Civilian Personnel E-Newsletter Newsletter Date: October 2010 Executive Order (EO) 13473 Civilian Personnel Phonebook: In our continuing efforts to provide you quality service, the Lajes Field Civilian Personnel Flight (DPC) encourages all customers to call ahead to make an appointment so that we may better assist your needs. The section telephone numbers are listed below: Civilian Personnel Officer Monica Ritze 535-6363 Classification Nora Smits 535-5152 Gina Cardoso 535-6240 Ilda Moreira 535-3124 Staffing Nora Smits 535-5152 Lou Andrade 535-3385 Isidro Nunes 535-6329 On 12 August 2009 the federal government, through the US Office of Personnel Management, issued the final rule for Executive Order 13473 which establishes a noncompetitive appointing authority for certain military spouses to positions in the federal civil service. This new authority became effective on 11 September 2009 and allows federal agencies to noncompetitively appoint (1) spouses of military members on active duty (other than for training) to positions at a duty location (for example to Randolph AFB) for which the member has permanent change of station orders, (2) to the spouse of a military member receiving 100% service connected disability received while on active duty, and (3) to the spouse of a service member killed while performing active duty. If stationed overseas EO 13473 can only be used when the spouse receives PCS Orders back to CONUS. Eligible spouses may apply for positions for which EO 13473 eligibles are included in the area of consideration identified on the job announcements. Use the HOW TO APPLY tab on the announcement. Employee Relations Vacant 535-3119 Carla Leal 535-4160 MJ Ormonde 535-5127 Training Connie Santos 535-3508 MJ Ormonde 535-5127 Data Management: Adriana Castro 535-5147 Office Assistant: Veronica Collins 535-4208 Customer Service Miguel Janeiro 535-5137 Launch of Air Force Civilian Service (AFCS) Website On July 16, the Air Force Personnel Center (AFPC), launched a new, interactive civilian recruitment website, www.afciviliancareers.com. The new website introduces civilian service to those unfamiliar with federal employment and encourages job seekers to consider joining the Air Force Civilian Service (AFCS). The Air Force is projected to add 21,000 new civilian employees by the end of fiscal year 2011. This new website was created as a.com site in order to reach the non-military public by allowing applicants easy access from any computer.
Page 2 NON-COMPETITIVE PROMOTION Normally, employees must compete for promotion. However, under certain circumstances, employees may be promoted without competition. These circumstances include re-promotion of an employee downgraded without personal cause and authorized exceptions as follow: Classification of a position to a higher grade, either by reevaluation, change in standards, or gradual job enlargement other than through deliberate planned management action. Completion of approved training programs provided the employee was selected for entry into the trainee position under the competitive procedures of the Merit Promotion Plan. Promotion is neither automatic nor mandatory. PROMOÇÕES SEM COMPETIÇÃO Normalmente os trabalhadores têm que competir para efeitos de promoção. Todavia em certas circunstâncias podem ser promovidos sem competição. Estas circunstâncias incluem a repromoção de trabalhadores despromovidos por razões que não lhes são imputáveis e as seguintes excepções autorizadas: Classificação do cargo para nível superior, quer por reavaliação, alteração dos padrões de classificação, ou adição gradual de tarefas não resultante de acção deliberada da gerência; Conclusão de programas de treino quando o trabalhador tenha sido seleccionado para o cargo num nível de aprendizagem, de acordo com os processos competitivos do Plano de Promoções por Mérito. As promoções de acordo com as excepções autorizadas supracitadas não são nem automáticas nem obrigatórias. Special Emphasis Program Managers (SEPM) The Civilian Personnel Office is accepting applications for Special Emphasis Program Managers. The positions are, Black Employment Program Manager, Hispanic Employment Program Manager, Federal Woman s Program Manager, and People with Disabilities Program Manager. These positions are open to all current Air Force employees and all active duty military members. The Incumbent will perform these duties on a collateral basis not to exceed 20% of the incumbent s work time. The incumbent will work with Affirmative Employment personnel who are available to provide technical guidance and assistance. These positions are open until filled. For more information please contact Ms. Nora Smits at 535-5152.
