2008 ala careers_road to federal librarianship_helen sherman
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TRANSCRIPT
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2008 Careers in Federal Libraries2008 Careers in Federal LibrariesALA Annual Pre-Conference EventALA Annual Pre-Conference Event
June 27, 2008June 27, 2008
The Road to Federal Librarianship
Helen Q. Sherman
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Do you want to be a Fed?Do you want to be a Fed?
Welcome! You are on the right path!
Federal libraries & information centers need talented, enthusiastic librarians
Prediction that 1/3 of federal employees are eligible to retire by 2012
Federal Civilian Workforce Statistics: The Fact Book, 2005 ed. http://www.opm.gov/feddata/factbook/2005/factbook2005.pdf
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Roles of Federal LibrariansRoles of Federal Librarians Reference Instruction Database Development Acquisitions Cataloging Indexing Web page Development Systems In-House Library Services for Agency Personnel Marketing Management and Administration
…and that’s just at one agency!
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Main Types of Federal Main Types of Federal LibrariesLibraries
Academic Libraries
Family “Public” Type Libraries
School Libraries
Special Libraries
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Variety of Federal LocationsVariety of Federal Locations Academic Libraries
– Academies (4-year Degrees)– Service Universities (Graduate Degrees)
Family Libraries – E.g., Air Force, Army, Navy, Marine Corps
School Libraries (Department of Defense)– Overseas and limited areas in U.S.
Special Libraries– Agency and Foreign Service Libraries– Medical Libraries– Law Libraries– Museums & Historical Centers– Scientific & Technical Libraries & Information Centers
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Goal of Federal Job ProcessGoal of Federal Job Process
FederalEmployee
Employer Applicant
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Agency’s Typical PathAgency’s Typical Pathto Federal Recruitmentto Federal Recruitment
Establishment of Appropriate Series for Job Analysis of Knowledge, Skills, and Abilities (KSAs)
Required for Job Determination of Position Level and Salary Range Recruitment with Public Announcement of Position Screening of Applications Referral List to Selecting Official Interview Queries to References Selection Patience!
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Establishment of Appropriate Establishment of Appropriate Series for JobSeries for Job
• Series: Four-digit code that represents a particular job function
• Grade: Level of employment that determines General Services (GS) salary (along with work location and step)
• General Services (GS) Examples:• GS-1410-09 (straight 09)• GS-1410-09/11 (promotion potential)• GS-1412-15 (highest GS level)
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Position Classification Position Classification Standards for Each SeriesStandards for Each Series
GS Examples: *1410 – Librarian Series 1411 – Library Technician Series 1412 – Technical Information Specialist Series 1420 – Archivist Series 1421 – Archives Technician Series 1499 – Library & Archives Student Trainee Other possibilities, depending on individual’s related
education and work experience for a series
Tip: Review the job requirements to determine if you are qualified before applying.
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Position Classification Standard Position Classification Standard for Librarian Series, GS-1410for Librarian Series, GS-1410
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Librarian or Supervisory LibrarianLibrarian or Supervisory Librarianor Reference Librarian, etc.or Reference Librarian, etc.
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Position Description (PD)Position Description (PD)
Tip: The Position Description (PD) summarized in a job announcement is based on factor levels for the position.
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Differences in Factor LevelsDifferences in Factor Levelsfrom Entry Level to Experienced Librarianfrom Entry Level to Experienced Librarian
Factor 1, Knowledge Required by Position Level 1-6 950 Points:
– “The librarian provides reference services where needs are relatively easy to determine from client interviews or written requests, and the bibliographic source materials are readily accessible…”
Level 1-8 1550 Points– “The librarian serves as an expert…;”– “…an interagency or federal expert…”– “…a senior staff librarian for a library system…”
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Differences in Levels for Differences in Levels for Supervisory ExperienceSupervisory Experience
Factor 2, Supervisory Controls Level 2-3 275 Points:
– “The supervisor defines the librarian's scope of responsibility and the objectives, priorities, and deadlines.”
Level 2-5 650 Points– “The supervisor and higher-level authorities consider the
work as technically authoritative and normally accept the librarian’s recommendations without significant change.”
Tip: Do not submit the same resume for all of your job applications. Review each announcement carefully; prepare an application to highlight your qualifications for the job.
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KSAsKSAs Knowledge: Organized body of information,
usually of factual or procedural nature, which, if applied, makes adequate performance on the job possible.
Skills: Proficient manual, verbal, or mental manipulation of data, people, or things. Observable, quantifiable, measurable.
Abilities: Power to perform an activity at the present time.
