1. Staffing (Recruitment, Placement and Compensation)
SSG Matthew Shifflett, SGT Hollie Craft,
SPC Michael Painter, TSgt Brent Feller
WVNG Supervisor’s Training

2. What is Staffing? Recruitment & Placement Compensation Advertisements
Reassignments
Promotions
Changes to Lower Grade (CLG)
Temporary Hires and Promotions
Permanent Change in Station (PCS)
Reduction In Force (RIF)
Transfer of Function
Compensation
Recruitment = finding and selecting qualified personnel to fill vacant positions
Placement = placing those qualified personnel in appropriate positions to best accomplish the mission
Compensation = setting the appropriate salary of technicians as per their position placement

3. Recruitment
Supervisor should anticipate vacancies and personnel actions that will help maintain appropriate workforce manpower, such as –
Pending Retirement
Loss of Military Membership
Resignation
Promotion
Reassignment
LWOP/AUS
Use temporary or indefinite technicians to backfill short-term vacancies
LWOP = Leave WithOut Pay
AUS = Absent Uniformed Service
As a supervisor, it’s your responsibility to help recruit into your vacancies; staffing cannot project and fill any vacancies – all actions are driven by receipt of SF52.
Can have a 2week ovevrlap of personnel in same slot for transition purposes.

4. Tenure & Dual-Status
Tenure and status define the type of appointment under which an employee is hired
Tenure 0 = Temporary Technicians
Tenure 1 = Permanent/Career Techs. (initial trial period completed)
Tenure 2 = Conditional Techs. (currently serving initial trial period)
Tenure 3 = Indefinite Techs.
Dual-Status vs. Non Dual-Status
Dual-Status Employee (aka Military Technician)
A Federal civilian employee who is required to maintain membership in the military selected reserve as a condition of their civilian employment
Non Dual-Status Employee
A Federal civilian employee who is not required to maintain membership in the military selected reserve as a condition of their civilian employment

5. Recruiting and Retention Strategies
Supervisors must sell the Technician Program
Excellent medical and retirement benefits (TSP matching)
Excellent promotion and upward mobility opportunities
Competitive Salaries
Service to Nation and State
These are concepts you can discuss with potential applicants to encourage them to apply to vacancies and join the technician workforce.
Discuss your vacancies with traditional/drill guardsman and especially with individuals you would like to see hired – this includes personnel you already know onboard as technicians, AGRs, in the active military or reserves, or even civilians who can join the guard.
The more applicants you have, the better selection options you have.

6. Advertising Vacancies
Starts with a form SF52
What position(s) are you trying to fill?
Who are you trying to recruit?
Do you have any special needs?
Is the position hard to fill?
Inform potential recruits (full-time traditional workforce)
Vacancy availability
Application requirements and deadline
HR Staffing as a resource
SF52 – Request for Personnel Action

7. Advertisement SF52 Prior to submission to HR:
Signatures by appropriate authorities (i.e. Selecting official and Activity Head)
What happens when submitted through SF52 distribution:
Received by HR
Classification Specialist reviews PD and Validates Position
Staffing Prepares Advertisement
Staffing sends draft announcement to selecting supervisor for review
HR’s processing time is 2-weeks/14 days from date of receipt to date of execution of request. So, when staffing receives a request an SF52 to advertise we have 14 days to draft the announcement and send it to the supervisor – this does not include the time classification may need to validate the SF52 request.
The sooner you as the supervisor review and respond to the draft announcement, the sooner it can be advertised/opened. If the SF52 has incorrect data and thus the announcement is drafted incorrectly, the process will take longer as the whole announcement has to be fixed – so ensure the SF52 is correct.

8. Advertisement Continued
Supervisor reviews the announcement to ensure the information is correct, that it is not too restrictive, that it meets military compatibility needs
# of Days Job will be Open
Title, PD#, Grade
Area(s) of Consideration
Minimum/Maximum Military Grades
Duties & Responsibilities
Qualifications, Additional Requirements, etc.
Upon Review, reply to HR with changes/approval
Only jobs open to a specific shop in Area 1 can be opened for 15days. All other jobs must be open a minimum of 30 days, as per union contract.
Ensure the PD and its associated duties are correct for what you want the incumbent to do; if it’s not correct, let us know and we will change it
Areas of Consideration = a method of categorizing applicants into 3 distinct groups, in which certain groups receive priority consideration over others.
Area 1 – Personnel already employed as WVNG permanent/indefinite technicians or AGRs
Area 2 – Traditional WV guardsmen and personnel already employed as WVNG temporary technicians/AGRs/ADOS
Area 3 – All other citizens (members of other state guards/active/reserve, non-military civilians seeking to join the guard, technicians/AGRs in other agencies)
Area 1 applicants receive priority consideration over Area 2, and Area 2 over Area 3. This means once the job closes and HR sends you applicants, you will receive them in consideration of the Areas priorities. More on this in the next few slides.
You as the supv definite the military grades – based on what your military manning document dictates and what you as a supervisor prefer. As long as max rank doesn’t exceed the position’s supervisor’s rank, which would be rank inversion, HR doesn’t care.

