– review any other documentation provided – correspond with references and former

supervisors (if the applicant has authorized the SO do so (via his or her resume).

48


Employment and Pay

Selection Package Closeout:Document Review and Decision (cont.)

• Notes for Success:– Before making any decisions based upon interview

results, compare the interview documentation with the applicant’s resume or application.

– evaluate the applicants skills, not just the knowledge and/or experience in the field. Such experience can be much overrated. It may not be necessary and can always be acquired, whereas skills are essential and transferable.

• Selecting Official makes a selection in the rank order listed on the OML (i.e. 1, 2, 3) and prepares and processes the technician selection justification and Selection Order of Merit List (OML) using the sample in Enclosure 4.– It is important to reference the Board OML rank order in the

Selection Justification Memo.

49


Employment and Pay

Selection Justification Memo and OML:Tips

• The Selection Justification Memo is from the Supervisor/Selecting Official (SO) to to the Adjutant General (TAG)

• The SO is explaining to the TAG who he or she believes is the best fit for this specific vacancy in this organization.

• Every Selection Justification Memo and selection package will be reviewed, in its entirety, by a Staffing Specialist, an EO/EEO Specialist, and the Director or Deputy Director of the HRO.

• GS-12 and above and all Wage Supervisor Selection Justification Memos and selection packages will be reviewed by the COS/DOS and in some occasions, the ATAG.

50


Employment and Pay

• When drafting your Justification Statements, follow the same format as the board justification statements. Specific reason the selectee was chosen over the other qualified

candidates (include statement about the board OML). Any special knowledge the selectee brings to the position. Job knowledge the selectee possesses demonstrated on resume or

gained through the interview process. Why the selected individual would be a good fit for the job.

51

Selection Justification Memo and OML:

Tips (cont.)


Employment and Pay

• Consider the following points in your statement– What separates the selection from the non-

selects?• Military education• Military experience• Civilian education• Civilian experience• Board results and scores• Leadership success and potential• Overall potential

52


Tips (cont.)


Employment and Pay

• If all candidates are rejected, the selecting official should return the certificate to the HRO with full justification as to why a selection could not be made.

• Selecting Officials should be prepared to submit the following at any point in the review process– all interview notes– interview sheets from individual board

members – all email traffic associated with the

selection process

53


Tips (cont.)


Employment and Pay

Selection Package Closeout:Submit Selection Packet to HRO

• Selecting Officials must route and submit the following to the Human Resource Office (through their chain of command):

Signed Selection Certificate (from USAStaffing Selection Manager)

Selection Justification Memorandum and Order of Merit List (OML)- see TPL 12-03 Enclosure 4.

Locally developed decision-making tool (i.e. matrix), if used Signed statements of agreement for each board member- see

TPL 12-03 Enclosure 3 Standard Form (SF) 52- for each technician selectee Any other documentation needed based on individual selection

boards notes for any declined interviews or unreachable applicants 1 copy Interview Questions and Interview Score Sheets

Selecting Officials should be prepared to submit the following at any point in the review process all interview notes interview sheets from individual board members all email traffic associated with the selection process

54


Employment and Pay

Routing

• All of the above must be routed through all appropriate levels and scanned and emailed to: [email protected]

• All request for more information or supporting documents will be emailed directly to the HRO Team Member requesting the documents.

• Email correspondence is more easily tracked and managed if the following Knowledge Management rules are followed

55

TO: [email protected]: Request Type, Announcement # , Job TitleATTACHMENTS: SF-52, JM, Board Docs, Matrix, Questions, Declination, ect.BODY:

distribution list, notes to staffing specialist concerning the action.




Employment and Pay

Policy Notes

• The Adjutant General’s designated representatives are the Assistant Adjutant General for Army (currently the COS), the Assistant Adjutant General for Air, the Human Resource Officer (HRO) or their designated representatives. The Adjutant General’s designated representatives will approve or disapprove all selections.

• Public announcement or individual disclosure of the selection will not be made prior to the final approval of the board recommendation through HRO-TM. HRO will notify selecting officials of the selection approval and will notify all non- selectees upon selectee’s acceptance of the position.

56


Employment and Pay

57

Questions


Employment and Pay

HRO Staffing ContactsCPT Raphael Trujillo Branch Chief / Supervisory Human Resources Specialist(517) 481-7728 / [email protected] Vacant (Position Recently Filled)Lead / Human Resources Specialist(517) 481-7691 / Vacant Human Resources Specialist(517) 481-7691 / SSG Larz Smith Human Resources Assistant(517) 481-7701/ [email protected] Ms. Joelle Hebekeuser Human Resources Assistant(517) 481-7691/ [email protected]

58




technician staffing employment and pay michigan national guard technician selection board procedures...

Documents