USDA - APHIS

Job Opportunities - Applying for a Job - Frequently Asked Questions - Supporting Documentation

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What supporting documentation do I need to send in?
Where do I send my supporting documentation?
Do I need to submit separate supporting documentation for each announcement I am applying to?
How do I check to see if you have received my supporting documentation?
Do I need to submit supporting documentation for all types of documents requested through the application process?
When I check MY Applications at the USAJOBS website my “Document Status” reads “None”. I faxed my supporting documentation using the auto-generated fax cover sheets. Why aren’t they showing up as received on USAJOBS?
How do I access the fax cover sheets?

Q: What supporting documentation do I need to send in?

A: The required application materials may vary from announcement to announcement. Be certain to read the entire vacancy announcement for the position you are applying to for complete instructions on what to submit. As a general guideline, supporting documentation may include the following:

Documentation of Education:

Documentation of education is required if:

1) The position requires specific coursework or a degree in a specific field (as explained in the Qualifications section.)

2) You are qualifying for the position based on education rather than, or in addition to experience, or you are claiming Superior Academic Achievement (SAA) to qualify at the GS-7 level (as explained in the Qualifications section.)
What to submit:

College transcripts; or

copy of your college diploma (reflecting the field of study, if a specific degree is required); or

A list of all college courses with grades and credits (indicate quarter/semester hours and GPA). (NOTE: If the position you are applying to requires specific hours of coursework or you are claiming Superior Academic (SAA) achievement for a GS-7 position, you MUST submit a transcript or a list of college courses); or

A copy of current licenses (e.g., a license to practice veterinary medicine conferred by a state Board of Veterinary Medical Examiners) or a copy of a certificate of membership in a professional organization, or a certificate (e.g., Diplomat in a specialty area of veterinary medicine or a CPA) that is indicative of possessing the educational requirements of the announcement.

For Veterinarians, in addition to a state license to practice, graduates of foreign veterinary medical programs must submit qualifying proof of proficiency in the English language as described under the 'Qualifications' section of vacancy announcements for Veterinarian positions.

**If you are selected for a position that requires specific course work or you were qualified on the basis of an unofficial list of college courses or copies of diplomas, licenses, or certificates of membership you MUST submit copies of official college transcripts BEFORE your selection may be confirmed.

***All transcripts must be in English or include an English translation

NOTE: Foreign education must be evaluated by an approved organization. The U.S. Department of Education may be of some help in providing information on these organizations. Visit the U.S. Department of Education at the following web site: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html

Documentation of Foreign Education:

NOTE: Foreign education must be evaluated by an approved organization. The U.S. Department of Education may be of some help in providing information on these organizations. Visit the U.S. Department of Education at the following web site: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html ***Your application package must include an English translation of the foreign transcript.***

Documentation of Superior Academic Achievement

***To qualify based on Superior Academic Achievement; you must submit proof that you have completed all the requirements for a bachelor's degree from an accredited institution AND that you meet at least one of the following criteria based on (1) class standing, (2) grade-point average, or (3) honor society membership.

1. To qualify based on class standing, applicants must be in the upper third of the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses.

2. To qualify based on grade-point average, applicants must have a grade-point average of:

3.0 or higher out of a possible 4.0 (“B” or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or

3.5 or higher out of a possible 4.0 (“B+” or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final two years of the curriculum.

Grade-point averages will be rounded to one decimal place. For example, 2.95 will round to 3.0 and 2.94 will round to 2.9.

3. Applicants may also qualify based on membership in a national scholastic honor society, which meets the minimum requirements of the Association of College Honor Societies. Membership in a freshman honor society cannot be used to meet the requirements of this provision.

