SUBJECT:  Requests for Civilian Position and Personnel Actions

References: (a)  Administrative Instruction No. 55, "Request for Civilian Position and Personnel Actions," August 9, 1965, as amended (hereby canceled)

(b)  Federal Personnel Manual Supplement 296-33

(d)  Public Law 3104

(f)  Section 5406 of title 5, United States Code

1.  REISSUANCE AND PURPOSE

2.  APPLICABILITY

This Instruction applies to the Office of the Secretary of Defense (OSD), the Inspector General, Department of Defense and other organizations administratively supported by the Directorate for Personnel and Security, Washington Headquarters Services.  These organizations are referred to as the "Requesting Activity."

3.  RESPONSIBILITIES

3.1.  The Requesting Activity shall:

3.2.  The Deputy Assistant Secretary of Defense (Administration) (DASD(A)) shall:

3.3.  The Director, Personnel and Security, Washington Headquarters Services, shall:

4.  PROCEDURES

4.2.  When processing reorganizational changes, the following documentation shall be required:

4.3.  For other personnel actions that do not change an employee's title, series or grade, such as realignments and change in organizational title, a single Standard Form 52 shall be submitted showing the changes in the FROM and TO sides and a list of employees indicating their current title, series, grade, and salary shall be attached to the Standard Form 52.

4.4.  The original Standard Form 52 shall be submitted by the Requesting Activity to the Directorate for Personnel and Security, Washington Headquarters Services Personnel Data Office, Room 3A346, The Pentagon, Washington, DC 20301.  The Requesting Activity shall retain a file copy.

4.5.  The Directorate for Personnel and Security shall notify the Requesting Activity when final action has been taken on each position or personnel action request, using a Standard Form 50B, "Notification of Personnel Action."  The "Employee Copy" of the Standard Form 50B will be submitted to the Requesting Activity for delivery to the employee concerned.

4.6.  Requests for position or personnel actions that cannot be processed shall be returned to the Requesting Activity with a statement of reasons for such action.

4.7.  Advice and assistance required in the preparation of a Standard Form 52 or in connection with specific matters concerning the action being requested shall be directed to the personnel staffing specialist or position classification specialist assigned to service the Requesting Activity.

5.  EFFECTIVE DATE

This Instruction is effective immediately.

Enclosures - 4

E1.  ENCLOSURE 1

INSTRUCTIONS FOR COMPLETING STANDARD FORM 52,
"REQUEST FOR PERSONNEL ACTION"

E1.1.  SPECIFIC INSTRUCTIONS

Apply the following instructions when preparing a Standard Form 52 in requesting civilian position and personnel actions:

	PART I
	Item
A.	For Agency Use	Fill in appropriate Requesting Activity Control Number such as HA-20-85.
B.	For Additional Information Call	Type the name and extension of the administrative officer or other personnel liaison contact.
C.	Personnel Action Requested	Refer to enclosure 3 for terminology to be used.
D.	Proposed Effective Date	Indicate the date the Requesting Activity desires the action to be effective.  If a specific date does not apply, use ASAP (as soon as possible).  Use two digits for the month, day, year such as 06-01-85.
E.	Requested by	Fill in the name of the supervisor of the position.  Leave blank if requesting official is also approving official.
F.	Position Action Requested	Refer to enclosure 3 for terminology to be used.
G.	Proposed Effective Date	Same as Item D.
H.	Approved by	To be signed by the person in the Requesting Activity who has been authorized to approve personnel actions by the head of the activity.
I.	Remarks by Requesting Office	Make appropriate or clarifying remarks regarding the position or personnel action.  NOTE: If action requested is employee resignation and if the Requesting Activity knows of additional or conflicting reasons for the resignation, state these on a separate sheet and attach to the Standard Form 52.  Enter special conditions of employment, including requirement for access to Top Secret, Secret, or Confidential information.  If access to sensitive compartmented information is also required, so state.  State limitation on length of employment.  Specify special physical or other qualifications requirements.  State effective date that leave without pay begins and expected date of employee's return.  State reason for extension of a detail in excess of 120 days.  For name change, state reason for the change, such as marriage, divorce, or court action.  Give reasons for canceling an occupied position.  For change of duty station, show former duty station (building, city and State).  For recruit actions, name the last incumbent.

E1.2.  GENERAL INSTRUCTIONS

E1.2.1.  In addition to the specific instructions set forth above, apply the following general instructions in preparing a Standard Form 52.

E1.2.1.1.  Identical Positions.  Submit one Standard Form 52 to establish one or more identical positions, provided the positions will be in the same organizational element.  Submit a separate Standard Form 52, to establish and recruit for more than one identical position.

E1.2.1.2.  Personnel Action Requests.  Submit a separate Standard Form 52 for each personnel action requested.

E1.2.1.3.  Request for Combined Personnel and Position Action.  Submit one Standard Form 52 to request a combined personnel and position action for each position.

E1.2.1.5.  Record Purpose Actions.  A Record Purpose Action is the result of a reassignment within a branch to a position with the same job title, compensation schedule, grade, salary and series.  Submit a Standard Form 52 for such actions.

E1.2.1.6.  Detail.  A Standard Form 52 shall be submitted for each detail in excess of 30 days.  The Standard Form 52 will show the beginning and ending dates of the detail.  When a detail that was originally scheduled for 30 days or less extends beyond 30 days, the effective date will be the date the detail originally began.

E1.2.1.7.  Change in Appropriation.  Submit a Standard Form 52 as a notice of the change in position from one appropriation code to another.  A transfer of appropriation codes results in a change in organization code.

