Employees

HANDBOOK EL-312 REVISION

Changes to Employment Programs

Effective August 3, 2006, Handbook EL-312, Employment and Placement, is revised to reflect changes to employment programs.

Summary of Changes to Handbook EL-312

232.3, Definitions Applicable to Recruitment, clarifies that a separation from active duty in the military is a discharge or release from active duty as specified in the Fiscal Year (FY) 2006 Defense Authorization Act.

233.11, Examination Requirements, adds new text for examination "470 (Group 1), and 470 (Group 2)" to the list of obsolete examinations. Adds new text for "bidding on or applying for a bargaining position" to clarify that the obsolete examinations rule only applies to career employees. Deletes the text dealing with continuous service and the former implementation date for examination 470. Employees already qualified on battery examination 470 are qualified on battery examination 473 for positions covered by battery examination 470.

313, Duration of Results, adds new text to clarify how long written examination or rated application is valid for purposes of noncompetitive external recruitment. Clarifies the duration of a performance entrance examination. Divides the text into five new parts.

322.71, Delayed Application, adds text to clarify that applicants or temporary employees who are not entitled to 10-point veterans' preference must meet all of the conditions for one of the delayed authorities in order to be permitted to take an examination not open to the public. Adds text stating that only preference eligibles can apply for examinations covering positions restricted to applicants entitled to veterans' preference. Subsumes text under 322.711, 322.712, and 322.713 into one heading: 322.711. Renumbers remaining sections. Adds text to 322.712 and 322.713 explaining that an examination for one register may be taken only once. Adds new sections for transitional employees (TEs) represented by the American Postal Workers Union and National Association of Letter Carriers based on the original implementation instructions. Clarifies which applicants may sign up for an entrance examination when that examination is not open to the public. Revises 322.711 to be consistent with 5 CFR 332.312(b). New text for delayed testing opportunities for TEs is taken from 1993 instructions and Memorandums of Understanding for testing TEs. Deletes 322.716.

322.711, Persons Unable to Apply During an Open Examination Because of Military Service, is updated by adding "Federal Employee" to the beginning of the title of c and adding "who is a federal employee" so that the Postal Service policy is aligned with 5 CFR 332.312(b).

413, Restricted Records, adds new text that describes precisely how to prepare Hiring Worksheets in order to provide a copy to a collective bargaining agent.

422.3, Resolving Duplicate Ratings, adds new text stating that the appropriate rule for dealing with duplicate ratings applies to both delayed and reopened applications. Adds text addressing how to resolve a situation in which an applicant's new rating is lower than his or her existing rating.

483.1, 5-Point Preference, clarifies that a separation from active duty in the military is a discharge or release from active duty. Adds a new category of veterans who are entitled to 5-point preference: served on active duty for more than 180 consecutive days, any part of which occurred during the period beginning on September 11, 2001. These changes are specified in the FY 2006 Defense Authorization Act.

483.21, Disabled Veterans, clarifies that a separation from active duty in the military is a discharge or release from active duty as specified in the FY 2006 Defense Authorization Act.

483.221, Spouses of Disabled Veterans, clarifies that a separation from active duty in the military is a discharge or release from active duty as specified in the FY 2006 Defense Authorization Act.

513.5, Citizenship Policy, clarifies that permanent resident aliens are known as lawful permanent resident aliens.

551, Determining Eligibility at Screening Stage, clarifies that permanent resident aliens are known as lawful permanent resident aliens. Adds descriptions of applicants who are ineligible for Postal Service employment because they are not lawful permanent resident aliens.

552, Determining Eligibility After Job Offer, clarifies that permanent resident aliens are known as lawful permanent resident aliens. Adds descriptions of applicants who are ineligible for Postal Service employment because they are not lawful permanent resident aliens.

743.17, Posting a Vacancy Announcement, adds text clarifying where to find instructions for typing and driving requirements.

Handbook EL-312, Employment and Placement

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2 Recruitment

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23 Sources of Recruitment

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232 Policy

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232.3 Definitions Applicable to Recruitment

[Revise the first sentence in 232.3h to read as follows:]

h. Honorable conditions discharge - a discharge or release from active duty service in the Armed Forces where the character of service is honorable, under honorable conditions, or general.***

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233 Career Recruitment

233.1 Internal Placement of Bargaining Employees

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233.11 Examination Requirements

[Revise 233.11a to read as follows:]

a. Obsolete examinations. Examinations 400, 440, 450, 710 (when it was given for Markup Clerk, Automated only), 470 (Group 1), and 470 (Group 2) are obsolete. However, a career employee bidding on or applying for a bargaining position who qualified on an old examination is permanently qualified for the position(s) covered by that examination.