Veterans Preference Documents:

***If you are claiming Veterans' Preference, you must submit the following proof of eligibility:

Five Point Preference: DD-214 (Please submit the DD-214 (Member Copy 4) for the period of service which you are claiming Veterans Preference)

Ten Point Preference: DD-214 (Please submit the DD-214 (Member Copy 4) for the period of service which you are claiming Veterans Preference), Standard Form 15 (Application for 10-Point Veterans Preference) and the proof requested on the Standard Form 15. For an on-line exact replica of Standard Form 15, visit: http://www.opm.gov/forms/pdf_fill/SF15.pdf

*Special note to those currently on active duty:

Applicants who don't have a DD-214 because they are on active duty must include the following information
in their application:

- Date of service (e.g. 1/5/08 to present);
- Branch of Service; and
- Rank and a description of duties and responsibilities.

Veteran Hiring Authority Documents:

***If you are applying under a Veteran Appointing Authority you must submit the following proof of eligibility:

VRA: DD-214 (Please submit the DD-214 (Member Copy 4) for the period of service which you are claiming Veterans Preference)

VEOA: DD-214 (Please submit the DD-214 (Member Copy 4) for the period of service which you are claiming Veterans Preference), Authority only applicable when area of consideration is open to applicants outside of USDA

30% Disabled Veteran: DD-214 (Please submit the DD-214 (Member Copy 4) for the period of service which you are claiming Veterans Preference), Standard Form 15 and the proof requested on Standard Form 15. For an on-line exact replica of Standard Form 15, visit: http://www.opm.gov/forms/pdf_fill/SF15.pdf

*Special note to those currently on active duty:

Applicants who don't have a DD-214 because they are on active duty must include the following information
in their application:

- Date of service (e.g. 1/5/08 to present);
- Branch of Service; and
- Rank and a description of duties and responsibilities.

*NOTE: For more information about Veterans' Preference or Veteran Appointing Authorities click here. Or, reference OPM's VetGuide at http://www.opm.gov/veterans/html/vetguide.htm

Documentation of Federal Employment:

***With the exception of current APHIS, GIPSA and AMS employees, ALL current and former Federal employees MUST submit a copy of an SF-50B, Notification of Personnel Action, documenting competitive status: Tenure "1" or "2" (Block 24) and Position Occupied "1" (Block 34).

CTAP Documentation

Selection priority for CTAP/ICTAP is limited to positions at or below the grade level of the position from which an individual is (or will be) separated that does not have more promotion potential.

To receive special priority selection, CTAP and ICTAP applicants must submit proof of eligibility as described below, meet all qualification and eligibility requirements, be rated well-qualified (i.e., receive a score of 85 or higher without points added for veterans' preference) and be able to perform the duties of the position upon entry.

CTAP/ICTAP applicants must submit proof that they meet the requirements of 5 CFR 330.605 (a) for CTAP and 5 CFR 330.704 for ICTAP. Therefore if you are applying to an announcement as CTAP or ICTAP you must submit the following:

1. Documentation proving eligibility (RIF separation notice, notice of removal for declining a reassignment, etc.)

2. A copy of your most recent Performance Rating (must be at least Fully Successful)

3. A copy of your most recent SF-50 showing the position, grade level, and duty location of the position from which you were (or will be) separated. Please annotate your application to reflect that you are applying as an CTAP or ICTAP eligible.

For additional information, visit the following OPM sites:

http://www.opm.gov/rif/employee_guides/career_transition.asp

http://www.opm.gov/ctap/

Interchange Agreement Documentation

Appointment Conditions

An agency may noncompetitively appoint an employee covered by an interchange agreement to a career or career-conditional appointment subject to the conditions listed below. Each interchange agreement specifies these conditions. The conditions do not appear in the Code of Federal Regulations. Individuals who do not meet the requirements for appointment under the interchange agreement may apply for a position under competitive examining or other appointment procedures, provided the individual satisfies all applicable eligibility requirements.