9. Advertisement Strategies
For positions that may invite large numbers of applicants, the eligible applicant pool can be constrained allowing only a select group of specifically qualified personnel to apply.
Constrain Areas of Consideration (i.e. Area 1 to a specific shop)
Constrain military ranks (ex: E6 – E7 only, as opposed to E1-E8)
Constrain military specialty code (specific AFSCs/MOSs)
Provide additional qualification requirements
Indefinite or Indefinite May Become Permanent
Indefinite vs. Indef May Become Perm
Indefinite = selectee would be employed indefinitely and accrue step increases, but could be separated at any time with only a 30 day notice
Indefinite May Become Perm = same as indefinite, except if a permanent resource becomes available the supervisor has the capability to change them from indefinite to permanent tenure

10. Prior to Certification
While waiting for the closing of the announcement:
HR only accepts applications through USAjobs.gov on or before the closing date
Most jobs are not accessible via a USAjobs search; use the job announcement links on the HR webpage
HR Staffing will assist applicants
Announcement closes and HR personnel review the applicants for certification. Process could take a few weeks depending on workload and number of applicants

11. Certification
Process of reviewing applications against the position’s qualification standards.
Certification panel may include any combination of the following:
HR specialists
a union representative
a subject matter expert
an EEO representative
Again, HR uses a 14-day turnaround time – so ideally you will receive your first area of applicants within 14 days of the job closing. However, for jobs with more applicants or more stringent certification criteria, the process may take a little longer.
HR certifies applications against the position’s qualification standards as dictated by NGB. HR cannot change these and at a minimum all applicants must demonstrate they meet these qualifications. Examples of such quals are “24 months of experience or training in repairing, replacing, and installing aircraft parts” or “experience in managing others”.
As an applicant, the submitted application paperwork must pass HR and the supervisor’s criteria, so consider both when applying to a job. Applicants should strive to meet HRs requirements as well as impress the selecting supervisor. One sentence applications won’t impress anyone.

12. Certification Results
Applicants notified of certification results (through USAjobs )
Certified applicants are provided to selecting supervisor
Provided in batches based on Area of Consideration
HR notifies selecting supervisor via that includes:
Blank SF52
Air/Army Selection Form
Compatibility Form
Directions on making selections
Selecting Supervisor must interview all provided applicants
What if someone odd you don’t think should certify, certifies?

13. Recommendation/Selection
Supervisor will complete and provide to HR:
SF52
Air/Army Selection Form
Compatibility Form
Tentative selection in USA Staffing
HR will ensure:
EEO Review
Military/technician compatibility
Coordination with other HR functions
TAG approval
Approval notification provided to selecting supervisor
Final selection in USA Staffing Selection Manager
If you select someone who is not compatible, that’s okay. Just need to provide a plan to get the individual compatible within a year on the compatibility form.
If the selectee is unable to attend the training to become compatible (aka obtain the required MOS/AFSC), due to no fault of their own, just request a compatibility waiver while the situation is resolved (i.e. a school slot isn’t available, selectee has a non-permanent medical condition such as injury or pregnancy that prevents them from attending school).
If selectee refuses to attend or is not passing the requirements to complete the school, you have the option of terminating him/her due to failure to meet the conditions of employment. For the most part, we leave this decision to the supervisor to allow you the latitude to determine what’s best for your shop/mission.

14. Approval Supervisor responsibilities: HR responsibilities:
Do not provide selection results to applicants until receive approval notification from HR
Notify all interviewed applicants of selection results; recommend notify selectee first in case he/she declines offer
Notify HR of any changes in start date
Provide information and resources to selectee(s)
HR responsibilities:
Notification of areas not interviewed
Personnel action in data system (DCPDS)  SF50 generation
New technician in-briefing (NEO)
Setting of salary and benefits

15. Compensation
Staffing sets salaries for all technicians, hires and moves
Current employees are eligible for increased pay via promotions and step increases
New hires generally start at step 1, but may be eligible for
Highest Previous Rate (HPR)
Advanced in Hire Rates
Special Pay Options (determined by HR, set by finance)
Shift Differential
Holiday Pay
Sunday Pay
Environmental Differential Pay (EDP) / Hazard Duty Pay (HDP)
More on these in the following slides.
Workhours = 2087 a year (so if want to calculate GS salary from a FWS rate, multiply it by 2087)
3 to 1 rule is not an HR policy or rule but a consideration developed by the Army CoS

