Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and
References
NWFF Hiring Authorities
The following short sections describe the hiring authorities available for both internal and
external hires:
Temporary Rehire - The opportunity for an applicant to be hired noncompetitively to the
same position or any position with the same series, grade, and basic duties and on the
same major subdivision for up to three years following the date of separation. Time
limitations on employees and positions are set in 5 CFR 316.401(c) and (d); further direction
on rehire eligibility and time limitations is in sections 61.21 and 62.5.
o Employees may be rehired for up to 3 years following the date of separation to any
position with the same series, grade, and qualification requirements as the original
appointment and on the same major subdivision (Forest, Regional Office, Station, Area
Office, or Washington Office).
o The same 3-year time limit applicable to employees in paragraph 1 also applies when
considering whether a position may be refilled or not. The time limit applies to the same
or successor positions in the same major subdivision and in the same commuting area.
(These terms are defined in sec. 60.5.)
o To determine if a position can be refilled or if an employee can be rehired, apply the
following criteria on time limitations (5 CFR 316.401 (c) and (d)):
24 Months out of 36 Months Rule: NTE 1 Year appointments were designed to be
filled for a specified period not to exceed 1 year. The appointment may be extended
up to a maximum of 1 additional year (24 months of total service). Appointment to a
successor position (i.e., to a position that replaces and absorbs the position to which
an individual was originally appointed) is considered to be an extension of the
original appointment. An agency may not fill a position by temporary appointment if
that position has previously been filled by temporary appointment(s) for an aggregate
of 2 years (24 months) within the preceding 3 year (36 month) period.
Re-employed Annuitant – The General Services Administration Modernization Act of
2006, P.L.109-313, allowed Federal agencies to hire retired annuitants to fill critical
vacancies in the acquisition field. Now, through a direct hiring and special appointment
authority in the Recovery Act of 2009, Federal agencies have been provided with a
process for returning reemployed annuitants to Federal positions without adversely
impacting their on-going annuity disbursements. Section 1122 of the National Defense
Authorization Act (NDAA) for Fiscal Year 2010 now allows reemployment of CSRS and
FERS annuitants on a limited basis with receipt of both annuity and salary. This authority
expires on October 27, 2014. Individuals reemployed will serve under appointments
limited to a year or less. An annuitant may not serve under the authority for: more than 520
hours of service during the period ending 6 months following the individual’s annuity
commencing date; for more than 1040 hours of service during any 12-month period; or for
more than a total of 3120 hours. The FS WO memo regarding the NDAA dated April 16,
2010 can be found in Attachment Ex 1.3.
NWFF
Page Ex1.1
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Transfer - The movement of a career or career-conditional employee of one agency to
another agency when there is no break in service of one workday.
o Transfers to the FS must compete under a vacancy announcement if grade or promotion
potential of position is higher than grade previously held.
o At the DOI, status candidates from other agencies may be considered for
noncompetitive transfers (i.e., reassignments and changes to lower grade), as well as
competitive promotions or to positions with known promotion potential under the Merit
Promotion Program. Transfer candidates for competitive promotions must meet the
same requirements as others referred under the Merit Promotion Program.
OPM Certificate – (DOI only) - The DOI utilizes standing registers of candidates maintained
by the Office of Personnel Management (OPM) for commonly required occupations and
grade levels. Standing registers allow a regional OPM to accept applications for particular
skills on a continuous basis to effectively meet the recurring recruitment needs of Federal
agencies in that region. OPM maintains standing registers for occupations that require a
written test, such as the General Clerical examination. Testing is done on a regular and
recurring basis at select OPM test sites throughout the region. As an alternative recruitment
source, the Personnel Office may submit a request to OPM for a certificate of eligibles from
one of their standing registers. (Forest Service utilizes the DEMO process in lieu of this
authority.)
o There may be times when a hard-to-fill position requires a wide dissemination of the
vacancy announcement to attract a large number of quality applicants. In these
instances, the Personnel Office requests assistance from OPM to "case examine."
o OPM announces the vacancy within the region or nationwide, accepts and evaluates
applications, and rates and refers candidates. The case examining process may require
an extensive amount of time. Candidates referred on OPM certificates are ranked by
score and veterans preference.
People with Disabilities Program (PWD) - Temporary and career opportunities can be
provided to individuals with physical and mental disabilities. Proof of disability and
certification of job readiness is required. People with disabilities can be hired through the
traditional competitive hiring process or, if they qualify, noncompetitively through the use of
excepted service appointing authorities.
