US Dept of Energy Human Resources Management

DOE Jobs

Introduction

Welcome to DOE Jobs! This is the Department of Energy’s automated recruitment system for posting jobs. The following section addresses many questions which DOE employees, managers and HR staff may have regarding this system and the changes expected to occur with use of the system.

(as of 10/11/06)

Frequently Asked Questions

General Information About the System Applicant/Employee Information
Information for Human Resources Professionals and Managers

Question	Answer
General Information
Why did we integrate with USAJOBS?	The President’s Management Agenda (PMA) calls for one stop recruiting for all Federal jobs. By eliminating the multiple sign-ins necessary to apply for differing agency staffing systems, sending applicants to USAJOBS to search and apply for all Federal jobs becomes easier and more consistent government-wide.
What are the major impacts of the integration to our applicants?	Major impacts to applicants include the following: DOE home page will re-directed to an Energy filtered USAJOBS search page DOE Jobs user ids will no longer be valid. A USAJOBS account will be necessary to apply for Energy jobs. Applicants must create at least one new resume (but may store up to 5) on USAJOBS to use for future job applications.
What happens in DOE's Jobs automated staffing system?	In the DOE Jobs automated staffing system you will answer vacancy specific questions necessary to evaluate your qualifications for the specific job to which you are applying. When completed, the information you provided at USAJOBS and the answers to the questions will become your application. After the vacancy closes, a Human Resource Specialist uses the DOE Jobs system to identify well-qualified candidates and refer them for consideration for the vacancy.
What if I need help applying?	For assistance on applying for a DOE Jobs vacancy, please contact the HR Specialist listed in the vacancy announcement OR send an email to http://www.usajobs.gov/contact.asp. for password support.
Can I create a résumé online?	Yes. During your registration with USAJOBS, you should complete a résumé. In fact, you have the capability of creating and storing up to five r ésumés.
How can I set up a USAJobs search agent to receive DOE announcements only?	To make sure you don't miss any DOE-only announcements, be sure to set up your search agent using the DOE job search page. The search page will allow you to find ALL open DOE vacancies, including those open only to current DOE employees. To set up a search agent for all DOE vacancies, including DOE-only announcements, select Energy under Agency Search. Once you have finished defining your search criteria, go to the bottom of the page and hit Search for Jobs. This will take you to a listing of all positions that meet your criteria. Click on the save this search and email me jobs link at the top right of the page. Your search specifications will be provided to you for review. You can then designate how often you would like to receive email notifications of available vacancies. Finally, saved the search agent.
What is the url for the DOE’s USAjobs page?	It is http://jobsearch.usajobs.gov/a9doei.asp
How can I be sure my electronic application was received?	After an applicant has answered the job-specific vacancy announcement questions, there are two buttons they need to click on. First, click on "Submit Application." Then scroll to the bottom of the screen that previews the answers to the questions and resume and click on the "Finished" button. There will be a delay before a confirmation page on USAJobs appears on the screen.
About the System
Question	Answer
If I am already registered on USAJOBS, will I need to reregister?	No, current registered users of USAJOBS may use their existing USAJOBS account to apply for positions posted via DOE Jobs.
How will jobs display?	There will be two USAJobs links on the Energy page at http://www.energy.gov/ under the DOE Jobs links for status and internal jobs. Internal jobs will display exactly like other jobs posted to the USAJOBS site. However, if an applicant attempts to apply to an internal job for which they are not eligible, they will be stopped by the core question logic in DOEJobs.
When exactly do jobs close?	DOE Jobs positions close at midnight Eastern Standard Time (EST) on the closing date of the vacancy announcement. After midnight EST, jobs that have closed will not be available for review or application.
How does DOE Jobs work?	DOE Jobs automates the federal hiring process. Interested applicants can review the vacancy announcement and answer position-specific questions while at this website. After the vacancy closes, the HR office uses the system to automatically rate, rank and certify candidates. Top-talent is instantly identified and ready to be forwarded to the selecting official.