16. Compensation - Promotions
GS technicians:
Promotion entitlement: an amount equal to or greater than a 2-step increase in previous grade
FWS technicians:
Promotion entitlement: current pay with an addition of 4% of representative rate (Step 2) of previous grade
Amount may be influenced by change in locality wages/salaries
Moving Between Pay Systems:
Member is entitled to Highest Previous Rate (HPR)

17. Within Rate/Grade or Step Increases
Step increases based on longevity are automatically calculated and given to the technician based on time in the position:
GS (only for non-temporary technicians):
Step 1 – year
Step 4 – 7 2 years
Step 7 – years
FWS (for all technicians):
Step 1 – 2 6 months
Step 2 – months
Step 3 – 5 2 years
Step increases are documented on an SF50 as a “WRI” or within-rate increase
Common workplace name is WGI or within-grade increase
Quality Step Increases or (QSI)s are handled by benefits since it is considered an award based on job performance.

18. Highest Previous Rate (HPR)
New hires and current technicians may be eligible for HPR, at the agency’s discretion
Must have previously been employed by a government agency for 90+ days, within the last 5 years
Must provide proof of previous income (LES, SF50)
Candidate’s pay can only be set within the position’s grade
If possible, set at an amount equal to but no less than previous salary
If previous salary exceeds the highest step within the position’s grade, pay will be set at the highest step
Does not mean highest previous grade or step
New hires who are transferring from another agency, or once worked for a government agency and are rejoining the government workforce.
Current technicians switching between pay systems (i.e. FWS to GS and vice versa – such technicians do not earn promotion entitlements, just HPR)
If previously employed as a WG-10 step 4 and being hired as a WG-10, does not mean candidate is entitled to step 4. Just means candidate will be awarded the step that is closest to but not less than their previous salary, which means if over time the WG-10 salary increased, they may start as a step 1 again.
The five year rule is per WV HPR Policy.
* Exceptions found in 5 CFR, § a (3) (i)

19. Advanced In-Hiring Rates
Supervisor must provide request and supporting documentation along with selection SF52 – not after
New hire must be entering the Federal Service for the first time or after a break-in-service of 90 days or more*
Must have unusually high qualifications and be forfeiting income that would justify a salary above the base pay, or have a unique combination of education and experience that meets a special need of the West Virginia National Guard
Provide proof of current income (LES, pay stubs, W-2)
Advanced In-Hiring Rate may not be more than 20% above the candidate’s actual earnings
* Exceptions found in 5 CFR, § a (3) (i)

20. Advanced In-Hiring Rates
Supervisors must certify in writing that the candidate:
Is forfeiting income that justifies a salary above step-1 for the grade, and either
Possesses superior qualifications or a special need
Determination of Superior Qualifications
Quality of the candidate’s accomplishments as compared to others in the field
Relevance of candidate’s experience and education
Determination of Special Needs
Candidate needs to bring to the position a unique type or quality of knowledge, skills, and abilities that could not otherwise be obtained
Position being filled must be directly related to mission or program goals
Superior Qualifications are not appropriate for:
Administrative/clerical support positions
A lack of high quality candidates

21. Special Pay Options EDP is for FWS, HDP is for GS
GS Shift Differential:
Basic Rate + 10% for work scheduled and performed between
Differential added to paid leave period when amount is less than 8 hours/pay period
FWS Shift Differential:
Basic Rate + 7.5% if MAJORITY of hours between OR 10% if MAJORITY of hours between
Sunday Pay:
GS & FWS: Base Rate + 25%
Part-time technicians not eligible
Environmental Differential Pay (EDP) and Hazardous Duty Pay (HDP):
EDP is for FWS, HDP is for GS
PD determines if eligible, pay percent determined by OPM based on hazard exposure
HR only sets the salary, not special pay options
Special Pay options are set by time-card managers and your local finance office, not HR
HR only determines an technician’s eligibility for these pay options
EDP and HDP are special pay options for technicians working in hazardous duties. Same concept, just different acronym for each pay system.
Technician’s PD determines if eligible, and OPM determines rate of compensation (i.e. 10% of base rate if work with ammunition for 3hrs or less a day, 20% if work with ammunition for 5hrs or less a day, etc).
Staffing can help with this research

22. Other HR Responsibilities
Ensures internal placements are considered for voluntary and/or involuntary –
Reassignments / Lateral Transfers
Changes to Lower Grade
Reduction In Force (RIF)
Transfer of Function

23. REVIEW – Staffing
Recruitment
Placement
Compensation

24. Resources / References
TPR Merit Placement for Excepted and Competitive Technicians
WVHR Superior Qualifications Advanced In- Hiring Rate
Additional references are available on the HR website at

25. Questions