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Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities (KSAs) Required - Essays(KSAs) Required - Essays
Sample Essay Questions– “ Knowledge of principles, concepts, and
techniques of library science.”– “Ability to plan and manage a program for a library’s
_______(Reference Services, Document Delivery, Cataloging, etc.)
– “Ability to lead and supervise a diverse workforce.”– “Ability to communicate effectively in writing.”
“Ability to communicate effectively other than in writing.”
Tip: Submit well-written, truthful essays with specific and relevant examples.
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Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities (KSAs) Required – Questionnaire (KSAs) Required – Questionnaire Multiple Choice Questions
– E.g.; ‘I have performed the job of ______________ Never Occasionally As a regular part of my job with supervision As a major part of my job, usually independently and without
review by supervisor To review the work of personnel under my supervision As a recognized expert in the field, to train other divisions or the
federal community Combination of Questions & EssaysTip: Answer the questions honestly. They may be
used as the basis for your interview or queries to your references.
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Knowledge, Skills, and Abilities Knowledge, Skills, and Abilities (KSAs) Required –Announcement (KSAs) Required –Announcement
Expected Coverage of KSAs in Application & Resume– Note Job Description & Specific Duties in
Announcement– Note Qualifications and Evaluations
Education Requirement Specialized Experience E.g.; “Specialized experience is experience in information
management/sciences; evaluation of technologies to acquire, apply, search, communicate, generate, and utilize information resources; and program/project management and supervisory experience.”
Tip: Use relevant terminology in your resume. It will be reviewed by a personnel specialist or computer.
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KSA GuidelinesKSA Guidelines
Suggested Method for KSA Answers: Context: Describe the situation. Challenge: Describe what needed to be done. Action: Describe your role & specifically what you did. Results: Describe outcome in concrete, verifiable terms.
Tips: Use concrete, action verbs, and specific nouns. Use numbers, statistics, and specific time periods. Quote relevant phrases from awards. Use relevant terms from job announcement.
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Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range
General Schedule (GS)– E.g., GS-1410-09
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General Schedule (GS) & Locality Pay TablesGeneral Schedule (GS) & Locality Pay Tableshttp://www.opm.gov/oca/08tables/http://www.opm.gov/oca/08tables/
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GS Base PayGS Base PaySShowing Steps for Each Gradehowing Steps for Each Grade
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StepsSteps
• Within-Grade Increases (WGIs) or Step Increases• Periodic increases in General Schedule (GS) employee's
rate of basic pay from one step of the grade of the position to the next higher step of that grade; e.g., GS-11-01 to GS-11-02
• Required Waiting Period for WGI– 52 calendar weeks of acceptable performance
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Future PossibilityFuture Possibility
Quality Step Increase (QSI)– Faster-than-normal WGI may be used to reward
employees who demonstrate sustained performance of highest quality
– Management decision per employee; not standard award
– Does not apply to incoming personnel
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GS Salary Table with Locality PayGS Salary Table with Locality Pay
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Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range
General Schedule (GS)– E.g., GS-1410-09
Pay Banding or Performance Based Systems– Government Accountability Office (GAO) –
E.g., PT-2210-03/03
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GAO-08-ISTS-2210-18GAO-08-ISTS-2210-18Information Systems & Technology Information Systems & Technology
Services (ISTS)Services (ISTS)
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Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range
General Schedule (GS)– E.g., GS-1410-09
Pay Banding or Performance Based Systems– Government Accountability Office (GAO) – E.g., PT-
2210-03/03– National Institute of Standards & Technology (NIST)
E.g., ZP-2210-01/05
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NIST: ZP-2210-01/05NIST: ZP-2210-01/05
Information Technology SpecialistInformation Technology Specialist
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Determination of Position Level Determination of Position Level and Salary Rangeand Salary Range
General Schedule (GS)– E.g., GS-1410-09
Pay Banding or Performance Based Systems– Government Accountability Office (GAO) – E.g., PT-
2210-03/03– National Institute of Standards & Technology (NIST)
E.g., ZP-2210-01/05– Department of Defense (DoD): National Security
Personnel System (NSPS) – E.g., YA-1410-02
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DoD NSPS Worldwide Pay TableDoD NSPS Worldwide Pay Tablehttp://www.cpms.osd.mil/nsps/http://www.cpms.osd.mil/nsps/
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Recruitment with Public Recruitment with Public Announcement of PositionAnnouncement of Position
* USAJOBS http://www.usajobs.opm.gov/Other Example Sites Army: http://www.cpol.army.mil/ DOT: http://careers.dot.gov/js_apply.html DTIC: http://www.dtic.mil/dtic/joas/index.html FBI: https://jobs1.quickhire.com/scripts/fbi.exe GAO: http://www.gao.gov/careers/apply.html GPO: http://www.gpo.gov/careers/jobs.htm LC: https://www.avuecentral.com/ NIST: http://www.nist.gov/hrmd/index.htm
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USAJOBSUSAJOBS
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Bookmark and Check Agency Bookmark and Check Agency Sites for New AnnouncementsSites for New Announcements
Tip: Some USAJOBS announcements appear on agency sites before they are searchable on USAJOBS.
