Checklist: Preparing for USAJOBS EPAP Vacancy Announcement

Global Community Liaison Office

EPAP Questions

IMPORTANT

  • The Spring EPAP USAJOBS vacancy announcement is now closed.  Please log onto your USAJOBS account to check the status of your application.

  • Uploading documents to your USAJOBS.gov account does not automatically upload them to the State Application Site where your EPAP application will be recorded. Applicants are responsible for confirming necessary documents are uploaded to the State Application Site.

  • No submissions or documents will be accepted after the vacancy announcement deadline.

  • Applications received without documents will be deemed ineligible.

Checklist

This checklist is intended to help applicants prepare for the 2024 centralized EPAP vacancy announcement on USAJOBS that will include hundreds of positions advertised for the spring and fall cycles. Please note this checklist also applies for applications submitted to post vacancy announcements when individual EPAP positions are directly advertised at post.

Step 1: Review Positions 
Step 2: Become Familiar with EPAP Qualification Standards 
Step 3: Access USAJOBS 
Step 4: Stay Informed
Step 5: Create a Resume for EPAP
Step 6: Prepare Attachment(s) to Document Post of Assignment
Step 7: Prepare Attachment(s) to Document Education
Step 8: Prepare Other Documentation, as Appropriate
Step 9: Upload Documents
Step 10: Answer Eligibility Questions
Step 11: Answer Vacancy Questions
Step 12: Attach Documents to Application
Step 13: Review, Submit, and Check Application Status
Step 14: Check Dashboard

