NEW APPLICANT PROCESSING SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000200220015-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 12, 2016
• Document Release Date: January 18, 2002
• Sequence Number: 15
• Publication Date: October 15, 1980
• Content Type: MF

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ADMINISTI'4TIVTE IIti"'T :~IAL USE ONLY ~_. .. %= .
MEMORANDUM FOR:
Senior Directorate and Component Personnel Officer
Harry E. Fitzwater
Director of Personnel
Policy, Planning, and Management
SUBJECT : New Applicant Processing System
REFERENCE : Memo to Senior Directorate and Component Personnel
Officers from D/PPPM, dated 22 May 1980, Same Subject
1. In the reference, I commented on the need for your help to make
the new processing system succeed. I want to emphasize that I am looking,
to you to be assertive in obtaining the timely cooperation of the sub-
stantive offices you serve. Without a mutual effort, the new system wil
fall short of achieving the optimum reduction in hiring time that is
envisioned. The purpose of this memorandum is to ensure that personnel
officers understand the new system well enough to explain it to their
component managers and to provide Recruitment and Placement with the
rapid response that is vital to the success of the new system. To assist
you, attached are informal, abbreviated information sheets that spell knit
the procedural steps we are now using for:
a. Professional/Technical "Resume" Cases
b. Professional/Technical "Recruiter" Cases
c. Out-of-Area Clerical Cases
d. Local Clerical Regular Cases
e. Local Clerical "Fast-Track" Cases
Regarding the professional/technical sheets, I urge you to give particu3 r
attention to the prompt responses required from your office both at the
time of review of an applicant's file and subsequent to the office pre-
processing interview.
2. The consequence of a past due response on an applicant file is
an automatic rejection, even if your office should want to invite the
applicant for an interview. I do not expect exceptions to this policy,
and I would hope you do not ask for any. The fourteen calendar days dead-
line is more than sufficient time to make a decision on interest in an
applicant.
ADMINIST TIVE --;.INTERNAL IJSE APTLY
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ADMINISTR;'~TI y.:~-... L USE ONLY
3. We also expect a prompt` response subsequent to the office inter.
view of an applicant. In this instance, your office decision is normally
due within ten calendar days. If certain test results (e.g., PAT/B) are
prerequisite to a hiring decision, response is due within seven calendar
days after receipt of the test results.
4. '1 am certain that you appreciate the importance of timely acticti
at each step of the new processing system. Accordingly, it is my hope
that one specific responsibility of the Expediter Group--to follow up on
delinquent office actions--will not need to be exercised.
5. I am pleased with the progress of the new system and the attendLnt
reduction in processing time, especially when problems created by the
hiring freeze are taken into consideration. We have yet to obtain our i ll
objective, however. This can be achieved only with the full cooperation of
you and your component managers. In this regard, I look forward to your
sustained support.
6. I am monitoring the new system closely through periodic Task
Force meetings with the Directors of Security and Medical Services and
other key officers. Should you have any problems or suggestions that
might be appropriate for the attention of the Task Force, please call
Staff Personnel Division.
ar r itzw ter
Attachment:
As Stated
ADMINISTTi4TI E - I_;Ic AI, USE ONLY
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PROFESSIONAL/TECHNICAL - Resume Case
INITIAL STEP:
L Review Unit (RU) reviews resume, selects offices with
possible interest, and annotates Routing and Record
Sheet.
2. RU enters into CAPER. AFS makes file. CARB sends PHS
package to applicant and holds file. Applicant notified
if PHS is not returned within 12 days following his or
her receipt of package, further action on application
will be cancelled.
3. If PHS not received within 18 days, CARB places file
into AFS Inactive. No correspondence required.
4a. CARB forwards to Review Unit. Review Unit checks
for completeness and, if appropriate,based on the
applicant's comments, revises pre-selected offices.
b. If PHS-Part I is incomplete, ex;:)editer calls the
applicant.
5a. Security expediter reviews cases (calls applicant
for additional information; sends mailgram if
necessary and holds case until applicant reached).
b. Medical expediter reviews cases (flags where additional
information is needed).
6a. File sent through AFS to PSB.
b. Copies of PHS-Part I sent to pre-selected offices by
PSB (attached to PHS is form for office to return -
(a) arrange for PPI, or (b) no interest and specific
reason). Offices must respond within 14 calendar days.
A late response or no response will be treated as "no
interest," and the applicant automatically rejected.
ACTION ON OFFICE RESPONSE:
7. After 14 calendar days, PSB pulls files waiting for
office responses. PSB reviews responses and notes
all appropriate routing on Routing and Record Sheet,
as follows (entering disposition into CAPER):
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a. Cases where all office responses are negative
or have not been received:
(1) Expediter - call offices if appropriate.
Expediter calls offices only if reason for
no interest is not sufficient. In cases
of no response, expediter calls with the
assumption that office has no interest;
call is to determine reason for no response
or to resolve unusual circumstances re-
garding no response.
