U.S. Geological Survey Manual

1. Purpose. This chapter provides policy and guidance for managers, employees, and servicing personnel offices regarding the USGS Federal Career Intern Program (FCIP).

The USGS FCIP is a program that enables managers to recruit and attract exceptional individuals into a variety of occupations. In general, individuals hired into FCIP will receive excepted-service appointments not to exceed two years. They will be hired at grades GS-5 through GS-9 (or equivalent). The intern program must include a two-year training component designed and approved by the USGS. Individuals who successfully complete FCIP are eligible for conversion to career or career-conditional appointments in the competitive service.

2. Authority. This program is based on Executive Order 13162; Title 5, Code of Federal Regulations (CFR) Section 213.3202(o) and Part 315, Subparts B and G, and the Department of Interior (DOI) Federal Career Intern Program Plan as set forth in Personnel Bulletin No. 02-6 (213/315).

3. Definitions.

A. Entry position. The entry position is the FCIP opportunity for which the intern applies for and will be placed in upon appointment to the excepted service.

B. Career Ladder. The career ladder of the entry position identifies the range of grades to which the employee may be promoted non-competitively during the training period.

C. Target Position. The target position is the position for which the intern is developed and will be reassigned or promoted to upon successful completion of the training period.

D. Career Ladder. The career ladder of the target position identifies the range of grades to which the employee may be promoted non-competitively when eligible after being placed in the target position.

E. FCIP Training Plan. The FCIP Training Plan is developed to identify the target position and grade, purpose and objectives of the training, specific training and developmental activities that will need to be assigned to accomplish these objectives, evaluation methodology, length of training and target dates for completion. The servicing personnel specialist and an Office of Employee Development (OED) representative will work with the supervisor and the trainee to develop this plan and it must be in place within 30 days of the date the intern enters the position. The plan must cover the full two-year period of the intern appointment.

4. Responsibilities.

A. Servicing Personnel Offices (SPO) are responsible for:

(1) Implementing the FCIP within their servicing areas.

(2) Promoting FCIP.

(3) Advising, assisting, and counseling managers, supervisors, and employees on all aspects of FCIP.

(4) Assisting managers and supervisors to: (a) identify FCIP opportunities, entry and target positions, job qualification requirements, and appropriate career ladders/paths; and (b) prepare FCIP position descriptions.

(5) Working with the OED to: (a) assist managers and supervisors in developing and evaluating FCIP Training Plans and identifying appropriate training sources; and (b) conduct an orientation session for the trainee and manager/supervisor.

(6) Working with managers and supervisors to determine the necessary type and length of training assignments.

(7) Assisting the manager and supervisor to identify the criteria by which the trainee's performance, progress, and training will be evaluated.

(8) Assisting managers and supervisors to provide career counseling to employees in FCIP.

(9) Ensuring completion of training assignments and quarterly evaluations; reviewing the evaluations and, if necessary, conducting a post-evaluation with the supervisor and trainee to assess the FCIP Training Plan and satisfaction with the FCIP; filing the evaluations in the trainee's FCIP training file; and ensuring that the training program and the final evaluation are completed in a timely manner.

B. Managers and Supervisors are responsible for:

(1) Becoming familiar with the objectives and procedures of the FCIP and suggesting Program improvements to their SPOs.

(2) Identifying vacant positions which offer potential for FCIP opportunities, entry and target positions, and the career ladder of the entry and target positions.

(3) Preparing FCIP position descriptions with assistance from the SPO if needed.

(4) Developing and evaluating FCIP Training Plans. Reviewing the adequacy of the training plan on a regular basis to ensure successful development of the trainee. Working with the SPO to modify the plan, if necessary (e.g., to accommodate unforeseen events).

(5) Providing career counseling for their employees and contacting the appropriate SPO and OED representatives for assistance in counseling employees on career opportunities and related matters.

