This table outlines various areas within the Vacancy and Admin levels and the trigger that locks down any changes from occurring with that area of the system. The vacancy level information below is applicable for vacancies that have not been cancelled or expired.
If you have any questions, consult with your USA Staffing Account Manager.
| System Area | Trigger when Locked Down | Permission Profile Functions that can Impact the System Area |
| Request > Request Information | When the Request is Approved most fields are locked except for the Hiring Need Validated Date, the Request Personnel Action Date and the Request Tags. Some information and selections made in the Request can be modified within the Vacancy after the Request is approved. | Users can delete a manually created Request that has not been approved if they have Delete Requests enabled in their permission profile. Requests that are submitted by a Hiring Manager User or through RPI can never be deleted. |
| Vacancy > Position Information > USAJOBS Announcement Settings | This is not locked down except for position using USA Hire batteries with cut score requirements which will lock down the USAJOBS Announcement Type selections once the announcement is released and opened to USAJOBS. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. | Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Position Information > Position Settings | These settings are not locked down with the exception of: Remote Job - This checkbox is locked down once the announcement has been released. Telework Eligible - This checkbox is locked down if the Remote Job checkbox is enabled and the announcement has been released. | Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Position Information > Position Descriptions | When the announcement is released to and open on USAJOBS, the Position Descriptions are locked down. Applications do not need to be submitted. This includes the ability to check or un-check ‘Interdisciplinary’. Additional position descriptions may be added by linking Additional Selection requests to the Vacancy, but only if they match the same rating combination(s) included when the announcement was released and opened on USAJOBS. | No permission profile function can change this. Users must have View Position Information and Edit Position Information enabled in their permission profile to make changes. |
| Vacancy > Eligibilities | When the announcement is released to and open on USAJOBS. If the announcement is released to USAJOBS but not yet opened, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have View Eligibilities and Edit Eligibilities enabled in their permission profile to make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to but not yet open on USAJOBS. |
| Vacancy > Supporting Documents > Supporting Documents | When the announcement is released to and open on USAJOBS. If the announcement is released to USAJOBS but not yet opened, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have View Supporting Documents and Edit Supporting Documents enabled in their permission profile to make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to but not yet open on USAJOBS. |
| Vacancy > Settings > Age Screening | When announcement is released to USAJOBS. The announcement does not have to be open, or applications submitted. | Users with View Vacancy Settings and Edit Age Screening enabled in their permission profile to make changes. |
| Vacancy > Settings > Citizenship Screening | This is not locked down. If announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. All applicants should be re-rated if this setting is updated after the announcement is open. | Users with View Vacancy Settings and Edit Citizenship Screening enabled in their permission profile can make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Settings > Case File Retention | This is never locked down. | Users with View Vacancy Settings and Edit Case File Retention enabled in their permission profile can make changes. |
| Vacancy > Settings > Application Confirmation Messages | This is not locked down. If announcement is released to USAJOBS, it will need to be updated for the message to be seen for newly submitted applications. | Users with View Vacancy Settings and Edit Notification Settings enabled in their permission profile can make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Settings > Application Processing | When announcement is released to and open on USAJOBS. If the announcement is released to USAJOBS but not yet open, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to but not yet open on USAJOBS. |
| Vacancy > Settings > Period of Eligibility | This is not locked down. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. All applicants should be re-rated if this setting is updated after the announcement is open. | Users with View Vacancy Settings and Edit Period of Eligibility enabled in their permission profile can make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Settings > USAJOBS Apply Online | When announcement is released to and open on USAJOBS. If the announcement is released to USAJOBS but not yet open, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to but not yet open on USAJOBS. |
| Vacancy > Settings > Demographic Data Collection | When announcement is released to USAJOBS. The announcement does not have to be open, or applications submitted. | No permission profile function can change this. Users with View Vacancy Settings and Edit Demographic Data Collection enabled in their permission profile can make changes. |
| Vacancy > Settings > Applicant Total | This is not locked down.
If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. | Users with View Vacancy Settings and Edit Applicant Total enabled in their permission profile can make changes. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Vacancy > Settings > Vacancy Tags | This is never locked down. | Users with View Vacancy Settings and Edit Vacancy Tags enabled in their permission profile can make changes. |
| Assessment Package | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. There are certain things you can and cannot change after the announcement is released and open, refer to the “Assessment Package” items below for additional details. | When something can be changed within the Assessment Package, Users must have Uncomplete Completed Assessment Package enabled in their permission profile to turn off the Assessment Package Complete toggle and Complete Assessment Package to complete an Assessment Package. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. When something can be changed within the Assessment Package after the announcement is open on USAJOBS, Users must have Edit Assessment Content after Announcements Opens enabled to make changes. |
| Assessment Package > Assessment Plan | When Assessment Package Complete box is checked. If changes need to be made, un-check as complete. Hurdles and Assessments can never be added or deleted after the announcement has been released and opened on USAJOBS. When using a USA Hire battery that has a Cut Score, the Cut Score setting cannot be updated after the announcement is released and opened on USAJOBS. | Permission functions that affect the Assessment Plan page include Use Multiple Hurdles; Create Assessment; Delete Assessment; Manage Assessment Plan (check/uncheck 'Rating’, 'Screen-out', and ‘Passing Score’); USA Hire – Apply Cut Score for Merit Promotion (check/uncheck ‘Cut Score’ setting); View Assessment Weights; Edit Assessment Weights. |
| Assessment Package > Hurdle Criteria | When Assessment Package Complete box is checked. If changes need to be made, un-check as complete. Note: This page is only visible if the Assessment Plan contains at least two Hurdles. | Users with Use Multiple Hurdles enabled in their permission profile can make changes. |
| Assessment Package > Job Analysis | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. | Users with Edit Job Analysis enabled in their permission profile can make changes. |
| Assessment Package > Settings > Hurdle Settings | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. Note: This section is only visible if the Assessment Plan contains at least two Hurdles. | Users with Use Multiple Hurdles enabled in their permission profile can make changes. |
| Assessment Package > Settings > Categories and Category Settings | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. If Categories are updated after the announcement is open, a banner will appear to inform users of this change. Once the assessment package is completed again, the system will automatically trigger a vacancy-wide re-rate so applicants can be reassigned to the updated categories as needed. | Users must have Create/Edit Categories enabled in their permission profile to make edits before an announcement is open on USAJOBS.
