GSA - FAQ

How are jobs posted at GSA?
All GSA vacancies are posted on GSAjobs system, and most require submission of an on-line application using the GSAjobs system.
How do I know if the vacancy announcement requires that I apply online?
The vacancy announcement contains a section called “How to Apply”. This section will state the specific application process to be used. If the online application method is not being used, the vacancy announcement will state the method being used and will provide detailed instructions on how to apply. If you have any questions, contact the Human Resources Specialist listed on the vacancy announcement.
Do I have to submit my application online for General Schedule positions?
Yes, all General Schedule jobs will be filled using the GSAjobs system, unless otherwise stated.
How are Senior Executive Service (SES) and Wage Grade positions posted and filled?
Vacancy announcements for Senior Executive Service (SES) and Wage Grade positions are posted in GSAjobs, however, applicants do not apply online for these positions. Instead, applicants apply for these positions using the traditional paper method. It is important to read the entire GSA vacancy announcement to verify which method is being used and the application procedures required.
Why are vacancy announcements for Senior Executive Service and Wage Grade positions listed in GSAjobs if I cannot file an application through GSAjobs?
We use the GSAjobs system to publicize all of GSA's vacancies, regardless of the application process. This allows all of our vacancy announcements to be viewed at one location.
Will GSA accept paper applications for General Schedule jobs?
No. Exceptions will be made in the instance of extreme hardship cases (for example: an applicant lives in a remote area where it would pose a major hardship for the applicant to get to a computer in any location). Applicants requesting an exception must contact the Human Resources Specialist listed in the vacancy announcement prior to the closing date. (Sending an email to GSAjobs@gsa.gov is not sufficient. Applicants must contact the Human Resources Specialist directly if they wish to request an exception.) Applicants who are given an exception must respond to the same vacancy questions and submit the same supplemental documentation as those applying on-line. The Human Resources Office will input the data into the system on the applicant's behalf for the specific vacancy announcement for which the applicant has received an exception.
What if it is a hardship for me to apply for a vacancy that requires an online application?
You must contact the Human Resources representative listed on the vacancy announcement and request assistance PRIOR to the closing date of the announcement, during normal office operating hours. If the Human Resources Specialist determines that it is not possible for you to submit an online application, you will be given instructions on how to proceed at that time. Paper applications submitted without prior Human Resources approval will be considered as incomplete applications and will not be considered. No exceptions!

APPLICATION PROCEDURE

How do I apply?
The application process is a three-step process.

Step 1: Register in GSAjobs.
Step 2: Answer the vacancy-specific questions associated with the announcement.
Step 3: Submit the requested supplemental paper documentation in accordance with instructions in the vacancy announcement.

STEP 1: REGISTRATION

How do I register in GSAjobs?
Go to https://jobs1.quickhire.com/scripts/gsa.exe , click the "New User" button, and then scroll to the bottom of the screen and click “Next”. The system will guide you through the registration process, which will require you to input personal information and a resume, and fax in applicable supplemental documentation. This information is requested only once, but can be updated when necessary. Once you have completed the registration process, you will receive a message on the screen indicating that your registration information has been saved. This message will also contain your login ID number - be sure to record this information for future reference.
I am uncomfortable using my Social Security Number (SSN) to establish my account in the system. Is there any way I can apply for a position online without my SSN?
No. Your SSN is one of the few reliable means that government agencies have of distinguishing one applicant from another. Many applicants have the same name, or may have the same birth date. The SSN is the identifier suggested for use by the Office of Personnel Management for federal job applications. The SSN is not provided as part of the application process to the selecting manager.
Do I have to provide the EEO data? If I do choose to provide it, how will you protect it?
Applicants have the option to voluntarily and confidentially enter demographic information when initially registering. To ensure the candidate's anonymity, the data is immediately encrypted and cannot be tied to a specific candidate. Once the vacancy closes, a statistical report can be generated, but no information can be tied to a specific candidate. The Human Resources Specialist and the selecting manager cannot associate the demographic data to an individual applicant.
When should I update my registration information?
Any change to applicant contact information should be updated immediately, so that hiring officials have correct information and can contact you regarding pending vacancy applications. Applicants should also review their personal information, resume and faxed documentation each time they apply for a new position to ensure that it reflects accurate and up-to-date information.

