Vacancy - Settings

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The Settings page is where you manage certain information pertaining to the way applicants are screened. Most items are defaulted to their most common setting. To access this page, select a Request Number in Pending Recruitment status from the Dashboard, click the Vacancy Number link in the Vacancy Created section, and click Settings.

Vacancy Settings Page

The Application Screening section allows you to set screen-out questions in the application. The following elements are displayed. The following elements are displayed:

Age Screening

  • Do not collect age information. This is the default option.
  • Collect age information. This option may be selected to screen-out applicants when a minimum or maximum age is required for the position. Selecting this radio button activates the following fields:
    • Use Minimum Age. Checking this box allows you to set a minimum entry age for the position. Check this box and enter a minimum age in the field provided if you want USA Staffing to enforce a minimum age restriction. Applicants who do not indicate they meet the minimum age will be rated ineligible. When creating a list, the age will display for each applicant in years, months, and days. For instructions, see Setting up a minimum age requirement.
    • Use Maximum Age. Checking this box allows you to set a maximum entry age for the position. For exceptions, see the Age Qualifications section of the Vet Guide for HR Professionals. Check this box and enter a maximum age in the field provided if you want the system to enforce a maximum age restriction. Applicants who indicate they exceed the maximum age limit will be rated ineligible. When creating a list, the age will display for each applicant in years, months, and days.For instructions, see Setting up a maximum age requirement.
    • Use Effective Age (Calculated by subtracting Qualifying Experience from actual age). Checking this box allows the system to use information collected during the application process (for example, months and years of covered federal law enforcement experience) to calculate the age the applicant can re-enter a covered position if his/her current age is beyond the initial maximum entry age. When creating a list, the age displayed will reflect the applicant's true age minus months of qualifying experience. For instructions, see Using the age formula.
    • Do not screen out applicants who fail to meet age requirement(s). Checking this box will not automatically rate applicants ineligible when their age falls outside the designated range.
    • Exclude Veterans from calculation and screening. Checking this box allows you to exclude veterans from the age requirement. For instructions, see Excluding veterans from the vacancy maximum age requirement.
    • Exclude Land Management Workforce Flexibility Act Eligibles from calculation and screening. When this box is checked, applicants with a claimed or positively adjudicated Land Management eligibility will not be automatically screened out when they apply.

Citizenship

  • Screen out non-U.S. Citizen. This box is automatically checked when a new vacancy is created to screen-out non U.S. Citizens. If un-checked applicants will not be screened out based on citizenship.

The Case File Retention section allows you to indicate if a vacancy should be retained in USA Staffing beyond the timeframe set by the record retention schedule. The following elements are displayed:

  • Vacancy is under litigation - Do not archive. This check-box is used to designate a vacancy as under litigation or complaint. Vacancies marked as under litigation will not be archived or purged from USA Staffing. All data and applicant documents in these vacancies are retained on the live database indefinitely or until this box is un-checked.
  • Administrative Careers with America (ACWA) position - Do not archive. This check-box is used to designate a vacancy as ACWA. Vacancies marked as ACWA will not be archived or purged from USA Staffing. All data and applicant documents in these vacancies are retained on the live database indefinitely or until this box is un-checked.

The Application Confirmation Messages section allows HR Users with Admin permissions to set the default confirmation message that is displayed to applicants after submitting an application. The following elements are displayed:

  • Automatically respond to all submitted online applications with the selected notification template. A drop-down list will display your agency notification templates. For instructions, see Creating a notification template.
  • Display online application confirmation message. This option may be selected to automatically create and generate a confirmation message to the applicant after completing the online questionnaire by clicking Submit My Answers.

The Application Processing section allows you to indicate how the system should handle ratings for multiple applications to one vacancy. The following elements are displayed:

Questionnaire Settings:

  • Collect Service Computation Date. A check in this box will suppress the lowest acceptable grade question in the Announcement Questionnaire, online application or application PDF. The lowest grade within the vacancy will be the default response.
  • Do not collect Veterans' Preference. If this box is checked, veterans’ preference will not be collected for this application.
  • Do not collect Lowest Acceptable Grade. A check in this box will suppress the lowest acceptable grade question in the Announcement Questionnaire, online application or application PDF. The lowest grade within the vacancy will be the default response.
  • Enable Candidate Inventory. A check in this box will enable applications to be accepted as part of Candidate Inventory.
  • Enable custom USA Hire interdisciplinary settings. A check in this box will enable custom USA Hire interdisciplinary settings for this vacancy.
  • Limit the number of locations that a user can select to a maximum of __ . If this box is checked, you may limit the number of locations that an applicant can select for a given announcement. Applicants are notified of this limitation and may not select more than the maximum number the given announcement. For instructions, see Limiting the number of locations an applicant may select when applying to an announcement
  • Require completion of all announcement and assessment items. If this box is checked, applicants may not submit an application as final without responding to all assessment and announcement questionnaire items regardless of designation in the assessment and announcement.

Application Submission:

  • Prevent update of application after initial submission. If this box is checked, applicants may not update their responses to the assessment questionnaire after initial submission.
  • Prevent update of assessment responses after application submission. If this box is checked, applicants may not update their assessment responses after initial submission. The numerical rating obtained on the first application is used. However, applicants may update their eligibilities and submit additional documents for the vacancy.
  • Require Veterans' Preference supporting documents for application submission*. A check in this box will require applicants to submit a DD 214 and/or VA letter if claiming veterans' preference when applying. For detailed instructions, see Setting up a vacancy to collect conditional documents.
  • Require eligibility supporting documents for application submission*. A check in this box will require applicants to submit supporting documents when claiming various eligibilities when applying. For detailed instructions, see Setting up a vacancy to collect conditional documents.

Please note*: Any document marked as Required (either via Default Settings or within a Vacancy) will override the logic applied with the use of conditional documents; therefore, applicants who answer “No” to all eligibility questions will still be required to submit any document designated as Required. We encourage users only mark a document as Required when it will be required of all applicants regardless of their eligibility responses.

Period of Eligibility

  • Expire applications following the period of eligibility. A check in this box will expire applicants once the eligibility end date has passed when the vacancy is created as a standing register.
  • Applicants will be eligible for. This drop-down list allows you to select the number of months for applicant eligibility. The system will use the number of months entered in this section when calculating the Eligibility End Date on an applicant record. The default is three months. The maximum period of eligibility is 24 months.

The USAJOBS Announcement Configurations section allows you to configure the information displayed on the announcement or the data collected from the application. The following elements are displayed:

USAJOBS Apply Online

  • Standard Announcement (include ‘Apply Online’ button) . This is the default option. When this option is selected, the Apply Online button will appear in USAJOBS and applicants can click this button to begin the online application process. Applicants will be able to access and respond to the online questionnaire.
  • View-Only Announcement (remove ‘Apply Online’ button) . This option should be selected to remove the Apply Online button in USAJOBS when an alternative application process will be used outside of USA Staffing. Applicants will see the following message: “This announcement does not accept online applications.”

Demographic Data Collection

  • Collect USAJOBS RNO Data. This box is automatically checked when a new vacancy is created. If this option is left checked, USA Staffing collects applicants’ responses to the USAJOBS RNO questions when they submit their online application and authorized users will be able to run data exports within USA Staffing.

Applicant Total

  • Display total number of applications submitted for closed announcement. A check in this box will automatically display the total number of applications submitted for a closed announcement on the applicant's USAJOBS dashboard. The Applicant Total is calculated based on the number of applicants clicking the Continue to Agency button on the USAJOBS site.

The Vacancy Tags section displays the tags assigned to the Request and allows you to assign additional data tags for specific appointing authorities, such as Title 38, Excepted Service, and Direct Hire.

  • Appointing Authority. This drop-down list allows you to select a data tag to assign a specific appointing authority to the vacancy. For the Service Type to display as Excepted Service, you must select the Excepted Service Tag. For additional information, see Announcement Text.
  • Mission Critical Occupation. This drop-down list allows you to select a data tag(s) to identify the vacancy announcement as a mission critical position. The tag(s) is sent to USAJOBS upon the release of an announcement to assist job seekers finding opportunities that are not easily distinguished by a single series. Additional information on when to use MCO tags can be found in the table on Available Tags
  • Occupation Specialty Code. This drop-down list allows you to select up to three codes to send to USAJOBS when the announcement is released. The Occupation Specialty Code field can be used for targeted recruitment initiatives for Cybersecurity positions. Additional information can be found in the Cyber Career Pathways Tool here.

For additional information, see:

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