Frequently Asked Questions
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- How many students apply each year and out of that
number, how many are selected as Finalists?
- How do Finalists learn about possible Federal
Agency PMF appointment opportunities?
- Who can hire a PMF?
- When can an agency hire a PMF?
- Do Federal Agencies reimburse PMFs for their
relocation costs or other recruitment incentives upon
- What are the responsibilities of the PMF Program
Office, hiring agency, Agency PMF Coordinator, Human Resources
Office, and the hiring official/supervisor?
- What are the requirements for a PMF?
- What is the timeline for the Fellows'
developmental journey in the program?
- What qualifies as training for the 80 hours of
training our agency is required to provide the Fellow each year of
their two-year fellowship?
- Is there a sample Individual Development Plan
(IDP) Fellows and agencies can refer to?
- Is there a sample Memorandum of Understanding
(MOU) Fellows and agencies can refer to for external rotational
- Is there guidance on the ERB Certification
- Is there guidance on the PMF conversion to
a permanent or term position?
- Do Federal Agencies provide Student Loan
Repayment or Loan Forgiveness for Fellows?
- Can an agency request an appointment eligibility
extension if it cannot bring a Finalist onboard by the
- When and how is my agency to submit the one-time
reimbursement fee to OPM when we hire a PMF?
- Can a PMF move between positions/agencies during
many students apply each year and out of that number, how many are
selected as Finalists?
Historically, the PMF Program has seen an increase in the number
of applicants. The number of applicants has ranged from
approximately 3,000 to more than 8,500; the number of Finalists has
varied from 500 to over 800. Please note the PMF Program is highly
2. How do
Finalists learn about possible Federal Agency PMF appointment
The PMF Program Office is transitioning to a new PMF Talent
Management System (TMS). The PMF TMS is where agencies will post
appointment, rotational, and training opportunities. Finalists may
contact Agency PMF Coordinators directly. Effective with the
announcement of PMF Class of 2017 Finalists, all PMF appointment
opportunities MUST be posted to the PMF TMS.
3. Who can
hire a PMF?
Participation in the PMF Program (a component of the Pathways
Program) is open to all Federal Agencies in the Executive Branch
who have an approved Memorandum of Understanding (MOU) with OPM*.
Agencies excepted from the competitive service may participate
after entering into a Memorandum of Agreement (MOA) with OPM. In
addition, Legislative and Judicial Branch agencies may participate
by entering into a MOA with OPM. Please contact the PMF Program
Office for additional guidance. For a current list of participating
agencies and their Agency PMF Coordinators, go to the List of
* Additional information about the MOU requirement and the
impact the Pathways Programs regulations has on the PMF Program can
be found in the "Pathways Transiton and Implementation Guidance"
under the Agencies\Resources webpage.
can an agency hire a PMF?
Agencies have 12 months from the official announcement of
Finalists to hire them as Fellows from a large, prestigious pool
with diverse backgrounds and skills. Agencies should plan
accordingly to make PMF appointment offers to Finalists, ensure
ample time for completing any background investigation, verify
degree completion, and bring onboard prior to the appointment
See FAQ #15 below on extending a Finalists' appointment
eligibility in the agency cannot onboard prior to the appointment
Federal Agencies reimburse PMFs for their relocation costs or
other recruitment incentives upon appointment?
Each Federal Agency determines whether it will pay relocation
costs or offer other recruitment incentives. Finalists should
inquire with participating agencies before accepting an appointment
offer. And agencies should follow their internal policies for such
incentives, including any Service Level Agreements.
are the responsibilities of the PMF Program Office, hiring agency,
Agency PMF Coordinator, Human Resources Office, and the hiring
Please see the Agencies\Agency
Responsibilities webpage for the duties of all those involved
at the agencies. Responsibilities of the PMF Program Office can be
found on the About Us\Meet the Team webpage.
are the requirements for a PMF?
Each Fellow will have the following:
- Participant Agreement with the agency
- Assigned a senior-level mentor (who is a managerial employee
outside of the Fellow's chain of command)
- Individual Development Plan
- Performance plan and yearly evaluations
- 80 hours of formal interactive training each year of the
- At least one developmental assignment 4 (four) to 6 (six)
months in duration
- Certification by the agency's Executive Resources Board (ERB),
or equivalent, determining the Fellows successful completion of the
Hiring officials and supervisors should consult with their
respective Agency PMF Coordinator for additional details.
8. What is
the timeline for the Fellows' developmental journey in the
Agencies assist Fellows along their 2-year developmental journey
in the program. It is the responsibility of the PMFs and their
agency supervisors to negotiate the developmental activities and
work responsibilities that will prepare the PMF for the targeted
position at the conclusion of the program. Fellows may consult with
the assigned mentors and Agency PMF Coordinators, as well. The
typical fellowship cycle consists of the following:
- Within 45 days of appointment, agency approves Individual
Development Plans (IDPs) designed to impart the competencies
required of the target position and place the PMF on a performance
- Within 90 days of appointment, agency assigns a mentor
- Throughout fellowship, agency provides opportunities for
training, developmental assignments, rotations, and other
activities in support of the IDP
- Approximately 90 days prior to the 2-year anniversary date of
the start of the fellowship, the Fellow, Agency PMF Coordinator and
supervisor prepare for the ERB certification
- Before 30 days prior to 2-year anniversary date, the agency's
ERB (or equivalent) evaluates the PMF to determine successful
completion of the program (makes its decision). ERB certification
is required for conversion.