Veteran’s Recruitment Authority (VRA) or Veteran’s Readjustment Authority (VRA) Allows for temporary and career opportunities for positions at grade levels through GS-11.
Qualified veterans must be disabled, or have served on active duty during a war or in a
campaign or expedition for which a campaign badge has been authorized, or received an
Armed Forces Service Medal, or was recently (within the last 3 years) separated from active
duty.
Veterans Employment Opportunity Act (VEOA) – (Forest Service) Allows veterans to
apply for career appointments under Merit Promotion announcements. Qualified veterans
must be preference eligible, who have separated from the armed forces under honorable
conditions after 3 years or more of continuous active service.
NWFF
Page Ex1.2
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
30% or More Compensable Disabled Veterans - Temporary and career opportunities can
be provided to qualified disabled veterans who were discharged because of a serviceconnected disability or retired with a disability rating of 30 percent or more, and have been
rated by the VA since 1991 or later as having a compensable service-connected disability of
30 percent or more.
o Thirty percent disabled veterans are initially given a temporary appointment; duration
may vary depending on type of disability and position requirements. This provides
supervisors with a period of time to evaluate whether the disability impairs the
performance of the full range of duties of a position. Once a supervisor certifies that the
disabled veteran is successful in the position, he/she is converted to a career-conditional
appointment.
Noncompetitive Appointment of Certain Military Spouses – Executive Order 13473 (73
FR 56703) was signed on September 25, 2008 and allows agencies to make noncompetitive
appointments of spouses of certain members of the armed forces. 5 CFR Parts 315 and
316 authorizes agencies to noncompetitively appoint certain military spouses to competitive
service positions under certain circumstances. Specifically, agencies are authorized to
appoint non-competitively the spouse of a service member serving on active duty in the
armed forces who has received permanent change of station orders, the spouse of a 100
percent disabled service member whose disability resulted from active duty in the armed
forces, or the un-remarried widow or widower of a service member who was killed while on
active duty in the armed forces.
Peace Corps Volunteers - Allows Peace Corps volunteers who have completed no less
than 12 months of service to be hired for professional, administrative, technical, clerical or
blue-collar positions. Eligible volunteers must have a certificate of Peace Corps service
within the past year. Again, generally the person must be appointed within one year from the
end of their Peace Corps volunteer service.
Peace Corps Staff/Personnel - This authority is not the same as the Peace Corps
Volunteers Hiring Authority mentioned above. Allows for the appointment of Peace Corps
employees (current or former) who have completed no less than 36 months of continuous
service without a break in service of 3 days or more; this service must be certified by the
Director of Peace Corps. Individuals are eligible for appointment until 3 years after
separation from qualifying service with the Peace Corps.
Worker Trainee Opportunities Program (W-TOP) – (DOI) - At DOI, the Worker-Trainee
Opportunities Program (W-TOP) was designed in the Government's continuing efforts to hire
and develop low-skilled and disadvantaged individuals. The W-TOP is primarily used to fill
positions restructured at a very low entry level (normally GS-01 or equivalent), referred to as
developmental jobs, which require special types of training and developmental experiences
that lead to target positions at higher grade levels. Positions are targeted generally to the
GS-03 (or equivalent) grade level and above. Progression is based on meeting qualification
and training plan requirements.
NWFF
Page Ex1.3
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Administrative Careers With America (ACWA) – (DOI) - A recruitment source or
examination program available through the Office of Personnel Management (OPM). ACWA
program provides for entry-level hiring at the GS-5 and GS-7 level in a large number of
professional and administrative occupations. The program covers positions found in such
fields as Health, Safety and Environment; Writing and Public Information; Business, Finance
and Management; Law Enforcement; Personnel, Administration and Computer Operations;
etc.
On-the-Spot Hiring Authority for Recruiting Members of the Society of American
Foresters (SAF) and Society of Range Management at their annual conventions. As of
March 2010, 22 students have accepted SCEP and CIP job offers, originating at the 2009
SAF convention, with Forest Service units in Arkansas, California, Colorado, Florida,
Minnesota, North Carolina, and Wyoming. A letter from ROBIN D. BAILEY JR., Director,
Forest Service Human Capital Management, dated August 2009, provides the guidelines for
this process.
