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Overview of Vacancy Management Process

May 30, 2025

Vacancy Header Overview

Purpose of the Vacancy Page

  • Create or modify vacancy position information.
  • Designate accepted and required supporting documents.
  • Indicate applicable eligibilities.
  • Establish vacancy settings.
  • Created when a request is approved.

Accessing the Vacancy

  • Select Requests tab.
  • Choose a Request Number in Pending Recruitment status.
  • Click the Vacancy Number link in the Vacancy Created section.

Key Elements Displayed

1. Vacancy Number

  • System-generated.
  • Used to track all actions related to the vacancy's life cycle.

2. Office, Customer, Hiring Official

  • Selected in the request.

3. USAJOBS Job Title

  • Job title as it appears on USAJOBS.

4. Pay Plan Series Grade

  • Selected in the request.

5. Announcement Type

  • Selected on the Position Information page.
  • Options include:
    • DE Public
    • ST Status
    • IMP Internal Merit Promotion

6. Status

  • Indicates vacancy status.
  • Can be manually changed to cancelled or expired with permission.
  • Options:
    • New: Status until released and opened.
    • Active: Status once released and open.
    • Expired: Manually entered or calculated 365 days post the last certificate issuance.
    • Cancelled: Changed by authorized personnel.
      • Reasons include administrative errors, lack of funding, hiring freeze, etc.

7. Expiration Date

  • Calculated as 365 days from the last certificate issuance.
  • Automatically moves to expired upon reaching the expiration date.

8. Case File, Position Information, Supporting Documents, Eligibilities, Settings

  • Case File: Review summary info for request.
  • Position Information: Modify information from the request.
  • Supporting Documents: Designate required applicant documents.
  • Eligibilities: Designate required applicant eligibilities.
  • Settings: Manage applicant screening information.

9. Documents

  • Review or upload documents to the vacancy.
    • Filter by Document Name: Search requests by number.
    • Document Name, Submitted By, Submission Date, Cancel, Delete: Manage document details.

10. Add New Document

  • Add documents from USA Staffing or Desktop.
    • Filter, Choose File, File Name, Cancel, Upload: Manage file uploads.

11. Notes

  • Add or review notes specific to the vacancy.
  • System saves note details: user, date, time.

12. History

  • Displays a record of actions completed.
  • Includes user name, action, change, date, and time.

Related Links

  • Links to additional instructions and related articles for each section.