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Frequently Asked Questions (FAQs)

Frequently Asked Questions (FAQs)

Account Access

Checking Status of Application

General Information

Supporting Documents and/or Forms

Updating Applications

Veterans

Account Access

Q: I am having trouble accessing my USAJOBS account where do I go for help?

A: If you are having trouble accessing USAJOBS you can view the list of access here. Exit Disclaimer: You Are Leaving www.ihs.gov

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Q: I need to reset my USAJOBS password, how do I do this?

A: The details on how to reset your USAJOBS password can be found here. Exit Disclaimer: You Are Leaving www.ihs.gov

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Q: I can't get into the system (forgot password, system is not recognizing email and/or User name and/or password) can I just fill out the bubble sheet and you enter it into the system?

A: You can access your account in USAJOBS by entering the email address associated with your account in the field provided for your username. If you have forgotten your username and/or password, click the My Account tab, click the "Did you Forget your Username or Password" link and follow the prompts. If further assistance is needed you can click the "Contact Us" link and request assistance from USAJOBS. The other option is for you to contact the number listed under Agency Contact information in the job opportunity announcement to make a hardship request. However, we recommend that you exhaust all options to apply electronically prior to making a request for a hardship.

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Q: I share an email address with another person. Can we both use the same mail address in our USAJOBS accounts?

A: No, the email address is part of the USAJOBS applicant profile. An email address cannot be duplicated as part of another applicants profile. The user will receive an error message and will be required to establish another email address.

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Checking Status of Application

Q: How do I know my documents uploaded correctly, can HR check for me?

A: Job Seekers can view and verify if documents uploaded.

  1. Log into your USAJOBS account.
  2. Click on Application Status
  3. Locate the Application Package you would like verify, click on the Announcement title
  4. You will now see the vacancy announcement, click on "Update Application"
  5. Click on Apply to this Position > Now you will be brought to the Application Manager software: for complete instructions click here. Exit Disclaimer: You Are Leaving www.ihs.gov
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Q: I received a system generated email and notification confirming that my application is complete. Then HR informs me that I was missing required documents. Why did I receive this confirmation if my application was incomplete?

A: The system generated notification states that it "acknowledges the receipt of your assessment questionnaire responses for the job announcement..." Remember, submitting your answers may not complete your application package. Many announcements also require the submission of supporting documents, such as a completed OF-306 Childcare Addendum form, transcripts, BIA Form 4432 to adjudicate Indian Preference and Veterans Preference documentation, if appropriate.

It is the applicant's responsibility to ensure all required supporting documents are received.

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Q: When will I receive an email on the status of my application?

A: If you apply online, once the online questionnaire and resume are received, you will receive an acknowledgement email that your submission was successfully received. Receipt of this email does not confirm receipt of the other required document(s): copy of your license or completed OF-306 Addendum form. Once we begin the process of evaluating the applications you can check the status of your application by activating the Notification Settings to receive automatic notifications any time the status of your application changes. If you applied to the position through alternate methods, you must call the number listed under Agency Contact HR to inquire. NOTE: If an email address wasn't provided in your application you will receive an update via US Mail. Also, if you have not received any notifications you may need to check your junk mail folder and add USAJOBS to your contacts.

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Q: I applied through USAJOBS, how can I check the status of my application?

A: You will no longer need to call the HR Office to determine your application status. USAJOBS has added an alert setting that will issue automatic alerts when there are status changes for jobs to which you have applied. However, this is something that you must activate from your USAJOBS profile. The Application Status feature in USAJOBS allows you to check the status of your application for a specific job. The information provided includes the following: Initial Application Date, Job Summary, Job Status, Status Updated and Application Status. For a description of each USAJOBS status please click here. Exit Disclaimer: You Are Leaving www.ihs.gov

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Q: When applying for a position, I was interrupted while logged into USAJOBS. Now my USAJOBS status shows " Application Status Not Available." What does this mean?

A: Application Status Not Available: Your USAJOBS resume may not have been submitted to the agency as part of your application. USAJOBS did not receive confirmation from USA Staffing that either your resume was received or your application was complete. This may indicate you did not complete the application process, did not properly log out, or the USA Staffing system did not return your status to USAJOBS. For a description of each USAJOBS status please click here. Exit Disclaimer: You Are Leaving www.ihs.gov

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General Information

Q: Where do I find help for USAJOBS?