Step 1: Review Positions
  • Review the EPAP Position list to determine if there are EPAP positions opening at your post of assignment for which you intend to apply.
Step 2: Become Familiar with EPAP Qualification Standards 
Step 3: Access USAJOBS 
  •  Create an account on USAJOBS.gov.
    • Applicants may only access USAJOBS.gov account by registering at www.login.gov. This required step enables users to access USAJOBS.
    • Learn how to create an account with login.gov by reading the FAQs found at USAJOBS Help Center FAQs.
Step 4: Stay Informed 
Step 5: Create a Resume for EPAP 
  • Build One Complete USAJOBS Resume
    • Under the section “Documents,” start building your EPAP resume using the resume builder option. This is the only accepted resume format for EPAP applications.
    • When your application is transferred from the USAJOBS website to the “Gateway to State” site (State Application Site), you will be requested to choose one USAJOBS resume. Although USAJOBS allows you to create and save up to five resumes, only one USAJOBS resume built by the resume builder is allowed in the State Application Site for your EPAP application.
    • Therefore, make sure you list all your education and specialized experience in your document and address the minimum requirements for each position that you are applying to.
  • Work Experience
    • Make sure you address each section. Save and repeat the “Work Experience” section as often as needed. You may also copy and paste your resume from Word, as long as it contains all of the required information of a USAJOBS resume.
    • Applicants must demonstrate they meet or exceed the Qualification Standards minimum requirements for the position/grade to which they apply. Pay close attention to these standards to ensure prior work experience demonstrates qualification for positions.
    • To be credited as specialized experience, 60 percent or more of the duties describing each job/position must be in the same functional or closely related field for those application(s).
  • Education Experience
    • NOTE: Under “Add Education,” indicate in the “Relevant Coursework” section how the degree you earned has given you the specialized experience and knowledge as stated in the Qualification Standards for the position(s) to which you are applying.
    • Remember that your degree transcript will be carefully reviewed to determine if it relates or not to the EPAP area you will be applying for. At least 60 percent of the course work should be related to the EPAP area.
    • Foreign education transcripts will not be accepted without an accompanying credential evaluation. In order to be credited, foreign education (i.e., education acquired outside of the U.S.) must be evaluated by a credential evaluation service recognized by the U.S. Department of Education, and the name, logo or seal of the credential evaluation service must be listed on the evaluation report. Applicants may request a credential evaluation report from one of the following credential evaluation services: (a) National Association of Credential Evaluation Services (NACES)  or (b) Association of International Credentials Evaluators (AICE) 
    • Credential evaluation reports are not free, and applicants are responsible for paying for the report. Applicants should submit copies of their foreign credential evaluation reports with their application documents, as well as copies of their foreign degrees and the related transcripts.
Step 6: Prepare Attachment(s) to Document Post of Assignment
  • Upload and attach to your application package:
    • Your sponsoring employee’s assignment notification (TM-ONE), or
    • Travel Orders (TM-FOUR), or
    • Approved Form OF-0126 Foreign Service Residence Dependency Report (an approved form is one that is signed by an authorizing official from the agency’s headquarters)
    • Each document needs to list you by name as a dependent, your sponsor’s name and agency, and the post of assignment. This post must be listed on the document, and it should be the same location to which you are applying for a position(s).
    • Applicant’s sponsoring employee must fall under Chief of Mission Authority and be assigned to the diplomatic post where the position is located.
    • In the event that one document does not provide all the requested information, a combination of the listed documents is acceptable.
    • Be sure to review “Important Guidance” box below.
  • If your sponsoring employee is assigned to a Priority Staffing Post (PSP), you must include the assignment cable/notification. Since you cannot be included in this document, unless/until you are hired by post, the regional bureau understands that you may not be listed on the assignment cable/notification.
  • Obtaining necessary documentation may take time, so start early since documents cannot be accepted after the vacancy announcement closes.
  • If your sponsoring employee’s agency does not provide all of the required assignment and dependent information in a single document as indicated above, or you if have any questions about this requirement, email GCLOAskEPAP@state.gov.
Step 7: Prepare Attachment(s) to Document Education
  • If you wish to qualify for a position and grade that requires a high school diploma or a General Education Diploma, please provide a copy of the certificate/diploma or transcript or a final report card.
    • Note: You must provide, at minimum, a HS Diploma or a GED Certificate if you do not have an undergraduate degree (at minimum an associate or bachelor’s degree per the Qualification Standards). 
  • If you wish to qualify for a position and the grade requires a college/university degree, please provide the college/university degree transcript and degree awarded. Transcripts must include education you believe is relevant to your application and/or demonstrates that you meet or exceed the EPAP qualification standards.
    • Note: If you have two or more degrees, you must include the transcript for each degree, keeping in mind that each degree may have a different field of study and may qualify you at a different grade (combined with the years of experience). 
  • For related vs. non-related degree: If you have earned a degree that is not listed in the qualification standards under Education, and you believe that the degree should be considered under the umbrella of “related field,” proceed as follows: under the USAJOBS resume builder window “Add Education,” in the section “Relevant Coursework, Licensures and Certifications,” explain the nature of your degree and list the courses you consider to be related to the position you are applying for. To be recognized as a related degree, at least 60 percent of the courses listed in the transcript/resume must be closely related to the EPAP position. Repeat as needed if you apply for different EPAP positions.
  • A – For education acquired inside the U.S., Commonwealth of Puerto Rico, Trust Territory of Pacific Islands, or any territory or possession of the U.S.:
    • Transcripts must:
      • Be legible, in English, include your name, the name of the institution, and indicate the degree(s) (if any) awarded and course work completed.
      • Note: unofficial copies of school records are acceptable, as long as they meet the above requirements.
      • If your transcripts do not include the degree(s) awarded, include a copy of your diploma with your transcripts.
        • Note: the regional bureau or post reserve the right to ask for an original copy of the diploma/degree/certification for further verification.
      • If your transcripts are from a U.S. institution, but they are not in English, you must submit the original transcript and a certified English translation.
      • Be sure to review “Important Guidance” box below.
  • B – For education acquired outside the U.S., Commonwealth of Puerto Rico, Trust Territory of Pacific Islands, or any territory or possession of the U.S.:
    • Foreign transcripts or diplomas must be accompanied by an evaluation from a foreign education credentialing service.
    • Foreign transcripts or diplomas submitted without a credentialing service evaluation will not be considered.
      • Note: English transcript/translations are not sufficient by themselves to establish the foreign degree equivalency to a U.S. degree 
    • Applicants should select a member organization of one of the following two national associations of credential evaluation services.
    • When submitting your foreign transcripts or degrees for credential evaluation, request a detailed report that includes your course work (a course-by-course evaluation) and an evaluation of how your foreign degree compares or equates to a U.S. degree. If you have more than one degree in different fields of study and/or from different institutions, include each degree’s transcript, unless combined on one institution’s transcript.
      • Note: Credential evaluations are not free, and applicants are responsible for paying the cost of the selected service, which will vary from case to case.
    • Prior to submitting any documents to a credential evaluation service, you may also need to obtain English translations of any non-English documents.
    • Inquire with your selected member organization which may offer translation services or may provide guidance on how to proceed.
      • Note: Foreign transcripts or degrees that are not accompanied by a credential evaluation will not be considered.
    • Be sure to review “Important Guidance” box below.
  • C – Education acquired both inside and outside the U.S., Commonwealth of Puerto Rico, Trust Territory of Pacific Islands, or any territory or possession of the U.S.:
    • If undergraduate and graduate degrees/fields of study are the same and the course work you completed outside the U.S. was accepted by a U.S institution and counted toward your U.S. degree, submit only the highest U.S. degree achieved (undergraduate or graduate) and transcripts.
    • If undergraduate and graduate degrees/fields of study are different, or if the course work you completed outside the U.S. was not accepted by a U.S. institution or did not count toward your U.S. degree, the foreign course work must be evaluated by a credential evaluation service, as described above, and a credential evaluation report must be submitted with the application package.
    • If you are applying for a medical position, include the requested certification as listed in the EPAP Qualification Standards for each position (i.e., U.S. National MLS and MT certification; national certification and licensure in a U.S state; U.S. RN license or equivalent; residency and board certification and valid U.S. medical license or equivalent; current board certification by ABPN and current valid and unrestricted license to practice medicine).