(2) RU - feedback on reject reason
(3) CARB - reject letter
b. Cases where response(s) are all positive:
(1) PSB personnel officer
(2) PSB processing assistant to arrange office
interview(s), testing and pre-investigative
interview. (Applicant requested to bring
in PHS-Part II and writing sample if
required.) Processing assistant arranges
pre-investigative interview based on pre-
determined schedule options provided by
security expediter.
(3) CARB - correspondence
(4) PSB
C. Cases where responses are mixed (i.e., positive and
negative) :
(1) PSB personnel officer
(2) PSB processing assistant - arrange PPI
(3) CARB - correspondence
(4) PSB
AT TIME OF PPI:
8a. Applicant brings completed PHS-Part II. Applicant has
appointments. For pre-investigative interview, security
expediter reviews form before interview, delivers white
envelope to SAS. (If applicant does not bring PHS-Part
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II, appointments still take place. Part II must be
mailed in immediately.)
b. If pre-investigative interview negative, applicant
continues with scheduled appointments. Security
expediter sends file to C/SPD, who notifies PSB and
sends file to CARB for reject. Component holding PPI
is notified.
9. Office must notify PSB of hiring decision within 10
calendar days following interview. If decision is
positive, notification must be by Form 1152. If the
decision is negative, the reasons must be written on
the Routing and Record Sheet and forwarded to PSB.
Expediter will call component if decision is not
received on time.
If decision depends on PATE or other test results,
office must notify PSB of decision within 7 calendar
days of the date results are sent to office; if
positive, notification must again be by Form 1152;
if negative, written on R&R sheet. If test results
have not been received by PSB within 15 days after
request, expediter will call PSS.
10. If office decision(s) negative, PSB updates CAPER
and sends file to CARB for correspondence.
11. If okay (1152) received from office(s), put into
process. If multiple office interest, PSB personnel
officer negotiates. For cases where medical expediter
has flagged case during earlier review ("additional
info required"), the personnel officer returns file
to medical expediter, who calls applicant and requests
information. (Expediter will monitor these cases.)
File then returned to PSB. Processing assistant waits
for medical invitee and then sets polygraph and medical
appointments. Medical expediter alerted if medical
invitee not received within 10 days.
12. After final clearance, processing assistant arranges
EOD. Expediter calls applicants who cannot EOD with-
in 30 calendar days (or 30 days after graduation), if
reason given is not valid.
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PROFESSIONAL/TECHNICAL - Recruiter Cases
When recruiters begin use of 2-part PHS, Part I will
be forwarded to Headquarters with the interview report.
Review and processing will be same as for Professional!
Technical - Resume cases, with following changes:
Step 1. Review Unit reviews PHS for completeness,
selects offices with possible interest, and
annotates R F R sheet
Step 2. RU enters into CAPER, AFS makes file
Step 3. Omit
Step 4a. Omit
All subsequent steps, including 4b, remain the same
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OUT-OF-AREA CLERICAL
1. Review Unit reviews resume.
2. RU enters into CAPER; AFS makes file.
3. Recruitment Division refers file to recruiter.
WHEN PHS RECEIVED:
4. Review Unit reviews for completeness.
5a. Security expediter reviews.
b. Medical expediter reviews.
6. CSB reviews for qualifications against Agency requirements.
7. CSB initiates.
LOCAL CLERICAL - Regular
1. WARO reviews qualifications.
2. RD enters into CAPER.
3a. Security expediter reviews.
b. Medical expediter reviews.
4. RD recharges; AFS makes file.
5. Same as 6-7 above.
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Definition: Local (within 50 miles)
Unemployed
Full-time
Not handicapped
Available immediately
1. Applicant interviewed at WARO. WARO obtains availabisi-?_y
date and determines if "Fast Track." Applicant given PHS
package. WARO prepares interview report (check-off form).
2. CSB tests applicant.
3. Applicant calls in; if passed tests, completes PHS
immediately.
4. Applicant returns PHS (preferably hand-carries). WARO
checks for completeness and insures valid Fast Track
candidate (checks interview report, test results).
5. WARO calls security expediter. If he is available,
applicant asked to wait for pre-investigative interview.
If he is not available, applicant told we will contact
in 1 - 2 days.
a. CSB - concurrence as Fast Track. (This step is not
necessary for clerk-typist, clerk-steno and courier
applicants.)
b. RD - enter into CAPER.
C. AFS - make file.
d. Expediter.
7a. Security expediter reviews.
b. Medical expediter reviews. (if old record exists, or(de.-s
immediate recall.)
8. Pre-investigative interview (either immediate, or arrankied
later by security expediter). Security expediter selects
EQD date to be given to OS by CSB. If pre-investigat_v*2
interview is okay, security expediter notifies OS to (ox-)ect
Fast Track application.
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9. CSB sets earliest appointments.
10. Security and medical appointments.
11. After final clearance, CSB sets EOD (normally first
Monday after approval).
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