BOP Program Statement 3000.03 § 5

an electronic publication.

/s/

Kathleen Hawk Sawyer

Director

P3000.03

12/19/2007

Table of Contents, Page i

TABLE OF CONTENTS

Section Title Page

Chapter 1 - Introduction

171.1 Human Resource Management Manual

Organization and Use.. . . . . . . . . . . . . 1-1

Chapter 2 - General Personnel Provisions

250.1 Delegation of Authority, Personnel

Management. . . . . . . . . . . . . . . . . . 2-1

293.1 Personnel Records and Files.. . . . . . . . . . . . 2-7

293.2 Removal of Official Documents.. . . . . . . . . . . 2-8

294.1 Availability of Official Personnel

Information. . . . . . . . . . . . . . . . . 2-8

295.1 Bureau of Prisons Credentials,

Identification Cards and Retirees'

Identification Cards.. . . . . . . . . . . . 2-11

Chapter 3 - Employment

300.1 Employee Voluntary Services.. . . . . . . . . . . . 3-1

308.1 Youth and Student Employment. . . . . . . . . . . . 3-1

308.2 Services of Volunteers. . . . . . . . . . . . . . . 3-4

310.1 Employment of Relatives.. . . . . . . . . . . . . . 3-7

310.2 Employment of Ex-Felons at BOP. . . . . . . . . . . 3-7

312.1 Workforce Utilization.. . . . . . . . . . . . . . . 3-8

312.2 Staff Vacancy Rate. . . . . . . . . . . . . . . . 3-11

315.1 Probationary Period for Supervisors

and Managers.. . . . . . . . . . . . . . . . 3-12

330.1 Employment Interviews.. . . . . . . . . . . . . . 3-13

330.2 Employment of Medical and Dental

Officers.. . . . . . . . . . . . . . . . . . 3-16

330.3 Acknowledgment of Requirement to

Maintain a Telephone.. . . . . . . . . . . . 3-17

332.1 Recruitment and Selection Through

Competitive Examination. . . . . . . . . . . 3-18

* 335.1 Merit Promotion Plan. . . . . . . . . . . . . . . 3-22

335.3 Management Selection System.. . . . . . . . . . . 3-38

335.4 Open-Continuous Announcement System.. . . . . . . 3-42

335.5 Priority Placement and Referral System. . . . . . 3-43

335.6 Details for Training for Trades and

Crafts Positions.. . . . . . . . . . . . . . 3-46

P3000.03

12/19/2007

Table of Contents, Page ii

Section Title Page

335.7 Reference Checking. . . . . . . . . . . . . . . .

3-48

338.1 Qualification Standards for Administrative

Positions. . . . . . . . . . . . . . . . . . 3-51

338.2 Modifying Qualification Standards for

Inservice Placement. . . . . . . . . . . . . 3-52

338.3 Job Element Examining Plan for Trades and

Labor Positions. . . . . . . . . . . . . . . 3-54

338.4 Pass/Fail System for Introduction to

Correctional Techniques. . . . . . . . . . . 3-58

338.5 Appointment Above the Minimum Rate Based

on Superior Qualifications.. . . . . . . . . 3-60

338.6 Maximum Entry Age for Law Enforcement

Positions. . . . . . . . . . . . . . . . . . 3-63

338.7 Non-citizens. . . . . . . . . . . . . . . . . . . 3-65

339.1 Physical Requirements for Institution

Positions. . . . . . . . . . . . . . . . . . 3-67

339.3 Recruitment and Relocation Bonuses and Retention

Allowances. . . . . . . . . . . . . . . . 3-69

340.1 Student Loan Repayment. . . . . . . . . . . . .

3-

76

Chapter 4 - Employee Performance and Utilization

410.1 Training Agreements.. . . . . . . . . . . . . . . . 4-1

430.1 Performance Appraisal Program for Bargaining

Unit Employees.. . . . . . . . . . . . . . . . 4-1

430.2 Performance Appraisal Program for Non-Bargaining Unit Employees. . . . . . . . . . 4-19

430.3 Performance Appraisal Program for Senior

Executive Service. . . . . . . . . . . . . . 4-38