Qualifying for appointment in other merit systems

To be eligible for career or career-conditional appointment, a person must:

a. Be currently serving under an appointment without time limit in the other merit system or have been involuntarily separated from such appointment without personal cause within the preceding year; AND

b. Be currently serving in or have been involuntarily separated from a position covered by an interchange agreement (some agreements do not cover all positions of the other merit system); AND

c. Have served continuously for at least 1 year in the other merit system prior to appointment under the interchange agreement

Therefore, if you are applying to an announcement based on your eligibility for appointment under an interchange agreement, you must submit the following:

A copy of your most recent SF-50 (Notification of Personnel Action) and/or other appropriate documentation that reflects that you meet the above requirements.

For additional information, visit the following OPM website:
https://www.opm.gov/hr_practitioners/lawsregulations/
appointingauthorities/index.asp#Interchange
AgreementsWithOtherMeritSystems

Individuals with Disabilities

People with Mental Retardation, Severe Physical Disabilities, or Psychiatric Disabilities and have documentation from a licensed medical professional (e.g., a physician or other medical professional certified by a state, the District of Columbia, or a U.S. territory to practice medicine); a licensed vocational rehabilitation specialist (i.e., state or private); or any Federal agency, state agency, or agency of the District of Columbia or a U.S. territory that issues or provides disability benefits may apply for non-competitive appointment through the Schedule A (5 C.F.R. 213.3102(u)) hiring authority. Such documentation must be submitted with the application.

Additional Hiring Authority Documentation

Peace Corps and Vista Volunteer Eligibility Documentation

Returned Peace Corps Volunteers (RPCVs) who have successfully completed their service are granted one year of noncompetitive eligibility for federal appointments, under Executive Order 11103. The certification for noncompetitive eligibility is contained in the RPCV’s “description of service (DOS).” This document is signed by the country director of the RPCV’s country of service.

Returned Vista Volunteers who have satisfactorily completed a full year of service, earn non-competitive eligibility for federal jobs for one year. This one year of non-competitive eligibility begins the first day after you complete your full year of service. To establish your non-competitive status, you'll need VISTA certification as proof of eligibility.

***If you are eligible for appointment based on any other special authority, please submit proof of eligibility.

Q: Where do I send my supporting documentation?

A: Your supporting documentation must be faxed to the number found on the fax cover sheets obtained through the application process. Failure to submit the requested documents may result in you not receiving consideration for the position.

If you are unsure of how to obtain the fax cover sheets or you have problems faxing please email apphelp@aphis.usda.gov for additional assistance. You may also email the contact listed in Agency Contact section of the vacancy announcement.

***Be certain to fax only documents which are clear and legible. Original documents with light or faded print and/or dark or patterned backgrounds will not be legible upon receipt. Illegible faxed documents cannot be used for qualification or verification purposes. If your supporting documentation has light or faded print and/or dark or patterned background but is otherwise legible, it may be mailed to the address listed in the Agency Contact section of the vacancy announcement. Mailed supporting documentation must include your name and the announcement number to which you are applying.

Supporting documentation sent via email will NOT be accepted.

Q: Do I need to submit separate supporting documentation for each announcement I am applying to?

A: No, if you fax your supporting documentation using the fax cover sheets obtained through the application process, your supporting documents will be attached to your profile in the USDA system. Once attached to your profile they will be automatically submitted each time you apply for a position with the USDA.

If you do not use the fax cover sheets obtained through the application process but instead fax your supporting documents directly to the HR office, your documents will only be submitted for the specific announcement to which you are applying. Faxing directly to the office will require you to send a new set of documents for every announcement to which you are applying.

Be certain to carefully review and follow the fax instructions found in the vacancy announcement to which you are applying.

Q: How do I check to see if you have received my supporting documentation?

Once you have faxed your supporting documentation you should receive an automated email confirmation to the email address in your USAJOBS account indicating receipt of your fax. If you do not receive this email confirmation, your fax was not successfully received and attached to your profile.

If you do not receive the email confirmation, try faxing your documents again or you may email apphelp@aphis.usda.gov for additional assistance.