“… This letter provides clarification for “on-the-spot” hiring and establishes procedures
for hiring at on-site recruitment events. The term “on-the-spot” hiring is often confused
with direct hire authority. However, they are two separate processes. Direct hire
authority is an authority granted by the Office of Personnel Management (OPM) to hire
individuals into permanent, term, or temporary positions without issuing a vacancy
announcement. Currently, the Forest Service (FS) does not have this authority.
On-the spot hiring is a streamlined approach to hiring that uses existing employment
authorities in a way that allows us to evaluate applicants and provide a tentative offer of
employment in a single day or a single afternoon. This approach enables hiring officials
to be equipped with jobs they are prepared to offer to qualified candidates at the specific
event. The FS has used this process to fill entry-level positions in a variety of excepted
service appointments such as the Presidential Management Fellows (PMF); the Career
Intern Program (CIP); and the Student Career Experience Program (SCEP).”
Wildland Fire Apprenticeship Program (WFAP) - Academy training was developed in
1990 in Forest Service, Region 5 to help meet diversity requirements of the Consent
Decree. The program was originally managed by a contractor and the primary agencies
involved were the BLM and Forest Service.
o In 1997 the agencies felt they needed more flexibility and control, and management of
the program was assumed by the Forest Service, Region 5. The program manager
position was filled in 1998. Early on, there was no standardization for the program. An
interagency group developed standards in the late 1990’s, and in the spring of 1998 the
interagency group executed the first academy. In 2000 a decision was made to
transition the program from a Regional to a National program and it was expanded, at
the Fire Directors’ request, to an interagency program.
o From 1999 to 2001 training was held at Fort Hunter Liggett. In the fall of 2001 it was held
in Sacramento, the 2002 session, the biggest class up to that time, was held in a tent
facility, and in November of that year, the program was moved into the current facilities
at the McClellen Wildland Fire Training Center with the first academy held in spring
2003.
o There is three permanent staff for the program in addition to the Program Manager: Two
from Forest Service and one from Bureau of Land Management. All others are
temporary reassignments or details for instruction and support of each of the sessions.
NWFF
Page Ex1.4
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
o
o
o
The WFAP consists of a Basic and an Advanced Academy, which are four-weeks each.
In addition, 4000 hours of on-the-job experience are required. An apprentice can receive
up to 2,000 hours credit for previous work experience based on agreed upon standards.
Program completion should occur in a minimum of two years and a maximum of four
years. The completion rate for the participants overall is 90-95%. Standards were
established to ensure apprentices meet Senior Firefighter (FFT1) qualifications upon
conversion.
The Apprenticeship Program is registered with the Department of Labor; this allows
agencies to use the SCEP hiring authority. Some units hire graduates of the program
under the SCEP authority (series 499) while others use DEMO authority and hire as
Technicians (series 462/455).
Oversight for the program is the role of the National Interagency Joint Apprenticeship
Committee (NIJAC) which consists of agency representatives from management and
labor. An Agency Joint Apprenticeship Committee (AJAC) operates within each
participating agency, per Department of Labor standards for registered apprenticeship
programs, to deal with agency specific issues forwarded to the NIJAC through the chair.
Currently, the program has additional oversight from the Forest Service Region 5 Fire
Director, since the program is established as part of the R5 organization.
Special Emphasis Programs - DOI has a website devoted to Emphasis Programs tied to
Diversity Programs (MWSI Multicultural Workforce Strategic Initiative) at
http://www.doi.gov/hrm/pmanager/staffing.html. The FS has recruiters distributed around
the country specifically trained to assist in recruiting from diverse and often under
represented populations.
Student Programs - Both the FS and DOI have hiring flexibilities to use for selecting
students while they are in school. These sections provide a brief summary of the key
programs.
o Student Career Experience Program (SCEP): Appointment to positions related to
student’s chosen area of study; these programs require a formal commitment from the
university or college in which the student is enrolled. Upon completion of 640 hours of
work, he or she can be appointed to a permanent position without undergoing the
traditional hiring process. See: http://www.fs.fed.us/r1/employment/scep.shtml and
http://www.blm.gov/wo/st/en/res/blm_jobs/students_and_recent/scep.html
The FS SCEP program has had 58 conversions to Permanent Career / Career
Conditional appointments and eight MWSI students converted to Career / Career
Conditional appointments in 2010.
o Student Temporary Employment Program (STEP): Appointment to temporary
positions that do not have to be related to the student’s academic major. See
http://www.blm.gov/wo/st/en/res/blm_jobs/students_and_recent/step.html
Of the total FS FY 2010 STEP population of 4,773 employees, the MWSI contributed
95 students from colleges and universities around the nation. These STEP
opportunities may lead into SCEP and ultimately contributing to the diversity of the
permanent workforce.
