Vacancy

A comprehensive training for this topic is available through the USA Staffing Resource Center. We strongly encourage you to take this training before proceeding with your Vacancy. Click here to access this online training.

The Vacancy page is where you create or modify vacancy position information, designate accepted and required supporting documents, indicate which eligibilities apply to your vacancy, and establish vacancy settings. Vacancies are created when a request is approved. For additional information, see Request. To access the vacancy, click the Requests tab, select a Request Number in Pending Recruitment status, and click the Vacancy Number link in the Vacancy Created section. The following elements are displayed:

• Vacancy Number. This is the system generated vacancy number. It is used to track all actions related to that vacancy throughout its life cycle.
• Office. This is the office selected in the request.
• Customer. This is the customer selected in the request.
• Hiring Official. This is the hiring official selected in the request.
• USAJOBS Job Title. This is the job title as it appears on USAJOBS.
• Pay Plan Series Grade. This is the pay plan, series and grade selected in the request.
• Announcement Type. This is the USAJOBS announcement type selected on the Position Information page. The options include:
  • DE – Public
  • ST – Status
  • IMP – Internal Merit Promotion
• Status. This is the vacancy status. You may manually change the status to cancelled or expired if your permission and agency policy permit. The options are:
  • New. This is the status of the vacancy until it is released and opened.
  • Active. This is the status of the vacancy once it is released and open.
  • Expired. This date is either manually entered or it is the calculated 365th day following the issuance of the last certificate associated with the vacancy. The expiration date is added to the vacancy following the issuance of the first certificate. Once a vacancy has expired, it may not be restored.
  • Cancelled. This is the status of the vacancy when changed by someone with the appropriate permission or agency policy. For instructions, see Cancelling a vacancy. The vacancy cancel reason options include:
    • Administrative error.
    • All certificates associated with request are returned unused.
    • All viable candidates declined.
    • Certificates not returned with selections within the allotted time.
    • Change in credentialing requirements.
    • Change in area of consideration.
    • Change in the duty location.
    • Change in the grade(s) of the position advertised.
    • Change in the qualifications requirements.
    • Desired candidate not within reach.
    • Duplicate recruitment
    • Hiring freeze
    • Incumbent requested to remain in the position after giving notice
    • Lack of Funding
    • No applicants applied
    • No applicants met Selective Placement Factors
    • No applicants within the area of consideration
    • No approval to fill
    • No candidates met suitability requirements
    • No eligible applicants for announced hiring authorities
    • No eligible CTAP/ICTAP applicants
    • No highly qualified applicants
    • No minimally qualified applicants
    • Per management request
    • Position abolished
    • Reduction In Force (RIF)
    • Selected applicants declined offer
    • Selected applicants did not pass physical exam requirements
    • Selected applicants did not pass suitability requirements
    • Selected applicants did not provide credentials
    • Selection made through an alternative hiring authority
• Expiration Date. This field displays the expiration date of the vacancy. This date is calculated as 365 days following the issuance of the last certificate. Each time a new certificate is issued, the date recalculates. The vacancy will be automatically moved to expired when reaching the expiration date. The date may be updated manually by any user with permissions to update the status of the vacancy. For instructions, see Expiring a vacancy.
• Case File. This page is where you review summary information for the request. For additional information, see Case File
• Linked Requests. This page is where you will also be able to approve additional requests individually or in mass for requests that have a staffing approach linked to the vacancy.
• Position Information. This page is where you review information populated from the request and make any necessary changes. Please keep in mind, modifications or edits to this information may conflict with the original request and will impact reporting. The information on this page will be used to populate fields when you are developing the announcement. The USAJOBS Announcement Type will also influence the types of certificates that can be issued. For additional information, see Position Information.
• Supporting Documents. This page is where you designate which documents applicants can submit during the application process and which documents are required. For additional information, see Supporting Documents.
• Eligibilities. This page is where you designate which eligibilities applicants must have to be considered during the referral process. For additional information, see Eligibilities.
• Settings. This page is where you manage certain information pertaining to the way applicants are screened. For additional information, see Settings.
• Documents. This button allows you to review or upload documents to the vacancy. For instructions, see Uploading a vacancy document.
  • Filter by Document Name search. This field allows you to search for a particular request by request number. The system will automatically perform a partial search as you type and display the results under the field.
  • Document Name. This column displays the name of the document submitted by the applicant.
  • Submitted By. This column displays the name of the user who submitted the document.
  • Submission Date. This column displays the date the document was submitted.
  • Cancel. This button allows you to cancel the document upload.
  • Delete. This button allows you to delete the document.

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The Add New Document section allows you to add new documents from USA Staffing or your Desktop to the vacancy. The following elements are displayed:

• Add New Document. This section is where you enter the name of the document.
  • Filter. This field allows you to search for a particular request by request number. The system will automatically perform a partial search as you type and display the results under the field.
  • Choose File. This button allows you to locate the file you want to upload.
  • File Name. This field displays the file name of the document selected in Choose File.
  • Cancel. This button allows you to cancel any pending changes.
  • Upload. This button allows you to upload the file. The file size must be 5MB or less and the acceptable formats are non-encrypted GIF, JPG, JPEG, PNG, RTF, TXT, PDF, DOC, and DOCX. Outlook e-mail correspondence must be uploaded as a PDF, DOC, or DOCX file.
• Notes. This button allows you to add or review notes specific to the vacancy. The number to the right indicates how many notes have been added. Along with the note, the system saves the full name of the user who added the note, date, and time the note was added. For instructions, see Adding an internal note.
• History. This button displays a record of actions completed; including the name of the user, action or change made, and the date and time it occurred. For instructions, see Viewing history.