Page 3 Information On How U.S. Employees Can Submit A Position description Classification Appeal A Classification Appeal can be submitted directly to the Air Force Manpower Agency/Central Civilian Classification (AFMA/MAH) and AFMA will send a courtesy email to the Civilian Personnel Office to let them know they've received an appeal. Please contact the Civilian Personnel Office prior to submission for guidance and assistance in preparing your appeal package. For detailed information as to what must be included in your package, please visit the below links: For appeal to CPMS http://www.cpms.osd.mil/fas/classification/class_filing_appeal.aspx For appeal to OPM http://www.opm.gov/classapp/info.asp The complete package should contain hard copy original signatures on all documents requiring signature, and should be mailed to the following address: HQ AFMA/MAHS ATTN: Abbie Hayden 550 E Street East Randolph AFB, TX 78150-4456 What is the Supervisor s Role in Position Management? Supervisors must be familiar with the work required to accomplish the Air Force mission in order to establish and maintain the most effective and economical organization possible. Changes to an organization may be generated, with Air Force approval, by changes in technology, new or changed mission requirements, restructure of functions, or gain or loss of personnel authorizations. These times of change provide Supervisors an opportunity to review their unit s positions and organizational structures. Applying sound position management principles combined with good management judgment results in a productive, cost-effective structure which supports sound recruitment and provides an efficient mix of skills to achieve organizational excellence. It is important to avoid illdefined or personalized job structure changes intended to support unnecessary or questionable grade increases or to reward good employees. Supervisors use performance, incentive, non-monetary or honorary awards to recognize excellent performance. Position management principles are used to achieve sound organizational structures designed to create an effective, efficient and quality workforce ready to meet the Air Force mission. Contact your position Classification Section at 535-5152 for assistance.
Page 4 QUAL É O PAPEL DO CHEFE NA GESTÃO DE POSTOS DE TRABALHO? O chefe deve estar familiarizado com o serviço que é necessário executar para cumprir a missão e para estabelecer e manter a organização o mais eficaz e economicamente possível. Podem surgir alterações aprovadas pela Forca Aerea, resultantes da implementação de novas tecnologias, atribuição de novas ou diferentes missões, restruturação de funções e redução ou aumento de pessoal. Estas circunstancias permitem que os chefes revejam os quadros de pessoal e a estruturação das respectivas organizações. Da aplicação de princípios e sólidos critérios de gestão, resulta uma estrutura produtiva, economicamente eficaz, que favorece o recrutamento e oferece uma diversidade equilibrada de aptidões com vista a excelentes resultados. É importante evitar alterações a estruturas de serviço, mal definidas ou personalizadas, com o principal objectivo de fundamentar promoções desnecessárias ou questionáveis para recompensar bons funcionários. Um chefe deve utilizar o programa de prémios de desempenho ou de incentivos para premiar o desempenho superior. A gestão de postos de trabalho é utilizada para se obter uma força laboral eficaz e de qualidade pronto a cumprir a missao da Forca Aerea. Se necessitar de ajuda, por favor contacte a Seçcão de Classificação, telefone 535-5152. Regional Government Representative All Portuguese employees are hereby informed that Dra. Paula Ramos, Regional Government Representative in the Labor Committee and Labor Committee Representative in the Standing Bilateral Commission, assumed new duties as Directora Regional da Solidariedade e Segurança Social (Regional Director of Solidarity and Social Protection), but will continue to represent the Regional Government regarding the following matters: - Complaints submitted to Labor Committee and to Standing Bilateral Commission - Answering employees with labor concerns In regards to her new duty location, she can be found in "Direcção Regional da Solidariedade e Segurança Social", at "Solar dos Remédios" (phone: 295204200 fax: 295204253). Representante do Governo Regional Informa-se todos os trabalhadores Portugueses que a Dra. Paula Ramos, representante do Governo Regional na Comissão Laboral e representante da Comissão Laboral na Comissão Bilateral Permanente, assumiu novas funcões como Directora Regional da Solidariedade e Segurança Social, mas continuará a representar no Governo Regional nos seguintes assuntos: - queixas a apresentar à Comissão Laboral e à Comissão Bilateral - e atendimento aos trabalhadores com questões laborais. Relativamente ao seu novo endereço, ela encontra-se na Direcção Regional da Solidariedade e Segurança Social, no Solar dos Remédios (Tlf. 295204200 Fax 295204253).
