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Chapter 1: Introduction

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About

A Standard USA Hire Assessment is an un-proctored, off-the-shelf battery of assessments (i.e., a combination of separate assessments) designed for use with specific occupational series and grade combinations to measure general competencies (e.g., decision making, interpersonal skills, reading comprehension, etc.). Standard assessments are to be used for non-supervisory (see Supervisor Definition below) positions only. For information about USA Hire supervisory assessments, contact your USA Staffing Account Manager.


Agencies have a responsibility to have a job analysis that identifies the basic duties and responsibilities; the KSAs/competencies required to perform the duties and responsibilities; and the factors important in evaluating candidates (5 CFR 300.103). OPM provides Governmentwide job analysis data for agencies to use to support inclusion of USA Hire assessments as part of their USA Staffing assessment plans. It remains the agencies’ responsibility to provide job analysis support for any additional qualification requirements and/or assessments used (e.g., specialized technical experience, selective factors, SME Resume Reviews, Panel Reviews, agency specific assessments, or structured interview).


USA Hire Assessments may be used for case exams with a single series up to three grades, and for Job Opportunity Announcements (JOAs) that are open up to 30-calendar days. For announcements that are open-continuous, a standing register, or open over 30 calendar days, refer to Chapter 3: Announcement Types. USA Hire Assessments can be combined with an secondary assessment to assess the whole-person (i.e., general and technical competencies).

 

This guide has been developed to:

  1. Help you determine if USA Hire is appropriate for your recruitment, and
  2. Provide instructions on preparing to use and add a USA Hire Assessment to your vacancy in USA Staffing. Additional resources and information are also located on the USA Hire Resource Center.

Supervisor Definition: A supervisory position requires accomplishment of work through the combined technical and administrative direction of others, constitutes a major duty occupying at least 25% of the position’s time, and meets at least the lowest level of Factor 3 in the General Schedule Supervisory Guide. Positions not meeting this definition are considered non-supervisory.

Maintaining Assessment Security

When a USA Hire Assessment is utilized, HR Users are responsible for safeguarding the Assessment by ensuring only applicants who respond to the Assessment have access to view and complete the Assessment items.

 

Practice assessments, which includes a preview of the format and type of assessments, as well as the look and feel of the online interface, can be found on the Applicant Resource Center.

 

To ensure consistent understanding of these rules and responsibilities, every HR User must agree to the USA Staffing Rules of Behavior before accessing the system for the first time and once annually following the initial access date.

 

These Rules of Behaviors include:

  • I understand that access to the USA Hire assessments must be restricted to applicants responding to a job opening who meet the minimum qualifications for that job opening (i.e., I am not authorized to view or modify the content of any USA Hire assessment).
  • I understand that in cases where I may be exposed to USA Hire assessment content, I may not discuss, share, or reproduce the assessment content (e.g., questions, scoring information).
  • I understand I must immediately report any suspected breach of these rules related to USA Hire to the OPM point of contact for the interagency agreement or contract and USAHire@opm.gov.
  • I understand that OPM reserves the right to terminate anyone’s access to and use of the USA Hire system and materials (including assessments) at any time for violating these requirements.

USA Hire Announcement Template

OPM recommends agencies create and use an Announcement Template for all recruitments that include a USA Hire Assessment.

 

Appendix A offers a sample USA Hire Announcement Template, which includes suggested language specific to processes when USA Hire is utilized. 

 

Application Confirmation Messages

For USA Hire vacancies, we recommend building an Application Received notification template using the language in Appendix B.


Refer to Appendix C for the system generated messages to applicants.

 

Reasonable Accommodation for USA Hire Assessments

Applicants can request a reasonable accommodation (RA) for the USA Hire assessments when they apply to a job announcement. An eligibility item is automatically added to the Eligibilities section of the Announcement Questionnaire when a USA Hire assessment is used. Do not add additional questions regarding RA.

Eligible applicants who respond "Yes" to the RA eligibility item will not immediately receive a USA Hire invitation. If the applicant has completed the USA Hire assessments within the last 12 months those scores will automatically be reused, and no RA will be needed/granted. Tentatively eligible applicants who have not taken the USA Hire assessments will receive a Help Desk Ticket email outlining the required steps to approve the RA request and also how to change an RA request made in error. Applicants can include information on their RA request and attach their RA documentation to the help ticket email for review.

 

OPM will document the status of RA claims in the Notes or History section of the applicant record.

  • The applicant record will remain in a PA record status until the RA request is adjudicated or until their deadline to submit the required supporting documentation has elapsed.
     
  • If the RA is granted the applicant will be notified through the Help Desk Ticket and a system generated email will also be sent with the link to access the accommodated version of the assessments.
     
  • If the RA request is not granted the Help Desk Ticket response/email will notify the applicant of this decision and provide instructions for them to complete the standard version of the assessments without an accommodation.

The standard processing timeframes are outlined below:

  • Requesting RA more than 48 hours before the close date of the job announcement:
    • If an adjudication can be made, the applicant has until 48 hours after the close date of the job announcement to complete the assessment.
       
    • If additional documentation is needed, the applicant has until 48 hours after the close date of the job announcement to respond to the Help Desk Ticket email.
       
    • If the applicant responds to the Help Desk Ticket email within the stated deadline and the job announcement is open when their request is adjudicated, they will have until 48 hours after the close date of the job announcement to complete the assessment.
       
  • Requesting RA when the job announcement has closed or within 48 hours of the close:
    • If an adjudication can be made, the applicant will receive an email with a link to access the assessments. The applicant will have 48 hours to complete the assessments.
       
    • If additional documentation is needed, the applicant will be given 48 hours to respond to the Help Desk Ticket email. If the applicant responds and the request is granted, the applicant will receive an email with a link to access the assessments. The applicant will have 48 hours to complete the assessments.
       
  • If an applicant needs additional time to collect RA documentation and responds within the stated deadline in the Help Desk Ticket email, OPM will extend their deadline as necessary. These extensions can delay final RA adjudication.
     
  • If an applicant does not submit documentation or fails to respond to the Help Desk Ticket email by the stated deadline, the applicant will receive an ineligible code of IORA (You were not considered for this position because you failed to respond to the request for documentation needed to adjudicate your request for Reasonable Accommodation for the online assessments and did not otherwise complete the online assessment without an accommodation).

Vacancy Review Process

Agencies should develop an internal vacancy review process to ensure all vacancies are set up appropriately prior to releasing the JOA to USAJOBS.

For the first five (5) vacancies your agency announces using a USA Hire standard assessment, work with your agency USA Hire POC who will coordinate the vacancy review with OPM.  For the Federal Supervisor Assessment (FSA) and Executive Assessment (EA), OPM will review the first three (3) vacancies each, if applicable.

For vacancies beyond the first five, follow your agency’s internal review process before releasing the vacancy’s JOA to USAJOBS.

 
 
 
 
 
 

USA Hire Maintenance Window

The USA Hire program has reserved Sunday from 8:00 AM to 2:00 PM EST for regularly scheduled system maintenance; during this time the USA Hire system may be offline. During maintenance windows, the USA Hire system will display a message notifying applicants that the system is offline and will be online again shortly.

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