Note: the regional bureau or post reserve the right to ask an applicant for an original copy of the diploma/degree/certification for further verification. 

Step 8: Prepare Other Documentation, as Appropriate 
  • If you are a former or current EPAP employee seeking qualification based on your EPAP experience in a particular career field, you must submit your initial and final SF-50s to show that you have served in that type of EPAP position for 12 or more months. You must also attach your employee performance report (EPR(s) or JF-57(s)) documenting fully satisfactory or above performance for 12 or more months.
  • If you are a former U.S. Department of State Information Management Specialist applying for an Information Management EPAP position, you must include the appropriate SF-50(s) verifying prior employment.
  • U.S. Veteran’s preference will be applied in the selection process, consistent with the application of U.S. Veteran’s preference in all overseas employment. If you claim status as a preference-eligible U.S. Veteran, you must submit the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs, or other supporting documentation. If claiming conditional eligibility for U.S. Veterans’ preference, you must submit proof of conditional eligibility. If written documentation confirming eligibility is not received by the closing date of the vacancy announcement, the preference will not be considered in the application process. Claiming U.S. veteran’s preference does not automatically convey eligibility and qualification. See other listed documents.

Important Guidance Regarding All Attachments

Under your USAJOBS profile, you will upload and attach whichever documents that are appropriate to your application. You will need to save them under their particular “document types” and name them appropriately (e.g., “John Doe Transcript,” “John Doe SF50s,” “John Doe Assignment Notification”). Your EPAP application may include the following document types/categories:

  • * U.S. Transcripts (required)/Foreign Education Evaluation (if relevant)
  • * SF-50s (if relevant)
  • * DD-214 (if relevant)
  • * Other (you may create and save up to three of them under the following categories):
  • — Assignment Notification/Cable/OF-126 (required)
  • — U.S. Medical Certification (if relevant)
  • — JF-57 (if relevant)

For each category of document, you must scan/merge multiple documents into one single document. For instance, for initial and final SF-50s documenting your prior employment in an EPAP position or positions, you will combine those SF-50s into one scanned SF-50 document. Similarly, if you have more than one transcript, those documents should be combined into one transcript document, adding, when relevant, the HS Diploma/GED Certificate (in the absence of post-secondary degree) or adding the foreign degree credential evaluation (if relevant).

Note that if you later upload an additional document in a given category it will overwrite (replace) the existing document in that category so make sure your scanned/merged document(s) include(s) a complete record of the transcript and is not missing any pages. Additional documentation cannot be accepted after the vacancy announcement closes.