Page 5 Work Schedules For Portuguese Civilians Supervisors are reminded to submit employee s work schedules for uncommon tours of duty or shift work to the Civilian Personnel Flight thirty (30) days prior to the proposed implementation date to allow for HAAZ coordination and DST approval. Portuguese employees cannot be assigned to work hours, shifts or days that deviate from their officially approved work schedules without prior approval of Portuguese authorities. Also, any work schedules outside Lajes regular duty hours (0800 to 1700, Monday thru Friday) are considered irregular work schedules and must be submitted for approval. Changes to approved work schedules are only permissible if: (1) the employee is in agreement and, (2) it is for very limited periods of time or (3) when unforeseen cases take place (illness, accidents, etc). Obviously, vacation cannot be considered as an unforeseen case. The following information must be provided with your approval requests: One original plus five (5) copies of the work schedule; Employee s statement concurring or nonconcurring with specific reasons. When preparing work schedules please refer to section 9.1.5 of LFI 36-101 for guidance. Approved work schedules must be posted in the work place so that they are available for review by employees. Proposed work schedules cannot be implemented prior to approval. HORÁRIOS DE TRABALHO PARA TRABALHADORES PORTUGUESES Lembramos os chefes de que os horários de trabalho para os trabalhadores portugueses com horário irregular ou a trabalhar por turnos devem ser enviados ao Escritório de Pessoal Civil trinta (30) dias antes da data proposta para a sua implementação, para conceder ao Comando da Zona Aérea Portuguesa tempo para os coordenar e enviar os mesmos para aprovação do Delegado Regional de Trabalho. Os trabalhadores portugueses não poderão trabalhar em horas, turnos ou dias diferentes dos estipulados nos repectivos horários de trabalho aprovados, sem prévia autorização das autoridades portuguesas. Além disso, todos os horários de trabalho fora do horário regular das base das Lajes (08:00-17:00, de segunda a sexta-feira) são considerados horários irregulares e devem ser enviados para aprovação. Apenas são permitidas alterações ao horário de trabalho aprovado nas seguintes situações: (1) se o trabalhador estiver de acordo e; (2) se as mesmas forem por períodos de tempo muito limitados ou; (3) para substituir outro trabalhador em casos imprevistos (doenças, acidentes, etc). Como é óbvio, as férias não são consideradas casos imprevistos.
Page 6 GENERAL PRINCIPLES OF PUBLIC SERVICE Do s Dont s Place loyalty to the Constitution, the laws, and ethical principles above private gain Don t use nonpublic information to benefit yourself or anyone else Act impartially to all groups, persons, and organizations Give an honest effort in the performance of your duties Protect and conserve Federal property Don t solicit or accept gifts from persons or parties that do business with or seek official action from DoD (unless permitted by an exception) Don t make unauthorized commitments or promises that bind the Government Disclose waste, fraud, abuse, and corruption to appropriate authorities Don t use Federal property for unauthorized purposes Fulfill in good faith your obligations as a citizen, and pay your Federal, State, and local taxes Don t take jobs or hold financial interests that conflict with your Government responsibilities Comply with all laws providing equal opportunity to all persons, regardless of their race, color, religion, sex, national origin, age, or handicap Don t take actions that give the appearance that they are illegal or unethical Remember: Violating ethics principles may result in disciplinary or corrective action, including criminal prosecution. Protect yourself from disciplinary action by seeking the advice of your agency ethics official.
Page 7 Awards/Recognition We would like to remind all supervisors that you can award/recognize your employees when special achievements are accomplished. Why wait for the annual evaluation period to award/ recognize your employee when you can do it right on the spot? Here are some of the awards/recognition we have available for you: Time off Award (TOA) This award represents time off from duty without loss of pay or charge to leave Is awarded for superior accomplishments that contributed to the quality, efficiency, or economy of government operations Supervisor may approve TOA of no more than one working day without review and approval of a higher level official The maximum during one leave year is 80 hours; maximum for a single contribution is 40 hours (for Part-time employees please check with CPO) Employee must use within one year of receipt or award will be forfeited Notable Achievement Award (NAA) Recognizes a special achievement that resulted in a noteworthy contribution to the Air Force Award amounts range from $25 to $500 Recommendations need to be reviewed by the squadron resource advisor and approved by squadron commander Letter of Commendation Used to recognize an employee for unusual achievement or contribution that clearly exceed duty performance Letter of Appreciation Used to recognize an employee for work performance, an act, or service that is better than expected We also have available a variety of Honorary Awards, for example: USAFE Medal of Merit, Air Force Civilian Achievement Award, Exemplary Civilian Service Award and others. Please contact the EMR section, extension 535-4160, for details regarding eligibility requirements and