Chapter 5 - Position Classification, Pay and Allowances

500.1 Organization Charts and Functional Statements.. . . 5-1

511.1 Position Classification.. . . . . . . . . . . . . . 5-1

511.2 Position Descriptions.. . . . . . . . . . . . . . . 5-5

550.1 Compensatory Time.. . . . . . . . . . . . . . . . . 5-7

572.1 Travel and Transportation for Interviews

and Recruitment. . . . . . . . . . . . . . . . 5-9

Chapter 6 - Attendance and Leave

600.1 Electronic Time and Attendance Reporting. . . . . . 6-1

610.1 Institution Shift Starting and Stopping Times.. . . 6-5

P3000.03

12/19/2007

Table of Contents, Page iii

Section Title Page

630.1 Administrative Leave in Conjunction With

Relocation.. . . . . . . . . . . . . . . . . . 6-8

630.2 Restoration of Annual Leave.. . . . . . . . . . . . 6-9

630.3 Voluntary Leave Transfer Program. . . . . . . . . 6-10

630.4 Leave for Maternity Purposes. . . . . . . . . . . 6-18

630.5 Home Leave. . . . . . . . . . . . . . . . . . . . 6-20

640.1 Compressed Work Schedules.. . . . . . . . . . . . 6-21

Chapter 7 - Personnel Relations and Services

711.1 Labor-Management and Employee Relations.. . . . . . 7-1

711.2 Processing Grievances and Unfair Labor

Practices. . . . . . . . . . . . . . . . . . . 7-1

711.3 Employee Job Action Contingency Plan. . . . . . . . 7-2

713.1 Equal Employment Opportunity and

Affirmative Action.. . . . . . . . . . . . . . 7-2

713.2 Upward Mobility Program.. . . . . . . . . . . . . . 7-2

715.1 Exit Interview/Survey Program.. . . . . . . . . . . 7-6

731.1 Personnel Security, Suitability and

Investigation Program. . . . . . . . . . . . . 7-6

731.2 Contract Security.. . . . . . . . . . . . . . . . 7-43

731.3 Urinalysis Testing for Employment.. . . . . . . . 7-50

750.1 Processing Discipline and Adverse Actions.. . . . 7-52

771.1 Agency Grievance Procedure. . . . . . . . . . . . 7-536

Chapter 8 - Insurance and Annuities

810.1 Worker's Compensation.. . . . . . . . . . . . . . . 8-1

831.1 Federal Prison Retirees Association.. . . . . . . . 8-1

875.1 Public Safety Officers' Benefits Program. . . . . . 8-1

880.1 Procedures in the Event of Staff Deaths.. . . . . . 8-4

Chapter 9 - General and Miscellaneous

990.1 Staff Uniforms and Uniform Allowances. . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1

P3000.03

12/19/2007

Table of Contents, Page iv

HUMAN RESOURCE MANAGEMENT MANUAL

LISTING OF ATTACHMENTS

ATTACHMENT TITLE

2-1 RESERVED

2-2 FILING AND DISPOSITION OF FORMS AND DOCUMENTS USED

EXCLUSIVELY BY THE BUREAU OF PRISONS

2-3 DOCUMENT REMOVAL CERTIFICATION

3-1 VOLUNTEER SERVICE AGREEMENT

3-2 PANEL INTERVIEW WRITING SAMPLE (WITH VIDEO)

3-3 INSTRUCTIONS FOR ADMINISTERING THE PANEL INTERVIEW

3-4 PANEL INTERVIEW INDIVIDUAL RATING FORM

3-4a PANEL INTERVIEW ASSESSMENT FORM

3-4b PRE-EMPLOYMENT INTERVIEW WRITING SAMPLE

3-4c SAMPLE QUESTIONS FOR INTERVIEW PANELS

3-4d DATA FORM FOR PRE-EMPLOYMENT SCREENING PROCESS

3-5 APPLICANT NOTIFICATION OF FEDERAL BUREAU OF PRISONS

REQUIREMENT TO MAINTAIN A TELEPHONE

3-6 REQUEST AND JUSTIFICATION FOR SELECTIVE FACTORS AND

QUALITY RANKING FACTORS

3-7 INQUIRY OF AVAILABILITY

3-8 RECORD OF VERBAL DECLINATION

3-9 SAMPLE OF NATIONWIDE VACANCY ANNOUNCEMENT

3-10 NIC RETIREMENT COVERAGE CERTIFICATION

3-11 RESERVED

3-12 RATING PANEL SCORING INSTRUCTIONS

3-13 MERIT PROMOTION RANKING FORM

3-14 SCORING INSTRUCTIONS FOR PROMOTION BOARDS (ASSOCIATE

WARDEN)

