REVISED T/O FORMAT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00384R000400150047-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: November 17, 2016
• Document Release Date: August 17, 2000
• Sequence Number: 47
• Content Type: MEMO

ApprovecVFor Release 2001 1 ' l ;c{A-RDP57-00384R000400150047-3
25X1A
4EMOE,tAtWUM TO:
FROM : ActioC Personnel Director
SUBJECT : Revised T/O Format
1. The new T/O for GENIAL COUNSEL will be published in a somewhat
different form from that used -in the past. This new format will provide
additional information which should be of value to your Office as well as
to the Personnel Office in facilitating the keeping of accurate personnel
records and processing of personnel actions.
2. At such time as T/0's for all CIA offices have been converted
to the new system, revised procedures for the use of T/0 data for initiat-
ing personnel actions will be published on an Agency-wide basis. In the
interim, the following instructions will apply specifically to your Office:
a. Organizational Structure: No change of form or use.
b. Position Titles: The position title appearing on the T/O
will be the icia Cjassi.ficsti.on title to Le used on all personnel
records and documents. Abbreviations are used for the longer titles
in order that space requirements on various personnel records and
forms may be met. Use the abbreviated titles as listed on the T/O
when preparing Personnel Action Requests, Form 37-3; and Confidential
Funds Personnel Action, Form 37-1. Substitute parentheses for the
dash wherever the latter appears in a T/O title; for example: use.
Secretary (Steno), not Secretary-Steno. The use of parentheses in
such cases is required by the Oivi. ervice Commission; however, ' this
symbol cannot be printed by available tabulating equipment.
c. Grade: the Grade column has been expanded to include the
nunerical-Givil Service series code applicable to the type of work
performed by incumbent of each position. For example, the position
of Educational Specialist will be coded to the CS-1710 series (Educa-
tion andTrain.ine Series). The series code will precede the numerical
grade of each position on the T/0-and, in the future, on all personnel
action requests, s.g., CS-1710 114.
d. Position ' umber:
(1) Form: (a) A single series of numbers beginning, with
one will be assigned by the Personnel Office for each organiza-
tional component equivalent to or higher than the office level;
(b) `lithin this series, numbers will be assigned in consecutive
order to individual positions authorized on the new T/O without
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regard as to whether the positions are departmental or field,
domestic or foreign, vouchered or unvouchered; (c) A code
letter has been assigned to each office to identify the posi-
tion numbers with that office. This code letter will prefix
the position number as follows:
If the letter "Z" is assigned as code letter
for a particular office, the first position on the
T/0 will have the position number Z1, the second
position Z2, the twenty-third position Z23.
(2) Method: The position number (formally referred to
as "slot" niuner) will henceforth serve a variety of purposes:
(a) It will continue to serve as "slot" number for
budget purposes.
(b) It will identify each position as to office or
staff location by meant of the following alphabetical code:
25X1A
POSITION NUMBERING CODE
(c) It will be used as the classification "bureau"
number or job description number for the position. Position
numbers listed on the new T/O will be assigned to appropriate
approved and valid position descriptions now in use and to
new descriptions prepared.
(d) It will identify "additional identical" positions
on the new T/Ov This means that all positions in the same
organizational unit which are substantially identical in
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UNFIDENTIAL
Security lrSornmat.ion
terns of duties performed and qualifications required
will Le keyed together on the T/0. This is accomplished
by assigning a regular position number to the first such
position on the T/0 and assigning; this same number plus
decinals beginning; with .01, .02, etc., to following addi-
tional identical positions. For example:
2 )1e T/0
Z125 are identical to each other. Position Z126 is not
identical to 2125 or decimals thereto and is, therefore,
assigned a separate nLmiber. When preparing personnel docu-
ments, indicate position numbers of "A,I.l' positions by
using a decimal point in lieu of the space appearing on
the machine run; (i.e., use 2125.01 instead of Z125 01).
(e) The position number will be used in the following
manner to identify "block" jobs (jobs at lower grade than
T/0 authorization used temporarily for training purposes,
for hiring new employees on a trial basis, or for assignment
of present employees when their qualifications or performance
are not sufficient for official assignment to the T/0 Srade):
(1) The T/0 will indicate only the full grade
authorized for each position as, for example:
Title Grade Code 2 Pos. No.
Intel. Officer GS-132 13 . 37
If recruitment'or transfer action to this position is
effected at GS-12, the position number applicable for
personnel documentation is Z37-12. Note that the basic
position number is followed by a dash and the GS or
CPC grade which the incumbent will hold. When the in-
cumbent qualifies for anu is perfor:nint, the full job,
he may be promoted to GS-13 to position number Z37,,
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(2) Similarly, if the forekoiy),g position is
filled at G;;-11, the position number Z37-11 is used.'
(3) If position to be blocked is listed on the
T/O as an additional identical position, for example:
Title Grade
Intel. Officer GS-132 lip 3E.01
The proper positicn number to be used for occupancy at
GS-13 is Z38-01-13(4) A block -ob normally is in the same classi-
fication series as the basic job. (A list of certain
exceptions for lowe.?-graded clerical positions will be
provided. See Attac1unent 1). If a.lower- ade block
job is required in a different series., the basic job
should be changed on the T/t. to correspond.
(f) It will be used an numbering positions approved
on the T/O at multiple grads, for example:
T/O Title Gie
Puss No.
Intel. Officer G.S-132 : /1~
123
This situation is compara;le to the block job problem
just discussed and will be handed in the same manner. The
highest grade level recognized n the T/O will be considered
to be identified by the positio:. number assigned. Arty lower-
grade levels utilized within the range provided will be
identified on personnel document: by the basic job number
followed by the grade used, for 4xample:
Intel. Officer GS-X132 7 USE Pos. No. 2123-7
T/O designation for this position will require no ci,ange
from GS-132 5/14 listed above.
(g) The position number wil, be used at a later date
also as the recruitment request mmnber to identify anti control
personnel action requests involvii., direct recruitment.
However, no change will be made it existing procedures for
preparing and processing, r ecruitmt It requests at this time.
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3. To effect proper assignment and slotting of personnel now
on duty, a position listing will be prepared by each Office. Meetings
will be arranged by the Personnel Office with each of the Operating
Offices to discuss this procedure in detail. A sample copy of the form
(Attachment 2) to be used is submitted for advanced review,
!to In preparing personnel action requests subsequent to initial
slotting of personnel as in paragraph- 3 above, follow format set forth in
Attachment 2, Sample Copy of Form 37-3 as attached
5,, A representative of tais Office will be available to assist
your Administrative Office in installing the interim procedures and in
converting existing position description files and other personnel records
to the new numbering system. Any problems occurring in the. "sl c '.tinge of
personnel on duty against the new T/O can be discussed and proper course.
of action determined.
Encls
Att.#l Position Blocking Procedure
Att.#2 1 Sample Listing #1
1 Sample Copy #2
CONFIDENTIAL
Security Information
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