After you prepare your documents as set out above, you will be able to transfer/attach them to the State Application Site (see Step 9: Upload Documents below) under the following document types/categories:

  • * U.S. Transcripts/Foreign Education Evaluation
  • * SF-50
  • * DD-214
  • * Assignment Notification/Cable/OF-126
  • * U.S. Medical Certification
  • * JF-57

 

Please note that we have done our best to reflect the most up-to-date information as it relates to saving/uploading/attaching your documents under USAJOBS and the State Application Site. This process will vary depending on the number and types of documents you submit.
Step 9: Upload Documents
  • Upload all required documents as needed to your USAJOBS.gov account.
    • Only resumes built with the USAJOBS resume builder will be accepted.
    • When the EPAP vacancy announcement goes live on USAJOBS, you will be able to complete your application by clicking on “Apply.”
    • At a certain point in the application, you will be transferred from USAJOBS to the Monster tool “Gateway to State” or State Application site, where you will answer questions that relate to your eligibility, qualifications, and position selection. You will also be asked to transfer your USAJOBS resume and attach any documentation (as listed in the “Important Guidance” box) saved under your USAJOBS profile.
    • Note: Uploading documents to your USAJOBS.gov account does not automatically upload them to the State Application Site where your EPAP application will be recorded. Do not forget to attach your documentation in “Gateway to State” or State Application site at the time you complete your application.
    • Be sure to review “Important Guidance” box, above.
Step 10: Eligibility Questions
  • Once the vacancy goes live, you will be able to click on “Apply.” This will lead you to a new screen with 26 “Eligibility” questions followed by another screen with 22 “Vacancy” questions. The eligibility questions will prepopulate with your initial answers from your USAJOBS profile.
  • The first set of questions will ask about your current or past federal employment. If you are currently working or have previously worked for the federal government, refer to your most recent SF-50 to respond to these questions. If you have questions, contact your HRO (Human Resource Officer) at post or the EPAP Coordinator at GCLOAskEPAP@state.gov.
  • Some of your responses to these questions will be prepopulated based on your responses to the questions answered in your profile.
  • Answer all the questions that are marked with a red asterisk. Please note that the questions as seen below are standard questions that are geared toward civil service positions, which are included in any application done with the Department of State. EPAP positions are not civil service positions; they are Family Member Appointments (FMAs). HR specialists will determine your eligibility by reviewing your documents and the responses provided under the section “Vacancy Questions,” listed at a later stage in the application.
    • Questions 1 and 2: Please note that if you are a current civil service employee, you may apply for an EPAP position as long as you do not have re-employment rights. Re-employment rights and reinstatement rights are different. See OPM definition. If you are listed on your sponsoring employee’s orders, you may apply for an EPAP position, however, be aware that if you are found qualified and selected, you will need to resign from your civil service position to be appointed/converted into an FMA (see “Vacancy Questions” numbered 3 and 4).
    • Question 4: If you are currently hired at post under an FMA, please choose “Excepted Service.” Other responses will vary depending on your actual circumstances.
    • Question 5: See OPM reinstatement definition. Reinstatement only applies to civil service positions, not EPAP positions, which are offered under an FMA.
    • Question 9: Although this question is not mandatory and asks about the highest-grade level of the civil service employee, please note that EPAP position grades are determined by a combination of education and professional or specialized experience (see 2020 Qualification Standards) and do not offer a grade based on a prior civil service grade. Therefore, applicants must demonstrate they meet or exceed the Qualification Standards minimum requirements for the position/grade to which they apply. Highest Previous Rate may be considered if the applicant previously served in a federal position. See 3 FAM 8216.2 Highest Previous Rate for more information.
    • Questions 12: This question revolves around non-competitive eligibility (NCE). While you may have earned NCE by working 52 weeks in an FMA, NCE IS NOT APPLICABLE TO APPLY FOR AN EPAP POSITION.
    • Questions 19 and 20: This question relates to nepotism. Check out information regarding nepotism on GCLO’s Family Member Employment within a U.S. Embassy or Consulate webpage.
  • Confirm the grade
    • There is only one possible grade within this application website system. The actual EPAP position grades are determined by a combination of education and professional or specialized experience as well as each bureau’s grade range determination for each individual position.
    • You must answer “Yes” to the question, or the system will give you an error message.
  • Confirm the location
    • Although USAJOBS indicates “Washington D.C., U.S.,” EPAP Professional Associate positions are only available at U.S. Missions abroad.
Step 11: Vacancy Questions 
  • The final set of questions confirms your eligibility for the program and enables you to indicate for which positions you are applying. Several questions are “branched,” meaning you will respond to the initial question in sequence and respond to the sub-parts of the questions once you are prompted.