3-15 SCORING INSTRUCTIONS FOR PROMOTION BOARDS (WARDEN)

3-16 RESERVED

3-17 TRAINING AGREEMENT

3-18 NOTIFICATION OF TRAINING REQUIREMENTS

3-19 REQUEST FOR APPROVAL OF APPOINTMENT ABOVE THE MINIMUM

RATE

3-20 ABOVE THE MINIMUM RATE CHECKLIST

3-21 STANDARD MOBILITY STATEMENT

3-22 RECRUITMENT BONUS SUMMARY CHART

3-23 RETENTION ALLOWANCE SUMMARY CHART

3-24 REQUEST FOR RECRUITMENT BONUS

3-25 RECRUITMENT BONUS AGREEMENT

3-26 REQUEST FOR RETENTION ALLOWANCE

3-27 CONFIDENTIAL REFERENCE CHECK

3-28 REQUEST FOR RELOCATION BONUS

3-29 RELOCATION BONUS AGREEMENT

3-30 RELOCATION BONUS SUMMARY CHART

P3000.03

12/19/2007

Table of Contents, Page v

ATTACHMENT TITLE

3-31 REQUEST FOR STUDENT LOAN REPAYMENT

3-32 STUDENT LOAN REPAYMENT AGREEMENT

3-33 STUDENT LOAN REPAYMENT CHART

4-1 TRAINING AGREEMENT FOR PHYSICIAN ASSISTANT

4-2 PERFORMANCE LOG

5-1 LANGUAGE FOR PRIMARY LAW ENFORCEMENT POSITIONS

5-2 LANGUAGE FOR SECONDARY LAW ENFORCEMENT POSITIONS

5-3 CREATING AND RECORDING MASTER RECORD NUMBERS

APPENDIX 1 - CLASSIFYING OFFICE AND TYPE OF POSITION

APPENDIX 2 - PROGRAM AREA CODES

6-1 REQUEST FOR RESTORATION OF FORFEITED ANNUAL LEAVE

6-2 CHECKLIST FOR RESTORATION OF FORFEITED ANNUAL LEAVE

6-3 REQUEST FOR APPROVAL AS A RECIPIENT - VOLUNTARY LEAVE

TRANSFER PROGRAM

6-4 REQUEST FOR APPROVAL AS A DONOR - VOLUNTARY LEAVE

TRANSFER PROGRAM

6-4a REQUEST TO DONATE ANNUAL LEAVE TO LEAVE RECIPIENT

(OUTSIDE AGENCY) UNDER THE LEAVE TRANSFER PROGRAM

6-5 ADDITIONAL TOUR OF OVERSEAS DUTY FOR HOME LEAVE

ENTITLEMENT

6-6 MINIMUM REPORT REQUIREMENTS

6-7 TIMEKEEPER INFORMATION SHEET

6-8 COMPRESSED WORK SCHEDULE REQUEST SAMPLE

6-9 LOCAL UNION PRESIDENT AGREEMENT MEMORANDUM

6-10 COMPRESSED WORK SCHEDULE MEMORANDUM OF UNDERSTANDING

6-11 SUPERVISORY PRE-IMPLEMENTATION QUESTIONNAIRE

6-12 SIX MONTH SUPERVISORY ASSESSMENT OF COMPRESSED WORK

SCHEDULE

7-1 CONFIDENTIAL EXIT SURVEY FOR SEPARATING EMPLOYEES

7-2 CONFIDENTIAL EXIT INTERVIEW REPORT FOR INTERVIEWING

OFFICIAL

7-3 SENSITIVITY DETERMINATION CHART

7-4 NOTICE TO APPLICANT

7-5 AUTHORITY FOR RELEASE OF INFORMATION

7-6 VOUCHERING FORM

7-7 LAW ENFORCEMENT AGENCY CHECKS

7-8 CERTIFICATION OF INITIATION OF BACKGROUND INVESTIGATION

7-9 SAMPLE REQUEST FOR BACKGROUND INVESTIGATION UPDATE

7-10 WAIVER OF SUBJECT INTERVIEW

7-11 AGREEMENT TO SUBJECT INTERVIEW

7-12 SAMPLE NOTICE TO EMPLOYEE - BACKGROUND INVESTIGATION

ISSUES

7-13 NOTICE OF RIGHTS TO (APPLICANT OR SUBJECT)

