November16 , 2002

KATHRYN TROUTMAN'S FEDERAL CAREER CORNER NEWSLETTER

Be Patient, Be Persistent, Keep Applying

By Mark C. Reichenbacher, CPRW

You submitted your federal application in response to several vacancy announcements two months ago, and you have not had any interviews to date. What's going on, you wonder? You are unquestionably a highly qualified candidate? But you have not had any response, except perhaps a post card acknowledgement for one or two of your applications.

Get a Return Receipt when Mailing- First, to guarantee that the Human Resources (HR) office did, in fact, receive your application, make sure before you include the proper vacancy announcement number; position title, series, and grade of the vacancy; all other required information; and that you have mailed it to the proper mailing address listed on the vacancy announcement so that it is received by the established deadline. Frequently, the mailing address is a Post Office Box, or other address. They may list a different address for FedEx or other overnight service. Also, some small agencies have service agreements with other agencies on a contract basis to handle their HR support. You can verify receipt by sending Priority Mail with "certified mail–return receipt requested," or other guaranteed delivery service. Many agencies accept fax submission, by which you can confirm successful fax transmission. Those that accept e-mail applications usually send an e-mail confirmation.

After four weeks, you can contact the Human Resources Person listed on the announcement … if there is one. Once you have followed proper procedures for submission, there could be a number of reasons that you have not had interviews. The fastest way to find out about the status of your applications is to contact the HR staffing specialist (or other contact) listed on the vacancy announcement. At any time, HR can tell you the status of the announcement generally, and where you stand specifically. It is not unreasonable for an applicant every 3-4 weeks to request a status update, by phone or e-mail. HR is usually responsive to these inquiries. Some agencies even have on-line tracking systems available to applicants. In the Ten Steps to a Federal Job, (Step 9, Tracking and Following-up With your Application), Kathryn Troutman gives you a script for giving the best possible voicemail messages. Always include the announcement number, job title, your name and social security number.

There are a number of common explanations, however, for why the federal hiring process can take weeks, and sometimes months. For example:

1. HR Backlogs and Priorities: If you have not heard anything, perhaps they are still working the certificates (developing lists of qualified candidates). Some vacancy announcements, particularly at the higher-grade levels, may generate over 100 applicants. Even with the assistance of computer technology (e.g., Resumix, QuickHire, etc.), there is a time lag because an HR specialist still must evaluate those that make the sort and verify that the candidates' credentials and claims are, in fact, qualifying. This is especially true for those applicants that do not have prior federal service at the next lower grade level in the same or a related occupational series. For traditional paper application procedures, it is not uncommon for three months to pass before the certificates are sent to the hiring manager. The critical nature of a vacant position may also affect its placement in the order of processing.

2. Agency interview protocol: The number of referrals, and other agency procedures will determine the interview protocol. If a "panel" is to be used then it will need to take place when the schedules of all panel members permit, so that can add to the delay. Once an agency official starts calling to arrange interviews, the interview process may take two or three weeks, depending on the number of interviews that need to be scheduled.

3. Funding: Most agencies post announcements for bona fide vacancies that they intend to fill. Sometimes, however, after posting the position, they are not able to fill the position for some reason. In some cases, an agency post vacancies that they have carried through the previous Fiscal Year (FY), with the hopes of filling them with "new" FY money. However, if the next FY funding is not sufficient for them to fill all the positions they had advertised, these positions may not be filled.

4. Reorganization: An agency may be in the process of reorganizing. It may be advertising positions that actually are in the current structure, with the hopes that the position will carry over to the proposed "reorganized" structure. If the reorganization is not approved as proposed, or is modified, or if the position is substantially altered as a result of the reorganization, the position advertised may not be filled.

5. Requirements of the Position: Quite often, an agency announces a position that requires specific program knowledge. These may be listed as a "selective placement factor." You must clearly demonstrate the specific knowledge, skills, and abilities listed, or you will not qualify. If you have not worked in this agency, or in another agency or industry--such as through federal contract work--closely aligned with the work of this agency, it will be very difficult to document the experience required to end up on the highly qualified list.

6. Diversity: Agency diversity goals frequently influence how a position is advertised and filled. Sometimes the vacancy announcement indicates particular target populations, or special hiring authorities that may be utilized (e.g., to encourage qualified applicants with disabilities).

7. HR Processing of Applications: Many HR offices are facing severe staffing constraints, in addition to receiving record numbers of applications due to the availability of information through OPM's USAJobs, and other sources. Information was not so widely available as little as five years ago. To address the huge increase in applications, many HR offices have eliminated labor-intensive customer services, such as providing written confirmation of receipt of applications, and notifications to applicants of decisions on selections made. While some offices continue to keep applicants informed, the vast majority simply does not have the resources to provide these acknowledgements.

Stay determined, follow-up and keep applying for many Federal jobs:

Hopefully you have a better picture of the reasons you may not hear from HR on the status of your applications. Keep good records of what you submit. Follow up every 3-4 weeks. Be patient. Be persistent with HR. Be prepared to make this a concerted effort for the long term that will eventually yield results for a richly deserved career opportunity that will be a "win-win" outcome for you and the hiring agency.

COPYRIGHT AND PERMISSIONS

Feel free to forward this Career Corner column to friends and colleagues. You may use this column for training in career classes with recognition of the author and website. You may not link this column to other websites without permission. For information about licensing this content write to Kathryn at kathryn@resume-place.com.

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