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TABLE OF CONTENTS
I. INTRODUCTION AND BACKGROUND ......................................................................................................................... 3
PURPOSE ......................................................................................................................................................... 3
BACKGROUND ................................................................................................................................................. 3
PROGRAM OVERVIEWS .................................................................................................................................. 3
AUTHORITY AND POLICY ................................................................................................................................. 4
ROLES AND RESPONSIBILITIES ........................................................................................................................ 5
DEFINITIONS ................................................................................................................................................... 6
HELPFUL LINKS ................................................................................................................................................ 8
II. GENERAL INFORMATION ........................................................................................................................................ 10
PROGRAM ADMINISTRATION ...................................................................................................................... 10
RECRUITMENT AND OUTREACH ................................................................................................................... 13
SELECTION PROCESS ..................................................................................................................................... 16
APPOINTMENTS ............................................................................................................................................ 19
ONBOARDING ............................................................................................................................................... 19
PROGRAM EXPERIENCE ................................................................................................................................ 20
CONVERSIONS ............................................................................................................................................... 21
III. INTERNSHIP PROGRAM .......................................................................................................................................... 23
PROGRAM OVERVIEW .................................................................................................................................. 23
PROGRAM REQUIREMENTS .......................................................................................................................... 23
PROGRAM ADMINISTRATION ...................................................................................................................... 24
RECRUITMENT AND OUTREACH ................................................................................................................... 26
SELECTION PROCESS ..................................................................................................................................... 27
APPOINTMENTS ............................................................................................................................................ 28
ONBOARDING ............................................................................................................................................... 28
PROGRAM EXPERIENCE ................................................................................................................................ 29
CONVERSIONS ............................................................................................................................................... 29
IV. RECENT GRADUATES PROGRAM ........................................................................................................................... 32
PROGRAM OVERVIEW .................................................................................................................................. 32
PROGRAM REQUIREMENTS .......................................................................................................................... 32
PROGRAM ADMINISTRATION ...................................................................................................................... 32
RECRUITMENT AND OUTREACH ................................................................................................................... 34
SELECTION PROCESS ..................................................................................................................................... 35
APPOINTMENTS ............................................................................................................................................ 35
ONBOARDING ............................................................................................................................................... 36
PROGRAM EXPERIENCE ................................................................................................................................ 36
CONVERSIONS ............................................................................................................................................... 37
V. PRESIDENTIAL MANAGEMENT FELLOWS (PMF) PROGRAM .................................................................................. 39
PROGRAM OVERVIEW .................................................................................................................................. 39
PROGRAM REQUIREMENTS.......................................................................................................................... 39
PROGRAM ADMINISTRATION ...................................................................................................................... 39
RECRUITMENT, ASSESSMENT AND SELECTION ............................................................................................ 42
APPOINTMENTS ............................................................................................................................................ 43
ONBOARDING ............................................................................................................................................... 44
PROGRAM EXPERIENCE ................................................................................................................................ 44
CONVERSIONS ............................................................................................................................................... 44
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I. INTRODUCTION AND BACKGROUND
PURPOSE
The purpose of the Pathways Programs (Programs) Handbook (Handbook) is to provide practical
guidance to Pathways Programs Officers (PPOs), human resources (HR) professionals and other agency
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employees who are responsible for the implementation and/or administration of the Programs. The
three Programs include the Internship Program, Recent Graduates Program and Presidential
Management Fellows (PMF) Program.
The Handbook, which reflects Government-wide guidance, should serve as a template for agencies to
use in the development of an agency-specific program. It should be used in conjunction with Executive
Order 13562, the operative regulations, your Pathways Memorandum of Understanding (MOU), and
agency-specific policies. Please consult your PPO, HR professional, or counsel’s office, or a
representative in the Recruitment Policy and Outreach Office
at the Office of Personnel Management
(OPM), for further guidance.
BACKGROUND
On December 27, 2010, President Obama signed Executive Order 13562
, “Recruiting and Hiring Students
and Recent Graduates,” which established the Internship and Recent Graduates Programs, and
enhanced the PMF Program. As the Executive Order established, the Federal Government benefits from
a diverse workforce that includes students and recent graduates, who infuse the workplace with their
enthusiasm, talent and fresh perspectives.
These Programs, which were designed (or, in the case of PMF, redesigned) to help agencies recruit and
hire well-qualified students and recent graduates by streamlining processes and providing applicants
with clear paths to internships and full-time employment, as well as meaningful training, mentoring and
career-development opportunities, went into effect on July 10, 2012. Taken together, they are intended
to provide agencies with another resource in attracting talent and filling key competency gaps. These
Programs are a supplement to, rather than a substitute for, the competitive hiring process. Along with
the Government-wide initiatives to promote diversity and inclusion, and hire talented veterans, the
Programs support agencies’ efforts to fill workforce needs.
PROGRAM OVERVIEWS
Internship Program
The Internship Program provides students who are enrolled in or accepted for enrollment in a wide
variety of qualifying educational institutions
with paid opportunities to work either part- or full-time in
agencies and explore career paths related to their academic fields of study or career interests. Students
who successfully complete Program requirements may be eligible for non-competitive conversion to a
term or permanent position in the civil service.
1
“Agency,” as used in this Handbook, is an all-encompassing term that refers to any department, component or
independent establishment of the Federal Government that has developed a Pathways MOU with OPM and is
authorized to hire employees under the Programs.
4
Recent Graduates Program
The Recent Graduates Program is a dynamic, one-year developmental program that promotes careers in
the Federal Government to recent graduates. Individuals must apply within two years of receiving a
qualifying degree or certificate, with the exception of veterans, who have up to six years to apply to the
Recent Graduates Program due to military service obligations. Students may also apply up to nine
months prior to completing their academic requirements, depending upon agency-specific policies.
Participants in the Program receive training and professional development, complete an individual
development plan (IDP), and are assigned a mentor. Recent Graduates who successfully complete
Program requirements may be eligible for non-competitive conversion to a term or permanent position
in the civil service.
Presidential Management Fellows Program
The PMF Program is the Federal Government’s premier, two-year leadership development program for
advanced degree candidates who demonstrate academic excellence, possess management and
leadership potential, and have a clear interest in and commitment to public service. Individuals must
apply within two years of receiving a qualifying advanced degree. Students may also apply in the fall of
their final year of graduate school.
Participants in the Program take part in an orientation session, receive training and professional
development, complete an IDP, are assigned a mentor, and have at least one developmental
assignment. PMF Fellows
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who successfully complete Program requirements may be eligible for non-
competitive conversion to a term or permanent position in the civil service.
AUTHORITY AND POLICY
Executive Order 13562
established the Schedule D appointing authority, which was designed to
encompass appointments of individuals to the excepted service under the Programs. The Executive
Order provides the basic framework which requires the application of merit system principles and
veterans’ preference. The regulation codified in
5 CFR 213.3402 and 362, provides further guidance on
the implementation of all agency actions, including those to evaluate, appoint, develop and promote
individuals under the Programs, will be based on merit and made without regard to political, religious or
labor organization affiliation or non-affiliation, marital status, race, color, sex, sexual orientation, genetic
information, national origin, non-disqualifying physical handicap or age, and must be based solely on
job-related criteria.
• Review the general Schedule D provisions here.
• Review the general Pathways Programs provisions here.
• Review the Internship Program rules here.
• Review the Recent Graduates Program rules here.
• Review the PMF Program rules here.
• Review the regulations governing how to fill excepted service positions, including how to apply
veterans’ preference, here
.
2
“PMF Fellows,” as used in this Handbook, refers to individuals who have been appointed to the PMF Program. “PMF
Finalists,” as used in this Handbook, refers to individuals who applied to the PMF Program and were selected by OPM as
finalists who were eligible for appointment as PMF Fellows. All mentions of participants in the PMF Program will make
reference to either “PMF Fellows” and/or “PMF Finalists.”
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ROLES AND RESPONSIBILITIES
Office of Personnel Management
OPM prescribes Pathways regulations and has a critical oversight role to ensure that agencies comply
with the President's direction to follow merit systems principles, apply veterans’ preference, and use
these Programs as a supplement to, rather than a substitute for, the normal competitive hiring process.
As part of this oversight role, OPM’s Director may establish caps on the number of Pathways
participants who may be appointed or converted in any Pathways Program within a specific agency or
throughout the Federal Government, as provided in the regulations.
Recruitment Policy and Outreach Office
The Recruitment Policy and Outreach Office at OPM is dedicated to supporting the implementation and
use of the Programs across the Federal Government.
Agencies
Agencies must execute a Pathways MOU with OPM in order to administer and use the Programs.
Agencies must provide for equal employment opportunity in the Pathways Programs without regard to
race, ethnicity, color, religion, sex (including pregnancy and gender identity), national origin, age,
disability, sexual orientation, genetic information, or any other non-merit-based factor. This
requirement includes the methods by which the agency will accept applications, assess candidates, rate
and arrange qualified applicants, and ensure adherence to veterans’ preference.
An agency must enter into a Participant Agreement with each Program participant that clearly identifies
expectations, including a general description of duties, evaluation procedures, work schedules and
minimum eligibility requirements for conversion to a term or permanent position in the competitive
service.
Pathways Participants
A Pathways participant is an individual appointed under one of the Programs. She or he must follow the
Program requirements set out in her or his Participant Agreement.
Pathways Programs Officers
Agencies that are implementing the Programs must designate a PPO who is responsible for Program
administration plans, including coordinating recruitment and onboarding processes, and ensuring that
mentors are assigned, as appropriate, and IDPs are put in place. The PPO should also serve as a liaison to
OPM by providing OPM with implementation updates, clarifying technical and programmatic issues,
sharing best practices and lessons learned, and submitting applicable reports.
Pathways Programs Supervisors
A Pathways Programs Supervisor is an individual who is responsible for managing a Pathways
participant.
Presidential Management Fellows Coordinators
Agencies that are implementing the PMF Program must designate a PMF Coordinator, at the
appropriate component level, who is responsible for administering the agency’s PMF Program, including
coordinating recruitment and onboarding, and ensuring that mentors are assigned and IDPs are put in
place. The PMF Coordinator should also serve as a liaison to OPM by providing OPM with
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implementation updates, clarifying technical and programmatic issues, sharing best practices and
lessons learned, and submitting applicable reports. The PPO may also serve as the PMF Coordinator.
DEFINITIONS
Advanced Degree: A professional or graduate degree (e.g., Master’s, Ph.D. or Juris Doctorate (J.D.))
from an accredited academic institution.
Advertisement: A notice to the public on USAJOBS
, which provides information on a job opportunity
announcement (JOA), as well as instructions on how to apply for the JOA through USAJOBS or the
agency’s website.
Appointment: Any personnel action that brings an individual onto the rolls (staff) of an agency.
Appointment Extension: An agency may extend the appointment of an Intern Not-to-Exceed (NTE)
(temporary Intern) who meets eligibility criteria for one additional year up to the maximum allowable
time in the Program. An agency may extend the appointment for a Recent Graduate or PMF Fellow for
up to 120 days to cover rare or unusual circumstances or situations. An agency’s Pathways MOU must
identify the criteria for approving extensions.
Break in Program (applies to Interns and Interns NTE): A period of time in which an Intern is working,
but unable to attend classes, or is neither attending classes nor working. While breaks in program are
not common, they are permissible in certain circumstances.
Break in Service: The time when an employee is no longer on the payroll of an agency. A separation of
less than three calendar days is not considered a break in service. (In computing creditable service for
benefits (e.g., leave accrual and reduction in force retention), a separation of one, two or three calendar
days is not considered to be a break in service; a separation of four or more calendar days is considered
to be a break in service and the days of separation are subtracted from the employee’s total creditable
service.)