I get an error message that the primary key was violated when I hit the ‘Submit’ button to submit my application in DOE Jobs.	This is caused when applicants complete the application process then hit the ‘Submit’ button once and nothing “immediately” happens; therefore, they hit the ‘Submit’ button again. This causes the application to be submitted twice as new. DOE Jobs will send applicants an error message that the primary key was violated. This violation does not affect your application since the data was saved the first time it was submitted.
Applicant / Employee Information
Question	Answer
Can I be automatically notified of vacancy announcements?	Applicants will no longer receive new job listing notifications from DOEJobs. All email notification of job listing will come from USAJobs based on your profile setup.
What if I forget my password?	Applicants should contact the USAJOBS help desk at http://www.usajobs.gov/jsfeedback.asp for login and password management assistance if you don’t remember.
Where do I enter my knowledge, skills, and abilities (KSAs)?	You are rated and referred based on your responses to the position-specific questions as supported by information in your resume. The position-specific questions used in DOE Jobs should be derived from competency questions defined by the selecting official in consultation with a human resource specialist, and validated by DOE subject matter experts as appropriate for the job vacancies in DOE Jobs.
All DOE HR offices are not using the online process for their vacancies. How do I apply for other DOE jobs which are not online?	You should follow the instructions outlined in the vacancy announcement on how to apply.
I would like to send my application via email.	We will not accept resumes via email. In order to apply for jobs in DOE Jobs, you must log into the system and apply online by answering the position-specific questions and submitting your resume via the website.
If the system only accepts online applications, how do I send other attachments such as my college transcript, SF-50, etc?	You should follow the instructions in the vacancy announcement about submitting the required supporting documentation. If there is nothing in the announcement about supporting documentation, you should contact the HR specialist identified on the vacancy announcement.
How do I find the status or vacancy listing of which I have applied?	Applicants will be able to check the status of all jobs applied for through USAJOBS in one place in MY USAJOBS.
How is my application rated?	The responses you provide to the questions are the basis for the numerical rating calculated by the system, in accordance with the weighting of questions as determined by the selecting official/subject matter expert and HR staffing specialist.
Since the system rates me according to my self-assessment and responses to the questions, what prevents me from selecting those choices, which will give the highest scores?	Falsifying or answering questions to mislead the system’s automated process is no different than providing false or misleading information on your application under the old process. Applicants are reminded that this is a federal job application system. Providing false information, creating fake ID’s, or failing to answer all questions truthfully and completely may be grounds for not hiring you, for disbarment from Federal Employment 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 (US Code, Title 18, section 1001).
I am uncomfortable using my social security number to establish my account in the system. Is there any way I can apply for a position on-line without my SSN?	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 even have the same birth dates. The SSN is the identifier suggested for use by the Office of Personnel Management for Federal job applications, and is the only way we can definitively differentiate between applicants.
How do you confidentially collect EEO data from applicants?	Applicants have the option to voluntarily provide demographic information when initially registering in DOE Jobs. To ensure the candidate's confidentially, the data is immediately encrypted and cannot be tied to a specific candidate. Once the position closes, a demographic report can be generated; however, neither the HR staff nor selecting official is able to associate the demographic data to an individual. The data is also encrypted within the query processing tool. The encryption code is proprietary QuickHire information, which they will not release.
If I am not selected for a position, whom should I contact to find out why?	If you are found ineligible for a particular position, you should receive an email from the HR office explaining the reason why. You may contact the human resource specialist listed on the announcement for further details.