- Approximately 30 days prior to 2-year anniversary date, the
Fellow is notified by the agency of the outcome of the ERB
qualifies as training for the 80 hours of training our agency is
required to provide the Fellow each year of their two-year
Specifically, 5 CFR 362.405(b)(2) states that for each PMF, the
agency must provide a minimum of 80 hours of formal interactive
training per year that addresses the competencies outlined in the
IDP. Mandatory annual training, such as information security and
ethics training, does not count towards the 80-hour requirement.
On-the-job training does not count towards the 80 hours
requirement. The ERB ultimately decides whether the training
requirements have been met when certifying the PMF. The PMF Program
Office does not dictate what constitutes as formal interactive
training; this interpretation is up to the appointing agency.
there a sample Individual Development Plan (IDP) Fellows and
agencies can refer to?
Yes. The PMF Program Office has created an OPM Form 1302, PMF
IDP, which PMFs and agencies can use at their discretion. This form
can be found under the Current PMFs\Training and
Development\Individual Development Plan webpage. Agencies may
need to tailor their own IDP form to fit their needs.
there a sample Memorandum of Understanding (MOU) Fellows and
agencies can refer to for external rotational
Yes. A sample MOU is available under the Agencies\Resources
webpage. However, agencies should follow their own policies and
procedures for external rotations. NOTE: A PMF may complete the
required developmental assignment within their organization,
appointing agency, or to another Federal Agency. Federal Agency is
defined as those within the Executive Branch.
there guidance on the ERB Certification process?
The ERB, Executive Resources Board, (or equivalent) can
establish its own procedures for conducting the review and
certification, but must consider whether:
(1) The PMF has met all of the requirements of the program, as
outlined in the program regulations found at 5 CFR 362.405,
(2) Has demonstrated successful performance according to the
Fellow's performance plan, and
(3) Has achieved the developmental expectations set forth in the
Individual Development Plan (IDP). This may be conducted through a
document review or other methods agreed upon by the ERB.
The ERB certification process must be started in time to be able
to notify the Fellow of the results 30 days prior to the 2-year
anniversary of the fellowship and the procedures consistently
applied to all Fellows under the ERB's purview. Typically, the ERB
process starts 90 days prior to the 2-year anniversary date.
NOTE: It is crucial for Fellows, supervisors, and Agency PMF
Coordinators to monitor the deadlines during a PMF's fellowship.
PMF appointment extensions should not be granted for administrative
delays; extensions are for rare and unusual circumstances. Agencies
should review their Pathways MOU with OPM regarding extensions. A
Fellow must convert to the agency that ERB certified him/her.
The results of the ERB certification are recorded by the Agency
PMF Coordinator in our on-line systems.
there guidance on the PMF conversion to a permanent or
5 CFR 362.409 states a Fellow must complete the program within
time limits prescribed in 5 CFR 362.404, to include any
agency-approved extension. At the conclusion of that period, the
agency may convert, without a break-in-service, an ERB-certified
Fellow to a competitive service term or permanent appointment.
Those who are noncompetitively converted to a competitive service
term appointment may be subsequently converted noncompetitively to
a permanent competitive service position (5 CFR 362.107(b)).
Appointments must be effective by the expiration of the
individual's PMF excepted service appointment, including
extensions. No conversions are allowed prior to full completion of
the 2-year fellowship.
A PMF must meet the citizenship requirement to be converted to a
permanent position. The agency is not required to convert or
appoint a PMF who is not certified by the ERB.
Additional information can be found on the Agencies\Resources
Federal Agencies provide Student Loan Repayment or Loan Forgiveness
Federal Agencies are authorized to repay student loans under the
Federal Student Loan Repayment Program, as provided for in part 537
of title 5, Code of Federal Regulations. Some agencies participate
in the program. Finalists should ask the hiring agency if it
participates when interviewing for appointments. Additional
information about the Federal Student Loan Repayment Program and
the Public Service Loan Forgiveness Program can be found at the Student Loans
an agency request an appointment eligibility extension if it cannot
bring a Finalist onboard by the deadline?
Yes. An agency may request an appointment eligibility extensuion
for a Finalist who (1) has been made a tentative PMF appointment
offer AND accepted the offer, but cannot onboard as a PMF by the
applicable appointment eligibility deadline, or (2) to a Finalist
who applied for an advertised PMF appointment opportunity and the
agency has not conducted interviews or made tentative job offers
prior to the appointment eligibility period deadline.