Certificate Program: Post-secondary education, in a qualifying educational institution
, equivalent to at
least one academic year of full-time study that is part of an accredited college-level, technical, trade,
vocational or business school curriculum.
Competitive Service: All civilian positions in the Federal Government that are not specifically excepted
from the civil service laws by or pursuant to statute, by the President or by OPM under Rule VI, and that
are not in the Senior Executive Service (SES) or Senior Level position (SL).
Developmental Assignment (applies to PMF Fellows): An assignment lasting four to six months that is
full-time, outside of the PMF Fellow’s normal duties and immediate office, and which provides
managerial or technical responsibilities that will help to prepare the PMF Fellow for conversion.
Entrance on Duty (EOD) Date: The date on which a person completes the necessary paperwork and is
sworn in as an employee.
Excepted Service: Unclassified service, unclassified civil service or positions outside of the competitive
service and the SES. Excepted service positions have been excepted from the requirements of the
competitive service by statute, Executive order or OPM regulation.
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Executive Resources Board (ERB) (applies to PMF Fellows): Senior official(s) who have been given
responsibility for executive resources management and oversight by the agency head. The individual(s)
review each PMF Fellows’ conversion package and certify whether PMF Fellows have successfully
completed Program requirements.
Individual Development Plan (IDP): A strategic roadmap that employees can use to create and track
their career planning, professional development, and training activities. It should make note of an
individual’s target position, learning objectives and developmental requirements.
Intern: A current student who has been appointed to the Internship Program for an initial period that is
expected to last more than one year.
Intern Not-to-Exceed (NTE): A current student who has been appointed to the Internship Program for
an initial period that is not expected to last more than one year.
Job Opportunity Announcement (JOA): A Federal job announcement for hiring opportunities that is
required to be posted on USAJOBS
.
Merit System Principles: The 9 basic principles in accordance with which Federal Executive Branch
personnel management should be implemented. Other, more specific, provisions of title 5 of the United
States Code and OPM regulations are intended, in large part, to apply these principles.
Non-Competitive Conversion: The changing of an employee from one appointment to another
appointment without competition under the same or a different authority in the same agency.
Notice of a Recruitment Event: An agency advertisement or JOA on USAJOBS
informing applicants how
to submit an in-person application at a recruitment event, as well as instructions on an alternative
method of applying to the JOA if candidates are unable to attend the event.
Participant Agreement: A required written agreement between every agency and Pathways participant
that clearly identifies expectations, including a general description of duties, evaluation procedures,
work schedules, and minimum eligibility requirements for conversion to a term or permanent position in
the competitive service.
Pathways Memorandum of Understanding (MOU): A required written agreement that every agency
must sign prior to utilizing the Programs. This document, which is renewed every two years, outlines
how an agency will administer the Programs (e.g., with respect to accepting applications and assessing
candidates).
Pathways Programs Officer (PPO): An individual who is responsible for Program administration plans,
including coordinating recruitment and onboarding processes, and ensuring that mentors are assigned,
as appropriate, and that IDPs are put in place. The PPO also serves as a liaison to OPM by providing
OPM with implementation updates, clarifying technical and programmatic issues, sharing best practices
and lessons learned, and submitting applicable reports.
Pathways Programs Participant: An individual who has been appointed to one of the Programs.
Pathways Programs Supervisor: An individual who is responsible for managing a Pathways
participant(s).
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Preference Eligible: Veterans who have been separated from the armed forces under honorable
conditions and who served on active duty during a war or in a campaign or expedition, for which a
campaign badge has been authorized, or during particular defined periods. It also includes disabled
veterans and, under certain circumstances, the mothers, spouses or unmarried widows or widowers of
certain veterans.
Presidential Management Fellow (PMF): An individual who has been appointed to the PMF Program.
Presidential Management Fellows (PMF) Coordinator: An individual who is responsible for
administering an agency’s PMF Program, including coordinating recruitment and onboarding, and
ensuring that mentors are assigned and IDPs are put in place. The PMF Coordinator serves as a liaison
to OPM by providing OPM with implementation updates, clarifying technical and programmatic issues,
sharing best practices and lessons learned, and submitting applicable reports. The PPO may also serve
as the PMF Coordinator.
Presidential Management Fellows (PMF) Finalist: An individual who applied to the PMF Program and
was selected by OPM to become eligible for appointment as a PMF Fellow.
Presidential Management Fellows (PMF) Talent Acquisition System (TAS)
(applies to PMF Finalists and
PMF Fellows): The OPM database used to create accounts, search for and appoint PMF Finalists, and
post JOAs and developmental and rotational assignments for PMF Fellows.
Qualifying Educational Institution: A public high school whose curriculum has been approved by a State
or local governing body, a private school that provides secondary education as determined under State
law, or a homeschool that is allowed to operate in a State; and any of the following educational
institutions or curricula that have been accredited by an accrediting body recognized by the Secretary of
Education: a technical or vocational school, a two- or four-year college or university, a graduate or
professional school (e.g., law school or medical school), or a post-secondary homeschool curriculum.
Recent Graduate: An individual who has been appointed to the Recent Graduates Program.
Rotational Assignment: An assignment lasting one to six months that can be offered at the agency’s
discretion.
Schedule D: The schedule under which appointing authorities established by Executive Order 13562
,
which were designed to appoint individuals to the various Pathways Programs, are consolidated and
published.
Term Appointment: An appointment made to a position in the competitive service for a period that is
expected to last longer than one year, but no more than four years, when the need for an employee’s
services is not permanent.
USAJOBS
: The Federal Government’s official one-stop source for Federal jobs and employment
information and the mechanism by which OPM publishes information supplied by agencies about
positions they intend to fill using one of the Pathways Programs.
HELPFUL LINKS
• Executive Order 13562
• Final Rule
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II. GENERAL INFORMATION
PROGRAM ADMINISTRATION
While each of the three Pathways Programs (Programs) is unique, there are a number of elements that
are common among these initiatives. This section addresses and provides more details about these
cross-cutting features. For more information, please see the Program-specific sections of the Pathways
Handbook (Handbook).
Agency Workforce Planning
OPM expects agencies to use Pathways as a supplemental hiring authority that is part of an overall
workforce planning strategy, and not as a substitute for competitive hiring.
Workforce planning, the systematic process of identifying and addressing the gaps between the
workforce of today and the human capital needs of tomorrow, is an important prerequisite to filling
positions through the Programs. While the missions and workforce needs of agencies will determine
when recruitment through the Programs is appropriate, the Programs can be a valuable tool to
supplement traditional hiring, as well as an effective means of enhancing or sustaining workforce
diversity, building entry-level talent pipelines and supporting succession plans. By allowing agencies to
bring in individuals for term-limited appointments, the Programs provide organizations with an
opportunity to evaluate candidates and determine their fit before hiring them into permanent positions.
Prior to filling jobs under Pathways, agencies should ensure that their workforce plans include a
sufficient number of permanent positions or full-time equivalents to allow for the possibility of
conversion of individuals who successfully complete Program requirements. Although service in a
Program confers no right to further employment in the competitive service, incorporating the Programs
into your agency’s workforce plan will make the experience more rewarding to the agency, as well as
the participant.
Pathways Memorandum of Understanding
Prior to administering and using the Programs, an agency must enter into a Pathways Memorandum of
Understanding (MOU) with the Office of Personnel Management (OPM) that addresses the
requirements outlined in 5 CFR 362.104
. These agreements, which must be renewed every two years,
should be submitted to the Recruitment Policy and Outreach Office at OPM.
Benefits
Coverage for health and life insurance for participants in the Programs depends on the type of Pathways
appointment and the expectation of substantial employment during the year.
Students hired under an Internship
3
, Recent Graduates or Presidential Management Fellows (PMF)
appointment for a period expected to last longer than one year are eligible for health and life insurance
coverage, so long as they are also expected to be in a pay status for at least one-third of the total period
3
“Interns,” as used in this Handbook, refers to longer term, indefinite Interns. “Interns NTE,” as used in this Handbook,
refers to temporary Interns. All mentions of participants in the Internship Program will make reference to either Interns
and/or Interns NTE.
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of time from the date of their initial appointment to the date of completion of their respective Program.
The cost of premiums is split between the employee and the agency, as is the case for all permanent
employees. Pathways participants that work part-time will be responsible for a larger share of their
health insurance premiums than full-time Pathways participants.
When an employee on a temporary appointment, a seasonal schedule of less than six months per year,
or an intermittent schedule is expected to work 130 hours per month or more for at least 90 days, the
employee is eligible to enroll in an FEHB plan and receive the same government contribution as full-time
permanent employees. These newly eligible employees will receive the same government contribution
as full-time permanent employees.
Federal Student Loan Repayment Assistance
Agencies may offer Federal student loan repayment assistance as an incentive to recruit/retain highly-
skilled students and recent graduates, and to fill mission-critical and hard-to-fill positions under the
Programs. In offering this incentive, agencies should consider factors such as the value of the incentive
to their organizations and pay parity.
Telework
Depending upon agency policy and individual circumstances, Pathways participants may be eligible for
telework. If they are, agencies should follow their agency-specific telework policy.
Promotions and Within Grade Increases
Agencies may promote participants in the Programs above the grade to which these individuals were
initially appointed. Promotions are never an entitlement and agencies must have excepted service
policies in place that cover promotions for positions in the excepted service. In developing these
policies regarding time-in-grade, agencies should consider factors such as the ability to perform at the
next grade level and the impact of rapid advancement on employees outside of the Programs.
Agencies may establish agency-specific promotion policies for participants in the Internship Program.
Considerations for promotion may include factors such as advancement toward a degree (e.g.,
completion of an additional year of education), work requirements and the ability to successfully take
on more responsibility. Alternatively, agencies may use the
Group Coverage Qualification Standards for
Schedule D, Pathways Internship Positions to establish promotion eligibility.
Agencies must use the OPM Qualification Standards for participants in the Recent Graduates and PMF
Programs when determining their eligibility for promotion.
Please consult your Pathways Programs Officer (PPO) or human resources (HR) professional for further
guidance.
Time-in-Grade Limitations
Employees in Pathways positions are not subject to the time-in-grade limitations outlined in
5 CFR 300,
Subpart F prior to being promoted. These guidelines only apply to movement to or within the
competitive service. Please consult your HR professional for further guidance.
Trial Periods
The length of a trial period for an Intern is determined by the employing agency. Depending on the
length of the agency’s trial period for employees in the excepted service, the Intern may gain
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employee status for the purposes of appeal rights during the Internship appointment. The duration of
Recent Graduates and PMF appointments in the excepted service is counted as a trial period across the
Federal Government.
Reassignments
Agencies must follow their own policies for movement of excepted service personnel, and Pathways
participants must meet the qualification requirements for the positions to which they will be reassigned.
Separations
Separations are actions that end employment with agencies. The most common forms of separations of
Pathways participants are resignations and terminations.
Resignations
Pathways participants may resign at any time. When doing so, they should submit a resignation letter
that states the effective date of resignation, and provides both forwarding contact information (e.g.,
address, phone number and email) and, if desired, a reason for resignation. This information should be
documented as a remark entry on the SF-52 (Request for Personnel Action)
.
Terminations
Agencies may terminate Pathways participants for misconduct, poor performance or because they have
been determined to be unsuitable under the applicable provisions of title 5 of the United States Code
and the Code of Federal Regulations. Various situations may result in the termination of participants.
The following examples are merely illustrative and not meant to be exclusive
• Do not maintain good academic standing, as defined by their educational institutions.
• Do not provide proof of current academic status during the allotted timeframe and/or fail to
maintain eligibility as a student.
• Fail to meet any requirement set forth in their Participant Agreements.