NWFF
Page Ex1.5
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
o
o
College Assistance Migrant Program (CAMP) – (NPS) The College Assistance
Migrant Program (CAMP) assists students who are migratory or seasonal farmworkers
(or children of such workers) enrolled in their first year of undergraduate studies at an
IHE. The funding supports completion of the first year of studies. Competitive five-year
grants for CAMP projects are made to IHEs or to nonprofit private agencies that
cooperate with such institutions. The program serves approximately 2,000 CAMP
participants annually.
Multi-Cultural Workforce Strategic Initiative (MWSI) – (FS) With the FS’ commitment
to increase diversity, there are several student employment initiatives which the FS has
available to draw in the best and brightest. Typically, participants in the agency’s
national MWSI are initially employed under the STEP program. Student hires who show
strong potential to become career employees may be promoted from STEP hires to
employment under SCEP. Students employed under SCEP are the FS’ primary source
for external recruitment into entry-level permanent positions. In 2001, the MWSI
program provided opportunities for approximately 250 students from diverse
backgrounds to work in a variety of natural resource professions. The MWSI program
has converted 210 natural resource students since 2004, as shown in the table below.
Several MWSI programs offer students tuition assistance and other support if certain
criteria are met. The following are initiatives under the MWSI Program
(http://www.fs.fed.us/fsjobs/multi.html):
o Alabama A&M Initiative
o Research Scientist Initiative
o American Indian Higher
o Schenk
Education Consortium (AIHEC)
o Southern University and A&M College
o Florida A&M Initiative
Baton Rouge Campus, Louisiana
o Haskell Indian Nations University
o Tuskegee University Initiative
Initiative
o University of California, Davis Initiative
o Hispanic Recruitment Initiative
o USDA/1890 National Scholars Program
o Person with Disabilities (PWD)
Initiative
FY 2004-2009
Alabama A&M
AIHEC/Haskell
Florida A&M
Hispanic
PWD
Schenck
SRI
Southern
Tuskegee
UC Davis
USDA 1890
Five-Year Total
o
NWFF
Total
Students
64
46
37
82
64
33
34
29
34
38
461
Converted
22
22
15
47
42
STEPs to
15
10
8
17
12
210
Terminate /
Resign
26
3
12
13
5
Alabama
8
11
6
10
8
102
Still in
Program
16
21
10
22
17
A&M
10
13
15
7
18
149
Conversio
n%
45.83%
88.0%
55.56%
78.33%
89.36%
Retention
%
91.00%
95.00%
93.00%
93.00%
95.00%
65.22%
47.62%
57.14%
62.96%
60.00%
71.92%
67.00%
70.00%
63.00%
94.00%
83.00%
84.40%
Conservation Internships - For college and graduate students, as well as other
qualified individuals, SCA internships provide the opportunity to learn from resource
management professionals, gain tangible skills and experience, and make a substantial
Page Ex1.6
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
o
contribution to our natural and cultural treasures. SCA Internships are available
throughout the year, in all conservation disciplines, and range in length from 12 to 52
weeks. All positions are expense-paid and most offer insurance and education awards.
Search internship opportunities.
Conservation Corps - In this SCA program, college and graduate students and other
qualified participants address specific, urgent conservation challenges. Projects may
include mitigating wildland fire risks, eradicating invasive plants while protecting native
species, restoring desert lands scarred by off-road vehicles, or providing environmental
education in community classrooms. SCA Corps programs, some of which are offered
in cooperation with AmeriCorps, run for up to 10 months, and members often share a
communal residence. Learn more about Conservation Corps programs.
Graduating Student Programs - Both the FS and DOI have hiring flexibilities to use for
selecting recent graduates from colleges. These sections provide a brief summary of the
key programs. See also: http://www.fs.fed.us/r8/famcat/ &
http://www.doi.gov/hrm/pmanager/staffing.html
o Federal Career Intern Program (FCIP): Allows for non-competitive appointment to a
variety of positions at the GS-5, 7 or 9 grade levels. Individuals are appointed to a twoyear internship; after two years, individuals can be converted to a permanent position
without undergoing the traditional hiring process. Many business and communications
positions, when filled at the GS-5 and 7 grade levels require additional OPM
assessments or testing.