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3 Examinations

31 General

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313 Duration of Results

[Revise 313 to read as follows:]

The time period examination results are valid is based on the type of examination and situation in which qualification is required.

313.1 Written Examination or Rated Application Entrance Rating

An entrance rating of "eligible" (on either the written examination or rated application) is valid for a minimum period of 2 years and may be extended by the applicant for a third year and for additional years by hiring officials.

313.2 Performance Examination Entrance Rating

An entrance rating of "eligible" on a performance examination is valid for 2 years.

313.3 Noncompetitive Ratings for Reinstatement, Transfer from Another Agency, or Veterans Recruitment Appointment

An entrance rating of "eligible" (on either the written examination or rated application) is used in place of the equivalent noncompetitive examination - even if the rating on the register has expired - as long as the examination or rating guide specification has not changed. When an examination or rating guide is replaced, once entrance results for the new examination or rating guide for a specific area are available from the first entrance announcement to the public, an eligible rating from the new examination or rating guide is required to make one of these noncompetitive actions.

313.4 Written Examination or Rated Application Ratings for Inservice Placement

A rating of "eligible" for the inservice examination (on either the written examination or rated application) is valid indefinitely, unless the examination or rating guide specification is changed. An entrance rating of "eligible" (on either the written examination or rated application) is used in place of the equivalent inservice examination - even if the rating on the register has expired - as long as the examination or rating guide specification has not changed. See 233.11, Examination Requirements, for situations in which it is permitted to substitute an examination.

313.5 Performance Examination Results for Inservice Placement

An inservice performance test (including a dictation test) rating of "eligible" is valid for a maximum period of 2 years. The rating can be extended if the employee holds a position requiring regular use of the skill or ability tested (e.g., typing), in which case the result is valid as long as the employee holds the position.

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32 Entrance Examination Process

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322 Announcement and Application Process

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322.7 Delayed and Reopened Examinations

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322.71 Delayed Application

[Revise 322.71 to read as follows:]

This section contains special conditions that allow for the acceptance of applications on a delayed basis due to military service and other situations. Except for applicants entitled to 10-point veterans' preference, applicants or temporary employees are allowed to take an entrance examination when it is not open to the general public only under circumstances described in this section. To take an examination under one of these authorities, the applicant or temporary employee must meet all the requirements for that authority.

Special Note: Certain examinations are used to fill positions restricted to applicants who are entitled to veterans' preference (see 232.52). Only applicants entitled to veterans' preference can file a delayed application for these examinations.

322.711 Persons Unable to Apply During an Open Examination Because of Military Service

a. Persons on Active Military Duty - Persons who were unable to file while an examination was open because of active military service or because of hospitalization continuing for not more than 1 year following discharge from military service may file a delayed application if all of the following conditions are met:

1. The application is filed within 120 days after discharge from the military or the hospital.

2. Active applicants still exist from the missed examination.

3. The applicant was discharged under honorable conditions.

b. Persons Filing Early Applications Before Military Discharge - A person who is currently serving in the Armed Forces may file an application before discharge from active duty for any examination that was open while he or she was in the military. Such a person may file within 120 days before discharge under honorable conditions.

c. Federal Employee Reservists Filing Applications While on Active Duty - An application will be accepted from a member of a reserve unit of the Armed Forces who is a federal employee and who was unable to file an application or appear for the written test because of active duty (even if designated for training purposes). Acceptance of the application is subject to the following conditions:

1. The active duty must have been for a period of more than 15 days.

2. The examination for which the applicant wishes to file must have been open to the public anytime during the period of active duty.

3. The examination ratings that resulted from the examination are still active.

4. The applicant may file the application while on active duty, but must file no later than 120 days after release from such duty.