In all cases, it is important to consult with a representative from your Employee Relations (ER) or Labor
Relations (LR) Office who has responsibility for evaluating terminations and ensuring compliance with
Federal regulations and agency-specific policies.
Reporting Requirements
Agencies must provide annually the following workforce planning strategy information to OPM,
including:
• For the coming year:
o The occupations for which any of the Programs will be used to fill entry-level positions;
and
o The percentage of overall hiring expected to be done under each of the Programs.
• For the previous year:
o The number of participants initially appointed under each of the Programs;
o The percentage of overall hires made under each of the Programs;
o The number of Pathways participants converted to the competitive service for each of
the Programs; and
o The number of Pathways participants who were separated for each of the Programs.
Tenure Groups for Reduction in Force
As outlined in 5 CFR 351
:
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• Interns serving under appointments for an initial period expected to last more than one year are
classified in Tenure Group II of the excepted service and have the same retention rights as other
excepted service employees.
• Interns NTE, serving under appointments not to exceed one year, who have completed one year
of current, continuous service, are classified in Tenure Group III of the excepted service and
have the same retention rights as other excepted service employees.
• Interns NTE, serving under appointments not to exceed one year, who have not completed one
year of service, are classified in Tenure Group 0 of the excepted service and have the same
retention rights as other excepted service employees.
• Recent Graduates are classified in Tenure Group II of the excepted service and have the same
retention rights as other excepted service employees.
• PMF Fellows
4
are classified in Tenure Group II of the excepted service and have the same
retention rights as other excepted service employees.
Appeal Rights
Please see the Program-specific sections of this Handbook.
RECRUITMENT AND OUTREACH
Recruiting is about more than looking for talent when agencies need to fill vacant jobs. Effective
recruiting means planning ahead, searching for talent all the time in unusual or non-traditional places,
and often involves cultivating talent.
Recruiting qualified applicants for Pathways positions starts with developing a clear picture of your
agency’s short- and long-term workforce planning priorities from the top down, as well as the
communication of project needs from the ground up. For more information, please see
Agency
Workforce Planning above.
Likewise, a best practice for recruiting applicants for Pathways positions is to begin with the end in
mind. Is there a clear understanding of which Programs would be a good fit for the agency? Are there
creative or effective ways to target the desired pool of applicants that also meet the recruiting
requirements? Will these positions offer conversion to full-time status and career ladder potential at the
end of the Programs? Is there capacity to develop participants once they are on board?
HR professionals can help hiring managers and supervisors to conduct job analyses to identify the
knowledge, skills, and abilities needed to perform the work in your agency and collaborate with them
and others to create a recruitment strategy.
In addition to building and maintaining partnerships with accredited colleges and universities in order to
conduct onsite recruiting for students and recent graduates, agencies should also use technology to
recruit these individuals for Pathways positions. Digital media has transformed recruitment options, so
agencies are encouraged to supplement traditional recruitment strategies with other popular and
effective strategies, such as social media and mobile recruitment. Colleges and universities are using
4
“PMF Fellows,” as used in this Handbook, refers to individuals who have been appointed to the PMF Program. “PMF
Finalists,” as used in this Handbook, refers to individuals who applied to the PMF Program and were selected by OPM to
become eligible for appointment as PMF Fellows. All mentions of participants in the PMF Program will make reference
to either “PMF Finalists” and/or “PMF Fellows.”
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these tools to attract and sell themselves to potential applicants. When your agency recruits, it, too, is
selling the organization and its jobs to potential applicants. Provide potential applicants with a quick and
easy way to connect to your agency’s job posting, information about your organization, career events, or
other recruitment-related information. Agencies retain the discretion to determine how they will recruit
and accept applications as long as they comply with applicable law and the regulatory procedures of
part 302.
Advertise in targeted places using digital technology or paper-based methods, beyond the traditional
(e.g., local and/or national newspapers, radio, magazines, billboards and journals). For example:
• Send links to job postings via an email listserv;
• Meet with representatives from minority-serving organizations within communities;
• Post notices at youth centers and schools;
• Advertise on bulletin boards, at supermarkets, libraries, health clubs, child care centers, family
restaurants, etcetera;
• Visit schools that train people with disabilities;
• Meet with directors of local agencies offering services to people with disabilities;
• Speak at adult evening education classes;
• Hold career fairs at high schools with career programs, not just at colleges and universities;
• Advertise at community centers; and/or
• Present information in English as a Second Language (ESL) classes, especially if your agency
seeks specific language skills.
Above all, learn where to find potential applicants with the skill sets that your organization needs. Learn
how best to communicate with and attract them, as well as market your agency and available positions,
so that you get the right talent in the right jobs at the right time.
Announcing Pathways Opportunities
When accepting applications for Internship and Recent Graduates opportunities from individuals outside
of the Federal workforce, agencies must fulfill the public notice requirements outlined in
5 CFR
362.105(b), 5 CFR 362.203(a) and 5 CFR 362.303(a). Public notice may be provided via USAJOBS in the
form of a job opportunity announcement (JOA), or advertisement. An agency may accept applications
at a recruitment event, but must notify applicants of an alternative means of submitting applications for
those applicants unable to attend such an event. For more information, please see JOA, advertisement
and notice of a recruitment event under
Definitions in the Introduction and Background section of this
Handbook.
Agencies must “use appropriate merit-based procedures for recruitment, assessment, placement, and
ongoing career development for participants in the Pathways Programs.” E.O. 13562, § 7(c). See the
Merit System Principles
. Among other things, when posting a JOA, advertisement or notice, agencies
must consider whether the notice and time allowed provide for fair and open competition that ensures
that potential applicants for positions will receive fair and equitable treatment.
To maximize recruitment opportunities for PMF Finalists, agencies are strongly encouraged to publicize
each of their PMF positions in the PMF Talent Acquisition System (TAS)
according to their agency-
specific policies and procedures.
15
Posting Job Opportunity Announcements
JOAs must meet public notification requirements. At a minimum, JOAs for Internship and Recent
Graduates positions that are posted on USAJOBS
should include:
• Position title, series and grade;
• Salary information;
• Geographic location(s);
• Promotion potential;
• Conversion eligibility;
• Information on how to apply or a link to where applicants can find instructions on how to apply;
• Reasonable accommodation statement;
• Information about how to claim veterans’ preference;
• Opening and closing dates;
• Total number of vacancies;
• Duration or type of appointment;
• Who may apply;
• Job summary;
• Job duties;
• Qualification or eligibility requirements;
• Required documents;
• Selective Service requirement;
• Agency contact information;
• Alternate application procedures;
• Information about the possibility of conversion to a permanent position, if applicable; and
• Availability of relocation expenses and/or recruitment incentives, if applicable.
JOAs for PMF positions posted in the PMF TAS
must also clearly state promotion potential above the
grade level being filled and describe the possibility of conversion to a term or permanent position in the
competitive service. There is a JOA template that agencies can populate in the
PMF TAS that walks users
through providing information for the required fields and others.
Managing Job Opportunity Announcements
Agencies have several options for managing the Pathways JOA process so that it does not result in an
unmanageably high number of applications received, including:
• Limiting the number of days a JOA is open: Agencies have the discretion to determine the
length of time that a Pathways JOA is open. When doing so, agencies should give consideration
to the types, grade levels and geographic locations of the positions being filled. For example, an
administrative Internship NTE position being filled at the GS-4 level for the summer in a regional
office located near a number of campuses may not need to be open as long as a scientific
Internship position being filled at the GS-11 level in the fall at a headquarters location.
• Limiting the number of applications received: Agencies have the discretion to set “cut-offs” or
limits (e.g., the first 100 applications received) on the number of applications that they will
consider when filling a Pathways position. When using such limits, OPM strongly encourages
agencies to accept any applications received up until 11:59 p.m. of the day the limit is reached in
order to accommodate applicants in non-Eastern time zones.
• Using specific eligibility requirements for entrance into the Internship Program: With respect
to the Internship Program, agencies may use requirements such as the ability to work a specified
number of hours per week or be in good academic standing (i.e., maintenance of a minimum
16
grade point average) as eligibility criteria. In addition, agencies may require applicants to
confirm their ability to work in the specific location(s) listed in the JOA. Agencies may not
require the completion of educational requirements for specific coursework for occupations
that do not have positive education requirements.
Agencies’ procedures for receiving applications must address the use of these options as outlined in
5
CFR 302.301. When one or more of these limitations is used, agencies must state the limitations in the
Pathways JOAs and thoroughly document the business rationale for using them in the related staffing
case files.
Position Classification
Pathways participants whose positions fall under the General Schedule (GS) or a comparable pay system
must be classified in the xx99 series of the appropriate occupational group.
Pathways participants whose positions fall under the Federal Wage System (FWS) must be classified in
the xx01 series of the appropriate occupational group.
SELECTION PROCESS
Assessing, Rating and Ranking Applicants
Agencies must apply veterans’ preference in accordance with the procedures outlined in 5 USC 3320
and
5 CFR 302, as well as any applicable agency-specific policies. How veterans’ preference is applied
depends upon the selection method that agencies choose to use when filling Pathways positions.
In accordance with 5 CFR 302, agencies can generally choose from among three selection methods when
filling jobs in the excepted service—the ranked list, the unranked list and the category rating-like
process. These strategies, which are outlined below, are considered to be the standard selection
methods.
• Ranked list: This method works the same way as the “rule of three” rating-and-ranking process
previously used in the competitive service. Individuals are assessed against criteria that produce
a numerical score. Preference eligibles (i.e., veterans eligible for veterans’ preference or
individuals eligible for derived preference) who earn a passing score receive zero, 5 or 10 points,
as appropriate, which are added to their scores. Applicants are then listed in score order and
selections are made from among the highest-ranked three names on the list. Preference eligible
veterans with 10 percent or more disabilities are placed at the top of the list, and thus achieve
the highest rank. Agencies cannot select non-preference eligible veterans over preference
eligible veterans with an equal or higher score without going through the proper pass over
procedures.
• Unranked list: Applicants who meet basic eligibility criteria are listed by veterans’ preference
category: 10 percent or more compensably-disabled veterans, 10-point preference eligible
veterans, 5-point preference eligible veterans and non-preference eligible veterans. Agencies
must consider the candidates in the highest preference group first. Agencies cannot select non-
preference eligible veterans until the preference eligible veterans are exhausted or the agency
has gone through the proper pass over procedures with respect to the remaining preference
eligible veterans.
• Category rating-like process: Under 5 CFR 302.105
, agencies may establish their own systems
for applying veterans’ preference provided that such systems result in preference eligible
17
veterans receiving at least as much of an advantage as they would under the numerical ranked
or unranked selection methods outlined above. Out of convenience, many agencies have
adopted a category rating-like process. This method works the same way as category rating
does in the competitive service. Rather than using numerical scores, individuals are assessed
against agency-established criteria and placed in one of two or more pre-defined quality
categories. Preference eligible veterans are listed ahead of non-preference eligible veterans in
the quality category into which they are placed. Preference eligible veterans with 10 percent or
more disabilities are placed in the highest quality category, ahead of the non-preference eligible
veterans. Agencies must make their selections from the highest quality category. Agencies
cannot select non-preference eligible veterans over preference eligible veterans until the
preference eligible veterans in the highest category are exhausted, or the agency has gone
through the proper pass over procedures with respect to the remaining preference eligible
veterans. Agencies may select any preference eligible veteran in the highest quality category. If
fewer than three people are in the highest quality category, agencies can merge the highest and
second highest quality categories into a new category provided that all preference eligible
veterans from both categories are listed ahead of the non-preference eligible veterans in the
newly merged category.