RESUME

How do I input my resume?
During the registration process, you will be asked to enter a resume into the system. If you have prepared a resume in a word processing program (e.g., MS Word, WordPerfect), you may copy and paste it into the resume section. If you did not enter your resume when you initially registered in the system, visit the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click on “Edit Personal Information”, and then scroll to the bottom of the screen and click “Next”. You can then enter resume information directly into the space provided.
I pasted my resume into the box provided, but the formatting doesn’t look right. What should I do?
Formats such as bold type, indentations, or background shadows may not copy properly into the system. If you are dissatisfied with the appearance of your resume, we suggest that you provide a hard copy to the selecting manager if you are called for an interview.
What should I include in my resume?
A description of the types of information that should be included in your resume can be found in the text above the resume entry box, in the personal profile record.
Why can’t I email my resume?
The resume you entered during the registration process is a part of your GSAjobs record. If you apply for a vacancy, your resume information is “captured” as of the closing date of the vacancy announcement. The Human Resources Specialist and the selecting manager can view your resume on-line. The entire referral process is accomplished through electronic transmission of applicant information via the GSAjobs system.
Can I update my resume? How do I do this?
Yes. To update your resume, go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click on “Edit Personal Information”, and then scroll to the bottom of the screen and click “Next”. After you have made all of your revisions to your resume, scroll to the bottom of the screen and select “Next”. This will ensure that your changes will be saved in the system. If you are updating your resume for a particular job, you must do so prior to the closing date of that vacancy announcement. The resume that is in the system as of midnight (Eastern Time) of the announcement closing date will be the version that is captured and used to evaluate your qualifications for that vacancy announcement.
What happens if I haven't entered a resume in GSAjobs when applying for a General Schedule position announced through GSAjobs?
If your resume is not entered in the GSAjobs system by midnight Eastern Time of the closing date of the vacancy announcement, your application will be considered incomplete, and you will not be considered for that position. To enter your resume into your GSAjobs personal profile record, go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click on “Edit Personal Information”, and then scroll to the bottom of the screen and click “Next”. After you have made all of your changes to your personal record and/or resume, scroll to the bottom of the screen and select “Next”. This will ensure that your changes will be saved in the system.

STEP 2: VACANCY QUESTIONS

Can I view the vacancy questions prior to applying for the vacancy?
Yes, in fact we recommend that you view and print the vacancy questions prior to applying so that you can prepare your responses, especially any essays/narratives that may be required. In order to view the questions, simply proceed to the end of the on-line vacancy announcement and click the “View Vacancy Questions” button.
Do you have any recommendations regarding how I should answer the vacancy-specific questions?
We recommend you print the vacancy-specific questions before applying on-line for the vacancy. Carefully review each question before selecting a response. You should select the response that best describes your experience and/or education. Do not select a response choice unless you fully meet all the criteria described for that response. If the response choice only partially applies to your experience and/or education background, do not select it. If a vacancy question requires an essay response, we recommend you create it in a word processing document and then copy and paste it into the space provided for the response. Creating it in a word processing document before you start the application process will allow you to check for typographical errors and count the number of characters to ensure your response does not exceed the space provided. Also, it will save you time and expedite the application process.
Since many of the questions ask me to rate myself, what prevents me from selecting the question choices that will give me the highest score?
Nothing will prevent you from doing this. However, falsifying or answering questions to mislead the system's automated process is no different than providing false or misleading information on your application. Such action may be grounds for not hiring you, for disbarment from federal service, or for dismissal after being hired. Falsifying a federal job application, attempting to violate the privacy of others, or attempting to compromise this system is punishable by fine or imprisonment (U.S. Code, Title 18, section 1001).
What if my resume does not indicate the type of experience and/or education that I have claimed in responding to the vacancy specific questions?
If a determination is made that in responding to the vacancy questions you have rated yourself higher than is apparent in your resume, experience, and/or education, a Human Resources Specialist may manually adjust your score.
How do I know whether my online application has been transmitted?
When you have finished answering all of the vacancy-specific questions, click the "Finish" or “Done” button at the bottom of the last screen. A screen will then appear that says, "Your application has been successfully transmitted!" We recommend that you print this screen as proof of your transmission.
Can I get a copy of my answers to the vacancy questions?
Yes. After you have finished answering all of the vacancy-specific questions and have clicked the "Finish" button at the bottom of the last screen, a screen will appear that says, "Your application has been successfully transmitted!" On that page, select the option “I would like a copy of the questions and my responses sent to my email account.” Your responses will be emailed to the email address listed in your personal profile record.
If I didn’t print my responses to the vacancy questions when I applied online, can I still get a copy of my responses?
Yes. You may receive your responses via email by logging into the GSAjobs website at https://jobs1.quickhire.com/scripts/gsa.exe Enter your login information, select “View My Application Status”, and then scroll to the bottom of the screen and select “Next”. A screen will appear that lists the vacancy announcements for which you applied online. Click on the email button next to the vacancy for which you would like to receive your responses. Your responses will be emailed to the email address listed in your personal profile record.
Can I update my responses to the vacancy questions once I have completed the online application process?
Yes, you may update your responses up until the closing date (midnight Eastern time) of the announcement. To update your responses, go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click “View My Application Status”, and then scroll to the bottom of the screen and click “Next”. A screen will appear that lists the vacancy announcements for which you have submitted an on-line application. Click on the button at the left that says “View.” This will take you to the application page for that vacancy. Scroll to the bottom and click “Apply to this Vacancy.” Any information you have previously saved will appear on the on-line application. You can then complete or update the information in your application. Be sure to click on the “Save” button after you have made your changes.
When does the announcement close?
Vacancy announcements close at midnight Eastern Time on the closing date listed on the vacancy announcement. After midnight Eastern Time, vacancy announcements that have closed will not be available for review or application. In order for your on-line application to be timely, you must complete the entire application process and submit it (by clicking the “Finish” or “Done” button) prior to midnight Eastern Time.
What if I need help applying?
Contact the Human Resources Specialist listed on the vacancy announcement. The Human Resources Specialist will help you submit your application online. However, you MUST contact the Human Resources Specialist for assistance before the closing date of the announcement. (Sending an email to GSAjobs@gsa.gov is not sufficient. You must contact the Human Resources Specialist for assistance.)