I would like to send my application via email.	We will not accept resumes via email. In order to apply for jobs in DOE Jobs, you must log into the system and apply online by answering the position-specific questions and submitting your resume via the website.
If the system only accepts online applications, how do I send other attachments such as my college transcript, SF-50, etc?	You should follow the instructions in the vacancy announcement about submitting the required supporting documentation. If there is nothing in the announcement about supporting documentation, you should contact the HR specialist identified on the vacancy announcement.
Is there any way I can see which positions I have applied for?	Yes, go to the DOE Jobs homepage. Under the Registered Users section, provide your logon information and select “View My Application Status” and click Next. All of your applied jobs will be listed with an option to get an email copy of your application responses. It will be sent to the email address registered in the system.
How do I find the status of a vacancy for which I have applied?	Applicants can check the status of a vacancy online. Go to the DOE Jobs homepage. Under Registered Users section, provide your logon information and select “View My Application Status” and click Next. If you need further information regarding the status of the vacancy, you should direct your questions to the HR Specialist in charge of the announcement. You should note the name, telephone number, and email address of the HR Specialist listed as the contact person on the vacancy. You should provide the Specialist the job number AND the job title as a point of reference.
What if I want to submit a long version resume or additional documents?	Resumes should be as brief as possible. You should only include relevant work experience, with short descriptions and your education. The resume is a different type of document than the SF-171, which had a great deal of narrative. Should you rank among the top qualified candidates, and are scheduled for an interview, at that point is when you may wish to share additional documents or information with the selecting official or interview panel.
How is my application rated?	The responses you provide to the questions are the basis for the numerical rating calculated by the system, in accordance with the weighting of questions as determined by the selecting official/subject matter expert and HR staffing specialist.
Is my application rated instantly?	Yes. However, the rating will not be finalized until midnight Eastern Standard Time of the closing date of the announcement. Prior to this date and time, you can go back into the system and change your responses or update your resume.
Since the system rates me according to my self-assessment and responses to the questions, what prevents me from selecting those choices, which will give the highest scores?	Falsifying or answering questions to mislead the system’s automated process is no different than providing false or misleading information on your application under the old process. Applicants are reminded that this is a federal job application system. Providing false information, creating fake ID’s, or failing to answer all questions truthfully and completely may be grounds for not hiring you, for disbarment from Federal Employment 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 (US Code, Title 18, section 1001).
I am uncomfortable using my social security number to establish my account in the system. Is there any way I can apply for a position on-line without my SSN?	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 even have the same birth dates. The SSN is the identifier suggested for use by the Office of Personnel Management for Federal job applications, and is the only way we can definitively differentiate between applicants.
How do you confidentially collect EEO data from applicants?	Applicants have the option to voluntarily provide demographic information when initially registering in DOE Jobs. To ensure the candidate's confidentially, the data is immediately encrypted and cannot be tied to a specific candidate. Once the position closes, a demographic report can be generated; however, neither the HR staff nor selecting official is able to associate the demographic data to an individual. The data is also encrypted within the query processing tool. The encryption code is proprietary QuickHire information, which they will not release.
If I am not selected for a position, whom should I contact to find out why?	If you are found ineligible for a particular position, you should receive an email from the HR office explaining the reason why. You may contact the human resource specialist listed on the announcement for further details.