• Professional Order: When filling professional and scientific positions at the GS-9 level and
above, the selection rules may vary slightly. Agencies may list applicants either in a ranked list by
score order or in an unranked list by preference status. When a ranked list is used, preference
eligible veterans who earn a passing score will have an additional 5 or 10 points, as appropriate,
added to their scores. Applicants are then listed in score order (i.e., nobody “floats”) and a
selection is made from the highest-ranked three names on the list. If numerical scores are not
used, all preference eligibles are listed together regardless of the type of preference, followed
by all other candidates. Agencies must consider preference eligible veterans in the highest
preference group first. Agencies may not consider a non-preference eligible until all preference
eligible veterans have been exhausted or the agency has gone through the proper pass over
procedures with respect to the remaining preference eligible veterans.
Qualification Standards
Qualification standards should be used to evaluate minimum qualifications for the positions and grade
levels being filled. To be eligible for Pathways opportunities, applicants must meet the requirements for
participation in the particular program, plus all qualification requirements specified in the qualification
standards used by the agency for the specific position, including any positive education requirements
and/or selective placement factors, as well as any other designated special qualification requirements.
Applying Veterans’ Preference
Veterans’ preference applies to selection for positions in the Programs. Selections must be made in
accordance with the requirements in 5 CFR 302
and OPM guidance issued as a memorandum for Chief
Human Capital Officers (CHCOs) on Procedures for Pass Over of Compensably-Disabled Preference
Eligibles in the Excepted Service. This includes, but is not limited to, ranked and unranked referral lists,
as well as category rating-like processes.
Passing Over Preference Eligibles
All pass over requests for preference eligible veterans must follow the procedures outlined by statute in
5 CFR 332.406(c) and 5 CFR 302.401(b)
, as well as any agency-specific policies.
18
Order of Consideration, Referral and Selection
For Pathways positions, all qualified preference eligible candidates must receive consideration prior to
non-preference eligible candidates. Referral and selection of applicants should be made in accordance
with the procedures outlined in 5 CFR 302.302, 5 CFR 302.304 and 5 CFR 302.401
.
Entitlement of Restoration Rights
An individual who is covered by 5 USC 8101(1) and entitled to priority consideration under
5 CFR
302.103
5
may appeal a violation of her or his restoration rights to the U.S. Merit Systems Protection
Board (MSPB) under the provisions of MSPB’s regulations by presenting factual information that she or
he was denied restoration rights because of the employment of another person.
Employment of Relatives
As outlined in 5 CFR 362.105(f)
, a Pathways participant may work in the same agency as a relative so
long as there is not a direct reporting relationship between them, and provided that the relative is not in
a position to influence or control the participant’s appointment, employment, promotion, advancement
or conversion within the agency.
Citizenship
Agencies may hire non-U.S. citizens under any of the Programs provided that they meet applicable
immigration requirements and the agency has no budgetary restrictions upon paying a non-citizen for
performing the duties of the position. Participants in the Programs must be U.S. citizens, however, in
order to be eligible for non-competitive conversion to the competitive service.
Qualifying Educational Institutions
Qualifying educational institutions
must be recognized by the U.S. Department of Education. They
include:
• High schools;
• Technical, vocational and trade schools;
• Two- or four-year colleges or universities;
• Graduate or professional schools; and
• Other qualifying institutions (such as accredited State-certified home-school curricula (high
school or college) or awardees of the Harry S. Truman Foundation Scholarship Program).
Certificate Programs
A certificate program is post-secondary education, in a qualifying educational institution
, equivalent to
at least one academic year of full-time study that is part of an accredited college-level, technical, trade,
vocational or business school curriculum.
Selection and Appointment
Agencies must apply the provisions in 5 CFR 302 when considering, selecting and appointing individuals
to positions under the Programs. These provisions govern the order of consideration, selection and
appointment of individuals to positions in the excepted service. For more information, please see Order
of Consideration, Referral and Selection above.
5
An individual “entitled to priority consideration” is a person who was furloughed or separated without misconduct
from a position without a time limit because of a compensable injury and whose recovery takes longer than one year
from the date compensation began. To be eligible under this part, the person must apply for reappointment to her or
his former agency within 30 days of the date of cessation of compensation.
19
APPOINTMENTS
Pathways appointments are subject to the same requirements governing term, career or career-
conditional employment. Agencies are responsible, under their specific adjudication guidance, for
determining applicant suitability and for verifying qualifications prior to making appointments.
For more information about:
• The Schedule D appointing authority, please see Authority and Policy in the Introduction and
Background section of this Handbook.
• Program-specific eligibility requirements, please see the Program-specific sections of this
Handbook.
Documenting the Appointment
Appointments to the Programs must be made under the Schedule D appointing authority and should be
documented using the appropriate codes and remarks from the
OPM Guide to Processing Personnel
Actions. Agencies should look to Chapter 11 of the OPM Guide to Processing Personnel Actions for the
nature of action and legal authority codes and remarks to be used when documenting appointments on
the
SF-52 (Request for Personnel Action).
Duration of the Appointment
Please see the Program-specific sections of this Handbook.
ONBOARDING
Once your agency has recruited, selected, and appointed the right candidates for the Programs, it
should focus on ensuring that participants are prepared, engaged and productive by maximizing their
onboarding and orientation sessions.
Onboarding and orientation are terms that are often used interchangeably, though they have different
goals and outcomes. Onboarding is the process of welcoming and acclimating new employees into an
organization, and providing them with the knowledge, tools and resources that they need to be
successful and productive. It is a broader, longer-term process that helps new employees to transition
smoothly and become engaged members of an agency, while orientation prepares them for their first
days of work. Onboarding starts before the employee begins and often lasts through the first year of
employment. The effectiveness of an onboarding program may not only impact employees’ ability to
successfully transition into an agency, but may also impact the agency’s ability to retain talent.
Orientation
Orientation is an important part of a Pathways participant’s experience. In addition to helping
participants learn about the benefits associated with their appointments and ensuring that they
complete various forms, orientation is an opportunity for participants to become familiar with key
agency points of contact for questions that will inevitably arise during their tenures, as well as
information about specific Programs, including roles and responsibilities.
Participants in the PMF Program are required to participate in an orientation. While participants in the
Internship and Recent Graduates Programs are not required to participate in an orientation, agencies
are strongly encouraged to hold these sessions for participants in all of the Programs within 30 days of
their appointments.
20
Participant Agreements
Agencies must enter into written agreements with each Pathways participant that they employ. These
agreements are typically signed by an HR professional, hiring manager or supervisor, and the
participant. Each agreement must include expectations and define the following:
• A general description of the duties to be performed;
• Work schedule;
• Length of the appointment and termination date;
• Mentorship opportunities;
• Training requirements;
• Evaluation procedures;
• Requirements for continuation and successful completion of the Program;
• Minimum eligibility requirements for non-competitive conversion to a term or permanent
position in the competitive service; and
• Any other requirements or expectations established by the agency.
Agencies have discretion to tailor Participant Agreements for each of the Programs. While these
documents must include certain elements, agencies have the flexibility to incorporate additional
components into them (e.g., points of contact at participants’ educational institutions).
Individual Development Plans
The Programs provide structured training to ensure a meaningful developmental experience for
participants. Recent Graduates and PMF Fellows are required to complete an Individual Development
Plan (IDP) within 45 days of their appointments. While Interns are not required to complete IDPs, OPM
recommends that Interns appointed for longer than 90 days be placed on one.
The IDP is a formal plan, developed jointly by the supervisor and Pathways participant. It is a strategic
roadmap that participants can use to create and track their career planning, professional development,
and training activities. It should make note of a participant’s target position, learning objectives and
developmental requirements.
IDPs should be tailored around the following elements:
• Target Position or Portfolio: A brief description of the target position or portfolio, and the
specific knowledge, skills and abilities that will be needed to qualify for it upon successful
completion of the Program.
• Learning Objectives: A description of general management areas, as well as specific technical
skills and experiences.
• Details and Timelines: An overview of when and how the learning objectives will be met
through participation in required trainings and other developmental activities.
• Demonstrated Success: A means for tracking the completion of all IDP objectives. The
supervisor and participant are partners in determining whether the objectives set forth in the
IDP have been met at the end of the Program.
PROGRAM EXPERIENCE
Performance Management and Evaluation
Each Pathways participant, regardless of appointment duration, should be placed on a formal
performance management plan. This plan will help the participant to understand what is expected of
her or him during the Program, and will allow the supervisor and other officials to provide objective
21
feedback regarding her or his performance. It will also outline the level of job performance required for
the participant to be eligible for conversion to the competitive service, and will help supervisors and
other officials to make a recommendation for conversion, as appropriate, at the end of the Program.
Awards
Awards are an excellent way to acknowledge employee contributions and to encourage employees to
excel in their jobs. As agency employees, Pathways participants are eligible to receive awards for their
work. Agencies should consider the range of options available for awarding and acknowledging
employees, including performance awards, on-the-spot awards, special acts, time off and more.
Training
Each Program has specific training requirements. For more information, please see the Program-specific
sections of this Handbook.
Developmental Assignments
Developmental assignments are required for PMF Fellows. For more information, please see the
Presidential Management Fellows Program
section of this Handbook.
Rotational Assignments
Rotational assignments are encouraged for all Pathways participants. For more information, please see
the Program-specific sections of this Handbook.
Mentors
Agencies must assign mentors to participants in the Recent Graduates and PMF Programs within 90 days
of their appointments.
Mentors for Recent Graduates should be current agency employees, at the journeyman level or above,
outside of the participants’ chain of command. Mentors for PMF Fellows must be current managerial
employees inside of the participants’ agencies, but outside of their chain of command.
Mentors should serve as coaches and trusted colleagues, not as supervisors. A formal mentoring process
affords Recent Graduates and PMF Fellows with professional development and guidance, and capitalizes
on the experiences of seasoned employees who are committed to developing a highly-skilled and high-
performing workforce.
Agencies are also encouraged to assign mentors to Interns whose appointments are expected to last
longer than 120 days.
Having access to mentors does not guarantee promotions to participants in the Programs. It does,
however, afford direction in their careers to new and/or junior employees by providing them with an
opportunity to benefit from their mentors’ knowledge, talents and guidance.
CONVERSIONS
Subject to any OPM-imposed conversion limitations, agencies have the discretion to non-competitively
convert any Pathways participant who has met Program requirements to a term or permanent position
in the competitive service provided that this option was clearly stated in the Pathways JOA. A Pathways
participant who is non-competitively converted to term appointment in the competitive service may be
22
subsequently converted to a permanent position in the competitive service at any time before that term
appointment expires.
Each Program has specific requirements for non-competitive conversion to the competitive service. For
more information, please see the Program-specific sections of this Handbook.
Conversions to the Excepted Service
By definition, and as provided in Executive Order 13562
, the Schedule D appointing authority was
intended to be used as an exception to filling positions that would normally be filled through a
competitive process. Accordingly, non-competitive conversion means assignment to a position in the
competitive service. The Pathways Executive Order and implementing regulations do not provide for
conversion to an excepted service position for participants in any of the Programs.
Program Completion
Each Program has specific requirements for completion. For more information, please see the Program-
specific sections of this Handbook, as well as your agency-specific policies.
23
III. INTERNSHIP PROGRAM
PROGRAM OVERVIEW
The Internship Program provides students who are enrolled in or accepted for enrollment in a wide
variety of qualifying educational institutions
with paid opportunities to work either part- or full-time in
agencies and explore career paths related to their academic fields of study or career interests. Students
who successfully complete Program requirements may be eligible for non-competitive conversion to a
term or permanent position in the civil service.
The flexible nature of the Internship Program allows agencies to fill different gaps by providing
opportunities to hire both longer-term, indefinite Interns, as well as temporary Interns (Interns Not-to-
Exceed (NTE)).