P3000.03

12/19/2007

Table of Contents, Page vi

ATTACHMENT TITLE

7-14 SAMPLE INTERROGATORIES

7-15 SAMPLE CERTIFICATION OF RESPONSE TO INTERROGATORIES

7-16 CONTRACTOR PRE-EMPLOYMENT FORM

7-17 STATEMENT OF REGISTRATION STATUS

8-1 APPLICATION FOR FEDERAL PRISON RETIREES ASSOCIATION

9-1 STAFF UNIFORM ALLOWANCES

9-2 AUTHORIZED STAFF UNIFORMS

P3000.03

12/19/2007

Chapter 1, Page 1

CHAPTER 1

171.1 HUMAN RESOURCE MANAGEMENT MANUAL ORGANIZATION AND USE

The Human Resource Management Manual is organized by sections and

chapters, numbered to coincide with the subject-matter

classification and numbering system of the Federal Personnel

Manual.

The material in this manual supplements the laws, regulations and

instructions in Title 5, United States Code, 5 CFR, the Federal

Personnel Manual and Department of Justice Orders. Users are

cautioned not to rely on this manual as the sole source of

information and guidance. References are provided at the

beginning of most chapters to guide the user to additional

sources of information.

The Bureau Personnel Director is responsible for maintaining and

updating this manual. Changes will be coordinated and published

through the Bureau of Prisons directives distribution system as

change notices.

Employees have access to any and all information in this manual

and may have copies of any portions of it.

P3000.03

12/19/2007

Chapter 2, Page 1

CHAPTER 2

250.1 DELEGATION OF AUTHORITY, PERSONNEL MANAGEMENT

1. PURPOSE AND SCOPE. To redelegate the Director's authority on

management of human resources (HR).

2. DIRECTIVES AFFECTED

Directives Referenced

5 U.S.C. Chapter 51

DOJ HR Order 1200.1

3. DELEGATIONS. The Director delegates through the Assistant

Director, Human Resource Management Division (HRMD), to the

respective Chief Executive Officer (CEO), the authority to take

action on the appointment, direction, and general administration

of personnel.

a. Classification and Selection Authority. For purposes of

position classification, all positions will be classified into

one of the following categories: Standardized, Exception to

Standardized, or Unique.

! The Standardized category includes the most common

positions within the Bureau. A single position

description (PD) is used for all like positions

nationwide.

! The Exception to Standardized category includes

positions identified as Standardized that have been

approved at a grade other than the standardized grade.

! The Unique category includes few of a kind positions

not included in the Standardized or Exception to

Standardized category.

The following chart designates the appropriate level of

classification and selection authorities.

P3000.03

12/19/2007

Chapter 2, Page 2

C

DELEGATION OF L S

SELECTION AND CLASSIFICATION A E

S L

AUTHORITIES S E

I C

F T

Y

Classification of STANDARDIZED positions at all grade levels is delegated to

PPM.

IAs to STANDARDIZED positions require approval of an SF-52 by the delegated

levels listed below.

Classification of EXCEPTIONS TO STANDARDIZED positions are approved by the

next higher level of classification authority listed below.

Classification of UNIQUE positions are approved according to the delegations

listed below.