The request is done by the hiring agency's designated Agency PMF
Coordinator via the OPM Form 1305, PMF Appointment Eligibility
Extension Request Form. The form can be found under at the Agencies\Resources
If approved, the PMF Program Office will notify the requesting
agency via email and record the pending appointment showing a
placeholder date of "12/31/20xx" under the Entry on Duty (EOD)
start date field in the PMF TMS. It is the Agency PMF Coordinator's
responsibility to maintain records in the PMF TMS once the Finalist
onboards as a PMF. Any changes in the appointment offer must be
communicated with the PMF Program Office and the extended
NOTE: Only one approved extension is allowed per Finalist. If
for whatever reason the appointment offer is rescinded or the
Finalist declines after the appointment eligibility deadline, the
Finalist loses appointment eligibility. If additional time is
needed beyond the initial approved extension, the Agency PMF
Coordinator must submit a new OPM Form 1305.
When and how is my agency to submit the one-time reimbursement fee
to OPM when we hire a PMF?
A Federal agency must submit a
one-time reimbursement fee to the PMF Program Office within 30 days
of a Finalist accepting a PMF appointment offer. The reimbursement
fee covers the costs associated with the recruitment, assessment,
selection, and placement of Finalists into PMF appointments; PMF
Program Office operations and support to stakeholders; various
training and developmental opportunities for stakeholders; and, the
PMF website and automated systems.
The PMF Program Office is a
government-wide, full-cost recoverable, revolving fund program. By
the time a Finalist accepts a PMF appointment offer, the PMF
Program Office has already incurred significant expenses. Timely
submission of the PMF reimbursement is critical to cover program
expenses. The Fellow may not be allowed to participate in any
program sponsored training and development activities (e.g., PMF
Orientation, PMF Training Forums, and Graduation) until
reimbursement is received; this would include any activities for
Fellows and agencies. Instructions and financial forms to use for
submitting the reimbursement fee can be found under the Agencies\Resources
section. All financial inquiries
and submissions must be sent via email to firstname.lastname@example.org.
In regards to 5 CFR 362.406(d) covering the movement between
agencies (commonly referred to when a PMF reappoints from one PMF
position\agency to another), the regulations state if the "move
occurs with the first 6 months of the Fellow's appointment, the
original appointing agency may request reimbursement of one-quarter
of the placement fee from the new appointing agency." In such
occurrences, the PMF Program Office is not involved and such action
would need to be handled between the losing and gaining agencies.
When a reappointment occurs with the first 6 months of the
fellowship, the impacted Agency PMF Coordinators should ensure the
reimbursement fee has been addressed. The obligation to submit the
full PMF reimbursement is still borne on the original appointing
a PMF move between positions/agencies during their
Yes. The PMF Program
regulations allows for Fellows to transfer from one PMF
position/agency to another. This process is commonly referred to as
a "reappointment". The Fellow must meet the qualifications of the
new position and cannot have a break in service. A break in service
means he/she cannot resign from their current PMF position and
start the new PMF position days later; the Human Resources Office
or Agency PMF Coordinator can explain this. Finding a reappointment
opportunity is the Fellow's responsibility. Fellows are not able to
log into the PMF TMS to search for appointment opportunities as
these are reserved for Finalists seeking their initial
If a PMF reappoints from one
position/agency to another position/agency, he/she will need to
re-evaluate their training and development requirements in
consultation with their new supervisor and Agency PMF Coordinator.
For example, if the PMF was initially appointed into a Budget
Analyst position and all of their training and development was
related to that position or their target position, but then
reappoints to a Human Resources Specialist position, he/she may
need to re-start their training and development requirements based
on their new position. It is the new appointing agency's
responsibility to ensure the PMF completes all training and
development requirements for their target position before obtaining
ERB certification and conversion.
A Fellow cannot reappoint to
another PMF position/agency after obtaining ERB
When a reappointment occurs,
the PMF should fill out an OPM Form 1306, PMF Appointment Intake
Form, and submit to their new Agency PMF Coordinator and to the PMF
Program Office to ensure the appointment information for the newer
position/agency is recorded in the PMF Talent Management System
(TMS). The form can be found under the Current PMFs\Resources
section on the PMF website.
If the PMF reappoints within
the first 6 months of their initial appointment, the losing agency
may request the gaining agency to reimburse them 25% of the PMF
reimbursement placement fee the losing agency has submitted to the
PMF Program Office. The placement fee is typically owed by the
initial appointing agency and must be submitted within 30-days of
the Finalist accepting their PMF appointment offer. The PMF Program
Office is not involved in situations where a PMF reappoints between
agencies during the first 6-months. Any reimbursement between
agencies, such as the 25% mentioned above, is handled between the
losing and gaining agencies.
Reappointments are discouraged
as the PMF's current agency has already invested significant time,
resources, and funds. It is critical the PMF Program Office is
aware of any such reappointments and that the PMF TMS is