322.712 Postmaster Relief/Leave Replacement

Postmaster Relief/Leave Replacements (PMR/LRs) may take two competitive entrance examinations on a delayed basis for entrance registers in the district where they work as a PMR/LR. They cannot take an examination under this authority for the same register more than once. To be eligible, PMR/LRs must be currently employed and have been a PMR/LR continuously for at least 1 year in their present period of employment. Service as a temporary postmaster or officer in charge (OIC) is counted the same as PMR/LR employment for the purpose of eligibility for the two competitive entrance examination opportunities. PMR/LR employees are limited to a maximum of two opportunities regardless of any separate employment periods they may have had in the past or will have in the future. Once PMR/LRs use their two examination opportunities, they cannot request additional administrations under this authority.

322.713 Casual Employees

Casuals may take two competitive entrance examinations on a delayed basis for entrance registers in the district where they work as a casual. They cannot take an examination under this authority for the same register more than once. To be eligible, casuals must have completed a minimum of 180 days of employment as a casual and continue to be actively employed as a casual on the date of application. The 180-day minimum service does not have to be continuous, but it must have occurred during the 2-year period before the date of application. Casual employees are limited to a maximum of two entrance examination opportunities. Once casuals use their two examination opportunities, they cannot request additional administrations under this authority.

322.714 APWU Transitional Employees

A transitional employee (TE) represented by the American Postal Workers Union (APWU) may take two competitive entrance examinations for positions represented by the APWU on a delayed basis for entrance registers that serve the installation where the TE is currently employed. An eligible TE can take two different entrance examinations or the same entrance examination twice. An APWU TE is allowed to take an examination only for APWU-represented positions and may be considered only for such positions under this authority. To be eligible, a TE must have completed a minimum of 180 days of employment as an APWU TE and continue to be actively employed as such on the date of application. Once APWU TEs use their two examination opportunities, they cannot request additional administrations under this authority.

322.715 NALC Transitional Employees

A TE represented by the National Association of Letter Carriers (NALC) may take one competitive entrance examination on a delayed basis for the carrier entrance register that serves the installation where he or she is currently employed. A NALC TE is allowed to take an examination only for carrier and be considered only for a carrier position under this authority. To be eligible, a TE must have completed a minimum of 180 days of employment as a TE and continue to be actively employed as such on the date of application. Once NALC TEs use their one examination opportunity, they cannot request an additional administration under this authority.

[Delete 322.716.]

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4 Registers

41 Introduction

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413 Restricted Records

[Revise 413 to read as follows:]

The Postal Service restricts access to registers, Hiring Worksheets, and preemployment investigation files. Postal Service employees must protect these records from unauthorized persons and the records should not be in view of applicants. Authorized persons (e.g., hiring practices review team members, higher-level managers, or EEO counselors and investigators) may review registers and Hiring Worksheets on a need-to-know basis.

Except for management review of hiring practices, Postal Service employees may not make copies of register records or Hiring Worksheets, unless they depersonalize the copies by obliterating applicant names, addresses, Social Security numbers and other applicant data.

Information about individual employees may be released to collective bargaining agents if the employees are members of the collective bargaining unit represented by the collective bargaining agent. For positions filled under the Maintenance Selection System (MSS), see Handbook EL-304 for instructions pertaining to release of records associated with MSS. A collective bargaining agent may request a copy of a Hiring Worksheet where he or she represents the employees hired from the Hiring Worksheet. Identifying information (applicant name, address, Social Security number, and other applicant data) for applicants not hired must be obliterated from a copy of a Hiring Worksheet before being provided to a collective bargaining agent. The information for applicants hired from a Hiring Worksheet is not obliterated.

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42 Merging New Scores With Existing Ratings

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422 Merge Process

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422.3 Resolving Duplicate Ratings

[Revise 422.3 to read as follows:]

Duplicate ratings can result if an applicant already has an active eligibility on a register and competes in an examination for the same register as an open announcement, delayed, or reopened applicant (see 322.7, Delayed and Reopened Examinations).

422.31 One Application for an Examination Announcement

An applicant is allowed to file only one application for each examination announcement. If the applicant is examined more than once, the first examination score processed stands. Subsequent eligible scores are canceled, even if the first rating processed is an ineligible rating.

422.32 Delayed and Reopened Ratings

If a new rating is a result of a delayed or reopened opportunity and the applicant did not qualify to justify the filing, the rating is canceled. If a new rating is a result of a delayed or reopened filing and the applicant was eligible to file, his or her existing eligibility is terminated if the new rating is the same as or higher than the existing eligibility. If the new rating is lower than the existing rating and the applicant was eligible for an APWU or NALC TE filing (see 322.714 or 322.715), then the applicant must be notified and allowed to choose between the following options:

a. Keeping the existing rating with a shorter eligibility period and a higher score. If the applicant chooses this option, the new rating is canceled.

b. Accepting the new rating with a longer eligibility period and a lower score. If the applicant chooses this option, the existing rating is terminated.