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Key Requirements of PositionKey Requirements of Position
U.S. Citizenship – Required for most federal jobs– Specified on announcement
Proof of Education – Required official transcript – sometimes as
attachment, mailed separately, or requested later
– Announcement will specify level of degree for series and instructions
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Other Requirements of PositionOther Requirements of Position
Other Possible Application Requirements– Security Investigation– Secret or Top Secret Clearance– Drug Test– Polygraph– Mandatory Emergency Essential Status– Travel
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Location of PositionLocation of Position
Announcement specifies location of job
Moving expenses usually NOT provided
Tip: If you can be flexible and mobile, you could expand your opportunities and have an interesting career.
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StatusStatus Check Eligibility for Position Check “Yes” or “No” for Applicant Eligibility
– Are you a current or former Federal civilian employee who holds or held a non-temporary appointment?
Announcement Designations:– Status (current or former career or career-
conditional Federal employees)– Public– U.S. Citizens and Status– All Sources
Tip: If you have no prior federal service, look for Public, U.S. Citizen, or All Sources.
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Search by Applicant EligibilitySearch by Applicant Eligibility
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Status Candidate DefinedStatus Candidate Defined
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TermsTerms
WHO MAY BE CONSIDERED: Federal Career/Career-Conditional employees, Transfer, Reinstatement Eligibles, 30% Disabled Veterans, Veterans Employment Opportunities Act (VEOA) and other individuals eligible under special appointment authorities.
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Career & Career-ConditionalCareer & Career-Conditionalhttp://www.usajobs.gov/EI38.asphttp://www.usajobs.gov/EI38.asp
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TransferTransferhttp://www.usajobs.gov/EI5.asphttp://www.usajobs.gov/EI5.asp
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ReinstatementReinstatementhttp://www.usajobs.gov/EI2.asphttp://www.usajobs.gov/EI2.asp
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Veterans’ PreferenceVeterans’ Preferencehttp://www.usajobs.gov/ei3.asphttp://www.usajobs.gov/ei3.asp
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Summary: Who May ApplySummary: Who May Apply
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Overview: Who May Be ConsideredOverview: Who May Be Considered
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Permanent: Full TimePermanent: Full Time
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Multiple: Pool of ApplicantsMultiple: Pool of Applicants
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Librarian & Supervisory LibrarianLibrarian & Supervisory Librarian
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Technical Information SpecialistTechnical Information Specialist
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Open Period (Important!)Open Period (Important!)
Tip: Observe the closing date and allow time for Tip: Observe the closing date and allow time for system failures with the online resume.system failures with the online resume.
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Screening of ApplicationsScreening of Applications
• Evaluation of your application against the position’s qualification requirements
• Review by Agency Human Resources Specialist and/or Automated System (NOT a Career Librarian)
• Ranking relative to the other candidates (for some agencies)
Tip: Use specific, relevant language to explain your KSAs. Avoid acronyms, abbreviations, special characters, and library jargon. Do not assume a person (or machine) will understand your experiences.
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Referral List to Selecting OfficialReferral List to Selecting Official
List of Highly Qualified Candidates or Most Highly Qualified Candidates issued by Human Resources Office to Selecting Official
Agency Review by Panel or Selecting Official
TIP: Remember that there is competition for the position. Being Qualified does not guarantee that you will be interviewed or selected for the job.
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InterviewInterview
Most agencies conduct interviews of top candidates only Interview by panel or selecting official Interview in person or by telephone (Trip not provided) One or two rounds of interviews Writing samples of relevant work may be required Same questions for ALL applicants - to be fair & equal Maybe a thought-provoking or situational question Officials take notes and evaluate the responses Usually, opportunity provided for candidate to ask
question(s) about the job at the end
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Queries to ReferencesQueries to References
Usually by telephone and/or email
Standard questions for all candidates from the group
Reference sometimes offers to send additional material
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SelectionSelection
Selecting official submits first (and possibly alternate choice) to Human Resources
Human Resources (NOT Selecting Official) contacts selectee with job offer and salary
Specific time designated for response Many positions dependent upon Security Clearance Report date determined by agency
Tip: Do not quit your other job while waiting for a clearance. A Security Clearance can take a year (or more).