Senior Executive Service (SES) PPM D

GS-13 and above (except medical and dental officer, attorney, PPM D

law clerk, law student)

Trainee positions controlled by Central Office PPM AD

FWS and GS-12 and below located in Regional Offices HRA RD

Institution department head and assistant department head at HRA RD

and below GS-12/FWS equivalent (including UNICOR)

Department head selection after consultation with the

appropriate Assistant Director - To be included: employee

development manager, case management coordinator,

psychologist, chaplain, correctional supervisor (including

special investigative agent), and general foreman

Selection for the following UNICOR field positions at the AD

GS-12 level and below: factory manager, assistant factory

manager, general foreman (or lead foreman supervising staff),

industrial manager, industrial specialist, business

manager/plant controller, quality assurance manager, and

computer specialist

GS-12 and below engineer, architect, regional communication HRA RD

specialist, community programs manager, B&F, paralegal, and

computer specialist

Selection after consultation with the appropriate Assistant

Director

Ensure all classification for activating institutions HRA n/a

(including UNICOR) is completed

P3000.03

12/19/2007

Chapter 2, Page 3

Selection for all UNICOR positions at an activating factory n/a AD

until initially filled

Central Office (including NIC) GS-12 and below, FWS, and HRM AD

medical and dental officer

GS-11 and below in staff training centers HRM STC

Dir

GS-12 at staff training centers HRM AD

HRMD

Institution FWS and GS (including UNICOR) below the assistant HRM CEO

department head level (excluding those designated under

regional director’s authority)

Institution medical and dental officer (consultation with HRM CEO

Assistant Director prior to selection of clinical director)

Attorney, law clerk, and law student OARM OGC

-or-

OARM

Ex-felon n/a D

LEGEND: AD...... Assistant Director (includes Director of the

National Institute of Corrections (NIC), and

Senior Deputy Assistant Director, Program

Review Division or their designees)

CEO...... Institution Chief Executive Officer

D........ Director, Federal Bureau of Prisons

DOJ...... Department of Justice

HRA...... Regional Human Resource Administrator

HRM...... Institution or servicing Human Resource

Manager

OARM..... Office of Attorney Recruitment and Management

OGC...... Office of General Counsel

PPM...... Pay and Position Management Section

RD....... Regional Director

STC Dir.. Staff Training Center Director

* The Director retains selection authority and final approval for

the following:

(1) Promotion and Reassignment Selections for specific

management positions. For promotion and reassignment

to the GS-13 level and above for Camp Administrator,

Jail Administrator, Executive Assistant, Special

Assistant, Superintendent of Industry, Associate

Warden, Warden, Branch Chief, GS-15 level

P3000.03

12/19/2007

Chapter 2, Page 4

Administrator, STC Director, Deputy Regional Director,

and Deputy Assistant Director, the full Executive Staff

must concur with the potential selection, and the

Director must approve the selection.

(2) Promotion and Reassignment Selections for other

positions. For promotions and reassignments to other

GS-13 and above positions, the selecting Regional or

Assistant Director must obtain the concurrence of the

selectee's Regional or Assistant Director. When the

Regional Director is the selecting official, the

concurrence of the Assistant Director over the

discipline to be filled must be obtained. Final

approval rests with the Director.

Reassignments of Associate Wardens between program areas

(e.g., operations to programs) do not require Executive Staff

involvement since the individual is remaining at the same

location. *

Signatory authority for selections made through the Management

Selection System is delegated to the Assistant Director, HRMD.

For all other GS-13 and above positions when the Director retains

selection authority, the appropriate Regional or Assistant

Director may sign the promotion board documents upon the

Director’s concurrence.

(3) Classification of UNICOR Positions. Any change in the

classification of a UNICOR position requires the approval of the

Assistant Director, IE&VT. The appropriate paperwork is to be

sent directly to the personnel liaison component of the UNICOR

Central Office Support Division for the signature.

b. Miscellaneous

(1) SES Personnel Actions. The Director must approve

personnel actions up to the ES-4 level involving SES members,

candidates, or positions. DOJ maintains approval authority for

personnel actions at the ES-5 and ES-6 level. DOJ must approve

awards, bonuses, and any increase two levels or more. The

Workforce Planning Administrator, HRMD will prepare SF-52s.

(2) Attorney, Law Clerk, and Law Student Personnel Actions.

Personnel actions involving attorneys, law clerks, and law

students require final approval from OGC or by OARM, depending on

the action. OGC will initiate all attorney personnel actions

(i.e., employee actions), with final approval by the Assistant

Director, OGC and OARM, as necessary.