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48 Veterans' Preference

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483 Kinds of Veterans' Preference

483.1 5-Point Preference

[Revise 483.1 to read as follows:]

For 5-point preference purposes, an individual must have been discharged or released from active duty service in the Armed Forces under honorable conditions (see 232.3h), and served in one of the following ways:

a. During a war.

b. During the period April 28, 1952, through July 1, 1955.

c. For more than 180 consecutive days, other than for training, any part of which occurred after January 31, 1955, and before October 15, 1976.

d. During the Gulf War from August 2, 1990, through January 2, 1992.

e. For more than 180 consecutive days, other than for training, any part of which occurred during the period beginning September 11, 2001, and ending on the date prescribed by Presidential proclamation or by law as the last day of Operation Iraqi Freedom.

f. In a campaign or expedition for which a campaign medal has been authorized.

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483.2 10-Point Preference

483.21 Disabled Veterans

[Revise the introductory sentence in 483.21 to read as follows:]

A veteran discharged or released from active duty under honorable conditions who served on active duty in the Armed Forces at any time may be assigned 10-point preference, provided the veteran meets the criteria in one of the following categories:

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483.22 10-Point Derived Preference (XP)

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483.221 Spouses of Disabled Veterans

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[Revise 483.221a to read as follows:]

a. The veteran served on active duty in the Armed Forces at any time and was discharged or released from active duty under honorable conditions.

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5 Suitability

51 Employment Eligibility and Suitability

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513 Eligibility Requirements

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513.5 Citizenship Policy

[Revise 513.5 to read as follows:]

To be eligible for career or noncareer Postal Service employment, an applicant must be a United States citizen, a lawful permanent resident alien (one who possesses a "green card"), or a citizen of American Samoa or other territory owing permanent allegiance to the United States. Individuals granted only asylum status, refugee status, or conditional permanent resident status are not eligible for Postal Service employment. The Immigration Reform and Control Act of 1986 makes it unlawful to hire unauthorized aliens, and it requires employers to verify and document the employment eligibility of all new employees. Refer to 55, Eligibility to Work in the Postal Service, to determine eligibility during screening and after a job offer has been made.

Noncitizens of the United States who have been granted lawful permanent resident alien status in the United States are eligible for appointment to all Postal Service positions, levels EAS-19 and below. Appointment of noncitizens to positions in levels EAS-20 and above can be made only with the prior approval of the area vice president.

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55 Eligibility to Work in the Postal Service

551 Determining Eligibility at the Screening Stage

[Revise the text of 551 to read as follows:]

To be eligible for career or noncareer Postal Service employment, an applicant must be a United States citizen, a lawful permanent resident alien (one who possesses a "green card"), or a citizen of American Samoa or other territory owing permanent allegiance to the United States. This requirement is addressed at the application screening stage by reviewing the applicant's answer to Item E1, PS Form 2591, Application for Employment. Citizenship documents are not reviewed at this stage.

On PS Form 2591, if the applicant responds that he or she

a. Is not a U.S. citizen, a lawful permanent resident alien, or a citizen of American Samoa or other territory owing permanent allegiance to the United States, the applicant is not eligible for employment.

b. Is a U.S. citizen, a lawful permanent resident alien, or a citizen of American Samoa or other territory owing permanent allegiance to the United States, then the applicant continues in the hiring process.

552 Determining Eligibility After a Job Offer

[Revise the text of 552 to read as follows:]

Hiring officials ensure completion of OMB Form I-9, Employment Eligibility Verification, review supporting documents, and verify the applicant's status only after extending a bona fide job offer for a career or noncareer position. The review of documents and determination of status must be conducted in the same way for a United States citizen, a lawful permanent resident alien (one who possesses a "green card"), and a citizen of American Samoa or other territory owing permanent allegiance to the United States. Individuals granted only asylum status, refugee status, or conditional permanent resident status are not eligible for Postal Service employment.