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Agency’s Typical PathAgency’s Typical Pathto Federal Recruitmentto Federal Recruitment
Establishment of Appropriate Series for Job Analysis of Knowledge, Skills, and Abilities (KSAs)
Required for Job Determination of Position Level and Salary Range Recruitment with Public Announcement of Position Screening of Applications Referral List to Selecting Official Interview Queries to References Selection Patience!
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Applicant’s Road MapApplicant’s Road Mapto Federal Jobto Federal Job
Agency Job Announcements Eligibility for Position Qualifications for Targeted Position Winning Application and Resume Verifiable Education and Experience Successful Interview Positive References Job Offer Patience!
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Agency Job AnnouncementsAgency Job Announcements
Check USAJOBS and agency Web sites Set up email alerts for new jobs Join professional organizations (at student rate, if
applicable) Join professional listservs (as allowed) Check campus bulletins Investigate intern programs Consider positions with contractors Network with other librarians
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Eligibility for PositionEligibility for Position
Review complete announcement
Determine if Status, Public, Veteran, etc.
Consider mobility for a different location
Contact the Human Resource person listed if you have questions about your eligibility
Tip: When you are eligible, start applying. You should expect to apply for more than one job.
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Qualifications for Targeted PositionQualifications for Targeted Position Complete your degree; relate your education and projects
to the qualifications Consider an internship or practicum for practical
experience in a library or information center Take additional training or attend seminars in your field
when possible Joint professional organizations and attend their programs Read current literature about librarianship Determine and explain which skills from your former
job(s) pertain to the library position; e.g., teaching, managing projects, writing, etc.
Be marketable
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Winning Application and ResumeWinning Application and Resume Create an account on USAJOBS and build your resume.
Write information in advance and save separate text files according to required sections for future editing.
Check the word count before copying and pasting sections to your resume.
Include awards, certifications, and special skills that pertain to this career field.
Be specific about computer training, systems, and databases. (Do NOT use a generic statement, such as “Proficient in computer skills.”)
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Required Personal InformationRequired Personal Information
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Required Work ExperienceRequired Work Experience
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Multiple Applications and ResumesMultiple Applications and Resumes Always update your information as appropriate and use
relevant details when creating a new resume.
Include ALL required information, e.g., dates, degrees, references, etc.
Save each resume according to the application you submitted.
Tip: Track your deadlines and allow lots of time to prepare an online application! Your time ends at midnight (Eastern) prior to the closing date.
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USAJOBS ResumeUSAJOBS Resume
Tip: Create a USAJOBS account & receive automated job alerts.
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Create Resumes on SitesCreate Resumes on Siteswith Other Online Systems with Other Online Systems
Tip: Use your saved files to create new resumes.
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Keyword SearchKeyword Search
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Job Category SearchJob Category Search
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Agency SearchAgency Search
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Department/Agency NameDepartment/Agency Name
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Check StatusCheck Status
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Job SummaryJob Summary
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Tabs for NavigationTabs for NavigationThrough AnnouncementThrough Announcement
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Verifiable Education and Verifiable Education and ExperienceExperience
Proof of Education Required official transcript – sometimes as
attachment, mailed separately, or requested later Applicant’s responsibility Specific instructions on announcement
Tip: Do NOT send attachments unless they are specified. Announcement will specify if additional documentation should be submitted with the resume or if applicants will be contacted for additional documentation.
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Successful InterviewSuccessful Interview
Prepare. Review your printed copy of the job announcement and your
submitted application. Write down building, room #, & time. Check directions to the location in advance. Be on time. Have the contact number with you in case of an emergency. Dress professionally. Relax! You are considered a highly qualified candidate. Send brief thank-you message - nice gesture & memorable.
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Positive ReferencesPositive References
Notify your references in advance so that they will expect queries about you.
You may request that agencies should not notify your current employer unless you are a final candidate.
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Job OfferJob Offer Call from agency’s HR office Job offer with salary and starting date Acceptance
Tip: If starting salary is lower than existing salary, you may request consideration of a higher step prior to acceptance. (Not guaranteed. Any variation requires justification and approval by agency.)
Permanent Change of Station (PCS) paid by new employee (unless advertised otherwise)
Position subject to probationary period (usually one year)
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Patience!Patience!
Don’t give up.Apply for more than one job.Process may take months.There are many opportunities for qualified
librarians.
Good luck with your job search!
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DisclaimerDisclaimer
This overview is only meant to provide a starting point for your job search. Since personnel systems vary by agency and are constantly changing, always read each job announcement carefully and print it for future reference. The information will not be available after the closing date. Call the Point of Contact listed on the job announcement if you have any questions about the application process.
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The Road to Federal LibrarianshipThe Road to Federal Librarianship
Helen Q. Sherman
Director, User Services
Defense Technical Information Center