P3000.03

12/19/2007

Chapter 2, Page 5

Attorney personnel actions requiring OGC approval include

promotions, transfers, selected voluntary reassignments, and

conversion to full-time or part-time employment. Adverse actions

involving suspensions of 14 days or less for non-SES attorneys

require approval from the Assistant Director, OGC. Suspensions

beyond 14 days require OARM approval. After OGC approval, the

SF-52s will be returned to the servicing HR office for

processing.

The servicing HR office will maintain the Official Personnel

File (OPF) for attorney, law clerk, and law student positions.

The same rules and regulations regarding the protection and

maintenance of OPFs will apply.

HRMs should consult with OGC, as necessary, on HR issues

involving attorneys and paralegals.

(3) Statement of Difference. A statement of difference for

all GS positions may be established and abolished, as necessary,

at the location where the position exists. It is not mandatory

to process a personnel action to establish a statement of

difference.

(4) Supervisor’s Certification. Supervisor’s Certification

for all Standardized positions is the Assistant Directors’

responsibility.

(5) SF-52s. Origination of SF-52s to establish all

positions is the responsibility of the servicing HR office where

the position exists.

The Assistant Director, HRMD, has final approval authority

for the positions classified by PPM, however, signatory authority

is delegated to the Bureau Personnel Director.

Preparing the SF-52 for Selections:

C The appropriate divisions will initiate the SF-52

for all positions in the Central Office, including

Central Office controlled trainee positions.

C HR staff at staff training centers will initiate

SF-52s for training center positions.

C UNICOR will ensure SF-52s for UNICOR positions are

initiated at the appropriate level.

C Regional HR staff will initiate the SF-52s for

personnel actions for positions falling within the

P3000.03

12/19/2007

Chapter 2, Page 6

regional director’s delegated authority, as well

as for all GS-13 and GS-14 level positions falling

within their regions. SF-52s resulting from the

Management Selection System (Warden and Associate

Warden) are excluded and will be prepared by the

Staffing Section.

C Institution HR staff will initiate SF-52s for

positions falling within the CEO’s delegated

authority.

C The Staffing Section will prepare SF-52s for all

Warden and Associate Warden selections the

Executive Staff make. The SF-52 for all other

promotion and selection actions will be prepared

by either the regional HR office, or in the

Central Office, by the specific division affected

by the action.

(6) Annual Position Review. PPM will ensure annual

position reviews are conducted for Standardized positions.

Annual position reviews for Unique and Exceptions to Standardized

positions will be conducted at the location where the position

exists. If only minor changes are made as a result of the

position review, the position does not need to be reclassified

and issued a new master record number (MRN).

The reviewer will document the review on the bottom of the

PD cover sheet. If a PD needs to be rewritten, final

classification action will be taken at the delegated level of

authority.

(7) Leave. The immediate supervisor has authority to

approve annual leave and sick leave. For advanced annual leave,

advanced sick leave and periods of leave without pay (LWOP) less

than 52 weeks, the Warden (for institution employees), Regional

Director (for regional office employees) and appropriate branch

chief (for Central Office employees) retains approval authority.

All LWOP requests for attorneys require approval from the

Regional Counsel or Associate General Counsel, as appropriate,

after consultation with OGC or designee.

The Director retains approval authority for consecutive

periods of LWOP of 52 calendar weeks or more.

(8) Hours of Work. Assistant Directors, Regional Directors

and Wardens have the authority to modify the basic work week to

meet the needs of the service within their organizational levels.

P3000.03

12/19/2007

Chapter 2, Page 7

The authority to approve compressed work schedules is

delegated to the local level with OGC performing a legal and

technical review.

(9) Disciplinary and Adverse Actions. Assistant Directors,

Regional Directors, and Wardens have the authority to take

disciplinary and adverse actions against subordinate employees in

their organizations. Normally, the deciding official should be

at least two supervisory levels above the employee. Variations

to fit unique circumstances are permitted and nothing in this

section precludes the deciding official being at a higher level

than specified.

(10) Supervisory Pay Differentials. HRMs have the

authority to approve Supervisory Pay Differentials.

(11) Special Salary Rate as Highest Previous Rate (HPR).