BLM has had success on utilizing this program and FS in New Mexico has been
successful in using this authority as a different mechanism to bring in new talent.
The FCIP contributed 201 FS employees as of July 2010.
o Presidential Management Fellows (PMF) - Administered by the Office of Personnel
Management (OPM), this program allows for appointment to a variety of positions at the
GS-9, 11 or 12 grade levels; during the appointment a PMF may be promoted up to the
GS-13 level. Forest Service policy limits promotion to the GS-12 except for candidates
with unusually high qualifications at entry to the program. Candidates are nominated by
their school’s Dean, Chairperson or Academic Program Director. OPM administers a
rigorous assessment process during which candidates are evaluated based on analytical
problem solving, selected OPM leadership competencies and written communication. If
candidates successfully complete the assessment process, they become Finalists. PMF
appointments must be made within twelve months of the official announcement of their
selection as a Finalist. For example, if Finalists for the Class of 2008 were selected on
March 19, 2008, they have until March 19, 2009 to be appointed as a Fellow. Here is
another resource as well.
o Postdoctoral Research Associate Program - Allows for non-competitive appointment
to temporary positions for professional Research Scientist at the GS-11 and above
grade levels, when such positions are established supporting post-doctoral research
programs. These positions are filled by persons having a doctoral degree in an
appropriate field of study for research activities of mutual interest to appointees and the
agency. Appointments may be made for initial periods not to exceed 2 years and may be
extended for up to two additional years.
NWFF
Page Ex1.7
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
o
Outstanding Scholar Program – This is a special hiring authority to be used as a
supplement to competitive examining for filling specific professional and administrative
occupations at GS-5 and GS-7 levels. Supervisors may hire Outstanding Scholar
eligibles directly, without regard to lists of eligibles established through competitive
examining procedures. Eligibles must be college graduates with a grade point average
of 3.45 or higher on a 4.0 scale, or have graduated in the upper 10 percent of their
graduating class, or of the undergraduate graduating class of a major university
subdivision. Eligibles must also meet qualifications requirements for the position.
New Employee Checklist Examples
Attachment Ex1.1 – Supervisor and Employee Responsibilities Checklist
Firefighter and Law Enforcement Officer Special Retirement (6c) Benefit References
FF/LEO Special Retirement Training Presentation
Presented by: ASC-HRM Benefits Department 2010
Public Laws are interpreted by OPM into regulations. The laws below provide information on
how FF/LEO retirement started and the impact Public Laws have on the program.
Special retirement benefits for Law Enforcement Officers started with Public Law in 1948.
Subsequent legislation has changed eligibility criteria, benefits and added Firefighters to the
special coverage. The intent of these laws and changes is to permit the government to maintain
a young and vigorous workforce in rigorous firefighter and law enforcement officer positions
through youthful career entry, continuous service and early separation.
Several provisions work in combination to accomplish these goals:
Maximum entry age
Voluntary early retirement with enhanced annuity computation
And
Mandatory retirement age
These are several Public Laws affecting Special Retirement coverage.
Public Law 80-168, (July 11, 1947) – Created retirement eligibility at age 50 after at least 20
years of service for FBI agents
Public Law 80-879, (July 2, 1948) – Extended the previously authorized benefits for agents of
the FBI to other Federal employees in similar positions with similar duties
Public Law 92-382, (Aug 14, 1972) – Added Federal firefighters under the special retirement
benefit
Public Law 93-350, (July 12, 1974) – Changed the benefit formula and rate of retirement
contribution; allowed employees to retire at age 50 after 20 years of service as a FF and/or
LEO, regardless of the employee’s job at the time of retirement; established a mandatory
retirement at age 55 to begin January 1978 and agency heads were authorized to establish a
maximum entry age (MEA).
Public Law 99-335, (June 6, 1986) – FERS coverage definitions were to take effect January 1,
1987
NWFF
Page Ex1.8
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Public Law 101-509, (Nov 5, 1990) – Changed mandatory retirement for LEO to age 57 and
added special pay for Law Enforcement employees.
Public Law 107-27, (Aug 20, 2001) – Changed the mandatory retirement age for firefighters to
age 57
The Office of Personnel Management (OPM) made enhanced retirement determinations
(Individual Rulings) for Firefighter and Law Enforcement Officer (FF/LEO) claims prior January
19, 1980.
