Job Terminology Glossary

Recruitment, relocation, and retention incentives (3Rs) are compensation flexibilities available to help Federal agencies recruit and retain a world-class workforce. The 3Rs are administered under 5 USC 5753, 5754 and 5 CFR 575, subparts A, B, and C. (See separate definitions of these terms). (OPM Pay & Leave)

A scientist who works full-time or part-time in an intramural setting, but whose primary career appointment is elsewhere (e.g., medical school, university faculty, or at NIH outside of an IC’s intramural program). An Adjunct Investigator may possibly be assigned independent resources, which are subject to review by the BSC. (NIH OIR)

(See also “Superior Qualifications Appointment or Above Minimum Hiring”). The NIH term for Superior Qualifications Appointment or Above Minimum Hiring. (OPM Pay & Leave)

A form of paid time off generally used for vacation time or other personal needs. Employees earn 13, 20, or 26 days of annual leave a year, depending on years of service. Annual leave accrues incrementally, i.e., 4, 6, or 8 hours every 2 weeks. Most employees may carry over up to 30 days of annual leave to the next leave year. SES members may carry over up to 90 days of annual leave. Employees generally receive a lump-sum payment for any unused annual leave upon separation from Federal service. (NOTE: Presidential appointees do not earn annual leave and cannot be charged leave for absences from work.) (OPM Pay & Leave, NIH Leave, and 5 USC 6303)

(See also “Minimum Qualifications”). All established minimum qualification requirements as prescribed in the OPM Operating Manual – Qualification Standards for General Schedule Positions or an OPM-approved agency-specific qualification standard including appropriate selective factor(s) for the position being filled. (OPM Classification & Qualifications)

(See also “Eligible”). An applicant who meets the minimum qualifications requirements for a position, and is therefore eligible for consideration. (DEO Handbook Glossary).

Appointment to a non-temporary position in the competitive service pursuant to 5 CFR Part 315. Non-temporary (Permanent) employees are generally hired under a career-conditional appointment (Permanent - Career-Conditional Appointment). Normally this is the first career-type of appointment and the appointee must complete a one year probationary period and a total of three years creditable service to attain a career appointment (Permanent - Career Appointment). (OPM Hiring Information and 5 CFR Part 315)

After serving three years of total creditable service, a career conditional employee becomes a career employee and gains career tenure. Employees with career tenure have permanent reinstatement eligibility and may be considered for positions without having to take another competitive civil service examination. Total creditable service means service in a non-temporary (Permanent - Career-Conditional Appointment), or other type of employment as provided in 5 CFR 315.201(b)(1).

A defined benefit, contributory retirement system. This retirement system was replaced by FERS in 1987. (OPM CSRS Information and 5 USC 8348) 

Position classification standards provide information used in determining the occupational series and title for positions performing white collar work in the Federal Government. They also provide grading criteria for positions classified under the General Schedule (GS) Classification System. They define the various classes of positions in terms of duties, responsibilities, and qualification requirements; establish the official class titles; and set forth the grades in which the classes have been placed by the Office. (OPM Classification & Qualifications and 5 USC 5105)

The performance of the mutual obligation of the representative of an agency and the exclusive representative of employees in an appropriate unit in the agency to meet at reasonable times and to consult and bargain in a good-faith effort to reach agreement with respect to the conditions of employment affecting such employees and to execute, if requested by either party, a written document incorporating any collective bargaining agreement reached, but the obligation referred to in this paragraph does not compel either party to agree to a proposal or to make a concession. (5 USC 7103)

All civil service positions in the executive branch of the Federal Government with some exceptions. The exceptions are defined in section 2102 of title 5, United States Code (5 USC 2102). (OPM Hiring Information)

Basic eligibility for noncompetitive assignment to a competitive position. A person on a career or career-conditional appointment acquires competitive status upon satisfactory completion of a probationary period. It may also be granted by statute, Executive order, or the civil service rules without competitive examination. A person with competitive status may be promoted, transferred, reassigned, reinstated, or demoted without taking an open competitive examination, subject to the conditions prescribed by the Civil Service rules and regulations. (OPM GPPA Ch 35 p (35-3))

Credit provided for service that otherwise would not be creditable under 5 U.S.C. 6303(a) for the purpose of determining the annual leave accrual rate of an individual receiving his or her first appointment (regardless of tenure) as a civilian employee of the Federal Government or an employee who is reappointed following a break in service of at least 90 calendar days after his or her last period of civilian Federal employment. The head of an agency or his or her designee may, at his or her sole discretion, approve CSAL requests. CSAL requests must be documented and approved prior to the employee’s entrance on duty (EOD) date. (5 USC 6303 and 5 CFR 630.205)