STEP 3: SUPPLEMENTAL INFORMATION

How do I submit the supplemental information requested in the Vacancy Announcement (college transcripts, SF-50, DD-214, etc.)?
Applicants must fax in any required supplemental documentation.
How do I know which documents I need to submit?
The vacancy announcement states the qualification requirements for the position and also lists any supplemental documents that may need to be submitted to support specific applicant claims such as substitution of education for required experience, proof of veterans’ preference, current/former civil service status. The job seeker must thoroughly review the vacancy announcement information and determine which documents may be required for their application. The vacancy announcement will also state the document submission process.
How do I fax my information to you?
At the end of the GSAjobs registration process you will be directed to a “Generate Auto-Requested Fax Cover Sheets” page. Follow the instructions on the page to fax in any documents which may apply to you. You will need to print out the specific coversheet(s) for the document(s) you are faxing.
Why do I have to use the GSAjobs generated fax coversheet? I can create my own personalized fax coversheet from my word processing software.
The GSAjobs generated coversheet contains bar code and identifying information that is read by the optical scanner to direct the document(s) to be attached to your specific personal profile record. This coding also tells the system which document is being transmitted. If you use your own created fax coversheet, it will not contain the bar codes and the document images will not be directed and attached to your personal profile record.
I don’t remember if I faxed documents for my personal profile record before. Where can I check?
If you are already registered in the GSAjobs system, simply return to the GSAjobs registration page at https://jobs1.quickhire.com/scripts/gsa.exe, select the “Generate Fax Cover Sheets” option,scroll to the bottom of the screen and click Next. The resulting screen will show a column titled “Status” and will state whether that particular document was previously submitted.
How do I print the required Fax Imaging Cover Sheet(s)?
While on the “Generate Auto-Requested Fax Cover Sheets” page, you can print the required fax cover sheet(s) by selecting the checkbox in the “Print Cover Sheet” column and then clicking the “Print Cover Sheet” button at the bottom of the page. This will allow you to view the fax cover sheet. You can then use the print icon on your Internet browser to print the document. In order to print the cover sheets, you must be connected to a printer. Do not alter the cover sheets or they may not be recognized and could be processed incorrectly.
What happens if I send all the information under one Fax Imaging Cover Sheet?
If you use one cover sheet to send all your documentation, e.g., the SF-50 coversheet to send all your documentation, the system will register you as having several pages of SF-50s and no other documentation. This may result in your application not receiving consideration for the position for which you are applying. Each cover sheet with its corresponding documentation must be transmitted in separate fax/phone calls. You must wait for each fax to complete its transmission before you attempt to send in the next set of documents.
What happens if I send all of my documentation in one package with the coversheets in front of each of the documents (e.g.: the SF-50 cover sheet followed by the SF-50, the DD-214 coversheet followed by the DD-214, the SF-15 coversheet followed by the SF-15; all sent at one time as one faxed package.)
This has the same effect as sending everything under one coversheet. All of the documents will be listed under SF-50 and no documents will show as received for the DD-214 file, etc. Each item and its specific Fax Imaging Cover Sheet must be faxed separately. Be sure to wait for confirmation of each document, prior to sending the next (i.e., once the machine confirms that your 1st document has faxed successfully, then insert new document with the appropriate cover sheet and send the 2nd fax).
What do I do if I am unable to print the required Fax Cover Sheets?
If you click the “Print Cover Sheet” button and the requested fax coversheet does not appear in a separate window, you should check the settings on your Internet browser to see if a Pop-up Blocker is enabled. If so, you will need to temporarily turn off the blocker, or adjust settings to allow pop-ups for this web site. If you still have problems, call or email the Human Resources Specialist whose name, number, and email address appears in the announcement. Be sure to contact them before the vacancy announcement closing date.
What is the deadline for submission of supplemental documents?
The time allowed for submission of supplemental information (transcripts, DD-214, etc.) is provided in each vacancy announcement. Generally, all information must be received by midnight Eastern Time on the closing date of the announcement.
How do I know you received my information?
You will receive a confirmation email from GSAjobs upon successful receipt of faxed documents. The email will be sent to the email address listed in your personal profile record. Receipt of the email confirmation message ensures that the documents were received successfully. If you do not receive the email confirmation message, you should re-fax the document and coversheet to the number provided. Do not assume that the fax transmission has been successful until you receive a confirmation email. The transmission page from your fax machine IS NOT confirmation that the fax has been received.