Authority to make determinations was delegated to the Forest Service January 19, 1980, but
OPM retained the authority to approve position descriptions for coverage.
January 1st, 1987 when FERS coverage began, OPM delegated the authority to make Individual
Rulings and approve position coverage under FERS to USDA.
It was not until 1993 that coverage determinations for CSRS positions were also delegated to
USDA.
January 5, 1975 (CSRS) – The extra one-half percent retirement deduction started the first pay
period in 1975. Deductions prior to this date were calculated at the normal rate for retirement
purposes.
October 1, 1982 (CSRS) – From this date forward a deposit is required for employees to
receive service credit for non-deduction /temporary service for annuity computation purposes.
This deposit does not require the additional one-half percent.
January 1, 1987 (FERS) – FERS definitions take effect. CSRS regulatory procedures, apply to
service prior to January 1, 1987.
January 19, 1988 (CSRS) – The requirement for continuous employment in secondary
positions applies to voluntary breaks in service beginning after this date. Prior to this date
CSRS employees could take a voluntary break from secondary service and then return to a
secondary position and retain FF/LE coverage.
January 1, 1989 (FERS) – Temporary non-deduction service performed on or after this date is
creditable only for counting towards the three years primary/rigorous service needed before
transferring to a secondary position. Temporary service after this date is not creditable under
FERS for any other retirement purpose, including retirement eligibility and annuity computation.
September 30, 1989 – Deadline for Individual Ruling requests as OPM was changing the
timeliness requirements.
April 10, 1995 – Forest Service standard position descriptions for law enforcement officers were
approved for special retirement coverage.
December 29, 2000 – USDA said service used to meet MEA must be creditable for retirement.
October 7, 2003 OPM allowed completion of FLETC training to determine the beginning of
service eligible for LE coverage. OPM now accepted completion of FLETC training as a
significant enough change to allow coverage credit for service after the training was completed.
NWFF
Page Ex1.9
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
December 6, 2006 – An employee must have 90 days of experience equivalent to primary
FF/LE experience to qualify for secondary positions.
Primary Duties
Are paramount in influence or weight
Occupy a substantial portion of the individual’s working time over a typical work cycle; and
Are assigned on a regular and recurring basis
Duties that are of an emergency, incidental, or temporary nature cannot be considered
“primary” even if they meet the substantial portion of time criteria.
Law Enforcement Officer means an employee occupying a rigorous position, whose primary
duties are the investigation, apprehension, or detention of individuals suspected or convicted of
offenses against the criminal laws of the United States, or the protection of officials of the United
States against threats to personal safety.
Firefighter means an employee occupying a rigorous position, whose primary duties are to
perform work directly connected with the control and extinguishment of fires. On December 20,
2006 the definition was adjusted to – Primary duties defined as on the line wild land firefighter
experience gained through containment, control, or the suppression or use of wild land fire.
Three types of wild land fire have been defined and include wildfire, wild land fire use and
prescribed fire.
Rigorous position means a position with the duties so rigorous that employment opportunities
should be limited (through establishment of a maximum entry age and physical qualifications) to
young and physically vigorous individuals.
Secondary Position –
Clearly in a firefighting or law enforcement field; and
In an organization having a firefighting or law enforcement mission; and
Either a Supervisory position in which the primary duties are as a first-level supervisor of
primary law enforcement officers or firefighters in rigorous positions;
Or
Administrative position, executive, managerial, technical, semi-professional, or professional
position for which experience in a rigorous law enforcement or firefighting position, or
equivalent experience outside the Federal government is a MANDATORY PREREQUISITE.
The criteria to transition from a primary/rigorous position to a secondary position are different for
CSRS and FERS employees.
A CSRS employee is eligible for secondary coverage if there is a direct transfer from a primary
to a secondary position (without a break in service exceeding 3 days), and the employee is
continuously employed in a secondary position since transferring. There can be no voluntary
break in secondary service beginning after January 19, 1988.
An employee on a Detail or Temporary Promotion to or from a FF/LE position does not change
from the retirement coverage under their position of record.
A FERS employee is eligible for secondary coverage if, while subject to FERS deductions,
moves directly (without a break in service exceeding three days) from a rigorous position to a
secondary position; and
NWFF
Page Ex1.10
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Has completed three years (accumulated 36 months) of service in a rigorous federal position,
including any federal civilian service where no FERS deductions were withheld (such as
temporary positions including post 1988 temporary positions); and
Is continuously employed in a secondary position since moving from a rigorous position.
