The frequently asked questions below are intended to assist agencies and Human Resources (HR) users in gaining a better understanding of the Structured Resume Review functionality in the USA Staffing system (USAS).
If you have additional questions that are not addressed, please contact your USAS Account Manager.
1. Can a Structured Resume Review be used to meet the requirements of EO 13932?
Yes, if used in accordance with OPM guidance, the Structured Resume Review serves as an assessment for purposes of meeting the requirements of EO 13932. It is a pass/fail assessment.
2. To meet the EO, do you recommend using a minimum qualifications Assessment Questionnaire (AQ) or should you still use a scored (e.g., technical) AQ?
It would still be appropriate to use a scored AQ when using a Structured Resume Review. If there is a need to pare down the applicant pool prior to the Structured Resume Review based on a business necessity rationale (e.g., number of applicants that can be accommodated based on agency resources such as SME availability), you can include the Structured Resume Review in a subsequent hurdle (e.g., Hurdle 2). Using a scored AQ, followed by a Structured Resume Review (EO Compliant) used in accordance with OPM guidance would meet the requirements of EO 13932. In that the Structured Resume Review is a pass/fail assessment, agencies likely will want to pare it with a scored assessment for purposes of certification.
3. How exactly does a Structured Resume Review meet EO requirements if SMEs are simply reviewing the resume for specialized experience?
A structured and systematic resume review process that includes a panel of trained raters, clear evaluation criteria, and a standardized process can help agencies screen applicants in a reliable, valid, and effective manner. When implemented consistent with OPM guidance, this assessment method meets the EO 13932 requirement that applicants must complete one or more assessments that do not rely solely on their self-evaluation.
4. To be EO compliant do two SMEs need to review each applicant and provide notes?
Yes, two SMEs must review the applicant’s resume and fully agree that the applicant’s resume reflects each specialized experience requirement (statement). If there is disagreement on any one specialized experience statement, a tiebreaker evaluation would be required to handle the disagreement. A tiebreaker evaluation is assigned to a third SME, who can be identified as a Tiebreaker Only SME or not.
5. What if there are only two or three SMEs available (EO compliant) but then there are recusals? Would that no longer be EO compliant?
It is highly recommended that you identify and train/calibrate more than the minimum required number of SMEs up front to handle recusal scenarios, reduce the overall burden on all SMEs involved, and maximize the efficiency of the training/calibration process. The system does allow you to add additional SMEs to the Review once in progress to account for SMEs who can no longer take part because of recusals, extended leave, or separation. However, it is important to train and calibrate any SMEs added to the Review after it is sent. If you are not able to find more than 3 SMEs and recusals occur, the assessment cannot be completed for the applicants where recusals occurred. As a result, you would not be able to use the assessment method for the Vacancy since there could be lost consideration.
6. For meeting the EO, if the Structured Resume Review process is appropriate for higher graded positions, what is recommended as an alternative assessment process for lower graded positions?
Assessments that measure general competencies (e.g., USA Hire, structured interview) are likely to be more appropriate for lower graded positions.
7. For lower graded and hard-to-fill positions for which only a few applicants are expected (and USA Hire may be considered overly burdensome), can an agency collect KSA style narratives that are rated by trained SMEs to determine if applicants meet minimum qualifications?
Yes, that is an option from a system perspective, but not using the SME Evaluation assessment and Structured Resume Review feature to meet EO 13932. You can use the USA Staffing Manual Assessment and, if applicable, Multiple Hurdle functionality to document this assessment in the system. Keep in mind that, under hiring reform, KSA style narratives may not be collected during the initial application. See other assessment options at https://www.opm.gov/policy-data-oversight/assessment-and-selection/other-assessment-methods/.