You can also check your document status at any time by logging in to the GSAjobs login/registration page (https://jobs1.quickhire.com/scripts/gsa.exe) and selecting the “Generate Fax Cover Sheets” option. You will then see a list of all vacancies for which you have applied, as well as the documents requested for each vacancy. From this screen you can select and print fax cover sheets and/or see the status (including date received) of all requested documents.
What if I don’t receive an email confirmation that my fax was received?
If you do not receive an email confirmation within one hour of faxing your documentation, first check the document status page described above. Some email systems block these types of messages from being delivered (if so, you probably have a spam blocker or need to check with your Internet Service Provider). If the status page also does not show receipt of your document, re-fax your document.

If problems persist, contact the Human Resources Specialist whose name, number, and email address appear on the announcement.
What if I want to update a document I previously faxed?
You can update your information by faxing the new document with the same fax cover sheet you saved from your previous submission, or a new fax coversheet printed from the “Generate Fax Cover Sheets” page described above. The new document will replace/overwrite the existing document. This is true of all supporting documentation - the system only keeps the most recently received version of each document that is faxed. If you have a multi-paged document, you must send all pages each time an update is made.

Helpful hints for faxing documents:
- Use fax cover sheets generated from GSAjobs only. DO NOT use fax coversheets generated by a software program.
- Do not alter the fax cover sheet in any way, or it may not be recognized and could be processed incorrectly.
- Be sure to fax the Fax Imaging Cover Sheet and document to the number provided on the cover sheet.
- If faxing in multiple supporting documents, each cover sheet and its related document must be sent in a separate fax call. You should wait to receive the fax confirmation report from the first fax prior to initiating the second, and so on.
- Be sure to dial the whole fax number including the 1 and the area code even if your fax originates from the same area code.

STATUS OF APPLICATION

How can I obtain information on the status of my application?
You can view the status of your application online. Go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click “View Application Status”, and then select “Next”. A screen will appear that lists the vacancy announcements for which you submitted an application. The status of your application will also be displayed on this screen.
What if I have additional questions about the status of my application?
Contact the Human Resources Specialist whose name was listed as the point of contact on the vacancy announcement. If you do not know the name of the Human Resources Specialist, go to https://jobs1.quickhire.com/scripts/gsa.exe/preview , enter the vacancy announcement number, and select Preview. You will then be able to see the original vacancy announcement that was issued. The vacancy announcement will contain the HR contact information.