To qualify for a primary/rigorous firefighter or law enforcement position, an individual must not
have reached their 37th birthday, OR
Would not have reached age 37, after past FF/LE primary/rigorous covered federal service
which is creditable or potentially creditable towards retirement eligibility, is subtracted from the
applicant’s age.
Since temporary service after December 31, 1988 is not creditable for FERS retirement, it may
not be credited for FERS Max EA purposes. FERS FF/LE refunded service may be used to
meet Max EA as it is now potentially creditable.
Based on a Merit System Protection Board (MSPB) ruling (Robert P. Isabella v Department of
State and Office of Personnel Management, 2008 M.S.P.B.146) under the VEOA of 1998
veterans may not have to meet Max EA.
An employee currently occupying a covered firefighter or law enforcement position will be
mandatorily retired, on the last day of the month in which they reach age 57, if they have
completed 20 years of covered FF/LE service.
According to OPM, if an employee has not completed the required 20 years of
covered/creditable service by the age of 57 then the employee may continue working in a
covered position until the last day of the month he/she completes the 20 years of service,
regardless of age at the time.
Employees must meet both the age and service requirements for special retirement, and must
be allowed to remain in a covered position until those requirements are met. Once the covered
employee meets all criteria for retirement, the agency can enforce the mandatory separation.
60 days prior to the date of eligibility an agency must notify an individual who is approaching
completion of these criteria that the individual must separate from a covered position. The
agency cannot separate an individual involuntarily until the end of the month in which the criteria
are met. Any separation prior to the last day of the month is considered voluntary.
In cases of Individual Rulings, the 60 day notice will be issued after the employee has paid the
additional ½% owed.
1. Staffing – When Filling Primary/Rigorous & Secondary FF/LEO positions is responsible for
using proper procedures in the recruitment and staffing of these positions.
2. Use of Standard Position Descriptions is recommended as they have already been
approved for FF/LE coverage. Anytime there is a change to title, series, grade, major
duties, position number and/or classification, it becomes NEW position and coverage must
be determined. If prior position approval has not been determined, the position is not
covered and the employee should not be placed into the special retirement system.
3. Verifying applicants meet the Maximum Entry Age (MEA).
4. Staffing – When Changing incumbent from covered to non-covered position makes sure the
employees is aware that their coverage is changing.
5. PAR – Processes actions (SF-50’s, PD information into NFC)
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Page Ex1.11
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
6. Benefits- Tracks & verifies employees meet retirement coverage requirements. Develop a
Summary of Work Experience (SWE) to document position coverage determinations. Uses
CSRS/FERS Handbook Chapter 20 to document creditable service.
7. Benefits – is responsible for Correcting Erroneous Coverage - The retirement code of the
position should be corrected to reflect or remove code 6, E or M in block 30. If the position
is covered under the special retirement program the employee will be billed for any half
percent retirement deduction not already withheld.
8. Benefits are also responsible for processing requests for Refund of Erroneous One-Half
Percent Contributions - An employee is entitled to request, in writing, a refund of the extra
one-half percent retirement deduction, when the withholding was in error. This is when an
employee is having the extra one-half percent deductions and is not serving in a covered
position, or is not eligible for coverage in a secondary position, and the retirement monies
have not been refunded.
NOTE: The agency contribution is not refunded in cases of erroneous coverage
An employee is eligible for voluntary retirement under the special retirement coverage when
they reach
Age 50 and have 20 years of covered and creditable service; or
Any age with 25 years of covered and creditable service; and
Separation is from a position subject to FERS/CSRS/Offset coverage.
An employee is not required to be in a covered firefighter or law enforcement officer position
at the time of retirement, but must have the 20 years of covered and creditable service.
The basic components of a CSRS annuity are the employee’s total number of years of
creditable service and the high 3 average salary.
The formula uses 2.5% times the high 3 average salary times the first 20 years of covered
service.
Then adds
2% times the high 3 average salary times additional years of creditable service exceeding
the first 20 years. There is no additional benefit for FF/LE covered service beyond the 20
years.
Primary/Rigorous Positions - Recruitment must include requirement for “young and vigorous”
workforce. Maximum entry age less than 37 (FF & LEO) with the new exception for veterans.