Is successfully completed progressive study at an accredited business or technical school, junior college, college, or university where the institution normally requires a high school diploma or equivalent for admission. (OPM Classification & Qualifications)

Unclassified service, unclassified Civil Service or positions outside the competitive service and the senior executive service. Excepted service positions have been excepted from the requirements of the competitive service by law, Executive order, or OPM regulation. (OPM GPPA Ch 35 p (35-4))

It is a retirement plan that provides benefits from three different sources:  A Basic Benefit Plan, Social Security, and the Thrift Savings Plan. This retirement system began in 1987. (NIH Retirement, 5 USC 84 and 5 CFR 841.103)

A type of work schedule that allows an employee to determine his or her own schedule within the limits set by the agency. (OPM Pay & Leave, NIH Work Schedules, and 5 USC 6122)

Most full-time employees are scheduled to work 40 hours a week, 80 hours a pay period. Some have tours of more than 80 hours per pay period. (OPM GPPA Ch 35 p (35-5))

A level of work or range of difficulty, responsibility and qualification requirements. (5 USC 5102)

A paid day off for most Federal employees. Federal employees currently receive 11 paid holidays each year: 

• New Year's Day (January 1).
• Birthday of Martin Luther King, Jr. (Third Monday in January).
• Washington's Birthday (Third Monday in February).
• Memorial Day (Last Monday in May).
• Juneteenth National Independence Day (June 19)
• Independence Day (July 4).
• Labor Day (First Monday in September).
• Columbus Day (Second Monday in October).
• Veterans Day (November 11).
• Thanksgiving Day (Fourth Thursday in November).
• Christmas Day (December 25).

Also, Presidential Inauguration Day for Federal employees in the Washington, DC, area (January 20 following a Presidential election).

Reference: OPM Pay & Leave and 5 USC 6103

A position involving duties and responsibilities closely related to more than one professional occupation. As a result, you could classify the position into two or more professional occupational series. The nature of the work is such that persons with education and experience in two or more professions may be considered equally well qualified to do the work. In both categories the position description should show clearly that the position is interdisciplinary and indicate the various series in which the position could be classified. The final position classification is determined by the qualifications of the person selected for the position. (OPM Job Family Position Classification)

Organizational component of research which is conducted by federally employed scientists within its laboratories on or near the NIH campus and in the NIH research hospital. The intramural program is the sum of all the research projects carried out by NIH investigators and trainees in NIH facilities to develop scientific and professional skills that will enable them to become leaders in the biomedical research community. (NIH OIR and NIH OITE)

A systematic method for gathering, documenting, and analyzing information about the content, context, and requirements of the job. It demonstrates that there is a clear relationship between the tasks performed on the job and the competencies/KSAs required to perform the tasks. Job analysis information is used to develop employee selection procedures, identify training needs, define performance standards, and other uses. (DEO Handbook Glossary)

Supplemental locality-based payments in addition to the rate of basic pay that apply in geographic areas where non-Federal pay exceeds Federal pay by more than 5 percent. Most Federal employees—including General Schedule, Senior Executive Services, and senior-level employees, but excluding blue-collar employees and officials paid under the Executive Schedule—are eligible for locality pay. A locality pay area is a geographic area that serves as the basis for setting pay and is established by the President’s Pay Agent for General Schedule employees. The Pay Agent has established 46 GS locality pay areas, including separate locality pay areas for “Alaska” and “Hawaii” as well as a designation of “Rest of U.S.” for other non-foreign locality pay areas. (OPM Pay & Leave, 5 USC 5304, 5 CFR 531.602 and 605)

Those that represent the primary reason for the position's existence, and which govern the qualification requirements. Typically, they occupy most of the employee's time. (Introduction to Position Classification Standards, p. (12))

(Also described as “Positive Education.”)The establishment of minimum educational requirements when OPM has determined that the work cannot be performed by persons who do not possess the prescribed minimum education. This includes instances where it would not be cost-effective for an individual to acquire, through on-the-job training, the KSA's necessary for successful performance of the critical duties within a reasonable period of time. In addition, education is sometimes required by law for a position because of the impact on public health and safety or national security. The same minimum educational requirements apply to all applicants and employees, including employees detailed to an occupational series with minimum educational requirements. (OPM Classification & Qualifications and 5 USC 3308)

An appointment to, or placement in (promotion, demotion, reassignment, transfer, reinstatement, or an appointment) a position in the competitive service that is not made by selection from an open, competitive examination and that is usually based on current or prior Federal service. (DEO Handbook Glossary)