(6) Evaluating the trainee's performance, progress, and training on a quarterly basis, discussing the evaluations with the trainee, maintaining records, and providing copies to the SPO.

(7) Certifying on the final evaluation whether the trainee successfully completed the provisions of the training plan and thus should be placed in the target position.

C. The OED is responsible for:

(1) Working with the SPOs to: (a) assist managers and supervisors in developing and evaluating FCIP Training Plans and identify appropriate training sources; (b) determine the training needs of managers and supervisors regarding the intern program and ensure that training needs are promptly met; and (c) conduct a formal orientation session for the trainee and manager/supervisor.

D. Federal Career Interns are responsible for:

(1) Adhering to Program requirements as documented in the vacancy announcement and the FCIP Training Plan.

5. Coverage. Supervisors will determine which positions are appropriate for the FCIP based on their recruitment needs in specific occupational series, grades, and geographical areas. Covered positions must be those for which at least two years of formal training is appropriate. Initial appointments shall be made at GS-5, 7, or 9 (and equivalent) levels. Positions may be filled at other trainee levels appropriate to FCIP only with prior Office of Personnel Management (OPM) approval. Request to cover additional grades to meet unique or specialized needs must be submitted through the Department of Interior’s Office of Personnel Policy (PPM) to OPM.

6. Appointment Procedures. Participants in this program will be recruited and selected in accordance with the regulations established in Title 5, Code of Federal Regulations, Part 302, Employment in the Excepted Service and 370 DM 302 except as modified below. Veterans’ preference applies to the selection of Career Interns. Selections are to be made in accordance with merit principles.

A. Applications may be received from attendees at special targeted recruitment events (e.g., job fairs, college recruitment activities, and similar events). Potential applicants will be informed of the recruitment event, the jobs under recruitment and the appointment requirements. A written record of the job advertisement process will be maintained for each such event. All applications submitted during the event for positions covered by the event will be accepted.

B. Applications may be accepted in response to a job vacancy announcement advertised through OARS (On line Automated Recruitment System). All applications received in response to a vacancy announcement, where the announcement requirements are met, will be accepted.

C. An Applicant Supply File (ASF) may be established and maintained for positions filled on a regular and recurring basis and for hard-to-fill positions requiring lengthy or continuous recruitment. ASF procedures must be documented in writing and fully communicated to prospective applicants. All applications submitted in accordance with the ASF procedures will be accepted.

D. The Department has established a Priority Reemployment List (PRL) and an agency Reemployment List (RL) for the Excepted Service under 5 CFR 302.303. This list is co-located with the competitive service Reemployment Priority List (RPL) on DOI’s internet site at http://www.doi.gov/hrm/. Registrants on the PRL and RL must be considered in accordance with Personnel Bulletin 02-7 (302), Departmental Policy on Reemployment Lists in the Excepted Service, prior to considering candidates from a Regular Employment List.

7. Examining Applicants. If using the FCIP to fill positions covered under the Luevano consent decree, the appropriate Administrative Careers with America (ACWA) examination or rating schedule must be used. The Outstanding Scholar Authority may not be used when filling FCIP positions.

8. Qualifications. For entry into the FCIP, applicants must meet OPM qualifications of the position for which they are applying (including any positive education/licensing requirements as defined in the OPM qualifications).

9. FCIP Training Plan. Once a selection is made and before the employee can be placed in the FCIP position, the servicing personnel specialist and an OED representative will work with the supervisor and the trainee to develop the FCIP Training Plan. This plan must be completed and communicated to the intern within 30 days of the date the intern enters the position and must cover the full two-year period of the intern appointment.

A. The FCIP Training Plan must include:

(1) The target position and grade;

(2) The purpose and objectives of training, including the knowledge, skills and abilities and competencies needed for successful performance in the target position;

(3) The training objectives related/linked to the knowledge, skills and abilities;

(4) Specific training and development activities and tasks that will be assigned to accomplish these objectives;

(5) The method of evaluation used to assess employee development;

(6) Length of training; and

(7) The target dates for completion of the objectives.