You may also check to see if your supporting documents have been received on-line throughout the hiring process. To do this go to the USAJOBS website: http://www.usajobs.gov/ and click My USAJOBS.

Once there fill in your My USAJOBS username and password. Then click [My Applications]. Scroll to the appropriate announcement and your USAJOBS status should read "Resume Received" with a link titled "more information…" Click on the link "more information..." and you will be transferred to the USDA system.

Once transferred, you will be prompted with two options. Select "View/Generate Fax Cover Sheets" and then click [Continue]. You will now be able to view a list of fax cover sheets. The appropriate fax cover sheets should read "Not Applicable" under the announcement number. The "Not Applicable" fax cover sheets will attach to your profile which means they will also be automatically attached to any position to which you apply in the future. If a fax has been sent it will state "Received" and the date the fax was received.

If your USAJOBS status reads "Application Started", it means the application process was exited early and you may not have properly completed the application. You may receive further assistance by sending an email to the following address: apphelp@aphis.usda.gov

Q: Do I need to submit supporting documentation for all types of documents requested through the application process?

A: No, the documents listed on the fax cover sheets section of the application process are all of the possible documents you may need to submit. Not all of the document types listed will pertain to you; only submit those documents needed to complete your application package. For example, the Schedule A Certification document must only be submitted by individuals applying based on eligibility for appointment due to a disability. The SF-50 is a form current and former Federal employees submit to document their Federal employment status.

Q: When I check MY Applications at the USAJOBS website my “Document Status” reads “None”. I faxed my supporting documentation using the auto-generated fax cover sheets. Why aren’t they showing up as received on USAJOBS?

A: USAJOBS is now allowing users to attach uploaded documents to their USAJOBS profile. However, the documentation that may be uploaded to your USAJOBS profile is completely separate from the documents that we accept via the auto-generated fax cover sheets. At this time, we are unable to view any of the documents that applicants may store at USAJOBS. Therefore, it is necessary that any documentation you send for one of our announcements is sent using the auto-generated fax cover sheet from our system.

Q: How do I access the fax cover sheets?

A: To locate the fax cover sheets, go to the following website: http://www.usajobs.gov/. Click [My USAJOBS] and login using your USAJOBS username and password. Now click [MY Applications]. This will bring up the positions to which you have applied. Scroll to the appropriate position. The status should read "Resume Received" with a link for [more information . . .] Click [more information . . .] and you will be transferred to our on-line application system. Once you have arrived, select "View/Generate Fax Cover Sheets" and click [Continue]. You will now be able to view a list of fax cover sheets. The fax cover sheets you should look for will read "Not Applicable" under the announcement number column. The documentation associated with the "Not Applicable" fax cover sheets will attach to your profile. This means the documentation associated with those fax cover sheets has been submitted to all announcements to which you have applied subsequent to documentation’s receipt in the system. The last column, “status,” will reflect “Received” and indicate the date of receipt for all faxes. When the status column reflects “Not Received” no fax has been received for that document type.

If your application status does not read "Resume Received", but actually reads "Application Started", you will not be able to access the fax cover sheets in the same way as above. You will need to begin by clicking on the job title. This will bring up the vacancy announcement. Scroll to the bottom of the announcement and click [Apply On-line]. You will need to reselect your resume and click [Send updated resume]. You will now be transferred to our on-line application system. Once you have arrived, select, "Update my information that is on file". Then click through your contact information and core Federal questions to reach the fax cover sheets. These fax cover sheets will attach to your profile and will automatically be attached to any position to which you apply to in the future. You will then need to continue through the application process and the vacancy specific questions. There will be a total of two [Finished] buttons you need to click on in order to complete the entire process. The first one is located at the end of the questions specific to the vacancy. The second is located at the very bottom of the web page which shows a review of your application package. Upon clicking the second [Finished] button, you will be returned to USAJOBS. Your application status will now read "Resume Received" and you will have a link titled "more information. . . "