6
For more information, please see “Intern” and “Intern NTE” under Definitions in the
Introduction and Background section of the Pathways Handbook (Handbook).
The Internship Program appointing authority can be found in 5 CFR 213.3402(a). The regulations that
should be used to implement the Program can be found in 5 CFR 302 and 5 CFR 362, Subparts A and B.
PROGRAM REQUIREMENTS
Eligibility Requirements
Interns and Interns NTE must:
• Be accepted for enrollment or enrolled and seeking a degree or certificate in a
qualifying
educational institution on a half- to full-time basis (as determined by the educational
institution);
• Meet the definition of a student throughout the duration of their appointments;
• Meet agency-specific requirements as specified in the agency's Participant Agreement with the
Intern and; and
• Meet the qualification standards (e.g., series and grade) for their Internship positions.
In addition to the Government-wide eligibility requirements noted above, agencies may use
requirements such as the ability to work a specified number of hours per week or remain in good
academic standing (i.e., maintenance of a minimum grade point average) as eligibility criteria. In
addition, agencies may require applicants to confirm their ability to work in the specific location(s) listed
in the job opportunity announcement (JOA). These criteria may be referenced in the agency’s Pathways
Memorandum of Understanding (MOU) with the Office of Personnel Management (OPM), the JOA
and/or the Participant Agreement.
Agencies may not require the completion of educational requirements for specific coursework for
occupations that do not have positive education requirements.
6
“Interns,” as used in this Handbook, refers to longer term, indefinite Interns. “Interns NTE,” as used in this Handbook,
refers to temporary Interns. All mentions of participants in the Internship Program will make reference to either
“Interns” and/or “Interns NTE.”
24
PROGRAM ADMINISTRATION
Types of Work
Interns should be assigned meaningful work that supports agencies’ needs and Interns’ academic fields
of study or career interests. They should not be assigned, as their primary duties, simple administrative
or clerical tasks (e.g., scanning documents or filing).
Interns NTE should be assigned work that is short-term, of a project-oriented nature or of similarly
limited duration. They should primarily be assigned to help complete temporary projects or perform
labor-intensive tasks not requiring subject-matter expertise or fill summer jobs.
Student Schedules
Interns and Interns NTE may work either part- or full-time schedules. Supervisors are responsible for
establishing work schedules with participants in accordance with 5 CFR 610.121
. Supervisors and
participants should agree on a work schedule that does not interfere with the student’s academic
schedule or performance, and that allows for completion of both her or his academic and Program
requirements in a reasonable timeframe. This schedule must be documented in the Participant
Agreement.
Breaks in Program
A break in program is defined as a period of time in which an Intern or Intern NTE is working, but unable
to attend classes, or is neither attending classes nor working. While breaks in program are not common,
they are permissible in certain circumstances (e.g., medical leave, financial hardship or military service).
An agency may use its discretion to either approve or deny a request for a break in program, as well as
determine the length of the break.
Agencies should establish a policy that addresses breaks in program, including limitations on breaks, in
order to fairly and consistently manage breaks in program. This policy should also provide guidance
regarding the circumstances in which a break in program may be granted (e.g., maternity leave, illness,
emergencies or other situations outside of the participant’s control).
To ensure students continue to make reasonable progress toward completing their academic and
Program requirements by the established date, as documented in the Participant Agreement, and to
support Program accountability, the policy may identify limits on the number and length of breaks and
provide for a mechanism for approval, as well as tracking and monitoring of breaks.
Program Extensions
Intern NTE appointments may be extended in increments of up to one year. There is no limit on the
number of extensions that may be granted, so long as the Intern NTE maintains eligibility for her or his
appointment by:
• Continuing to demonstrate progress toward the successful completion of her or his academic
program within the timeframe indicated in the Participant Agreement;
• Remaining a student in good academic standing;
• Receiving a positive recommendation and/or evaluation to justify the extension from her or his
supervisor; and
• Completing at least a half-time course load each term as determined by her or his educational
institution.
25
Promotions and Within Grade Increases
Interns may be promoted when an agency has an excepted service policy in place for promotions and
when the Interns meet the qualification requirements for the higher-graded positions.
Interns NTE are similar to temporary employees and are not eligible for promotions.
For more information, please see Promotions and Within Grade Increases
in the General Information
section of this Handbook.
Time-in-Grade Limitations
Please see Time-in-Grade Limitations
in the General Information section of this Handbook.
Trial Periods
Please see Trial Periods
in the General Information section of this Handbook.
Reassignments
When reassigning an Intern to another Internship position, agencies must follow their own policies for
movement of excepted service personnel, and the Intern must meet the qualification requirements for
the position to which she or he will be reassigned.
When reassigning an Intern NTE to another Internship position, agencies must provide minimum public
notification (internal to the agency, not on USAJOBS
) so that similarly situated Interns who are also
interested in the position can apply to it. If more than one individual is interested in the position, then
agencies must apply the selection procedures outlined in
5 CFR 302, including the application of
veterans’ preference and pass over procedures. This applies regardless of whether the position is in a
different job series or in a different series with a career ladder, or whether it is in the same series and
grade level as the Internship NTE position. An Intern NTE must meet the qualification requirements for
the position to which she or he will be reassigned.
For more information, please see Reassignments in the General Information section of this Handbook.
Separations
Please see Separations
in the General Information section of this Handbook.
Resignations
Please see Resignations
in the General Information section of this Handbook.
Terminations
As a condition of employment, an Internship appointment expires:
• 120 days after completion of the designated academic course of study, unless the participant is
selected for non-competitive conversion under 5 CFR 362.204
; or
• Upon expiration of the Internship NTE appointment.
A termination based on the expiration of an Internship appointment is not effected under
5 USC Chapter
35, 5 USC Chapter 43 or 5 USC Chapter 75, and the Intern or Intern NTE does not have appeal rights. In
these instances, agencies should follow the termination-expiration of appointment procedures found in
the
OPM Guide to Processing Personnel Actions.
26
If an Intern or Intern NTE’s employment is to be terminated at any time prior to the completion of the
individual’s designated appointment, agencies must determine whether the action should be processed
in accordance with 5 USC Chapter 35, 5 USC Chapter 43 or 5 USC Chapter 75
, and the Intern or Intern
NTE may be given appeal rights. In most cases, this determination will be based on whether the Intern
or Intern NTE meets the definition of “employee” as set forth in 5 USC 4301 or 5 USC 7511, as
applicable.
Interns and Interns NTE not deemed employees under 5 USC 7511 may be terminated for any other
reason including, but not limited to:
• Fa
ilure to follow any of the terms and conditions identified in the Participant Agreement;
• Failure to maintain eligibility as a student throughout the duration of the appointment.
• Changes in academic status (e.g., major) that will not qualify the participant for the targe
t
positi
on;
• Lack of available work or for budgetary reasons;
• Misconduct or performance issues;
• Determination that the candidate is unsuitable for Federal employment and/or adjudication that
candidate is no longer eligible to hold a position that is sensitive from a national security
perspective (see E.O. 10450; 5 CFR 1400).
• Failure to receive a favorable recommendation for conversion from the supervisor at the end of
the academic program;
• Suspension, expulsion or withdrawal from the educational institution; or
• Inability of the agency, for administrative reasons, to retain the participant in the job (e.g.,
reorganization).
For more information, please:
• Contact a representative from your Employee Relations (ER) or Labor Relations (LR) Office; and
• See Terminations
in the General Information section of this Handbook.
Tenure Groups for Reduction in Force
Please see Tenure Groups for Reduction in Force
in the General Information section of this Handbook.
Appeal Rights
If an Intern meets the definition of “employee,” as defined in 5 USC Chapter 75
, then she or he may
have the right to appeal the balance of the remainder of the appointment. If so, then the adverse action
procedures outlined in
5 CFR 752 will apply to the action.
RECRUITMENT AND OUTREACH
Please see Recruitment and Outreach
in the General Information section of this Handbook.
Announcing Pathways Opportunities
Please see Announcing Pathways Opportunities
in the General Information section of this Handbook.
Posting Job Opportunity Announcements
Please see Posting Job Opportunity Announcements
in the General Information section of this
Handbook.
27
Managing Job Opportunity Announcements
Please see Managing Job Opportunity Announcements
in the General Information section of this
Handbook.
Position Classification
Please see Position Classification
in the General Information section of this Handbook.
SELECTION PROCESS
Assessing, Rating and Ranking Applicants
Please see Assessing, Rating and Ranking Applicants
in the General Information section of this
Handbook.
Qualification Standards
Agencies may establish agency-specific qualification standards or use the OPM Qualification Standards
for the competitive service in place of the Group Coverage Qualification Standards for Schedule D,
Pathways Internship Positions.
For positions that have positive education requirements, agencies may impose educational
requirements so long as they relate to the OPM Qualification Standards
for the target positions. These
educational requirements should be stated as eligibility requirements, rather than minimum
qualification standards. For example, if an agency is filling a Petroleum Engineering Internship position,
which upon conversion would require that the Intern had completed specific courses in engineering,
then the agency could indicate that only students who have completed or are currently taking some or
all of those required courses will be eligible for the Petroleum Engineering Internship position.
For positions that do not have positive education requirements, agencies may not impose educational
requirements. Agencies may, however, indicate in the JOAs that they seek or prefer candidates who are
pursuing certain degrees or taking specific courses.
For more information, please see Qualification Standards
in the General Information section of this
Handbook.
Applying Veterans’ Preference
Veterans’ preference applies to the selection process for Interns and Interns NTE. For more information,
please see Applying Veterans’ Preference
in the General Information section of this Handbook.
Passing Over Preference Eligibles
Please see Passing Over Preference Eligibles
in the General Information section of this Handbook.
Order of Consideration, Referral and Selection
Please see Order of Consideration, Referral and Selection
in the General Information section of this
Handbook.
Entitlement of Restoration Rights
Please see Entitlement of Restoration Rights
in the General Information section of this Handbook.
Employment of Relatives
Please see Employment of Relatives
in the General Information section of this Handbook.
28
Citizenship
Please see Citizenship
in the General Information section of this Handbook.
Qualifying Educational Institutions
Interns and Interns NTE must be accepted for enrollment or enrolled and seeking a degree or certificate
in a qualifying educational institution
on a half- or full-time basis (as determined by the educational
institution). For more information, please see Qualifying Educational Institutions in the General
Information section of this Handbook.
Academic Fields of Study
The duties of the position to which an Intern is appointed should be related to her or his academic field
of study or career interests.
Selection and Appointment
Please see Selection and Appointment
in the General Information section of this Handbook.
APPOINTMENTS
Appointments to the Internship Program will be made under the Schedule D appointing authority and
pursuant to agencies’ Pathways MOUs.
Interns and Interns NTE may be appointed to any grade level for which they qualify. The duties of the
position to which an Intern is appointed should be related to her or his academic field of study or career
interests.
For more information, please see Appointments
in the General Information section of this Handbook.
Documenting the Appointment
Interns and Interns NTE must provide documentation to verify their enrollment status in a
qualifying
educational institution prior to initial appointment. Such documentation may be in the form of an
official copy of a school transcript, official documentation of registration, a tuition bill, or, if the Intern or
Intern NTE is a new student, a copy of her or his acceptance letter. For more information, please see
Documenting the Appointment in the General Information section of this Handbook.
Duration of the Appointment
Agencies may appoint an Intern for an initial period expected to last more than one year. An Internship
appointment is not required to have an end date. However, agencies are required to specify an end
date for the Internship appointment in the Participant Agreement with the Intern. The end date is
generally the Intern’s projected graduation date, plus 120 days. The 120-day period cannot be used to
finish any remaining academic and/or Program requirements.
