Agency Responsibilities

Responsibilities of the Agency

Each participating agency plays a critical role in the orientation of Fellows to the Federal Government, the achievement of their career goals, and their retention in the Federal service. Agencies excepted from the competitive service may participate in the PMF Program using their own appointment authorities, but must follow the PMF Program Agency Roles and Responsibilities listed below, or their equivalent. Participating agencies agree to:

• Designate an Agency PMF Coordinator who is responsible for the overall administration and development of the agency program and who serves as the principal contact point for the Program.

• Work with the Agency PMF Coordinator, human resources staff, and hiring officials to plan program budgets and to project the number of PMF hires in the agency. The agency's Chief Human Capital Officer, or in agencies without a CHCO, the Human Resources Director, is to compile this information by October each year for OPM to determine by October the total number of PMF hires Governmentwide.

• Within 30 days of acceptance of a PMF appointment, reimburse the PMF Program Office the fee for costs associated with the recruitment, selection, placement, orientation, and graduation of Fellows. See OPM Form 1616/Charge Card Forms found on the "Forms" page of the PMF website. The reimbursement fee is subject to change, to reflect actual costs incurred.

• Conduct an orientation on agency mission and structure as early as possible for all newly hired Fellows.

• Establish policies and criteria for the promotion of Fellows during their PMF fellowships.

• Certify the Fellow's completion of the Program by the agency's Executive Resources Board (ERB). In agencies without an ERB, the responsibility falls to the senior agency officials who have been given executive resource management and oversight responsibility by the agency head.

• Convert or appoint Fellows who successfully complete the Program into a full-time, permanent position without further competition.

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Responsibilities of the Agency PMF Coordinator

The primary responsibility of the Agency PMF Coordinator ("Coordinator") is to act as a liaison and Program facilitator for the agency, PMF supervisor, and the PMF Program Office. Agency responsibilities between the Coordinator and the Fellow's supervisor should be well coordinated.

Agency PMF Coordinators must notify the PMF Program Office of their assignment to the position. It is important that the Coordinators maintain contact with the PMF Program Office to receive important program updates through the monthly email newsletter (Agency PMF Update). Coordinators also will be provided access to the online PMF database and resume systems. Passwords for Agency PMF Coordinators will expire on December 31 of each year or after 6 months of account inactivity - whichever comes first. Approved agency users will have access to the following on the PMF website:

• Projected Positions System (PPS)
• Add Users for the PPS
• PMF Online Resumes
• Update Agency Coordinator Information
• Agency Information Worksheet

Agency PMF Coordinators are to:

• Ensure that all hiring divisions within their agency are aware of the commitments involved in hiring Fellows including Full Time Equivalent (FTE) status, OPM reimbursement, starting grade and pay, Individual Development Plans (IDPs), training and developmental requirements, and promotions and conversions.

• Work with agency managers, hiring officials and supervisors to identify PMF positions and post PMF jobs on the Projected Positions System (PPS).

• Recruit Fellows to the agency by requesting access to the finalist online resumes for agency personnel, scheduling interviews with finalists, and participating in the annual PMF Finalists' Job Fair.

• Notify PMF Program Office of any PMF change in status in a timely manner including appointment, movement between agencies (reappointments), ERB certification, resignation, termination, readmission, and conversion or appointment to permanent positions.

• Complete the online Agency Information Worksheet upon acceptance of appointment.

• Facilitate reimbursement of PMF fee to OPM upon acceptance of appointment of a Fellow.

• Verify the Fellow's completion of all graduate degree requirements.

• Act as a resource for Fellows and their supervisors by assisting with agency orientations, providing guidance on IDP goals and objectives, clarifying responsibilities and commitments, identifying training opportunities, and responding to program-related questions.

• Work with agency Executive Resources Board or equivalent to certify Fellow's completion of the Program and notify the PMF Program Office of ERB decisions.

• Work with the supervisor and human resources to ensure proper processing of personnel actions within the agency and notification of PMF status changes to the PMF Program Office.

• Provide the PMF Program Office with updated contact information in order to receive important updates on finalists/Fellows and PMF events.

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Responsibilities of the Human Resources Office

The Agency PMF Coordinator will need to rely on the agency's human resources staff to do the following:

• Prepare policies and criteria for the promotion of Fellows.

• Assist the hiring official and/or Agency PMF Coordinator with starting grade and pay decisions.

• Process personnel transactions upon a Fellow's initial appointment or reappointment, promotion, conversion, etc.

Responsibilities of the Hiring Official/PMF Supervisor

PMF Supervisors play a critical role in the PMF Program and most directly impact the overall experience for their Fellows by providing them with developmental opportunities and meaningful work. Supervisors are encouraged to become familiar with this guidance for more information on the following activities:

• Work with the Agency PMF Coordinator to enter positions into the PMF Projected Positions System (PPS), typically between January and March.

• Recruit finalists for PMF positions by reviewing finalist resumes on the PMF website, participating in the annual PMF Finalists' Job Fair, and interviewing finalists.

• Assign PMF hires to specific positions with defined duties and career ladders, establish Entrance on Duty (EOD) date, and initiate security clearances.

• Work with the Agency PMF Coordinator to reimburse the PMF Program Office the current fee within 30 days of acceptance of an appointment for costs associated with the recruitment, selection, placement, orientation, and graduation of Fellows.

• Develop an Individual Development Plan with the Fellow that addresses the target position, developmental requirements, and recommended activities.

• Provide at least 80 hours of formal classroom training during each year of the Fellowship. Tuition for the OPM sponsored PMF orientation and graduation training programs are included in the reimbursement fee. Agencies bear the costs of travel and per diem for these programs, as well as tuition and costs for additional training.

• Provide Fellows with at least one developmental assignment of 4 to 6 months.

• Provide a reasonable amount of time during work hours for other PMF activities, as appropriate, such as Action Learning Teams and/or rotational assignments of 1 to 6 months in other occupations or functional areas.

• Establish a performance plan and annual evaluation for each Fellow with performance elements and standards for the competencies expected and for duties assigned.

• Provide input to the agency Executive Resources Board or equivalent as needed to evaluate the Fellow's progress and certify whether he or she has successfully completed the Program.

NOTE: For policy and procedural guidance regarding these roles and responsibilities, refer to the PMF Guide for Agencies under "Program Policy" on this website.

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