A: For the most up to date and complete assistance for using USAJOBS -
1. Go to the USAJOBS website:
https://www.usajobs.gov/
2. Click on the 'Resource Center' link at the top of the page.
3. Select the topic you wish to review. The site includes tutorials and FAQs on all aspects of using USAJOBS and tips for applying for jobs. If their FAQs do not answer your specific questions or resolve your issue, please click the "Contact Us" link on the site to work with the USAJOBS help desk team.

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Q: What are some helpful hints when applying for a job with the Indian Health Service?

A: The most common errors made by applicants which result in them being excluded from consideration are related to a "detailed resume" and missing documents which are "required". A detailed description of the duties for previous employment related to the position for which you are applying is important. We will not assume any qualifications based on job title or employment type. We will only credit experience specifically described and in the increments of time required. Time worked should be noted in Day/Month/Year to Day/Month/Year format i.e. From May 1, 2010 thru June 2, 2012. Also, all required supporting documentation, as specified in the job opportunity announcement must be submitted. Failure to do so may result in disqualification.

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Q: Two different systems, USAJOBS and USA STAFFING, are involved in the application process. What is the difference between the two sites?

A: USAJOBS is the system that allows applicants to view available Federal job opportunity announcements, establish applicant accounts/profiles, build/store resumes, upload/store documents, receive messages related to applications, and receive official notifications (status updates) related to submitted applications. When you actually apply for a job, the USAJOBS site redirects you to the USA STAFFING system which is a separate Federal system HHS uses to collect online applications (and supporting documents) and assessment questionnaires for specific positions.

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Q: What if I do not have a computer?

A: Most career resource centers, unemployment offices, public libraries, college placement centers and job search agencies have computers and Internet access for their patrons to use at no charge. If you cannot apply online or via fax, please call the number listed under Agency Contact Information in the vacancy announcement to request approval for a hardship. Hardships are approved on a case-by-case basis.

Q: What if I do not have an email account?

A: There are several Internet Service Providers that offer free e-mail accounts, such as Hotmail, Juno, Lycos and Yahoo. You can access one of these providers to register for a free e-mail account.

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Q: How do I search for Indian Health Service job openings?

A: : You can view jobs in the Indian Health Service several different ways. If you use USAJOBS to search for jobs, you can enter Indian Health Service in the "What" box to start your search; OR our agency has a specific USAJOBS site where all our positions can be viewed a https://hhs-ihs.usajobs.gov/ Exit Disclaimer: You Are Leaving www.ihs.gov or by visiting our internet website at www.ihs.gov/ you can use the "Search available jobs at IHS" to see all IHS job postings.

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Q: Under "Who May Apply" the announcement states "Excepted Service Examining Plan Candidates (ESEP)." What does this mean?

A: The Excepted Service Examining Plan is one of the many hiring plans IHS uses to fill positions. The IHS Excepted Service Examining Plan covers the process for considering Indian applicants for permanent, temporary, or time-limited appointments under Schedule A authority 213.3116(b)(8). Indian applicants who ordinarily would be considered under the provisions of Part 7, Chapter 2, "Merit Promotion Plan," IHM, e.g., current permanent HHS employees or employees eligible for transfer or reinstatement who are seeking employment with greater promotion potential, may also apply. Eligible individuals may be appointed (or converted to a new appointment) under Schedule A authority 213.3116(b)(8) without regard to time-in-grade requirements as set forth in 5 CFR Part 300 and HHS Personnel Instruction 302-1.

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Q: Under "Who May Apply" the announcement states "Merit Promotion Plan Candidates (MPP)." What does this mean?

A: The Merit Promotion Plan is one of the many hiring plans IHS uses to fill positions. The IHS merit promotion plan applies to the filling of all competitive and excepted service positions at General Schedule (GS)-15 and below, and wage grade equivalents in the IHS. Those considered under the MPP include: Current, Permanent Federal Employees or Reinstatement Eligible Individuals, United States Public Health Service (USPHS) Commissioned Corps Officers if stated in the announcement and Veterans Preference candidates including Veterans Employment Opportunity Act (VEOA) candidates.

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Supporting documents and/or forms

Q: The announcement requires me to submit a ChildCare form. Where can I find this form?