RATING PROCESS

When will my application be rated?
For most vacancies your application will be rated instantly by the system after midnight Eastern Time on the closing date of the vacancy announcement. However, the Human Resources Office will conduct a quality review before the rating is finalized.
How will my experience, education, or responses to the vacancy-specific questions be verified?
The Human Resources Specialist's role is to review the experience/education background of applicants and determine if he/she meets the qualification requirements for the specific position. The Human Resources Specialist will review the vacancy responses and resumes of all candidates who are referred to the selecting manager for consideration. Also, additional screening may occur during the job interview process.
What if I submit false information through the GSAjobs system?
As with any application for federal employment, providing false information, creating fake ID's, or failing to answer all questions truthfully and completely may be grounds for not hiring, for disbarment from federal employment, or for dismissal after a person begins work. Falsifying a federal job application, attempting to violate the privacy of others, or attempting to compromise the operation of this system may be punishable by fine or imprisonment (see US Code, Title 18, section 1001.).

PASSWORD/ACCESS PROBLEMS

I forgot my password, what do I do?
Go to GSAjobs at http://jobs1.quickhire.com/scripts/gsa.exe , select "Forgot Your Password?", and then click "Next." You will be asked to provide the email address you registered under, your zip code, your date of birth, and the secret question and answer you selected when you registered. If you did not select a secret question and answer when you registered (this is an updated feature), select "I do not have a secret question and answer" at the Secret Question drop-down menu. Select a secret question and answer. Your password will be immediately changed to your Secret Answer. Log into the system using your Secret Answer as your password. If you still experience problems, email gsajobs@gsa.gov for assistance. In your email, please provide your full name and the last 4 digits of your Social Security Number.
I tried to log in using my email address, but it didn’t work. What do I do?
Try using the GSAjobs ID Number that was assigned to you when you first registered in the system. If your email address has changed since you first registered, try using your old email address to log into the system. After you have successfully logged into the system using your old email address, be sure to update your email address in the system. If you cannot access the system, email GSAjobs@gsa.gov for assistance. In your email request, please provide your full name and the last 4 digits of your Social Security Number.

EMAIL NOTIFICATION PREFERENCES

Can I request to be automatically notified when new vacancy announcements are posted?
Yes. During the registration process, you can elect to be notified by email about new job postings that meet your specified criteria. You can designate criteria by job title, series, grade, and geographic location. When you elect email notification, you will also be notified by e-mail if/when vacancy announcements are updated or revised. The vacancy notification will be sent to the email address that is listed in your personal profile record.
How do I change my email notification preferences?
Go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click “Edit Personal Information” on the login screen, and then scroll to the bottom of the screen and click “Next.” This will take you to the page containing your registration information and email notification preferences. Ensure that you go to the bottom of each screen and click "Next" after making your changes. You should continue through each screen for Personal Information until the end – at that point select “View Selections”. After viewing them, click “Next” to finalize your changes.
How do I discontinue email notification of vacancies?
Go to the GSAjobs site at https://jobs1.quickhire.com/scripts/gsa.exe , enter your login information, click “Edit Personal Information” on the login screen, and then scroll to the bottom of the screen and click “Next.” Go to the email notification section and select the choice that says you would NOT like email notification. Ensure that you go to the bottom of each screen and select the "Next" button. You should continue through each screen for Personal Information until the end – at that point select “View Selections”. After viewing them, click “Next” to finalize your changes.

GENERAL QUESTIONS

Can I use GSAjobs from my office computer?
Whether you can use your office computer to apply for jobs depends on your employer's policy. If you work for a Federal agency or you work for a company in private industry, contact your employer's personnel office for information on whether you can use office equipment for this purpose.
What if I don't have a computer?
Most college placement offices, job search agencies, unemployment offices, public libraries, and some civic centers have computers and Internet access for patrons to use free of charge.
I work for GSA. Can I use my office computer?
GSA employees are authorized the use of office equipment on an occasional basis provided that the use involves minimal additional expense to the government and does not interfere with official business. Occasional personal use of agency office equipment shall normally take place on the employee’s personal time, not during official duty time.
Can I have my information deleted from GSAjobs system?
No. GSA can deactivate your application, but the information must remain in the system for historical purposes.
Can I apply for federal jobs with agencies other than GSA by using the GSAjobs system?
No. If you are interested in federal jobs in general, please visit the USAJobs website at http://www.usajobs.opm.gov Most federal agencies (including GSA) post their vacancies on this site and have their own separate application submission process.

Last Reviewed 2/3/2009

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