Page 8 Prémios/Reconhecimento Gostariamos de lembrar todos os chefes que podem premiar/reconhecer os seus empregados na altura em que se realiza acontecimentos especiais. Porquê esperar até á época das avaliações anuais para premiar /reconhecer os seus empregados, quando pode fazê-lo quando as coisas acontecem. Aqui vão alguns dos prémios/reconhecimentos que temos disponíveis para si: Prémio de Dispensa do Serviço Este prémio representa dispensa do serviço sem perca de salário ou desconto nas ferias é atribuído por obra superior que contribua para a qualidade, eficiência, ou economia das operações do governo O chefe pode aprovar este prémio, desde que não exceda um dia de trabalho, sem a revisão ou aprovação de uma autoridade de nível mais alto O máximo durante um ano é 80 horas; o máximo por um única contribuição é 40 horas (para trabalhadores a tempo parcial, por favor contacte o EPC) O trabalhador deve usar este prémio no prazo de um ano a contar da data de efectividade do mesmo, caso contrário perde o direito ao prémio. Prémio por Empreendimento Notável Servem para reconhecer um acontecimento especial que resulte numa contribuição, diigna de nota, para a Força Aérea Os montantes do prémio variam entre 25 e 500 dolares as recomendações devem ser revistas pelo conselheiro de recursos do esquadrão e aprovadas pelo comandante Carta de Louvor Servem para distinguir empregados por uma variedade de feitos ou colaboração que claramente excedem o seu desempenho professional Carta de Apreço Servem para distinguir empregados por desempenho profissional, acto, ou serviço que foi melhor do que se esperava Também temos disponível uma variedade de Prémios Honorários, por exemplo: USAFE Medal of Merit, Air Force Civilian Achievement Award, Exemplary Civilian Service Award e outros. Por favor contacte a Secção de Relações Trabalhador Patronato, telefone 535-4160, para informações sobre os requisitos de elegibilidade e procedimentos.
Page 9 ON THE JOB ACCIDENTS Below are the procedures that need to be followed for on the job accidents of Portuguese National Employees: Supervisor's responsibilities: Make sure employees report to the emergency room at Praia Health Center or Angra Hospital Employee is entitled to first aid and full medical care for the effect of the injury, including hospitalization, without cost to the employee Non-urgent or routine situation: POV, GOV, taxi or bus shall be used for transportation at the discretion of employee and supervisor In the event loss of life, limb or eyesight is threatened, call MDG and their ambulance will transport directly to Angra Hospital. Transportation may also be provided in other cases at the discretion of medical authorities on the scene. Fatal Accidents: Body cannot be removed without presence of Portuguese Authorities Supervisor notifies the Wing Safety office and 65 ABW/CCL (Political Affairs) 65 ABW/CCL will notify HAAZ and other Portuguese authorities USAFE IMT 50 - Supervisor s Report of Injury for Portuguese National Employees Supervisor needs to complete this form within 24 hrs Fax one copy to the insurance company: 295-214-598 Send original to Civilian Personnel Office One copy to Safety Office (65 ABW/SE)
Page 10 ACIDENTES DE TRABALHO Abaixo providenciamos os procedimentos que devem ser seguidos em relação a acidentes de trabalho de civís Portugueses. Responsabilidades do Chefe: enviar o trabalhador para as urgências do Centro Saúde da Praia ou Hospital de Angra trabalhador tem direito aos primeiros cuidados e assistência médica resultante de acidentes de trabalho, incluindo hospitalização, sem custos para o próprio situações de carácter não urgente ou de rotina: fica ao critério do trabalhador e do seu chefe usar, como meio de transporte, um veículo particular, um veículo do governo, taxi ou urbana em caso de perigo de vida ou problemas com membros ou a visão, devem contactar o Grupo Médico e a ambulância transportará o trabalhor directamente para o Hospital de Angra este tipo de transporte também poderá ser providenciado noutras situações, ao critério das autoridades médicas presentes no local Acidentes Fatais: o corpo do trabalhor não pode ser retirado sem a presença das autoridades Portuguesas compententes o chefe deve notificar o Gabinete de Segurança e o 65 ABW/CCL (Consultor Político) 65 ABW/CCL deverá notificar o CZAA e as autoridades Portuguesas USAFE IMT 50 - Relatório do Chefe sobre Lesões de Trabalhadores Portugueses o chefe deve completar este impresso no prazo de 24 horas enviar uma cópia para a companhia de seguros através de fax: 295-214598 enviar o original ao Escritório de Pessoal Civil enviar uma cópia ao Gabinete de Segurança (65 ABW/SE)