A: The ChildCare form can be found here.

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Q: I want to claim Indian Preference, where do I find this form BIA form 4432?

A: The form can be found here Exit Disclaimer: You Are Leaving www.ihs.gov

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Q: Can I send HR all my documents and have them enter it into the USAS System?

A: Yes, but only if you make a request for a hardship and HR approves the request. Under normal circumstances, the Indian Health Service only accepts applications that are submitted electronically through USAJOBS to USA Staffing or applications that are faxed by the applicant, unless, the applicant requests and is granted approval for some form of hardship. If you cannot apply online, please call the number listed under Agency Contact Information in the vacancy announcement to apply for the hardship. It is important that you apply for the hardship as early as possible because you still must meet all deadlines/dates for submission of a complete application package.

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Q: USAJOBS has an area where applicants can upload supporting documents such as BIA form 4432, SF-50s, Veteran information, etc. Will current IHS employees be required to provide supporting documents during the application process?

A: Yes, current employees of the IHS are required to submit all supporting documents. The "How to Apply" section on the Job Opportunity Announcement you are applying for lists the documents that must be submitted by all applicants.

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Q: I am applying for Indian Preference; I am not sure which title to select when uploading my BIA form 4432. The only options I see are: Resume, Transcript, Qualifications, Veterans Documentation and Miscellaneous.

A: In both USAJOBS and USA Staffing Indian Preference applicants can use the Miscellaneous title when uploading their BIA form 4432

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Q: How do I know which documents are required for an application?

A: Carefully read the Job Opportunity Announcement for the position you are applying for, paying particular attention to the section titled "Required Documents". You can also view the required documents and the status of each document in Application Manager under "Application Package Status". Click the link Exit Disclaimer: You Are Leaving www.ihs.gov for instructions on how to view which documents are required, status, and the checklist.

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Updating Applications

Q: I forgot to attach my transcripts/BIAform4432, and I already applied to the position. How do I update my application?

A:

  1. Log into your USAJOBS account.
  2. Click on Saved Documents
  3. Upload the new attachment
  4. Click on Application Status
  5. Locate the Application Package you would like update, click on the Announcement title
  6. You will now see the vacancy announcement, click on "Update Application"
  7. Verify the document you just uploaded is under the Attachment(s) section
  8. Apply to this Position Now
  9. You will be brought to the Application Manager software: for complete instructions click here. Exit Disclaimer: You Are Leaving www.ihs.gov

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Q: I faxed my documents but when I go into USA Staffing to check I see they are still not uploaded, why?

A: Faxed documents will take 2-3 business days to process, we strongly encourage uploading the document(s). If faxed documents do not appear in the USA Staffing Application Manager account within 5 days, please contact HR.

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Q: Is it possible for a user to remove supporting documents they have submitted for a specific vacancy announcement?

A: No, it is not possible to remove documents from an application that has already been submitted. You can submit another application that will basically overwrite the original application. All required documents must be resubmitted and it must be received while the position is still open for receipt of new applications.

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Q: Can I update my previously submitted questionnaire answers in my application?

A: Yes, you can update your questionnaire answers as long as the job announcement is still OPEN. You can make changes and update your answer without starting over. Click the link Exit Disclaimer: You Are Leaving www.ihs.gov for instructions on how to change your previously submitted questionnaire answers.

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Q: For Open Continuous Announcements - once my application expires do I have to reload all the documents again or can I just resubmit answers to the questionnaire to start my 90 days eligibility over again?

A: Step 1) Verify your responses again & update if applicable Step 2) Review the supporting documents & update if applicable, Step 3) Submit your application. Taking the final step of submitting your application again will reset your eligibility.

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Q: I think I put in the wrong Social Security Number (SSN) (or other personal information) in my USA STAFFING account. How do I update the system?

A: Once you login to USA STAFFING, find the 'My Profile' section of the main page. Select the 'Edit Profile' link. Go to the 'Confirm Social Security Number' tab, enter your SSN, and click on update. The correct SSN will be stored with your account. You can also review and update your other personal information in this area.

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Veterans

Q: I am a veteran, where can I find information regarding veteran's employment in the Federal Government.

A: Get the information you need at: http://www.fedshirevets.gov/ Exit Disclaimer: You Are Leaving www.ihs.gov

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