NIH Occupational Specialty Codes
- Background
- Purpose and Scope
- Occupational Specialty Code Structure
- Assignment of Occupational Specialty Codes
- Appendix 1 -- Occupational Specialty Code Procedures
- Appendix 2 -- Request to Establish Occupational Specialty Code (OSC)
Background
The NIH is required to establish and maintain information necessary to determine the retention standing of its employees. Retention standing is used to determine the order of employee retention for management actions that result in displacement (i.e., reorganizations, transfers of function and reductions in force). Retention standing may also be a useful management tool in identifying shortage skills and the need for developmental training opportunities.
The Competitive Level Code System is the structure under which records are organized to produce the order of retention. A competitive level consists of all positions in a competitive area which are in the same grade (or occupational level) and classification series, and which are similar enough in duties, qualification requirements, pay schedules, and working conditions that the incumbent of one position can successfully perform (within 90 days) the duties of any other position without loss in productivity beyond that normally expected in the orientation of any new but fully qualified employee. A competitive level code is derived by combining the following data fields from the employee’s master record:
Pay Plan, Classification Series, Grade or Pay Level, Occupational Specialty Codes, Work Schedule, Position Occupied (competitive vs. excepted service), Appointing Authority (for excepted service positions)*
The occupational specialty code (OSC) delineates the functions, knowledge, skills, abilities and selective factors within a given occupation or that are common among groups of occupations. The OSC facilitates an organizations ability to assign work in logical order. It is also a point of reference in documenting significant changes which result from evolving skills and new technologies. For example, office automation skills are critical to operating a modern office and are often selective factors in determining the qualifications required to perform the duties across a broad spectrum of administrative and clerical occupations. As part of the competitive level code, the OSC further determines the retention order of positions within a given occupation which require these unique duties and/or skills to be performed.
*The Supervisory/managerial indicator code may be included for informational purposes. However, it is not an acceptable distinction for designating a separate competitive level.
Purpose and Scope
The NIH Occupational Specialty Code System defines and documents those functions and qualifications (i.e., the educational requirements, knowledge, skills, abilities and selective factors) that are used by this agency to organize and accomplish its mission. The degree of specialization and the resulting number of occupational specialty codes varies significantly from series to series. The distinctions between positions in different occupational specialties are of such significance that the incumbents of different occupational specialties would not be interchangeable even though they may be in the same series. The OSC System is applicable to positions in the General Schedule, the Federal Wage System, and to the following types of positions authorized under the Public Health Service Act: Special Experts, Investigators (Tenure Track), Research Fellows, Visiting Associates, and Visiting Scientists. The OSC System does not apply to the Senior Executive Service, the Commissioned Corps, Visiting Fellows, Intramural Research Training Awards Fellows (IRTAs), Consultants, Student Volunteers, Members of Advisory Boards, Councils, and Committees.
Regulatory Basis
Part 351, Title 5, United States Code.
DHHS, Personnel Systems of Records.
Occupational Specialty Code Structure
Subject Matter Definition
The narrative description of the standard functions and qualifications of each subject matter definition for a given occupation is provided in concise language.
Subject Matter Code
The first three characters are numeric, and distinguish positions according to their subject matter requirements. These numeric characters refer to one of the subject matter definitions listed under the appropriate occupational series in this guide.
Special Designator Code
The special designator is an alphabetic character which occupies the fourth space of the four-character OSC. This character may annotate the functional requirements, bridge positions, or other special program indicators. One of the following options must be selected:
"-" or N = no special designator
R = requires actual experience in planning and conducting research. The position must require experience consistent with the requirements of the Research Grade Evaluation Guide, Parts I and II. Positions below the GS-11 level will not be designated as "R" positions, although in some cases they may be titled "Research" in accordance with the provisions of the applicable classification standard and with the provisions of the Research Grade Evaluation Guide. Note that this designator will be used for positions whose purpose is to conduct research and for those positions which require such experience even though the position does not involve the actual conduct of research.
T = is a trainee position. To be designated a "trainee position," it must be filled by an employee in a formally designated training or developmental program having all the following characteristics:
- The program must have been designated to meet the agency’s needs and requirements for the development of skilled personnel.
- The program must have been formally designated, with its provision made known to employees and supervisors.
- The program must be developmental by design, offering planned growth in duties and responsibilities, and providing advancement in recognized lines of career progression.
- The program must be fully implemented, with the participant(s) chosen through standard selection procedures.
Examples of positions properly designated as "T" positions include DHHS Management Interns, Career Opportunities Training Agreement (COTA), and Upward Mobility Program positions. This is not intended to apply to regular entry-level positions of a career ladder.
I = Presidential Management Intern(s)
Assignment of Occupational Specialty Codes
Published Classification and Qualifications Standards
The Office of Personnel Management (OPM) publishes standards for determining the qualifications for and the proper series and grades of positions (Chapter 51, Title 5, Subchapter 5105). These standards are available on CD ROM. Copies of the current NIH agency standards may be accessed by OD employees via the Office of Information Technology (OIT) network. End-User install instructions are posted on the OIT Home Page (URL is http//:www1.od.nih.gov).
The classification and qualifications standards for a given occupation define the duties, knowledge, skills, abilities and other factors which are common among federal employers. OSCs are designated to coincide with distinctions identified in these standards, as well as, to define new, evolving, and/or unique specialties. This information is considered during the development of new standards. OSCs are reviewed, revised and/or abolished, as new positions are classified/established and during implementation of newly published OPM standards.
Published OSC Definitions
The NIH library of approved OSC definitions is established and maintained in both electronic and hard copy by the Division of ICD Consulting (DICDC), Office of Human Resource Management (OHRM), Office of the Director (OD). Requests to establish new OSCs are reviewed and approved. The requesting ICD is immediately notified of newly approved OSCs. Definitions are reviewed periodically and with the publication of new standards. Obsolete OSCs are abolished. Revised OSCs are established and made available for use by the ICDs.
ICD Review and Documentation
The exercise of classification and position management authorities include:
- assuring that each classified position is assigned an Occupation Specialty Code,
- verifying the accuracy of the assigned OSC from hard copies and/or electronic records,
- assuring that the OSC appears on the OF-8 cover page that is attached to every position description, and
- identifying the need for and requesting approval of new OSC definitions. See Appendix 1.
Information that describes specialized requirements of a position is provided in the Introduction and Other Significant Factors sections of a narrative position description or in Factors 1 and 5 of a position in the Factor Evaluation System (FES) format. Other sources of information include the evaluation statement and critical elements as stated in the performance management plan. This information should be compared to the OSC definitions contained in the OSC manual of definitions. If the information matches an existing OSC definition, the related code should be assigned. If the information does not match, then a new OSC should be requested.
Approved OSCs are recorded as follows:
- Block 13 of the Optional Form 8 (OF-8) of the position description,
- Part II, Item 13, of the Request for Personnel Action, SF-52, and
- the Employee’s Master Record.
Updated: April 14, 1998; Last Reviewed February 3rd, 2006
