Washington, D.C. 20530

November 9, 2001

MEMORANDUM FOR BUREAU PERSONNEL OFFICERS

The threat of Anthrax contamination in Federal mail has affected the Department's mail operations. As a result, the delivery of mail addressed to Department components with the following zip codes will be delayed: 202, 203, 204, and 205. The Department is currently testing different mechanisms that can best be used to cleanse mail received by the Department before delivery to its components. This testing will not be completed for another one-to-three weeks and will, thereby, affect the receipt of job applications.

Because it will take time for Departmental mail service to resume a regular delivery schedule, and job applicants should not be penalized for the delay in mail delivery, Bureau Personnel Officers (BPO) are hereby requested to: (1) implement procedures to accommodate the receipt of late applications for job announcements that are currently opened or recently closed; and (2) establish alternative procedures for accepting job applications in a timely manner. Components should consider the following options:

1. allow additional time for the receipt of job applications when posting vacancy announcements and the only method of applying is via mail, e.g., an open period of 15 or more days instead of ten work days;



2. extend the deadline date for current job announcements to allow for the receipt of applications delayed for Anthrax mail cleansing;



3. if job applications are normally mailed to a zip code beginning with 202, 203, 204, or 205, to consider an alternative mailing address. For example, if job applications are mailed to the zip code of 20530, you may consider having job applications mailed to a different zip code within your organization. Once received, applications could be boxed and delivered through internal mail service; or



4. require job applications to be submitted via email, facsimile, or through use of automated systems, e.g., online resumes and applications. Establishing methods for submitting job applications other than through the mail will enable components to continue its recruitment of well-qualified candidates in a timely fashion.

Additional information from the Office of Personnel Management on this subject is attached. Questions regarding this memorandum may be referred to Jolliette Spencer, of my staff's Policy Group, on (202) 514-6778.

 Attachment

USAJOBS Update No. 02-4
November 1, 2001

[OPM] MEMORANDUM FOR OPERATING PERSONNEL OFFICES

FROM: Richard A. Whitford
Acting Associate Director for Employment

SUBJECT: Delivery of Job Applications During the Current Anthrax Threat

Due to the current circumstances with the U.S. Postal Service and the threat of anthrax contamination in Federal mail rooms across the country, please be aware that delivery of mail will be delayed. This will obviously impact timely receipt of job applications and we expect that it will take some time for mail service to normalize and resume a regular delivery schedule.

We know that agencies have set deadlines for accepting job applications. It is imperative that Federal agencies be considerate to applicants under these extraordinary circumstances and allow additional time for receipt of applications. Applications will be late through no fault of the applicant. Our country is in a state of heightened alert and we must respond positively by affording our citizens every opportunity to apply for Federal employment.

We would also like to take this opportunity to encourage HR offices to begin thinking seriously about the use of automated systems. Acceptance of online resumes and applications is a great start and can go a long way to overcoming the problems of manual processes, and also preclude various issues with mailing of job applications. Although you are still required to accept applications via mail or fax, automated systems would make receipt easier and more timely for both agencies and the applicant.

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