(a) Certificate has the meaning given in § 332.102 of this chapter.

(b) A hiring agency may share an excepted service certificate issued for filling positions under Schedules D and Policy/Career with one or more Federal agencies for positions to be filled on a permanent or time-limited basis. Positions filled on a time-limited basis are subject to § 213.104 of this chapter. Positions may be full-time or other than full-time, including part-time, seasonal, on-call, and intermittent positions.

(c) All actions taken on a shared excepted service certificate must occur within 240 days after the date on which the original hiring agency issued the certificate. This period may not be extended.

(d) The original hiring agency and any receiving agency using a shared excepted service certificate must maintain sufficient documentation to reconstruct their respective use of the certificate and must safeguard examination materials, assessment materials, examination results, assessment results, and applicant information in accordance with § 300.201 of this chapter.

(e) All actions taken on a shared excepted service certificate must comply with this part.

(f) Agencies sharing excepted service certificates must keep records of the instances of sharing these certificates and/or using shared excepted service certificates.

(a) An original hiring agency may share an excepted service certificate issued under § 302.302 with one or more receiving agencies if:

(1) The original hiring agency intends to use the excepted service certificate for its own hiring needs;

(2) The original hiring agency informed applicants that the resulting excepted service certificate may be used by one or more hiring agencies;

(3) The original hiring agency provided applicants an opportunity to opt-in to have their applications and other personal information shared with one or more hiring agencies;

(4) The original hiring agency's objections to eligibles or requests to pass over preference eligibles have been resolved in accordance with subpart D of this part, or by OPM in the case of a disabled veteran with a thirty percent or more service-connected disability. The original hiring agency must notate on the excepted service certificate next to the name of any preference eligible veteran whom the agency successfully passed over;

(5) The original hiring agency either made a selection from the excepted service certificate or documented its reason for making no selection; and

(6) The original hiring agency determined that sharing the excepted service certificate complies with this part and any applicable agency policy.

(b) The original hiring agency may apply the three-consideration rule in § 332.405 during its use of an excepted service certificate on which applicants were assigned numerical scores under § 302.302(b)(1) and remove candidates from consideration accordingly. The three-consideration rule does not apply to an excepted service certificate on which applicants were placed in quality categories under § 302.302(b)(2). Before sharing the certificate with another agency, the original hiring agency must notate the certificate next to the name of any applicant removed from consideration under § 332.405. For purposes of this subpart, § 332.405 applies as if the position were being filled in the competitive service.

(c) When sharing an excepted service certificate, the original hiring agency must share all documentation pertaining to the creation of that certificate, including but not limited to the job analysis, testing and examination materials, the job opportunity announcement or applicable public notification, and applications, as relevant, and must safeguard any personally identifiable information not needed for effective use of the certificate by the receiving agency. The original hiring agency may share the assessment scores of certified applicants. The original hiring agency must share the excepted service certificate of eligibles in its original form in order to retain the original ordering of the certificate; must safeguard any personally identifiable information from unauthorized access during the transmission process; and must redact the names of applicants who did not opt-in to the shared certificate, and who therefore may not be considered by the receiving agency.

(d) The original hiring agency may share an excepted service certificate of eligibles with one or more agencies, one agency at a time or multiple agencies simultaneously.

(e) If the original hiring agency determines that it has made an error that may affect selections by a receiving agency or agencies, it must notify each affected receiving agency.

(a) Eligible vacancies. A receiving agency may use a shared excepted service certificate to fill a vacancy in the same occupational series, at the same grade level (or corresponding rate or level of pay for a position excluded from the General Schedule) with the same full-performance level, and in the same duty location as was listed on the original hiring agency's certificate. If the original hiring agency's excepted service certificate is for an interdisciplinary position as described in the Delegated Examining Operations Handbook, the receiving agency may use it to fill an interdisciplinary position. The receiving agency must verify through its job analysis that the minimum qualification requirements (including use of any selective placement factors) and the competencies, or knowledge, skills, and abilities, that were used for the original position are appropriate for the position to be filled.

(b) Notification to applicants. Before using a shared excepted service certificate, a receiving agency must notify eligible applicants who opted-in that it has received their names and application materials and intends to consider them for employment. The notification must identify the agency, position title, occupational series, grade level or equivalent, and duty location.

(c) Limitations. (1) Nothing in this paragraph affects agencies' right to fill a position from any appropriate source under §§ 330.102 and 335.103 of this chapter.

(2) Before considering other candidates, a receiving agency must first provide for the consideration for selection required for individuals entitled to priority consideration under §§ 302.303 and 302.304.

(d) Selection from the shared certificate. A receiving agency may consider candidates referred on the shared excepted service certificate.

(1) A receiving agency may, but is not required to, consider any applicant designated on the certificate as being passed over under § 302.502(a)(4), or as having received three bona fide considerations under § 302.502(b).

(2) The receiving agency may not reassess the applicants for purposes of rating/ranking.

(e) Time limit on selection. The receiving agency has 240 days from the date the certificate was issued (in the original hiring agency) to select individuals from the shared excepted service certificate.

(f) Limit on further sharing by the receiving agency. The receiving agency may not share or distribute the shared certificate to another Federal agency.