Effective immediately, Handbook EL-312, Employment and Placement, Part 743, Selection Process, is revised to reflect changes in the procedures used to select personnel for Executive and Administrative Schedule (EAS) positions. Appendix F, Conversion Tables for EAS Positions, is added to provide tables to be used for converting an applicant’s Raw Score to a Basic Score.
Handbook EL-312, Employment and Placement
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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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743.11 When to Consider Noncompetitive Applications
[Revise text of 743.11 as follows:]
Competitive procedures are not required when (a) management initiates, or an employee requests, reassignment to the same level; or (b) an employee voluntarily accepts a position at a lower level or requests such a position in writing.
However, the following guidelines apply:
a. The employee must be in a permanent position (i.e., a position of record that does not have a specified ending date).
b. The employee must not be in a detail, temporary, or not-to-exceed position.
c. Employees with saved grade status may be considered noncompetitively for positions up to and including the level of their saved-grade position.
d. Employees seeking noncompetitive consideration must submit a written request to the selecting official.
e. Employees may request noncompetitive consideration at any time, before a vacancy is posted, during the time it is posted, or after the posting has closed.
A noncompetitive applicant may be selected at any point before or during the competitive process, or after a competitive package has been considered. Employees selected noncompetitively must meet the qualifications required for the position.
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743.4 Assessing Applications
[Revise text of 743.4 as follows:]
The following sections discuss three components used in assessing applications for both internal and external applicant pools: (a) the use of guidelines by personnel involved in the process; (b) process and documentation requirements; and (c) the maintenance of vacancy files and promotion reports by the Human Resources manager.
743.41 Using Guidelines
[Revise text of 743.41 as follows:]
Selections are to be made in line with the philosophy and methods described in Personnel Selection Methods Web-based Training (Course 21553-00), available on the Postal Service Intranet. This course is required for selecting officials and review committee members. Individuals who have been certified on the instructor-led EAS Selection Methods Training (Course 21553-00) do not need recertification; however, review of the Intranet-based training course is recommended.
[Revise title and text of 743.42 as follows:]
743.42 Process and Documentation Requirements
Applicants are evaluated based on their demonstration of the knowledge, skills, and abilities (KSAs) relevant to the position’s requirements. The KSAs to be considered are specified on the vacancy posting. Applicants’ qualifications are assessed in the manner described in 743.43, Assessing EAS Applicants.
Assessments must be recorded on a Requirement by Applicant Matrix. Each vacancy package must have one completed, dated, and signed matrix listing ratings for all of the applicants. When using a review committee, the chairperson is responsible for completing a matrix that documents the committee’s consensus ratings. If a review committee is not used, the selecting official must complete the matrix.
If the committee chairperson makes any notes in the consensus discussion, or the selecting official makes any notes regarding any of the applicants, while reviewing applications or conducting interviews, these notes are considered official documentation of the assessment process. Such notes must be preserved in their original state regardless of the format and medium used for recording. The notetaker must date and sign all notes taken.
[Revise title and text of 743.43 as follows:]
743.43 Assessing EAS Applicants
743.431 Rating Applicant’s KSAs
Rate the applicant’s demonstration of KSAs for each requirement on the vacancy posting, and record the ratings on the Requirement by Applicant Matrix.
Use the following scale:
a. 0 points — Not demonstrated at minimum level.
b. 1 point — Minimally acceptable.
c. 2 points — Strong.
d. 3 points — Excellent.
743.432 Completing the Matrix
Instructions for completing the matrix:
a. Entering names and KSA requirements. Spaces for entering specific requirements for the position are across the top of the matrix. Spaces for applicants’ names are on the left. All applicants must be listed on the matrix. If a review committee is used, the chairperson is responsible for recording the consensus ratings. If a review committee is not used, the selecting official records his or her ratings on the matrix.
b. Evaluating requirements other than KSAs. Most Postal Service jobs only have KSA requirements. However, if a job does have requirements other than KSAs (e.g., education or test), you should first determine if the applicant meets the requirement(s). In the appropriate space on the matrix, record YES if the applicant meets the requirements, NO if the applicant does not meet them. This is the only rating for such requirements; do not assign points to them. Exercise caution when reviewing education or test requirements, taking care not to disqualify an applicant if the posting indicates that the requirement can be met at a later date.
c. Evaluating KSAs. Indicate the applicant’s demonstration of the KSAs on the matrix. For an applicant who:
(1) Is clearly deficient in demonstrating one or more KSAs, record a zero (0) on the Requirement by Applicant Matrix for the requirement(s) that the applicant failed to demonstrate.