The process of determining that a selectee meets the basic eligibility requirements to work in this country begins with completion of OMB Form 1-9 and recording of the documents presented by selectees. After the selectee completes OMB Form I-9 satisfactorily, the hiring official reviews the evidence presented by the selectee to determine if he or she is a U.S. citizen, lawful permanent resident alien, or a citizen of American Samoa or other territory owing permanent allegiance to the United States.

552.1 Completing OMB Form I-9

After receiving a job offer, every Postal Service selectee (career or noncareer) must complete Section 1 of OMB Form I-9, used by all American employers in the federal and private sectors. Documents acceptable to establish identity and employment eligibility are listed on the reverse of OMB Form I-9. Hiring officials must complete Section 2 of OMB Form 1-9 by examining evidence of identity and employment eligibility presented by the selectee. Hiring officials may not ask for specific documents from a selectee, nor refuse employment on the basis of a future expiration date shown on a document. Any person - whether a U.S. citizen, a lawful permanent resident alien (one who possesses a "green card"), or a citizen of American Samoa or other territory owing permanent allegiance to the United States - may satisfy the requirement to verify eligibility for employment by producing either one document from List A, or one document from List B and one from List C. Original documents are presented and recorded on OMB Form I-9, and the form is completed even though the documents may not demonstrate that the person meets the eligibility requirement. Hiring officials must complete the certification after recording the documents offered.

552.2 Reviewing Evidence to Determine U.S. Citizen, Lawful Permanent Resident Alien, or Citizen of Territory Status

After OMB Form I-9 is completed, a determination is made that the selectee meets the Postal Service requirement for status of U.S. citizen, lawful permanent resident alien (one who possesses a "green card"), or citizen of American Samoa or other territory owing permanent allegiance to the United States. A document that is acceptable for completion of OMB Form I-9 is not necessarily evidence that the selectee meets the Postal Service's status requirement. The following documents (or receipts for documents) do not demonstrate that the person meets the Postal Service's requirement for status of U.S. citizen, lawful permanent resident alien, or a citizen of American Samoa or other territory owing permanent allegiance to the United States:

• Employment Authorization Card (Form I-688A).

• Employment Authorization Document issued by Department of land Security (DHS), (Form I-688B).

• Employment Authorization Document (Form I-766).

• Foreign passport containing a temporary I-551 stamp.

• Foreign passport with machine-readable immigrant visa (MRIV) and temporary I-551 stamp.

• Foreign passport with the new MRIV containing temporary I-551 language and endorsed with a DHS admission stamp.

• Foreign passport, with attached Form I-94.

• Temporary Resident Card (Form I-688).

• U.S. Social Security card issued by the Social Security Administration with the notation "VALID FOR WORK ONLY WITH DHS AUTHORIZATION."

A receipt to replace a stolen or lost document that is evidence that the selectee is a U.S. citizen, a lawful permanent resident alien (one who possesses a "green card"), or a citizen of American Samoa or other territory owing permanent allegiance to the United States is acceptable. The selectee has 30 days to acquire a replacement document that indicates the status.

If a selectee does not possess evidence to document status of U.S. citizen, lawful permanent resident alien, or a citizen of American Samoa or other territory owing permanent allegiance to the United States, then the selectee cannot be allowed to work in the Postal Service. Individuals granted only asylum status, refugee status, or conditional permanent resident status are not eligible for Postal Service employment. OMB Forms I-9 completed by applicants found ineligible are filed in the preemployment investigation file.

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7 Assignment, Reassignment, and Promotion

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74 EAS Positions

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743 Selection Process

743.1 Internal Recruitment

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743.17 Posting a Vacancy Announcement

[Revise the introductory text of 743.17 to read as follows:]

The vacancy announcement is prepared using the guidelines provided in Handbook EL-350, Establishing Nonbargaining Requirements. Announcements are posted for a minimum of 15 calendar days. The elements listed in a through c are included as appropriate. Section 763.22, Local Options for Typing and Driving Requirements, describes the circumstances in which typing and driving can be added.

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We will incorporate these revisions into the next printed edition of Handbook EL-312 and into the online update, available on the Postal Servicet PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

Handbook EL-312 is also available on the Postal Service Internet:

• Go to www.usps.com.

• Click on About USPS and News, then Forms and Publications, then Postal Periodicals and Publications, and then Handbooks.

Until the changes described in the article are incorporated into the online version of Handbook EL-312, use this article to implement the changes.

— Selection, Evaluation, and Recognition,
Employee Resource Management, 8-3-06