Agencies may appoint an Intern for an initial period expected to last less than one year. Typically
referred to as Interns NTE, these individuals complete work that is short-term, of a project-oriented
nature, or of similarly limited duration. Agencies may extend these temporary appointments for various
reasons as long as the Interns NTE continue to meet eligibility requirements.
ONBOARDING
Please see Onboarding
in the General Information section of this Handbook.
29
Orientation
Agencies are encouraged to provide orientations for Interns and Interns NTE. These sessions may
address Program requirements and expectations; tips for maximizing participation in the Program;
and/or agency stakeholders, processes and culture. For more information, please see Orientation
in the
General Information section of this Handbook.
Participant Agreements
Please see Participant Agreements
in the General Information section of this Handbook.
Individual Development Plans
While Interns are not required to complete Individual Development Plans (IDPs), it is recommended that
each Intern in an appointment lasting 90 days or more be placed on one. For more information, please
see Individual Development Plans
in the General Information section of this Handbook.
PROGRAM EXPERIENCE
Performance Management and Evaluation
Agencies should establish performance goals and evaluation criteria with Interns and Interns NTE.
Formal evaluations are required for any appointments lasting 90 days or more. Agencies should
complete evaluations annually and hold mid-year reviews. Agencies are also expected to provide
regular feedback and identify any deficiencies or areas of improvement for Interns and Interns NTE. For
more information, please see Performance Management and Evaluation
in the General Information
section of this Handbook.
Awards
Interns and Interns NTE are eligible to receive awards. For more information, please see Awards
in the
General Information section of this Handbook, as well as your agency-specific policies.
Training
Interns and Interns NTE are eligible to participate in training and development activities.
Rotational Assignments
Interns are eligible to participate in one- to six-month rotational assignments in their employing
agencies or other agencies. Agencies may use these assignments to provide Interns with valuable
knowledge, skills and experiences; broaden their perspectives of the Federal Government; and aid in
their retention.
Mentors
While agencies are not required to assign mentors to participants in the Program, they are encouraged
to assign mentors to Interns whose appointments are expected to last longer than 120 days in order to
support their development and aid in their retention. For more information, please see Mentors
in the
General Information section of this Handbook.
CONVERSIONS
For both Interns and Interns NTE, agencies have the discretion to consider interns for non-competitive
conversion to term or permanent positions in the competitive service, provided that the interns have
met all academic and Program requirements, and that they are within 120 days of academic program
30
completion. For Interns to be eligible for conversion, this possibility must have been included in the job
opportunity announcement used to fill the Internship positions.
If the Agency decides to convert the intern, then conversion to the competitive service must take place
within 120 days of successful degree completion for both Interns and Interns NTE. If eligible participants
are not converted within this window of time, then they must be terminated. The 120-day period, which
cannot be extended, cannot be used for the participant to finish any remaining academic or Program
requirements—it should be used solely for administrative purposes.
An eligible participant may be converted to a position within her or his employing agency or any other
agency across the Federal Government. But, conversion is not mandatory or guaranteed for participants.
If an eligible Pathways participant is converted to a term position in the competitive service, she or he
may be non-competitively converted from that competitive term position to a career or career-
conditional appointment without further competition. The conversion must be made effective prior to
the expiration of the competitive term appointment.
For more information, please see Conversions
in the General Information section of this Handbook.
Conversion Eligibility
To be eligible for conversion, an Intern or eligible Intern NTE must:
• Be a United States citizen;
• Complete at least 640 hours of work experience acquired through the Program while enrolled as
a half- or full-time degree- or certificate-seeking student;
• Complete a course of academic study, within the preceding 120-day period, at a
qualifying
educational institution conferring a diploma, certificate or degree;
• Meet the qualification standards for the position to which she or he will be converted;
• Receive a favorable recommendation by an official of the agency or agencies in which she or he
served; and
• Meet agency-specific requirements, as specified in the Participant Agreement.
Exceptions to the 640-Hour Service Requirement
Interns must complete 640 hours of work in order to be eligible for conversion to the competitive
service. In order to more quickly convert Interns to the competitive service, agencies may grant credit
for up to 320 hours for:
• Other comparable Federal internship experience;
• Other comparable non-Federal (e.g., third-party) internship experience;
• Certain active duty military or volunteer service; or
• Outstanding academic achievement and exceptional job performance.
Agencies may evaluate, consider and grant credit for up to one-half (320 hours) of the 640-hour service
requirement for comparable non-Federal internship experience in a field or functional area related to
the student’s target position and acquired while the student:
• Worked in, but not for, a Federal agency, pursuant to a formal internship agreement
comparable to the Internship Program, between the agency and an accredited academic
institution;
31
• Worked in, but not for, a Federal agency, pursuant to a written contract with a third-party
internship provider officially established to provide internship experiences to students that are
comparable to the Internship Program; or
• Served as an active duty member of the armed forces (including the National Guard and
Reserves), as defined in 5 USC 2101
, provided the veteran’s discharge or release is under
honorable conditions (i.e., with a general or honorable discharge).
Student volunteer service under 5 CFR 308 and other Federal programs designed to give internship
experience to students (e.g., fellowships and similar programs) may be evaluated, considered and
credited when the experience is comparable to experience gained in the Internship Program.
Agencies may also waive up to one-half (320 hours) of the 640-hour minimum service requirement
when an Intern completes 320 hours of career-related work experience under an Internship Program
appointment and demonstrates high potential by outstanding academic achievement and exceptional
job performance.
• Outstanding academic achievement means an overall grade point average of 3.5 or better, on a
4.0 scale; standing in the top 10 percent of the student’s graduating class; and/or induction into
a nationally-recognized scholastic honor society.
• Exceptional job performance means a formal evaluation conducted by the student’s Internship
supervisor(s), consistent with the applicable performance appraisal program that results in a
rating of record (or summary rating of record) of higher than “Achieved Results” or equivalent.
Agencies may not grant a credit or waiver (or a combination of a credit and waiver) totaling more than
320 hours of the 640-hour service requirement.
Restrictions
Interns cannot be non-competitively converted into the Recent Graduates or Presidential Management
Fellows (PMF) Programs, though they may apply to either of these Programs upon completion of their
academic requirements or up to nine months prior to completing their academic requirements.
Interns who separate from Federal service before or during the 120-day period after they complete their
academic requirements lose their eligibility for non-competitive conversion to a term or permanent
position in the competitive service.
Conversions of Interns Not-to-Exceed
While intent to convert Interns NTE should be rare, it is possible. An Intern NTE may be non-
competitively converted to the competitive service provided that she or he has met all academic and
Program requirements, and that the JOA used to fill her or his position stated the possibility of
conversion.
In order for Interns NTE who were hired without the possibility of non-competitive conversion to be
converted to longer term, indefinite Interns, they must compete for these opportunities. For more
information, please see your agency-specific policies.
32
IV. RECENT GRADUATES PROGRAM
PROGRAM OVERVIEW
The Recent Graduates Program is a dynamic, one-year developmental program that promotes careers in
the Federal Government to recent graduates. Individuals must apply within two years of receiving a
qualifying degree or certificate, with the exception of veterans, who have up to six years to apply due to
military service obligations. Students may also apply up to nine months prior to completing their
academic requirements, pending agency-specific policies.
Agencies may establish a Recent Graduates Program that lasts longer than one year for positions that
require longer and more structured training schedules. An agency must identify in its Pathways
Memorandum of Understanding (MOU) the duration of its Program, including the criteria used to
determine the need for a Program that lasts longer than one year.
Participants in the Program receive training and professional development, complete an Individual
Development Plan (IDP), and are assigned a mentor. Recent Graduates who successfully complete
Program requirements may be eligible for non-competitive conversion to a term or permanent position
in the civil service.
The Recent Graduates Program appointing authority can be found in 5 CFR 213.3402(b)
. The regulations
that should be used to implement the Program can be found in 5 CFR 302 and 5 CFR 362, Subparts A and
C.
PROGRAM REQUIREMENTS
Eligibility Requirements
Recent Graduates must have completed, within the previous two years, a qualifying associate’s,
bachelor’s, master’s, professional, doctorate, vocational or technical degree or certificate from a
qualifying educational institution
.
Exceptions are made for veterans, as defined in 5 USC 2108, who, due to military service obligations,
were precluded from applying to the Program during the two-year eligibility period described above.
These individuals have a full two-year period of eligibility upon their release or discharge from active
duty. In no event, however, may their eligibility period extend beyond six years from the date on which
they completed their academic requirements.
PROGRAM ADMINISTRATION
Program Extensions
Recent Graduates appointments may be extended for a period of up to 120 days under the employing
agencies’ procedures.
Appointment extensions should be used to cover rare or unusual circumstances or situations. The
criteria for approving appointment extensions will be identified in each agency’s Pathways MOU.
33
Promotions and Within Grade Increases
Recent Graduates are eligible for non-competitive career ladder promotions and within grade increases
(WGIs) upon recommendation from their supervisors, qualifications determinations, satisfactory
performance and fulfillment of mandatory training requirements, as appropriate. Recent Graduates’
promotions are not automatic nor are they guaranteed, and depend on the participant and the quality
of her or his on-the-job performance. Promotions and WGIs must be made in accordance with OPM
regulations and agencies’ excepted service policies.
For more information, please see Promotions and Within Grade Increases
in the General Information
section of the Pathways Handbook (Handbook).
Time-in-Grade Limitations
Please see Time-in-Grade Limitations in the General Information section of this Handbook.
Trial Periods
Please see Trial Periods in the General Information section of this Handbook.
Movement between Agencies
A current Recent Graduate may apply for and accept a new Recent Graduates appointment with
another agency at any time during her or his appointment. To move to the new agency, the participant
must separate from her or his current employing agency, and the new employing agency must appoint
the Recent Graduate without a break in service. Time served under the initial appointment counts
toward the completion of Program requirements.
Reassignments
Please see Reassignments
in the General Information section of this Handbook.
Separations
Please see Separations in the General Information section of this Handbook.
Resignations
Please see Resignations in the General Information section of this Handbook.
Terminations
As a condition of employment, a Recent Graduates appointment expires at the end of the agency-
prescribed Program period, plus any agency-approved extension, unless the participant is selected for
non-competitive conversion under 5 CFR 362.306
.
A termination based on the expiration of a Recent Graduates appointment effected under 5 USC
Chapter 35, 5 USC Chapter 43 or 5 USC Chapter 75, is not a removal and the participant does not have
appeal rights. In these instances, agencies should follow the termination-expiration of appointment
procedures found in the
OPM Guide to Processing Personnel Actions.
If a Recent Graduate is terminated at any time prior to the completion of the Recent Graduate’s
designated appointment, agencies must determine whether the action should be processed in
accordance with 5 USC Chapter 35, 5 USC Chapter 43 or 5 USC Chapter 75
, and the participant must be
given appeal rights. In most cases, this determination will be based on whether the Recent Graduate
meets the definition of “employee” as set forth in 5 USC 4301 or 5 USC 7511, as applicable.
34
Recent Graduates may also be terminated for reasons including, but not limited to:
• Failure to follow any of the terms and conditions identified in the Participant Agreement;
• Lack of available work or for budgetary reasons;
• Misconduct or performance issues;
• Determination that the candidate is unsuitable for Federal employment and/or adjudication
that candidate is no longer eligible to hold a position that is sensitive from a national security
perspective (see E.O. 10450; 5 CFR 1400);
• Failure to receive a favorable recommendation for conversion from the supervisor for
conversion at the end of the Program; or
• Inability of the agency, for administrative reasons, to retain the participant in the job (e.g.,
reorganization).