A subdivision of an occupational group consisting of positions similar as to specialized line of work and qualification requirements. Series are designated by a title and number such as the Accounting Series, GS−510; the Secretary Series, GS−318; the Microbiology Series, GS−403. (Introduction to the Position Classification Standards, p. (3))

The office responsible for the development and implementation of NIH-wide projects and policies, as well as the oversight and coordination of intramural research, training, and technology transfer conducted within the laboratories and clinics of the National Institutes of Health. (NIH OIR)

A program that provides opportunities for experienced scientists who wish to make major changes in the direction of their research careers or who wish to broaden their scientific background by acquiring new research capabilities. These awards enable individuals with ten or more years of relevant research experience beyond the doctorate, who have progressed to an independent position, to take time from regular professional responsibilities for the purpose of receiving training to increase their scientific capabilities. (NIH OIR)

On December 27, 2010, President Obama issued an Executive order on recruiting and hiring students and recent graduates into the federal government. The Pathways Programs authorized under Executive Order 13562 consist of the following three Programs: 
(1) The Internship Program; 
(2) The Recent Graduates Program; and 
(3) The Presidential Management Fellows (PMF) Program. 
(5 CFR 362.101)

A two week period that begins on a Sunday and ends on a Saturday. There are usually 26 pay periods in the calendar year. (5 USC 5504)

A supplementary pay system established to facilitate the recruitment and retention of civilian physicians. NIH is authorized to use PCA to attract and retain physicians in order to alleviate recruitment and retention problems that result from pay disparities with the private sector. PCA is only offered to employees in eligible positions (Medical Officer, GS-602) filled under one of the appointment/pay authorities specified in HHS Instruction 595-1, Exhibit B and designated under one of the NIH approved categories in medical research and Health and Medical Program Administration. (5 USC 5948 and NIH Policy Manual)

A veteran, spouse, widow, mother or father, who meets the definition provided in 5 USC 2108. Preference eligibles shall be listed ahead of individuals who are not preference eligible within each quality category established in a category rating system. Qualified preference eligibles who have a compensable service-connected disability of 10 percent or more shall be listed in the highest quality category for positions other than scientific and professional at GS–9 of the General Schedule (equivalent or higher). Preference does not apply, however, to in-service placement actions, such as promotions. (Vet Guide, 5 USC 2108 and 3319)

A change of an employee while serving continuously within the same agency, from one position to another without promotion or demotion. (5 CFR 210.102(b)(12))

Non-competitive appointment of a person formerly employed in the competitive service (i.e., who either had a competitive status or was serving probation when separated) into the competitive service as a career or career-conditional employee. (DEO Handbook Glossary)

Is education above the high school level that has equipped the applicant with the knowledge, skills, and abilities to perform successfully the duties of the position being filled. Education may relate to the duties of a specific position or to the occupation, but must be appropriate for the position being filled. (OPM Classification & Qualifications)

The payment of up to 25 percent of basic pay in a lump-sum to a current Federal employee who must relocate to fill a position that would otherwise be difficult to fill in the absence of an incentive. In return, the employee must sign an agreement to fulfill a period of service with the agency (not to exceed 4 years). Agencies may pay recruitment and relocation bonuses to employees under the General Schedule, Senior Executive Service, senior-level, Executive Schedule, and certain other pay systems. (OPM Human Resources Flexibilities and Authorities in the Federal Government p (42) and 5 CFR 575.203)

An NIH scientist with a doctoral degree, employed on a time-limited appointment renewable subject to the five-year/eight year rule. Research Fellows provide service relevant to the IC’s program needs. The appointment gives the fellow experience in laboratory-based or population-based biomedical research. Scientists with considerable experience beyond postdoctoral training may be designated Senior Research Fellows. (NIH OIR)

A category of excepted service appointment that is applicable to positions that are not of a confidential or policy-determining character, and that are not in the Senior Executive Service, but for which it is impracticable to apply competitive examining requirements (e.g., qualification standards). (DEO Handbook Glossary and 5 CFR 213.3102)

A category of excepted service appointment that is applicable to positions that are of a confidential or policy-determining nature. Agencies must obtain authorization from OPM to make a Schedule C appointment. (DEO Handbook Glossary and 5 CFR 3302)

A knowledge, skill or ability (KSA), competency, or special qualification without which a candidate could not perform the duties of a position in a satisfactory manner. Selective factors are applied in addition to minimum qualifications. Applicants who do not meet a selective factor are ineligible for further consideration. (DEO Handbook Glossary)