Secondary Positions - Recruitment must include the requirement for 3 months specialized
experience equivalent to that received in a primary/rigorous position (e.g., prior wildland
firefighting or law enforcement officer experience is a mandatory prerequisite in order to carry
out the duties and responsibilities of this position).
Retirement Contributions - All employees in approved primary/rigorous positions, and subject
to the retirement system, must pay the extra one-half percent retirement contributions.
Employees in approved secondary positions, and subject to the retirement system, must pay the
extra one-half percent retirement contribution, if they meet the coverage requirements.
Retirement Codes
E = FICA & CSRS-Spec (Offset)
M = FERS & FICA-Spec
6 = CSRS-Spec
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Page Ex1.12
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Each employee under special retirement provisions will need a Summary of Work Experience
(SWE) completed. The SWE lists each temporary (FICA) and permanent position (excluding
details/temporary promotions, and Casual AD time) the employee has held and documents if it
meets the primary/rigorous or secondary coverage requirements. For service to be creditable,
the employee must have made the extra one-half percent retirement contribution.
The Retirement Calculator located in Connector documents the service history of each
employee, type of coverage, tours of duty, and if a deposit or redeposit has been paid or is
needed. This calculator is used to determine all the service computation dates (SCD) including
the FF/LE 6c SCD.
Determination request must be in writing and provide evidence for the coverage determinations
and if late, the proof it was beyond their control.
OPM’s current regulations limit the timeliness for CSRS and FERS requests. It is critical to
submit your written request within these timeframes.
For CSRS employees, only the 12 months prior to receipt of the claim can be approved, unless
the employee can show that circumstances beyond their control prevented making the claim
earlier.
Under FERS if an employee is in a position not subject to the one-half percent higher
withholding rate the employee must request a determination that the position should be covered
by the higher withholding rate within 6 months after entering the position or after any significant
change in the position.
5 C.F.R. § 842.804(c), states that the decision that a filing is not timely can be rebutted if the
employee shows, by a preponderance of evidence, that he or she was unaware of his or her
status and was prevented by cause from requesting that the official status be changed at the
time the service was performed.
Written Request - A signed and dated letter from the individual stating what type of coverage
(primary/rigorous or secondary coverage) what type of service (FF or LEO), and what periods of
service are being requested.
SF-171, OF-612 - A signed copy of latest SF-171, OF-612, resume or equivalent application
used by HR for hiring and/or promotion (from the OPF).
SF-50s - Legible copies of all SF-50s for service being claimed.
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Page Ex1.13
Final Report
Exhibit 1 – Personnel, Recruitment, and Onboarding Documents and References
Other supporting documents to substantiate primary/rigorous or secondary performance:
Supervisor’s statement of duties
Position Description or Statement of
Duties
Number and names of fires fought,
Organizational Chart and Functional
dates of fires
Statement of the position
List of arrests made and numbers and
Performance Appraisals
kinds of Incident Reports written
Training documentation
HRM Benefits web page for FF/LE information
o http://fsweb.asc.fs.fed.us/HRM/benefits/le_ff.php
HRM Classification web page for FF/LE information
o http://fsweb.asc.fs.fed.us/HRM/classification/ffle.php
CSRS/FERS Handbook
o http://www.opm.gov/retire/pubs/handbook/hod.htm
Agency Memorandum Regarding Primary and Secondary Firefighter Positions
Attachment Ex1.2 – Qualification Requirements for Firefighter Positions Covered by
Secondary (Administrative) Retirement Coverage DOI Memorandum – Dated October 18.
2006
Attachment Ex1.3 - Re-employed Annuitant Forest Service WO Memorandum - Dated April
16, 2010
Interagency Fire Program Management Implementation Documents
Attachment Ex1.4 –Interagency Fire Program Management (IFPM) Implementation Update
and Clarifications Forest Service Memorandum – Dated March 8, 2007
Attachment Ex1.5 – Wildland Fire Standardized Position Description (PD) Amendments DOI
Memorandum – Dated May 29, 2007
Attachment Ex1.6 – Interagency Fire Program Management Qualification Standards and
Guide – Implementation Responsibilities and Consequences DOI Memorandum – Dated
February 29, 2008
Attachment Ex1.7 – US Forest Service Standard Position Description Crosswalk Addendum
to IFPM – Revised February 19, 2010
NWFF
Page Ex1.14
Final Report