BOP Program Statement 3310.02 § 3

Employees/applicants to include Public Health Service officers assigned to the BOP must

disclose knowledge of relatives and other covered individuals working in DOJ by completing the

attached Applicant/Employee Disclosure Form [BP-A1097, Attachment A].

Selecting Officials must disclose on the attached Selecting Official/Requesting Official

Acknowledgement and Disclosure Form [BP-A1098, Attachment B] if they are or are not aware

that any selectee for a position is related to a current DOJ employee or other covered individual,

and if so, certify that such person had no influence on the hiring decision. Senior Reviewing

Officials (SRO) review the applicant/employee and selecting official’s disclosure forms to

ensure the disclosure forms are properly completed in a timely manner, forms revealing

inconsistencies or evidence of advocacy or communication by a relative are reconciled, and that

the selection was made in compliance with Merit Systems Principles.

The SRO designee must not be the same individual as the selecting official.

For external hires, the tentative selectee will be informed by the HRM that the selection is not

final until the completion of the relative disclosure process and the pre-employment screening

process. For merit promotion selections, the tentative selectee will be informed by the HRM that

the selection is not final until the completion of the relative disclosure process.

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a. Institution Procedures. For positions which the Warden/Complex Warden has selection

authority, the Human Resource Manager (HRM) sends the Applicant/Employee Disclosure Form

to the tentative selectee along with the conditional offer of employment letter (if external hire).

Simultaneously, the HRM sends the Selecting Official/Requesting Official Acknowledgement

and Disclosure Form to the Warden or designee. The selecting official shall not see the

Applicant/Employee Disclosure Form. The selecting official who completes the form must be

the same individual who signs the conditional offer letter (if external hire).

For complexes, prior to a final offer/selection being made, the HRM sends both completed forms

to the Complex Warden or designee, who will serve as SRO.

The Complex Warden or designee returns the completed forms to the HRM.

For non-complex institutions, the HRM sends both completed forms to the regional human

resource staff prior to a final offer/selection being made.

The regional human resource staff member gives both forms to the Deputy Regional Director or

designee, who will serve as Senior Reviewing Official (SRO).

The regional human resource staff member returns the completed forms to the HRM. For

external hiring, the HRM will make a bona fide offer of employment.

For merit promotion, local procedures will be followed for making notifications.

b. Grand Prairie Procedures. The HRM sends the Applicant/Employee Disclosure Form to

the tentative selectee along with the conditional offer of employment letter (if external hire).

Simultaneously, the HRM sends the Selecting Official/Requesting Official Acknowledgement

and Disclosure Form to the selecting official (i.e., Chief, Human Resource Services Center

[HRSC] or designee for HRSC selections). The selecting official shall not see the applicant

disclosure form. The selecting official who completes the form must be the same individual who

signs the conditional offer letter (if external hire).

Prior to a final offer/selection being made, the HRM sends both completed forms to the

Personnel Director or designee, who will serve as SRO for selections made by the Chief, HRSC.

The Chief, HRSC or designee will serve as SRO for selections made by the Chief, Designations

and Service Computation Center.

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The Personnel Director/Chief HRSC reviews and signs the forms and returns them to the HRM.

For external hiring, the HRM will make a bona fide offer of employment.

For merit promotion, local procedures will be followed for making notifications.

c. Training Center Procedures. The HRM sends the Applicant/Employee Disclosure Form to

the tentative selectee along with the conditional offer of employment letter (if external hire).

Simultaneously, the HRM sends the Selecting Official/Requesting Official Acknowledgement

and Disclosure Form to the selecting official (Director, National Corrections Academy, or

Director, STA Glynco). The selecting official shall not see the applicant form. The selecting

official who completes the form must be the same individual who signs the conditional offer

letter (if external hire).

The HRM sends both completed forms to the Chief, HRSC, or designee, who will serve as SRO

prior to a bona fide offer being made.

The Chief, HRSC, or designee reviews and signs the forms and returns them to the HRM. For

external hiring, the HRM will make a bona fide offer of employment.

For merit promotion, local procedures will be followed for making notifications.

d. Regional Office Procedures. The regional human resource staff sends the

Applicant/Employee Disclosure Form to the tentative selectee along with the conditional offer of

employment letter (if external hire).

Simultaneously, the regional human resource staff sends the Selecting Official/Requesting

Official Acknowledgement and Disclosure Form to the selecting official. The selecting official

shall not see the applicant form. The selecting official who completes the form must be the same

individual who signs the conditional offer letter (if external hire).

Prior to a final offer/selection being made, the regional human resource staff sends both

completed forms to the AD, HRMD or designee, who will serve as the SRO and who

reviews/signs the forms and returns them to the regional human resource staff.

For external hiring, the regional human resource staff will make a bona fide offer of

employment.

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For merit promotion, local procedures will be followed for making notifications.

e. Central Office Procedures. The HRM sends the Applicant/Employee Disclosure Form to

the tentative selectee along with the conditional offer of employment letter.

Simultaneously, the HRM sends the Selecting Official/Requesting Official Acknowledgement

and Disclosure Form to the selecting official. The selecting official shall not see the applicant

form. The selecting official who completes the form must be the same individual who signs the

conditional offer letter.

Prior to a final offer/selection being made, the HRM will send both completed forms to the AD,

HRMD or designee, who will serve as SRO (except in cases where the AD, HRMD, is the

selecting official) and reviews/signs the forms and returns them to the HRM. When the AD,

HRMD, is the selecting official, the Deputy Director or designee will serve as SRO.

For external hiring, the HRM will make a bona fide offer of employment.

For merit promotion, local procedures will be followed for making notifications.

f. SES, Wardens, and Associate Wardens. The AD, HRMD, or designee sends the

Applicant/Employee Disclosure Form to the tentative selectee.

Simultaneously, the AD, HRMD, or designee sends the Selecting Official/Requesting Official

Acknowledgement and Disclosure Form to the Director or designee. The Director or designee

shall not see the applicant form.

Prior to a final selection being made, the AD, HRMD, sends both completed forms to the Deputy

AD, HRMD, or designee, who will serve as the SRO and reviews/signs the forms and returns

them to the Staffing and Employee Relations Section (non-SES Wardens and Associate

Wardens) or the Workforce Planning Administrator (SES positions).

Upon return of the forms, the applicable AD/Regional Director will provide notification of

selection to the selectee.

g. Designees. If a designee completes the Selecting Official/Requesting Official

Acknowledgement and Disclosure Form (BP-A1098, Attachment B) on behalf of the Selecting

Official, the designee must contact the Selecting Official and annotate on the form that the

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Selecting Official is or is not aware if the selectee(s) for a position is related to a current DOJ

employee or other covered individual.