For more information, please:
• Contact a representative from your Employee Relations (ER) or Labor Relations (LR) Office; and
• See Terminations
in the General Information section of this Handbook.
Tenure Groups for Reduction in Force
Please see Tenure Groups for Reduction in Force
in the General Information section of this Handbook.
Appeal Rights
If a Recent Graduate is participating in her or his initial one-year appointment, then she or he will not
have appeal rights. If a Recent Graduate is participating in a two-year appointment and meets the
definition of “employee,” as defined in 5 USC Chapter 75
, then she or he may have appeal rights for the
duration of the appointment she or he is serving. If so, then the adverse action procedures outlined in 5
CFR 752 will apply to the action.
RECRUITMENT AND OUTREACH
Please see Recruitment and Outreach
in the General Information section of this Handbook.
Announcing Pathways Opportunities
Please see Announcing Pathways Opportunities
in the General Information section of this Handbook.
Posting Job Opportunity Announcements
Please see Posting Job Opportunity Announcements
in the General Information section of this
Handbook.
Managing Job Opportunity Announcements
Please see Managing Job Opportunity Announcements
in the General Information section of this
Handbook.
Position Classification
Please see Position Classification
in the General Information section of this Handbook.
35
SELECTION PROCESS
Assessing, Rating and Ranking Applicants
Please see Assessing, Rating and Ranking Applicants
in the General Information section of this
Handbook.
Qualification Standards
Agencies must use the OPM Qualification Standards
for the competitive service or OPM-approved
qualification standards for Recent Graduates positions. For more information, please see Qualification
Standards in the General Information section of this Handbook.
Applying Veterans’ Preference
Veterans’ preference applies to the selection process for Recent Graduates. For more information,
please see Applying Veterans’ Preference
in the General Information section of this Handbook.
Passing Over Preference Eligibles
Please see Passing Over Preference Eligibles
in the General Information section of this Handbook.
Order of Consideration, Referral and Selection
Please see Order of Consideration, Referral and Selection
in the General Information section of this
Handbook.
Entitlement of Restoration Rights
Please see Entitlement of Restoration Rights
in the General Information section of this Handbook.
Employment of Relatives
Please see Employment of Relatives
in the General Information section of this Handbook.
Citizenship
Please see Citizenship
in the General Information section of this Handbook.
Qualifying Educational Institutions
Please see Qualifying Educational Institutions
in the General Information section of this Handbook.
Selection and Appointment
Please see Selection and Appointment
in the General Information section of this Handbook.
APPOINTMENTS
Appointments to the Recent Graduates Program will be made under the Schedule D appointing
authority and pursuant to agencies’ Pathways MOUs. The following chart notes the initial appointment
requirements for Recent Graduates.
GRADE LEVEL
QUALIFICATION
Up to the GS-9 or
equivalent
Any position for which the Recent Graduate qualifies.
36
GRADE LEVEL
QUALIFICATION
GS-11 or
equivalent
Science, technology, engineering or mathematics (STEM) occupations, if the
Recent Graduate possesses a Ph.D. or equivalent degree directly related to the
STEM position to which she or he is being appointed.
Scientific and professional occupations that are research-related, if the Recent
Graduate possesses a master’s degree or equivalent graduate degree directly
related to the position to which she or he is being appointed.
GS-12
Scientific and professional occupations that are research-related, if the Recent
Graduate possesses a Ph.D. or equivalent degree directly related to the STEM
position to which she or he is being appointed.
For more information, please see Appointments in the General Information section of this Handbook.
Documenting the Appointment
A Recent Graduate must provide documentation to verify her or his degree completion prior to initial
appointment. Such documentation may be in the form of an official copy of a school transcript. For
more information, please see Documenting the Appointment
in the General Information section of this
Handbook.
Duration of the Appointment
Appointments to the Program are typically for a period of one year, but may be for a period of up to two
years, depending on the agency and position. The duration of appointments to the Program will be
identified in each agency’s Pathways MOU.
ONBOARDING
Please see Onboarding
in the General Information section of this Handbook.
Orientation
Agencies are encouraged to provide orientations for Recent Graduates. These sessions may address
Program requirements and expectations; tips for maximizing participation in the Program; and/or
agency stakeholders, processes and culture. The hours spent in this training may count toward the
required 40 hours of formal interactive training per year. For more information, please see Orientation
in the General Information section of this Handbook.
Participant Agreements
Please see Participant Agreements
in the General Information section of this Handbook.
Individual Development Plans
Recent Graduates are required to complete IDPs within 45 days of their appointments. For more
information, please see Individual Development Plans
in the General Information section of this
Handbook.
PROGRAM EXPERIENCE
Performance Management and Evaluation
Agencies should establish performance goals and evaluation criteria with Recent Graduates. Agencies
should complete evaluations annually and hold mid-year reviews. Agencies are also expected to provide
37
regular feedback and identify any deficiencies or areas of improvement for Recent Graduates. For more
information, please see Performance Management and Evaluation
in the General Information section of
this Handbook.
Awards
Recent Graduates are eligible to receive awards. For more information, please see Awards
in the
General Information section of this Handbook.
Training
Recent Graduates should be provided with at least 40 hours of formal interactive training per year
(while in the Program) that advances the goals and competencies outlined in their IDPs. Mandatory
annual training (e.g., security and ethics training) does not count toward the 40-hour requirement.
Rotational Assignments
Recent Graduates are eligible to participate in one- to six-month rotational assignments in their
employing agencies or other agencies. Agencies may use these assignments to provide Recent
Graduates with valuable knowledge, skills and experiences; broaden their perspectives of the Federal
Government; and aid in their retention.
Mentors
Mentors must be assigned to Recent Graduates within 90 days of their appointments. Mentors should
be current agency employees, at the journeyman level or above, outside of the participants’ chain of
command. For more information, please see Mentors
in the General Information section of this
Handbook.
CONVERSIONS
Recent Graduates are eligible for non-competitive conversion to term or permanent positions in the
competitive service, provided that they have met all Program requirements. A Recent Graduate must be
converted within her or his employing agency. But, conversion is not mandatory or guaranteed for
participants.
If a Recent Graduate is converted to a term position in the competitive service, she or he may
subsequently be non-competitively converted to a career or career-conditional appointment without
further competition. The conversion must be made effective prior to the expiration of the competitive
service term appointment.
For more information, please see Conversions
in the General Information section of this Handbook.
Conversion Eligibility
To be eligible for conversion, a Recent Graduate must:
• Be a United States citizen;
• Complete at least one year of continuous service, in addition to all Program requirements;
• Demonstrate successful job performance consistent with the applicable performance appraisal
program established under her or his agency’s approved performance appraisal system that
results in a rating of record (or summary rating) of at least “Fully Successful” or equivalent;
• Meet the OPM Qualification Standards
for the competitive service position to which she or he
will be converted;
38
• Meet any other agency-specific requirements outlined in her or his Participant Agreement; and
• Receive a recommendation for conversion from her or his first-level supervisor.
39
V. PRESIDENTIAL MANAGEMENT FELLOWS PROGRAM
PROGRAM OVERVIEW
The Presidential Management Fellows (PMF) Program is the Federal Government’s premier, two-year
leadership development program for advanced degree candidates who demonstrate academic
excellence, possess management and leadership potential, and have a clear interest in and commitment
to public service. Individuals must apply within two years of receiving a qualifying advanced degree.
Students may also apply in the fall of their final year of graduate school.
Participants in the Program take part in an orientation session, receive training and professional
development, complete an IDP, are assigned a mentor, and have at least one developmental
assignment. PMF Fellows who successfully complete Program requirements may be eligible for non-
competitive conversion to a term or permanent position in the civil service.
The PMF Program appointing authority can be found in 5 CFR 213.3402(c). The regulations that should
be used to implement the Program can be found in 5 CFR 302 and 5 CFR 362, Subparts A and D.
For more information, please see the PMF Website or consult a representative in the PMF Program
Office at the Office of Personnel Management (OPM).
PROGRAM REQUIREMENTS
Eligibility Requirements
In order to apply to the Program, individuals must have obtained an advanced degree from a
qualifying
educational institution within the two-year period preceding the opening date of the PMF Program's
annual job opportunity announcement.
Students attending a qualifying educational institution who expect to complete a qualifying advanced
degree by August 31 of the academic year in which the competition is held may also apply to the
Program.
An individual may apply to the Program more than once as long as she or he meets the eligibility criteria.
However, if an individual becomes a PMF Finalist and subsequently applies to the Program during the
next open announcement, she or he will forfeit her or his status as a PMF Finalist.
Please note that applicants may apply to either the PMF Program or the PMF STEM Track, but not both.
PROGRAM ADMINISTRATION
Program Extensions
PMF Fellows’ appointments may be extended for a period of up to 120 days under the employing
agencies’ procedures. Appointment extensions should be used to cover rare or unusual circumstances
or situations. The criteria for approving appointment extensions will be identified in each agency’s
Pathways Memorandum of Understanding (MOU).
40
Promotions and Within Grade Increases
PMF Fellows must meet the requirements outlined in the OPM Qualification Standards
for the next
higher grade level and series for the position, and have one year of specialized experience equivalent in
difficulty to the next lower grade level (time-in-grade does not apply to the excepted service). PMF
Fellows will be required to demonstrate satisfactory performance of at least “Achieved Expectations” or
its equivalent during the performance period covered prior to becoming eligible for promotion.
Promotions are permitted up to the GS-13 grade level (if the GS-13 full performance level (FPL) is
established in the position description) while under the Program. Promotions above the GS-13 grade
level can occur only on or after the date of conversion to a position in the competitive service following
successful completion of the Program. Accelerated promotions are not permitted under the Program.
For more information, please see Promotions and Within Grade Increases
in the General Information
section of the Pathways Handbook (Handbook).
Time-in-Grade Limitations
Please see Time-in-Grade Limitations
in the General Information section of this Handbook.
Trial Periods
Please see Trial Periods
in the General Information section of this Handbook.
Movement between Agencies
A PMF Fellow may accept a new PMF appointment with another agency at any time during the Program.
To move to the new agency, the PMF Fellow must separate from her or his current employing agency,
and the new employing agency must appoint the PMF Fellow without a break in service. Time served
under the initial appointment counts toward the completion of Program requirements.
If a PMF Fellow moves between agencies within the first six months of her or his appointment, the
current employing agency may request reimbursement for one-quarter of the OPM reimbursement fee
for the Program from the new employing agency.
Separations
PMF Coordinators must provide written notification to their Pathways Programs Officers (PPOs), as well
as to OPM through the PMF Talent Acquisition System (TAS)
when PMF Fellows are separated for any
reason. For more information, please see Separations in the General Information section of this
Handbook.
Resignations
Please see Resignations
in the General Information section of this Handbook.
Terminations
As a condition of employment, a PMF Fellow’s appointment expires at the end of the two-year Program
period, plus any agency-approved extension, unless the participant is selected for non-competitive
conversion under 5 CFR 362.408
.
A termination based on the expiration of a PMF Fellow’s appointment is not effected under 5 USC
Chapter 35, 5 USC Chapter 43 or 5 USC Chapter 75, and the participant does not have appeal rights. In
these instances, agencies should follow the termination-expiration of appointment procedures found in
the
OPM Guide to Processing Personnel Actions.
41
If a PMF Fellow is terminated at any time prior to the completion of the Fellow’s designated
appointment, agencies must determine whether the action should be processed in accordance with
5
USC Chapter 35, 5 USC Chapter 43 or 5 USC Chapter 75, and the participant must be given appeal rights.
In most cases, this determination will be based on whether the PMF Fellow meets the definition of
“employee” as set forth in 5 USC 4301 or 5 USC 7511, as applicable.