B. The FCIP Training Plan’s requirements:

(1) The intern and others participating in the training and developmental activities, e.g., mentor, supervisor, agency training representatives, etc., should participate in developing the plan. The supervisor is responsible for ensuring the development and implementation of this plan.

(2) The FCIP training plan must be completed and communicated to the intern within 30 days of the date the intern enters the position.

(3) The FCIP training plan may be modified or supplemented throughout the training period. All changes will be in writing and communicated to the intern within 30 days of the change.

C. Counseling:

(1) The supervisor will hold periodic counseling sessions with the intern to review progress and discuss career goals. At a minimum, these sessions should be held every three months. The sessions will be documented and made a part of the intern’s training record. Mentors, training coordinators, and other interested parties are recommended for inclusion in the counseling sessions.

D. Records:

(1) A copy of the FCIP training plan, modifications, counseling sessions and similar documents will be provided to the intern.

(2) The FCIP training plan, modifications, counseling sessions and similar documents will be maintained by the supervisor with a copy to be filed on the left hand side of the employee’s Official Personnel Folder (OPF).

10. Statement of Understanding. Individuals selected for a FCIP position must sign a Statement of Understanding (see Figure 10-1) acknowledging they understand the specific action to be taken if they fail to successfully complete FCIP for reasons unrelated to misconduct or suitability. This Statement will be placed in the employee’s OPF and a copy should be provided to the intern and the supervisor.

11. Evaluation Process. The supervisor will hold periodic evaluation sessions with the intern to evaluate the intern’s performance, progress, and training and to discuss career goals. These sessions should be held every three months, at a minimum, and must be documented and made part of the intern’s training record. Mentors, training coordinators, and other interested parties may be included or may provide input for the evaluation session.

12. Promotions. Interns may be promoted to the next higher level provided they meet all qualification and eligibility requirements necessary for promotion, have successfully completed applicable training requirements, and are recommended for promotion by their supervisor. Time-in-grade restrictions, extended to excepted service positions by 370 DM 300, Subchapter 6, do not apply to FCIP positions.

13. Extensions. SPOs may grant extensions for up to 120 days when, due to unforeseen developments, a permanent position is not immediately available or when the intern is not fully prepared for conversion to a permanent appointment, and there is an expectation that these circumstances will abate within 120 days. The approval, with specific reasons for the extension, must be documented in writing and retained with the employee’s OPF. Extensions beyond 120 days must be approved by OPM.

14. Completion of the FCIP. Competitive civil service status will be granted to FCIP interns who successfully complete their internships and meet all qualification, suitability, and performance requirements. FCIP Interns will not be required to serve a probationary period following their conversion to the competitive service. The 2 years the employee spends on the excepted appointment will serve as the employee’s probationary period.

Except as provided below, an intern who does not satisfactorily complete FCIP shall confer no rights to further federal employment in either the competitive or excepted service upon expiration of the internship period.

A. If an intern does not satisfactorily complete FCIP for reasons unrelated to misconduct or suitability, those who held a career or career-conditional appointment in the USGS immediately before entering FCIP will be placed in a career or career-conditional position in the USGS at no lower grade or pay than the one he/she left to accept the position in the FCIP.

B. If the employee was selected for FCIP from another Bureau or agency, the USGS may exercise their delegated authority and provide placement for an employee eligible for reinstatement in the competitive service, who successfully completes FCIP but cannot be placed for reasons unrelated to misconduct or suitability, and who does not have a placement entitlement as stated in 14(a), above. Further, USGS may request the DOI, Office of Personnel Policy’s assistance in locating a position, Department-wide, to place an intern in such a situation. Otherwise, an intern who is not converted must be terminated.

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Carol F. Aten 5/12/05
Associate Director for Administrative Policy and Services

Figure 10-1