  • You must answer all questions marked with a red asterisk or you will receive an error message.
    • Question 3 and 4: Current civil service employees or civil service employees on LWOP are eligible to apply for an EPAP position assuming they meet the following conditions (per 3 FAM 7120):
      • They do not have re-employment rights;
      • If found qualified and selected for an EPAP position, they will need to resign from their civil service position prior to being appointed into an FMA.
    • Questions 11 and 12: This question will help the HR specialist determine if you previously qualified and served in an EPAP position of the same area to which you are applying now, except for OBO and MED positions, which strictly require the applicant’s qualification to be based on education and experience.
    • Question 13: Highest Previous Rate may be considered by the regional bureau to try to match a salary earned in a previous federal position. See 3 FAM 8216.2 Highest Previous Rate.
    • Questions 14 and 15: Please note that positions for the Bureau of International Organization are listed under EUR. Choose your sponsoring employee’s bureau to which they are or will be assigned. Type the post of assignment after selecting the bureau.
      • NOTE: YOU CANNOT BE CONSIDERED FOR A POSITION AT A POST DIFFERENT FROM WHERE YOUR SPONSORING EMPLOYEE IS OFFICIALLY ASSIGNED.
    • Question 16: Identify the bureau in which you will be applying for a position(s).
      • This question is branched, and a new window will open to indicate to which position(s) you are applying only after you have completed the remaining questions of the “Vacancy Questions” section.
    • Question 17: This question addresses the Entry on Duty date of your sponsoring employee and consequently your availability.
      • AEFM must either already be at post or arriving at post within six months that precedes the date the EPAP position is scheduled to become available, but no later than December 31, 2023. 
Step 12: Attach Documents to Application
  • You may transfer documents from your USAJOBS account or upload documents from your computer. Faxed documents will not be accepted.
  • Select and click any document you want to attach to your application file.
  • USAJOBS only allows one document per document type/category. You need to scan/merge your documents into one single document for each document type/ category you need to fill.
  • If you upload an additional document after another into the same category, the last uploaded document will overwrite the previous one. Therefore, to include an additional document (e.g., one that is currently stored on your computer, but not in USAJOBS), you will need to scan/merge them into one single document for each document type/category.
Step 13: Review, Submit and Check Application Status
  • Verify that you have answered all of the questions and attached all required documents to your application prior to the closing date.
  • NOTE: If you have not attached your documents, you may still be able to come back to the “Document” section and add them by clicking on “edit application”
  • If you wish to make any changes to your responses or documents, you can do so by going back into the application and following the prompts to review your submitted application before the closing date of the announcement.
  • Click the “Submit Application” button to complete your application.
Step 14: Check Dashboard
  • You must complete and submit all required supporting documentation by the closing date of the vacancy announcement.
  • Applications received without required documents will be deemed ineligible. Applications and documents cannot be submitted after the deadline. 
  • If you wish to withdraw your application, you may click on “withdraw”
  • Before the closing date of the announcement, check the status of your application as follows: 
    • Login to your USAJOBS account.
    • Click on the “Applications” tab and locate the position.
    • Under the “Application Status” column click on the “more information” hyperlink.
    • You will then be transferred to the “Gateway to State” application detail screen.
    • Under the “Vacancy Status” column it will show you the status of the vacancy announcement (e.g., if your application was received, whether the job was cancelled, if the vacancy was filled, etc.);
    • Under the “Application Status” column it will show you the status of your application (e.g., incomplete application, not qualified – lacks specialized experience, not eligible, referred for consideration, selected, etc.).
    • Click the “Return to USAJOBS” radio button to return to USAJOBS.
  • If the status of your application states: Application Status Not Available, be sure to follow the steps above and confirm that your application was completed in the Gateway to State site.
  • If you have confirmed that your application is complete in the Gateway to State site, click the update application button and your status should be updated to Application Received.
  • If your application shows as Incomplete, refresh your application by reviewing your application, and submit. It should then resync your USAJOBS account to the Monster application site.
  • You should allow at least three to four hours to complete your application package and are encouraged not to wait until the deadline to submit your application. 
  • For general information, please see GCLO’s EPAP Webpage or contact GCLOAskEPAP@state.gov.

Additional Information

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