PMF Fellows may also be terminated for reasons including, but not limited to:
• Failur
e to follow any of the terms and conditions identified in the Participant Agreement;
• Lack of available work or for budgetary reasons;
• Misconduct or performance issues;
• Determination that the candidate is unsuitable for Federal employment and/or adjudication
that candidate is no longer eligible to hold a position that is sensitive from a national security
perspective (see 5 CFR 1400);
• Failure to receive a favorable recommendation for conversion from the supervisor for
conversion at the end of the Program; or
• Inability of the agency, for administrative reasons, to retain the participant in the job (e.g.,
reorganization).
PMF Fellows who meet the definition of “employee” under 5 USC 4301 or 5 USC 7511, as applicable,
are subject to 5 CFR 432 and 5 CFR 752, respectively, for performance and conduct-based actions if the
termination occurs prior to the completion of their designated appointment. Appeal rights would only
be considered for the remainder of the current appointment.
For more information, please:
• C
ontact your PMF Coordinator or a representative from your Employee Relations (ER) or Labor
Relations Office (LR); and
• See Terminations
in the General Information section of this Handbook.
Withdrawals
A PMF Fellow may withdraw from the Program at any time. Such a withdrawal will be treated as a
resignation from the Federal service. However, an obligation established upon admission and
appointment (e.g., as a result of accepting a recruitment incentive) still applies and must be repaid by
the PMF Fellow.
A PMF Fellow who held a permanent competitive service position immediately before entering the
Program and who withdraws for reasons that are not related to misconduct, poor performance or
suitability may, at the agency’s discretion, be placed in a permanent competitive service position. The
agency’s determination in this regard is not subject to appeal.
PMF Coordinators must provide written notification to their PPOs, as well as to OPM through the
PMF
TAS when PMF Fellows withdraw from the Program.
Readmissions
If a PMF Fellow withdraws from the Program for reasons related to misconduct, poor performance or
suitability, as determined by the agency, she or he will not be readmitted to the agency as a PMF Fellow
at any time.
42
If a PMF Fellow withdraws from the Program for reasons that are not related to misconduct, poor
performance or suitability, she or he may petition the agency for readmission and reappointment to the
Program. Such a petition must be in writing and include an appropriate justification. The agency may
approve or deny the request for readmission. The PMF Coordinator must submit a written notification
of the approved request for readmission to OPM. The PMF Fellow’s status in the Program upon
readmission and reappointment should be addressed as part of the agency’s submission.
The OPM Director may overrule the agency’s decision to readmit and reappoint the participant—this
decision is not subject to appeal.
Tenure Groups for Reduction in Force
Please see Tenure Groups for Reduction in Force
in the General Information section of this Handbook.
Appeal Rights
PMF Fellows are excepted service employees under 5 USC Chapter 43 and 5 USC Chapter 75
, and have
appeal rights as provided therein. For systems not covered by 5 USC Chapter 43 and 5 USC Chapter 75,
PMF Fellows have appeal rights as provided by the equivalent authorities under those systems. Appeal
rights are only considered for the remainder of the current appointment.
RECRUITMENT, ASSESSMENT AND SELECTION
The recruitment, assessment and selection of PMF Finalists is administered by OPM. Upon official
selection, OPM announces the list of PMF Finalists on the PMF Website
for agencies to consider for
appointment as PMF Fellows. PMF Finalists have 12 months to obtain a PMF appointment upon their
selection.
After the list of PMF Finalists is announced, agencies are responsible for recruiting, assessing and
selecting PMF Fellows.
Posting PMF Opportunities
Agencies are strongly encouraged to post all PMF opportunities on the PMF TAS
. The postings should
contain sufficient information (e.g., job titles, duties and locations) for PMF Finalists to determine their
interest in applying to the positions.
Filling PMF Opportunities
Agencies must have a process in place for accepting applications from PMF Finalists who express an
interest in their PMF positions. “Express an interest” means that the PMF Finalists have initiated contact
with an agency in person or by other direct communication and asked for consideration for appointment
to a specific position, and includes dropping off a resume at the annual PMF Job Fair.
Position Classification
Please see Position Classification
in the General Information section of this Handbook.
Assessing, Rating and Ranking Applicants
Applicants to the Program are assessed, rated and ranked by OPM, which determines the list of PMF
Finalists.
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When seeking to fill PMF positions from among the list of PMF Finalists, agencies are free to select any
candidate in the finalists group who expresses an interest, subject to appropriate application of
veterans’ preference rules.
Qualification Standards
Agencies must use the OPM Qualification Standards
for the competitive service or OPM-approved
qualification standards for PMF positions that are filled above the GS-9 level or for positions that have
an individual occupational Requirement at the GS-9 level. For more information, please see
Qualification
Standards in the General Information section of this Handbook.
Applying Veterans’ Preference
Veterans’ preference is applied by OPM during the assessment process that results in the group of PMF
Finalists. A PMF Finalist’s preference status will be annotated on the list of PMF Finalists and the
selecting agency must exhaust or pass over those preference eligibles who express an interest in that
agency before moving on to non-preference eligibles.
Passing Over Preference Eligibles
Please see Passing Over Preference Eligibles
in the General Information section of this Handbook.
Order of Consideration, Referral and Selection
Please see Order of Consideration, Referral and Selection
in the General Information section of this
Handbook.
Entitlement of Restoration Rights
Please see Entitlement of Restoration Rights
in the General Information section of this Handbook.
Employment of Relatives
Please see Employment of Relatives
in the General Information section of this Handbook.
Citizenship
Please see Citizenship
in the General Information section of this Handbook.
Qualifying Educational Institutions
Please see Qualifying Educational Institutions
in the General Information section of this Handbook.
Selection and Appointment
Please see Selection and Appointment
in the General Information section of this Handbook.
OPM Reimbursement Fee
The OPM reimbursement fee, $7,000 per PMF Fellow, includes the recruitment, assessment, selection
and placement of PMF Fellows; Program-sponsored events (e.g., job fair, orientation, forums and
graduation); and training and support for agencies and PMF Fellows. Agencies must ensure that the
appointment reimbursement fee is submitted to OPM no later than 30 days from PMF Fellows’ entrance
on duty (EOD) dates.
APPOINTMENTS
Appointments to the PMF Program will be made under the Schedule D appointing authority and
pursuant to agencies’ Pathways MOUs.
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PMF Finalists are pre-qualified at the GS-9 level, but may be initially appointed at the GS-9 to GS-12
levels or equivalent based on their qualifications. For more information, please see Appointments
in the
General Information section of this Handbook.
Documenting the Appointment
A PMF Fellow must provide documentation to verify her or his graduate degree completion prior to
initial appointment. Such documentation may be in the form of an official copy of a school transcript.
For more information, please see Documenting the Appointment
in the General Information section of
this Handbook.
Duration of the Appointment
Appointments to the Program are for a period of two years.
ONBOARDING
Please see Onboarding
in the General Information section of this Handbook.
Orientation
OPM offers online orientations for PMF Fellows periodically throughout the year. These sessions, which
are presented via webinar, last for approximately two hours and address Program requirements and
individual questions. The hours spent in this training may count toward the required 80 hours of formal
interactive training per year.
Agencies are also expected to provide orientations for PMF Fellows. These sessions may address
Program requirements and expectations; tips for maximizing participation in the Program; and/or
agency stakeholders, processes and culture. The hours spent in this training may count toward the
required 80 hours of formal interactive training per year.
For more information, please see Orientation
in the General Information section of this Handbook.
Participant Agreements
Please see Participant Agreements
in the General Information section of this Handbook.
Individual Development Plans
PMF Fellows are required to complete IDPs within 45 days of their appointments. They may utilize the
OPM IDP Template or one developed by their agencies. For more information, please see
Individual
Development Plans in the General Information section of this Handbook.
PROGRAM EXPERIENCE
Performance Management and Evaluation
Agencies should establish performance goals and evaluation criteria with PMF Fellows. Agencies should
complete evaluations annually and hold mid-year reviews. Agencies are also expected to provide regular
feedback and identify any deficiencies or areas of improvement for PMF Fellows. For more information,
please see Performance Management and Evaluation
in the General Information section of this
Handbook.
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Awards
PMF Fellows are eligible to receive awards. For more information, please see Awards
in the General
Information section of this Handbook.
Training
PMF Fellows should be provided with at least 80 hours of formal interactive training per year that
advances the goals and competencies outlined in their IDPs. Mandatory annual training (e.g., security
and ethics training) does not count toward the 80-hour requirement.
Developmental Assignments
PMF Fellows are required to participate in one four- to six-month developmental assignment with
management and/or technical responsibilities consistent with their IDPs. The developmental assignment
may take place within the employing agency, but outside of the participants’ chain of command, or in
another agency.
As an alternative, PMF Fellows may participate in agency-wide initiatives or other residential or
Administration initiatives that will provide them with the experience that they would have gained
through the four- to six-month developmental assignment.
Rotational Assignments
PMF Fellows are eligible to participate in one- to six-month rotational assignments in their employing
agencies or other agencies.
Mentors
Mentors must be assigned to PMF Fellows within 90 days of their appointments. Mentors should be
current managerial employees inside of participants’ agencies, but outside of their chain of command.
For more information, please see Mentors
in the General Information section of this Handbook.
CONVERSIONS
PMF Fellows are eligible for non-competitive conversion to term or permanent positions in the
competitive service, provided that they have met all Program requirements and been certified by their
agencies’ Executive Resources Boards (ERBs). Approved conversions are effective on the date of the
expiration of a PMF Fellow’s appointment, including extensions. A PMF Fellow must be converted within
her or his employing agency, meaning the agency where she or he completed Program requirements
and was certified by an ERB. But, conversion is not mandatory or guaranteed for participants.
If a PMF Fellow is converted to a term position in the competitive service, she or he subsequently may
be non-competitively converted to a career or career-conditional appointment without further
competition. The conversion must be made effective prior to the expiration of the competitive service
term appointment.
For more information, please see Conversions
in the General Information section of this Handbook.
Conversion Eligibility
To be eligible for conversion, a PMF Fellow must:
• Be a United States citizen;
• Complete all Program requirements;
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• Demonstrate successful job performance consistent with the applicable performance appraisal
program established under her or his agency’s approved performance appraisal system that
results in a rating of record (or summary rating) of at least “Fully Successful” or equivalent;
• Meet the OPM Qualification Standards
for the competitive service position to which she or he
will be converted;
• Meet any other agency-specific requirements outlined in her or his Participant Agreement;
• Receive a recommendation for conversion from her or his first-level supervisor; and
• Receive a receipt of certification of Program completion from an ERB or equivalent.
Executive Resources Board Certification
Upon completion of the Program, but prior to conversion, PMF Fellows are evaluated by their agencies’
ERBs to determine whether they have successfully fulfilled all Program requirements. As part of this
process:
• The PMF Coordinator reviews the conversion package for accuracy and forwards it to the ERB
after any necessary adjustments and/or corrections have been made.
o The ERB must receive the conversion package no later than 45 calendar days from the
PMF Fellow’s two-year anniversary.
• The ERB then determines whether to certify the PMF Fellow.
o The ERB must make this decision no later than 30 calendar days prior to the expiration
of the PMF Fellow’s appointment.
• If the ERB decides not to certify the PMF Fellow, the PMF Fellow may request that the OPM
Director reconsider the decision.
o Such a reconsideration has to be requested by the PMF Fellow, in writing, within 15
calendar days of the ERB’s decision. It should include appropriate documentation.
The PMF Fellow may continue in the Program pending the outcome of her or his
request for reconsideration. Agencies must continue to provide appropriate
developmental activities during this period.
o The OPM Director’s decision is final and cannot be overridden by agencies.