Question	Answer
Information for Human Resources Professionals and Managers
Why are we using automation to improve our process?	In order for the Department to become more competitive in seeking out applicants and to provide a quicker and easier process when applying for federal positions, it was decided that automation through use of a web-based internet application was the best choice.
Who has access to the QuickHire system?	Designated Human Resources staff is authorized for certain levels of access. Different user privileges allow all necessary parties to be involved in the hiring process. Your HR site administrator will determine who has privileges to this information.
How easy is it to build and post a vacancy?	QuickHire's vacancy builder walks you through the process to quickly build a vacancy. With the click of a button it can be posted on the website.
What do you mean we can ask position-specific questions?	DOE Jobs allows you to create, categorize, and store questions for each vacancy. Questions pertain to both minimum qualification requirements as well as ranking questions (formerly referred to as KSA’s). Asking questions upfront automatically pre-screens and ranks candidates for you. Questions can be asked in a variety of formats, such as Yes/No, True/False, Number, Date, Short and Long Answer, Multiple Choice, Multiple Choice/Multiple Answer, and Matching.
I routinely send my vacancy announcements to local and national organizations. Can DOE Jobs help me with this?	Yes, through the Diversity Notification (DIN) List feature, you can save, categorize, and store recruitment sources. As you set up each vacancy, select the community organizations, professional associations, or educational institutions that you would like to receive the vacancy announcement. The system can then automatically send an email to those organizations informing them of your vacancy announcement if you have chosen the DIN feature.
How can we tell if someone has applied?	When creating a vacancy in the vacancy builder, you may designate a point of contact to be notified via email every time someone applies to that job. Also, any user with privileges for the vacancy can view the ranked pool of applicants at any time during the hiring process using the Applicant Manager since the data is available instantly.
How will the public status feature work?	Applicants will now be able to check the status of applications on USAJOBS as opposed to logging into DOE Jobs. Each custom status code will have to be associated with one of the 13 standard public status codes used by USAJOBS.
What are the 13 public status codes for USAJOBS? Can they be changed?	The 13 ROS Applicant Public Status Codes, which can not be changed, are as follows: Referred to Manager Decision/Offer Made Req Closed – No selection Candidate Rejects Offer Clearance Underway Complete Application Received Resume Rcvd – Complete Application Unsuccessful Candidate Accepts Offer Decision/Unsuccessful Vacancy Cancelled On Duty Resume Recd - Incomplete
How can DOE Jobs help me organize the hiring process?	The applicant tracking easily stores correspondence, internal notes, and cost items to keep you organized as you move through the hiring cycle. Using e-mail templates, you can notify eligible or ineligible candidates. With just a click, you can store an email, enter a note to the file, change a status, or enter a cost item.
Can I run reports from DOE Jobs?	Yes. There are several standard reports delivered with the software, such as vacancy and EEO statistics. The query tool also allows for ad-hoc type reporting.
How easy is it to learn to use DOE Jobs ?	Whether you elect a pre-installation training seminar or one-on-one training for your staff, you can learn how to use the system in a matter of hours. After initial training, the online help index guides you through the software.
If the system rates and ranks candidates, do I still need a ranking panel or input from subject matter experts?	The intent is for the system to relieve the HR specialist from having to go through the manual process of determining basic qualification requirements and to eliminate the need for the ranking panel process. HR specialists will now consult up front with managers or subject matter experts to determine the questions, which will be included in the vacancy and the weights to be assigned. The system does not replace the need for subject matter input; it automates the rating and ranking process.
I understand the system is based on applicants self-certifying their responses to the questions; how do I verify if they are answered honestly?	Applicants will be reminded in the vacancy announcement about the penalties for providing false or misleading information. However, the HR specialist can still conduct a quality review prior to issuing the cert to the selecting official. The quality review can be against the applicant’s resume entered in the system. HR specialists should also request additional information, e.g., college transcripts, SF-50’s, SF-15, DD-214’s, etc. The selecting official should use the interview process to ask clarifying questions when applicant’s experience and response to questions are not commensurate with each other (selecting officials can receive a copy of applicant responses to questions).
Can I automatically post vacancies to USA Jobs?	Yes. DOE Jobs allows authorized users to send vacancy announcements to OPM.
Will I have to input the same questions into the system every time?	No, questions are stored by category in the system. Managers can view and select the questions on-line, which are currently maintained in the system’s library for the particular series in mind. When consulting with your manager, you will decide which questions from the list you want to use for your vacancy. Once in the system to build your vacancy, you will assign the questions, which were agreed upon. Typically, the HR specialist will have already selected the questions, which pertain to basic qualification and educational requirements for the job series.
What if I need a new question to be added which has not been used before?	If a new question is needed, the site administrator(s) can input/load the question into the system. It will become part of the library and can be used for future vacancies.
Who else has already integrated their Hiring Management system with USAJOBS?	As of August 22, 2006, the following integrated are: Department of Labor, Department of Transportation, Smithsonian, Department of State, and DOI/Bureau of Reclamation.

For additional questions, please refer to the USAJOBS Frequently Asked Questions at: http://help.usajobs.gov/jobseeker/FAQ/

| | |