Page 11 Merit System Principles Merit system principles define a system that is efficient, effective, fair, open to all, free from political interference, and staffed by honest, competent, and dedicated employees. As the federal government experiences continued change in the management of human resources (centralization, deregulation, delegation, etc.), it becomes increasingly important that line supervisors and managers incorporate the merit system principles into all of their decision making processes. For assistance contact the Civilian Personnel Flight. The merit system principles are: 1. Recruit qualified individuals from all segments of society and select and advance employees on the basis of merit after fair and open competition. 2. Treat employees and applicants fairly and equitably, without regard to political affiliation, race, color, religion, national origin, sex, marital status, age, or handicapping condition. 3. Provide equal pay for substantially equal work and reward excellent performance. 4. Maintain high standards of integrity, conduct, and concern for the public interest. 5. Manage employees efficiently and effectively. 6. Retain and separate employees on the basis of their performance. 7. Educate and train employees when it will result in better organizational or individual performance. 8. Protect employees from improper political influence. 9. Protect employees against reprisal for the lawful disclosure of information in "whistleblower" situations (i.e., protecting people who report things like illegal and/or wasteful activities). Payment of Permanent Change of Station (PCS) Expenses Release from Period of Service Requirement In accordance with guidance received from Air Force Staff Office of the General Counsel, the DoD Per Diem Travel and Transportation Allowances Committee, AF/A1PC, and 3AF/JA, employees who apply and are selected for Air Force positions after having served the 12 months required in their Service Agreement (DD1617) are to be released promptly. Such moves are considered in the best interest of the Government. Fulfilling the tour of duty as specified in DD1617 and the Overseas Employment Agreement is required only to become eligible for return transportation to the home of record in the CONUS or, if applicable, to exercise return rights. Additionally, employees on renewal tours can only be held liable for Renewal Agreement Travel expenses if they don t complete 12 months of service IAW JTR, Ch. 5576. For employees who do not encumber centrally-managed positions, the gaining organization is responsible for payment of PCS costs. The losing organization is not liable for payment of PCS costs for employees who apply and are selected for positions at other duty locations. All other requests for early release from established tour of duty where the employee wishes to receive paid transportation back to his/her last Permanent Duty Station, home of record, and/or exercise return rights are to be made IAW JTR, Ch. 5574. Contact the Civilian Personnel Flight at 535-5137 for further information.
Page 12 2011 US Federal Holidays Friday, December 31, 2010* Monday, January 17 Monday, February 21** Monday, May 30 Monday, July 4 Monday, September 5 Monday, October 10 Friday, November 11 Thursday, November 24 Monday, December 26*** New Year s Day Birthday of Martin Luther King, Jr. Washington s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day *January 1, 2011 (the legal public holiday for New Year s Day), falls on a Saturday. For most Federal employees, Friday, December 31, 2010, will be treated as a holiday for pay and leave purposes. (See 5 U.S.C. 6103(b).) ** This holiday is designated as "Washington s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law. *** December 25, 2011 (the legal public holiday for Christmas Day), falls on a Sunday. For most Federal employees, Monday, December 26, will be treated as a holiday for pay and leave purposes. (See section 3(a) of Executive order 11582, February 11, 1971.)
Page 13 DESIGNATED PORTUGUESE HOLIDAYS FOR 2011 In accordance with Article 51 of the Work Regulation, the following Portuguese holidays will be observed in 2011: New Years Day Mardi Gras Good Friday Day of Liberty Day of the Worker Day of Portugal Espirito Santo Monday Corpus Christi Praia da Vitoria Day Assumption Day Founding of the Republic All Saints Day Restoration of Independence Day Immaculate Conception Christmas Day 1 January 08 March 22 Apr 25 April 1 May 10 June 13 June 23 June 11 August 15 August 5 October 1 November 1 December 8 December 25 December FERIADOS OFICIAIS PORTUGUESES PARA 2011 De acordo com o Artigo 51 do Regulamento de Trabalho, serão observados os seguintes feriados portugueses durante o ano de 2011: Ano Novo Carnaval Sexta-feira Santa Dia da Liberdade Dia do Trabalhador Dia de Portugal Segunda Feira E. S. Corpo de Deus Feriado Municipal Praia da V. Dia da Assunção Implantação da República Dia de Todos os Santos Restauração da Independência Imaculada Conceição 1 Janeiro 08 Março 22 Abril 25 Abril 1 Maio 10 Junho 13 Junho 23 Junho 11 Agosto 15 Agosto 5 Outubro 1 Novembro 1 Dezembro 8 Dezembro