The Bureau Personnel Director has the authority to approve using

the special rates authorized by 5 U.S.C. § 5305 as HPR for

voluntary reassignments to non-special rate positions within the

same agency, or to a position with a lower special rate.

(12) Grade and Pay Retention. The Director has the

authority to approve non-mandatory grade and pay retention

request.

293.1 PERSONNEL RECORDS AND FILES

1. PURPOSE AND SCOPE. To communicate regulations and

instructions for establishment, maintenance and disposition of

the Official Personnel Folder (OPF) and the Employee Performance

File (EPF) which are contained in the current Federal Personnel

Manual (FPM) Supplement on record keeping. In addition to the

OPF and EPF, HRM offices will establish and maintain an

individual Payroll File for each employee for whom it maintains

an OPF. Other personnel records and files include the security

file (see section 731.1) and disciplinary and adverse action

files (see section 750.1). Filing and disposition of forms and

documents used exclusively by the Bureau of Prisons are listed in

Attachment 2-2.

2. DIRECTIVES AFFECTED

Directive Referenced

FPM Supplement 293.31

3. LOCATION. Each HRM office will maintain the OPF, EPF and

Payroll File for each employee it services, including Chief

P3000.03

12/19/2007

Chapter 2, Page 8

Executive Officers.

4. TRANSFER OF FILES WITHIN THE BUREAU OF PRISONS. When an

employee moves from one institution or office within the Bureau

of Prisons to another, the losing HRM office will gather and

forward to the gaining HRM office the OPF, EPF, Payroll file and

medical file as soon as possible after the effective date of the

move. It is not necessary for the gaining office to request the

files from the losing office via a copy of the SF-50.

5. USE OF INMATES WITH EMPLOYEE RECORDS. No inmate may maintain

or process any forms or records pertaining to employees. This

restriction includes, but is not limited to, time and attendance

reports, training records, travel authorizations and vouchers and

work-related injury reports. Each function which requires

handling such records must be performed by a civilian employee of

the Bureau of Prisons.

293.2 REMOVAL OF OFFICIAL DOCUMENTS

1. PURPOSE AND SCOPE. To establish document removal procedures

for separating and/or relocating employees. Department of

Justice procedures require all employees who are separating from

the Department of Justice to complete and sign a documents

removal certification. In addition, employees who are relocating

to another BOP facility must complete and sign a similar

certification.

2. DIRECTIVE AFFECTED

Directive Referenced

DOJ Order 2710.8 Removal and Maintenance of Documents

3. PROCEDURE. Attachment 2-3, Department of Justice Document

Removal Certification, is a combined documents removal

certification for employees leaving the Department of Justice,

relocating within the Bureau of Prisons, or transferring to

another organization within the Department of Justice. HRM

offices will ensure that employees complete the appropriate part

of the form during their clearance process. The form may be

reproduced locally.

294.1 AVAILABILITY OF OFFICIAL PERSONNEL INFORMATION

1. PURPOSE AND SCOPE. Subject to the provisions of this chapter

and policy and regulations of the Office of Personnel Management,

the Bureau of Prisons shall make personnel information available

P3000.03

12/19/2007

Chapter 2, Page 9

to its employees, Federal officials and the public.

2. DIRECTIVES AFFECTED

Directives Referenced

a. FPM Chapter 294.1.

b. 5 CFR 297.402

c. 5 CFR 297.301

3. CUSTODIANS OF PERSONNEL RECORDS. Human Resource Managers at

all levels of the organization are designated as the official

custodians of personnel records pertaining to the employees for

whom they provide human resource management services. They are

responsible for safeguarding such records to prevent their

unauthorized disclosure and for making determinations in

accordance with this chapter and FPM issuances as to the

propriety of release of personnel information.

4. TIME AND PLACE WHERE INFORMATION MAY BE OBTAINED. Normally,

custodians of personnel records will make information available

during regular business hours on regular business days.

5. RESPONSE TO SUBPOENAS. Designated custodians of personnel

records will be guided by the FPM and 5 CFR 297.402 in responding

to a subpoena for personnel records under their control.

Questionable cases may be referred to the Office of Legal Counsel

for guidance. Institution and Regional Office HRMs may refer

questionable cases to their respective Regional Counsel.