E1.2.1.8.  Change in Position Sensitivity.  Submit a Standard Form 52 when the designated position sensitivity is to be raised or lowered.  Lowering of position sensitivity will result in a lower level of security clearance.  Raising of the sensitivity level will result in adjudication to determine the individual's eligibility for a higher level of clearance and may necessitate additional investigation.  Elevating position sensitivity from a lower level to a higher level of sensitivity within 90 days after a selectee has entered on duty will require written justification for the change.  The written justification must be signed by the Head of the Requesting Activity and accompany the revised Standard Form 52.

E1.2.2.  Attach to the Standard Form 52 the forms and statements described below, as required for the actions requested:

E1.2.2.1.  Change to Lower Grade.  A signed request by the employee for a change to a lower grade when the action is effected at the employee's request.

E1.2.2.2.  Change in Work Schedule.  If the change is requested by the employee, a copy of the request for the change.

E1.2.2.3.  Separation Actions:

E1.2.2.3.1.  The letter of resignation submitted by an employee when the employee is not available to sign the Standard Form 52.

E1.2.2.3.2.  A statement of additional or conflicting reasons for an employee's resignation, if applicable.

E1.2.2.3.3.  For a separation to enter active military service, a copy of official military notification orders or induction notice.

E2.  ENCLOSURE 2

SAMPLE STANDARD FORM 52, "REQUEST FOR PERSONNEL ACTION"

E3.  ENCLOSURE 3

GLOSSARY OF TERMS
For Use in Preparing a Request For Personnel Action

E3.1.  PERSONNEL ACTIONS

E3.1.1.  Appointments

E3.1.1.1.  Appointment or Recruit.  Action to fill a vacant position.

E3.1.1.2.  Reemployment.  The rehiring of a former employee whose separation provided reemployment rights such as overseas employment or military service.

E3.1.1.3.  Restoration.  The return to duty of a separated person as a result of an appeal to proper authority or corrective action resulting from the finding that the separation was not warranted.

E3.1.1.4.  Temporary Appointment.  A temporary appointment is for a specified period, not to exceed 1 year.  Temporary appointments may be made to meet workload situations or short-term projects if a manpower space is available.

E3.1.2.  Changes

E3.1.2.1.  Position Change.  The movement by an employee, entitled to grade retention, to another position.

E3.1.2.2.  Promotion.  The change of an employee to a higher grade or a higher rate of basic pay.

E3.1.2.3.  Change to Lower Grade.  The change of an employee to a lower grade or a lower rate of basic pay.

E3.1.2.4.  Reassignment.  The change of an employee from one position to another without promotion or change to lower grade.

E3.1.2.5.  Detail.  A temporary assignment to a different position or set of duties for a specified period.  At the end of the assignment the employee is expected to return to his or her regular duties.

E3.1.2.6.  Extension of (Type) Appointment.  Extension of the Not to Exceed date of a time-limited appointment, if permitted by the appointing authority.

E3.1.2.7.  Leave Without Pay.  Temporary nonpay and nonduty status granted at the employee's request.

E3.1.2.8.  Suspension.  The placement of an employee in a temporary nonpay and nonduty status for disciplinary reasons or other reasons pending an inquiry.

E3.1.2.9.  Name Change.  A change required when the employee's name is marriage, divorce, or court action.

E3.1.2.10.  Change in Work Schedule.  A change to or from a full-time, part-time, or intermittent schedule.

E3.1.2.11.  Return to Duty.  The return of an employee to pay status after a furlough, suspension, leave without pay, or placement in nonpay status action.

E3.1.2.11.1.  Realignment.  The movement of an employee and his or her position when the following are present:

E3.1.2.11.1.1.  An organizational change such as reorganization or transfer of function occurs.

E3.1.2.11.1.2.  The employee stays in the same Agency.

E3.1.2.11.1.3.  There is no change in the employee's position, grade, or pay.

E3.1.3.  Separation

E3.1.3.1.  Resignation.  Separation action initiated by an employee because of his or her desire to leave the organization.

E3.1.3.2.  Termination.  Nondisciplinary separation action initiated by the Agency or employee such as expiration of temporary appointment or action when the employee (or a group of employees) moves from one Agency to another.

E3.1.3.3.  Removal.  Disciplinary separation action initiated by the Agency, OPM, or the Merit System Protection Board.

E3.1.3.4.  Retirement.  An action that removes an employee from the rolls and places him or her on an immediate annuity, based solely on age and length of service, or disability.

E3.1.3.5.  Death.  A separation action because of the death of the employee.

E3.2.  POSITION ACTIONS

E3.2.1.  Establish.  A request to create a new position comprising duties and responsibilities differing from an existing position or to create an additional position identical in duties and responsibilities to an existing position.

E3.2.2.  Abolish.  A request to discontinue an established position.  This action occurs when the duties of a position no longer exist or when duties of a position are distributed among other employees.

E3.2.3.  Cancel.  Generally used when an established position is replaced by a successor position.

E3.2.4.  Transfer of Position.  The request to transfer a position from one organizational element to another without change in duties and responsibilities.  The gaining organizational element shall initiate a separate Standard Form 52 for each position concerned.

E3.2.5.  Review.  A request for an audit of an existing position to ensure the accuracy, proper classification, and evaluation.

E4.  ENCLOSURE 4

SD FORM 225, "OFFICE OF THE SECRETARY OF DEFENSE PERSONNEL CHECKOUT SHEET"