(2) Does not demonstrate any KSA at the minimum level, or who fails to meet a mandatory education requirement, no further consideration or rating is required. Record a zero (0) as the total KSA point score on the matrix.
(3) Meets a KSA, enter the number of points earned (1, 2, or 3) in the respective space.
d. Compiling scores for applicants who meet ALL the requirements. Total the number of points achieved for the KSA requirements and enter the total KSA point score on the matrix.
e. Using conversion tables. Refer to the conversion table for a job with the same number of KSAs as the vacancy. Conversion tables are located in Appendix F, Conversion Tables for EAS Positions. Locate the applicant’s Raw Score (total KSA points) and read across the chart to the converted score. This is the Basic Score. For external applicants, the person completing the matrix has responsibility for entering the Basic Scores into the eCareer system. (See Exhibit 743.432.)
Exhibit 743.432
Completed Matrix for a Job With Five KSAs and an Education Requirement, External Vacancy
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[Add 743.44 as follows:]
743.44 Documentation Maintained by Local Services
The chairperson of the review committee and the selecting official are responsible for forwarding the following documentation to local services for retention, in accordance with Postal Service guidelines for retention of records.
a. Requirements for retention of Requirement by Applicant Matrix, which are as follows:
1. If a review committee is used — one (1) consensus Requirement by Applicant Matrix per vacancy package.
2. If a review committee is not used — one (1) Requirement by Applicant Matrix completed by the selecting official.
b. All notes recorded by the committee chairperson regarding a consensus discussion, and all notes recorded by the selecting official, regardless of format and medium on which notes are recorded. The notes must be dated and signed.
743.5 Roles of the Selecting Official and Review Committee
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[Revise title and text of 743.53 as follows:]
743.53 Selection of Applicants
The selecting official, with or without the assistance of a review committee, identifies the applicant whose KSAs best meet the requirements of the position and who has a high probability of successful performance in the position.
a. If a review committee was used, and the committee:
1. Did not interview the recommended applicants, the selecting official must personally interview each of them before making a selection decision.
2. Did interview the recommended applicants, the selecting official may:
(a) Interview them again before making a selection, or
(b) Select a candidate based on the recommendations made by the review committee without conducting additional interviews.
b. If a review committee was not used, the selecting official must:
1. Review the applications.
2. Determine which applicants meet the minimum qualifications.
3. Interview all minimally qualified applicants before making a selection.
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[Add Appendix F as follows:]
Appendix F
Conversion Tables for EAS Positions
This appendix provides tables to be used for converting an applicant’s Raw Score to a Basic Score for positions with a minimum of three knowledge, skills, and abilities (KSA) requirements to a maximum of 13 KSA requirements. A requirement other than a KSA (such as education or a test) is not counted as a KSA for locating the appropriate conversion table.
How to determine an applicant’s Basic Score:
1. Rate the applicant’s demonstration of the KSA for each requirement on the vacancy posting, and record the ratings on the Requirement by Applicant Matrix, as described in 743.43, Assessing EAS Applicants.
2. Once you have rated the applicant’s qualifications, use the conversion tables to determine the Basic Score earned by the applicant.
How to read the conversion tables:
1. The first column in each table represents the Raw Score (total KSA points earned by the applicant).
2. The last column is the converted rating.
3. The converted rating is the Basic Score, which does not include veterans’ preference (VP).
4. Locate and use the conversion table that has the same number of KSAs as the vacancy.
5. An applicant who meets all of the vacancy requirements earns a Basic Score ranging from 70 to 100.
[The remaining 12 KSA conversion tables are not shown, but will be incorporated into Handbook EL-312.]
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We will incorporate these revisions into the next online update of Handbook El-312, available on the Postal Service Internet:
n Go to www.usps.com.
n Click All Products & Services, then Publications, then Postal Periodicals and Publications, then Handbooks, and then the PDF or HTML link for Handbook EL-312.
— Selection, Evaluation, and Recognition,
Employee Resource Management, 7-16-09