An NIH employee who has been granted tenure by the Deputy Director for Intramural Research (DDIR), after review and recommendation by the NIH Central Tenure Committee or the Senior Biomedical Research Service Policy Board. Tenure represents a long-term commitment of independent resources, including salary, operating budget, personnel, and space, for the conduct of an independent basic, clinical, or epidemiological research program in an IC; research resources are adjusted based on scientific merit. (NIH OIR)

An NIH employee on either a permanent (Title 5 or Commissioned Corps) or indefinite appointment (Title 42(f) after Title 5 exhaustion has been certified) who has been selected via a Deputy Director for Intramural Research (DDIR)-approved national search. A Senior Scientist/Senior Clinician is a manager of a large IC program/department with responsibility for substantial resources and may be assigned independent resources, which are subject to review by the IC Board of Scientific Counselors. (NIH OIR)

An observable competence to perform a learned psychomotor act. (OPM Classification & Qualifications)

An NIH employee appointed to a time-limited, renewable appointment or, by exception on a permanent appointment for retention and recruitment reasons. A Staff Scientist usually has a doctoral degree and is selected by the Institute or Center (IC) to support the long-term research of a Senior Investigator with outstanding Board of Scientific Counselors (BSC) reviews. Staff Scientists do not receive independent resources, although they often work independently and have sophisticated skills and knowledge essential to the work of the laboratory. A subset of Staff Scientists includes Facility Heads, who independently manage a substantial core facility, e.g., a sequencing laboratory or an NMR facility that provides central support for more than one Senior Investigator. Staff Scientists should be capa new research programs. (NIH OIR)

A program under which the agency may agree to repay (by direct payments on behalf of the employee) any student loan previously taken out by such employee. Payments are made subject to such terms, limitations, or conditions as may be mutually agreed to by the agency and employee concerned, except that the amount paid by an agency under this section may not exceed: $10,000 for any employee in any calendar year; or a total of $60,000 in the case of any employee. An employee selected to receive benefits under this section must agree in writing, before receiving any such benefit, that the employee will remain in the service of the agency for a period specified in the agreement (not less than three years). (5 USC 5379)

Appointment of an individual to a General Schedule position at a step above the first step of the grade based on the employee's superior qualifications or a special need of the agency for the employee's services. Agencies may set pay at the higher step only upon initial appointment or upon reappointment after a 90-day break in service. (OPM Pay & Leave)

A non-status appointment to a position in the competitive service for a specific period of more than one year and lasting not more than four years. (DEO Handbook Glossary)

The length of time of required service at a certain grade level in order to be eligible for promotion to positions in the GS pay system. It usually refers to the length of time needed to satisfy the promotion requirements of the next highest level. (5 CFR 300.605)

The NIH Title 38 pay program uses special pay authorities to provide higher rates of pay to employees in certain health care occupations who provide direct patient-care services or services incident to patient care. Since these unique pay authorities are located in Title 38 of the United States Code, they are commonly referred to as “Title 38” pay. These special authorities are primarily available to the Department of Veterans Affairs and are accessible to the NIH through an innovative agreement between the Office of Personnel Management and the Department of Health and Human Services. Certain employees hired under Title 5 (the General Schedule) are eligible to receive Title 38 pay. The three main parts of the NIH Title 38 pay program include premium pay, special salary rates and physician and dentist pay. (NIH Title 38)

Title 38 premium pay is additional pay that is provided to employees in specific approved health care occupations, in lieu of the premium pay paid to most General Schedule (Title 5) employees. Title 38 premium pay has several different components: overtime, night differential, Saturday/Sunday differential, holiday pay and on-call pay. The advanced rate of Title 38 premium pay helps NIH successfully address the distinct challenges of operating a large, around-the-clock medical facility. (NIH Title 38)

(See also “Administratively Determined (AD) Pay Systems”). Title 42 is the law addressing the Public Health and Welfare and is the term commonly used at NIH to reference human resources appointing authorities that appear in 42 USC 209. Title 42 is a flexible hiring mechanism that allows NIH to attract and retain staff with outstanding scientific, technical and clinical skills.

A change of an employee, without a break in service of one full workday, from a position in one agency to a position in another agency that can be filled under the same appointing authority. (OPM GPPA Ch 35 p (35-15))

A special privilege that entitles qualifying veterans to certain advantages in consideration for federal employment. By law, veterans who are disabled or who served on active duty in the Armed Forces during certain specified time periods or in military campaigns are entitled to preference over others in hiring from competitive lists of eligibles and also in retention during reductions in force. (Vet Guide, 5 USC 2108, 3309, 38 USC 5303A(d) and DEO Handbook Glossary)