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| Assessment Package > Settings > USA Hire Settings | The assessment window types default (dates) vs defined window (days) will be locked down once an announcement is released to USAJOBS. The specific assessment window dates or days will not be locked down. Edits made to the USA Hire window will trigger automatic reorders to be sent to USA Hire for any applicants with a NOR code of PA, PS, IOIM, IORA, or any eligible NOR code. Modifying the Custom USA Hire Notifications will apply to any applications received after the modification is made. | Users must have the USA Hire - Apply/Release Hold, USA Hire - Edit Assessment Window and/or USA Hire - Edit Notification Settings permissions to make edits to the days or dates in this section. |
| Assessment Package > Checklist > Rating Combinations | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. The used Rating Combinations are locked down when the announcement is released and opened to USAJOBS. They are also locked down if a USA Hire or Manual assessment is added to the Assessment Package, even if the announcement has not been released to USAJOBS yet. | Users must have the Edit Assessment Package Rating Combinations permission to make edits to the used rating combinations.
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| Assessment > Assessment Information | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. The “Assessment Type” option is locked as soon as you save the tab. Deleting the assessment will allow you to start over with the correct “Assessment Type” selected. | Permission functions that affect the Assessment Information page include Create Assessment; Delete Assessment; Apply Passing Score to Assessments; View Manual Assessment; Create/Edit Manual Assessments; Create/Edit Assessments that standardize scores [w/custom values] (the last 4 permissions are only applicable to manual assessments). |
| Assessment > Competencies | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. Competencies can be added/deleted at any time. | User must have Create/Edit Competencies enabled to create new competencies. |
| Assessment > Assessment Questionnaire | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. The following assessment content can be edited after the announcement is open on USAJOBS: item text, response text, and link to competency. Adding/deleting items and response options cannot be done after the announcement is released to and open on USAJOBS. | User must have Edit Assessment Content after Announcement Opens enabled in permission profile to make changes after announcement is initially released. Additional permission functions that affect the Assessment Questionnaire page include Create/Edit Assessment Content; Create/Edit Multiple Choice - Multiple Select Items; Create/Edit Screen-outs. |
| Assessment > Screen-Out Criteria | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. If screen-out criteria is modified after applicants have applied, then completing the assessment package again will trigger a vacancy wide re-rate. | User must have Edit Assessment Content after Announcement Opens enabled to make changes after an announcement has opened. User must also have Create/Edit Screen-outs enabled. |
| Assessment > Rating Criteria | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. If rating criteria is modified after applicants have applied, then completing the assessment package again will trigger a vacancy wide re-rate. | User must have Edit Assessment Content after Announcement Opens enabled to make changes after an announcement has opened. Additional permission functions that affect the Rating Criteria page include Add/Remove Competency and Item from Rating; Unlock & Edit Competency and Item Weights. |
| Assessment > Passing Score Criteria | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. For an Assessment Questionnaire that has the Passing Score setting enabled, the Passing Score values are locked down when the announcement is released and opened on USAJOBS. After that point in time, the Passing Score setting can be turned off (in effect removing the Passing Score all together) but if this is done, it cannot be turned back on. For a Manual Assessment, the Passing Score setting and the Passing Score values can be modified at any point in time, as long as the Assessment Package is not in a Complete status. | User must have Apply Passing Score to Assessments permission enabled to turn on the Passing Score setting for an assessment or edit the Passing Score Criteria. |
| Assessment > Test Plan | When Assessment Package is in a Complete status. If changes need to be made, un-check as complete. | No permission profile function can change this. |
| Announcement > Announcement Information | ‘Announcement Number’ and ‘Work Schedule’ are locked down when the announcement is released to USAJOBS. Other fields can be modified after the announcement is released to and open on USAJOBS. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Announcement > Announcement Location | Locations cannot be modified when the announcement is released to and open on USAJOBS, but locations that were initially included can be marked as “Disable” if they are no longer available. Disabling a location removes the location as an option listed on USAJOBS; however, it will not remove the location from the locations listed during the application process. ‘Set Number of Vacancies’ and ‘Total Vacancies’ is never locked down. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. | No permission profile function can change this. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |
| Announcement > Announcement Questionnaire | Ability to ‘Add Section’ and ‘Add to Section’ in the ‘Preferences’, ‘Eligibilities’, and ‘Custom’ sections is locked down when the announcement is released to and open on USAJOBS. Announcement ‘Screen-outs’ are never locked down. | User must have Edit Announcement Questionnaire Items after Release enabled in permission profile to make changes after a job is initially released, as well as Create/Edit Announcement Questionnaire Screen-Outs to make changes to the Screen-Outs section. |
| Announcement > Announcement Text | This is never locked down. If the announcement is released to USAJOBS, it will need to be updated for updates to appear on USAJOBS. | User must have Edit Announcement Content after Release enabled in permission profile to make changes after a job is initially released. Users must have Release/Update/Remove to USAJOBS enabled in their permission profile to update an announcement already released to USAJOBS. |