The Office of Personnel Management has approved a change to the Qualifications Standards for Clerical and Administrative Support Positions. To afford agencies as much flexibility as possible to compete in this tight labor market, effective immediatelythe written test requirement for these positions is eliminated. Experience and education requirements are unchanged. 

When making appointments under a delegated examining authority, or using outside the register selection procedures under 5 CFR 333, agencies may use any of the following individually or in combination to assess the qualifications of applicants for clerical and administrative support positions: 

• Commercially available written tests,
• Rating schedules and crediting plans,
• Work samples,
• Structured interviews, or
• Examining services provided by the Office of Personnel Management.

We have included a number of attachments that further explain these options and provide information regarding the transition from written tests to other assessment tools.

Also attached is the revised section of the Operating
Manual for Qualification Standards for General Schedule Positions summarizing the occupational series for which
written and/or performance tests are still required. 

For further information about this policy, please contact
Ms. Suzy Barker, Director, Qualifications and Examining
Policy Division (202) 606-0830.

 3 Attachments:

Clerical and Administrative Assessment Options

Questions and Answers

Operating Manual, Qualifications Standards for General Schedule Positions, Section V, Test Requirements

Clerical and Administrative Assessment Options

Commercially developed test. Agencies may use any commercially developed test, as long as it is valid and meets the professional standards in the Uniform Guidelines on Employee Selection Procedures (29 CFR 1607, http://www.dol.gov/dol/allcfr/Title_41/Part_60-3/toc.htm ).

Rating Schedule/Crediting Plan. Raters evaluate a candidate's job-related competencies, knowledge, skills and abilities by reviewing the candidate's experience, education, and accomplishments against a set of pre-determined, job-related benchmarks.

Work Sample. Examiners rate candidates on their performance using exercises that simulate tasks which have been determined (through job analysis) to be important to success in the position to be filled. 

Structured Interview. Interviewers ask candidates a set of standardized, job-related questions and rate the candidates' responses based on pre-determined, job-related criteria. These benchmarks provide specific examples of high, medium, and low levels of proficiency.  

OPM can provide the following examining services: 

Case examining uses an automated staffing system. The automated staffing system develops the vacancy announcement, supplemental qualifications statement and rating schedule; posts the announcement on USAJOBS; mails application materials; determines minimum qualifications and rates applicants; conducts quality review, issues applicant notices; produces and audits a list of eligible candidates; and answers applicant inquiries.

Inventory-based examining produces multiple lists of eligible candidates. OPM updates candidate information; opens/closes the inventory based on need of the requesting agency; mails application materials; receives and reviews applications; determines minimum qualifications and rates applicants; conducts quality review; issues applicant notices; produces lists of eligible candidates; and answers inquiries regarding candidate eligibility.

Examination administration covers the administration of a written examination. OPM manages all logistical details relating to test site selection, competitor scheduling, scoring and issuance of competitor results. Upon request, OPM can also issue a referral list.

Test material developed by OPM is also available but must be administered by individuals trained and certified by OPM as test administrators/examiners. Agencies may order test materials for one-time use from OPM Service Centers.

Structured interview training and question development are available through OPM.

For more information on services available through OPM, please refer to the following web-site: http://www.opm.gov/employ/prices/index.htm.

Questions and Answers  

1. When must agencies use the Office of Personnel Management (OPM) clerical examination? 

Agencies are no longer required to use the OPM clerical examination. However, they may use it if they choose. 

2. Do agencies need OPM's approval to use a particular assessment option for clerical occupations? 

No, it is the agency's choice. Agencies do not need OPM approval to use a commercially developed test. We will change the DEU Manual accordingly. 

3. What assessment options may agencies use instead of the OPM clerical examination? 

Agencies may use any one or combination of the available assessment options. These include:

• Commercially developed tests;

• Rating schedules/Crediting plans;

• Work samples;

• Structured interview; or

• Examining services provided by the Office of Personnel Management.

See Clerical and Administrative Assessment Options for definitions.

4. Are there any restrictions on what assessment option an agency may use? 

Yes, the assessment procedure must be job-related and meet the standards in the Uniform Guidelines on Employee Selection Procedures (29 CFR 1607). See question 10. 

5. Can an agency develop its own test? 

Yes, agencies may develop their own tests/assessment procedures. 

6. Can agencies consult OPM for assistance in evaluating commercially developed assessments? 

Yes, agencies can request OPM assistance in evaluating commercially developed assessments. 

7. What is an effective assessment option? 

An effective assessment option is one that provides accurate information about a candidate's ability to successfully perform the job. 

8. Must agencies use the same assessment procedure for all clerical positions? 

No, typically an agency will decide on an assessment option when it announces a position. Agency decisions on which assessment options to use may vary for each position. Likewise, there is no requirement to use the same assessment tool each time an agency fills a specific position. 

9. Must agencies accept notices of ratings from candidates who passed the clerical examination before this policy change? 

The agency may decide to accept notices of ratings previously issued. If an agency continues to use the current clerical examination, they must decide whether notices of ratings will be accepted from candidates who previously passed the examination or whether the candidates must re-take the test. Agencies must include this information in the vacancy announcement. 

10.Has OPM placed any restrictions on an agency's choice of assessment tools? 

Agencies must ensure that any assessment tool used is valid and meets the requirements in the Uniform Guidelines on Employee Selection Procedures (29 CFR 1607). These guidelines can be found at www.dol.gov/dol/allcfr/Title_41/Part_60-3/toc.htm. An abbreviated explanation of these requirements can be found in 5 CFR 300.103.

11. Where can I find more information on candidate assessment techniques? 

More detailed information is in the DEU Manual (http://www.opm.gov/deu). 

12. Who will inform applicants of the new policy? 

OPM will place information on this new policy on the USAJOBS website, computer bulletin boards, touch screen kiosks, and the automated telephone system. Agencies must notify candidates of the assessment option they plan to use for each job in the vacancy announcement for the job.  

13. Do agencies have to terminate their current inventories to implement this policy? 

No, it's an agency option. If the agency wishes to continue using the current clerical test, there is no need to terminate the inventory. However, if an agency chooses to use another option, they must terminate the inventory and notify eligibles. If a local OPM Service Center is maintaining an inventory, you will need to check with them to determine if people on the inventory need to be notified.  

14. Do agencies have to inform applicants which assessment option is used for a position? 

Yes, an agency must specify in the vacancy announcement the assessment option it plans to use. 

15. Has OPM changed the education and experience requirements for clerical and administrative support positions? 

No, agencies must still use the education and experience requirements listed in the standard. 

16. In Washington, DC, will OPM continue to administer the clerical test on a regular basis? 

     No, however, agencies may request special testing if       they have such a need.

17. What about otherlocations?

  Agencies may contact local OPM offices to request             testing.

18. Will the proficiency/performance test requirements remain the same? 

     Yes, proficiency/performance test requirements remain the same. 

19. How will I know if there is a written test requirement for a job series? 

Occupations that require a written and/or performance test are listed in the attached table ("Occupations/Positions for Which Written and/or Performance Tests are Required"). This replaces the table in Section V of the Operating Manual for Qualification Standards for General Schedule Occupations. If an occupation is not listed on the table, there is no written test requirement.

Operating Manual, Qualifications Standards
for General Schedule Positions,
Section V, Test Requirements