USAFEI36-752.pdf

NOTICE: This publication is available digitally on the AFDPO WWW site at:

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BY ORDER OF THE COMMANDER

UNITED STATES AIR FORCES IN

EUROPE (USAFE)

UNITED STATES AIR FORCES IN EUROPE

INSTRUCTION 36-752

22 MARCH 2005

Personnel

ADMINISTRATION OF LOCAL NATIONAL

(LN) DIRECT HIRE CIVILIAN EMPLOYEES IN

NORWAY

OPR: HQ USAFE/A1CP (Mr Dirk Th. Schubert) Certified by: HQ USAFE/A1C (Mr John W. Steenbock)

Supersedes USAFE Instruction 36-752, 9 March 2001.

Pages: 79 Distribution: F

This instruction implements AFPD 36-7, Employee and Labor Management Relations. This instruction establishes employment conditions, pay, and related benefits for local national (LN) direct hire appropri-ated and nonappropriated fund employees of the United States Air Force (USAF) in Norway. It prescribes operating policies and procedures for the administration of the personnel program. Supplements to this instruction must be submitted for approval to Civilian Personnel Division, Civilian Policy Branch (HQ USAFE/A1CP), Unit 3050 Box 25, APO AE 09094-5025. This instruction does not apply to Air Force Reserve Command (AFRC) or Air National Guard (ANG) units. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 37-123, Manage-ment of Records and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at: https://webrims.amc.af.mil. Ensure that any local instructions or supplements are created in accordance with AFI 33-360 Volume1, Air Force Content Management Program-Publications.

SUMMARY OF REVISIONS

This document is substantially revised and must be completely reviewed. This revision changes orga-nizational symbols to reflect Headquarters United States Air Forces in Europe (HQ USAFE) A-Staff nomenclature. Organizational office symbols have changed from DP to A1 in paragraphs 1.2.2., 1.4.1., 1.4.4.1., and 1.4.4.3..; from DPCP to A1CP in the OPR line, certifier line, implementing remarks, para-graphs 1.10., 3.4., 3.5.1.4., 4.14., 8.5., 9.15. Updates the approving official’s signature block. Adds para-graph 1.4.4.7. to establish an additional RAF Mildenhall CPF responsibility. Paragraph 4.1. advances dates for annual updates to pay schedules. Paragraph 4.16.2. raises annual leave payment percentages.

Paragraph 4.16.3. adapts annual leave replacement periods. Paragraph 5.2.1. raises annual leave entitle-ments. Paragraph 5.3.3.4. updates OPM forms reference. Paragraph 11.1. corrects reference to paragraph

6.5. Paragraph 11.3. adds reference to Norwegian government travel directive and updates mileage rates.

Paragraph 15.1. changes wording to reflect full pension eligibility. Paragraph 15.6. allows transfer of https://webrims.amc.af.mil http://www.e-publishing.af.mil

2 USAFEI36-752 22 MARCH 2005

pensions credits after an employment period of more than 1 year. Former paragraph 15.10. has been deleted.

Chapter 1— GENERAL PROVISIONS 9

1.1. Purpose

1.2. Authorities

1.3. Policy

1.4. Responsibilities

1.5. Norwegian Legal Requirements

1.6. Retained Entitlements

1.7. Discrimination

1.8. Employee Right of Access to Regulations Affecting Employment

1.9. Normal Working Hours and a Week’s Pay

1.10. Supplementation

Chapter 2— FILLING POSITIONS 12

2.1. General

2.2. Recruitment Sources

2.3. Eligibility

2.4. Employee Categories

2.5. Employment Requirements

2.6. Family Relationships

2.7. Appointment Criteria

2.8. Trial Period

2.9. Equal Employment Opportunity

2.10. Right to Search

2.11. Reinstatement

2.12. Rehire

2.13. Promotion

2.14. Temporary Promotion

2.15. Detail

2.16. Reassignment

2.17. Change to Lower Grade

2.18. Changes Between Different Types of Funds

USAFEI36-752 22 MARCH 2005 3

2.19. Written Particulars of Terms of Employment

2.20. Procedures

2.21. Documentation

2.22. Orientation and In-Processing of Employees

Chapter 3— POSITION CLASSIFICATION 20

3.1. General

3.2. Categories of Positions

3.3. Classification Reviews

3.4. Advisory Classification

3.5. Classification Appeals

3.6. Management Disagreements

Chapter 4— PAY ADMINISTRATION 22

4.1. Establishment of Wages and Salaries

4.2. Pay Periods

4.3. Authority for Pay Actions

4.4. Pay Rates

4.5. Pay Determination on Appointment

4.6. Within-Grade Step Increases

4.7. Promotion

4.8. Change to Lower Grade

4.9. Reassignment or Transfer Between Pay Areas

4.10. Separation

4.11. Lump Sum Leave Payment

4.12. Redundancy Pay

4.13. Maternity Pay

4.14. Pay Schedules

4.15. Pay Steps and Waiting Periods

Table 4.1. Waiting Periods for Advancement

4.16. Annual Leave Payment

4.17. Advance of Annual Leave Payment

4.18. Sick Leave Payment

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4.19. Premium Pay and Allowances

4.20. Relationship Between Premium Payments

4.21. Guaranteed Pay

4.22. Payment for Travel Time

4.23. Advance Pay

Chapter 5— LEAVE ADMINISTRATION 29

5.1. Explanation of Terms

5.2. Annual Leave

5.3. Sick Leave

5.4. Maternity Leave

5.5. Military Leave

5.6. Special Leave

5.7. Leave Balance on Change in Type of Employment

5.8. Leave Records

5.9. Leave Without Pay

5.10. Absence Without Leave

Chapter 6— HOURS OF WORK AND HOLIDAYS 36

Section 6A—Hours of Work 36

6.1. Administrative Workweek

6.2. Tour of Duty

6.3. Basic Workweek

6.4. Overtime

6.5. Call-back Work

6.6. Sunday or Rest-day Work

6.7. Holiday Work

6.8. Compensatory Time

6.9. Meal Breaks

Section 6B—Holidays 38

6.10. Entitlement

6.11. Public Holidays

Table 6.1. Public Holidays

USAFEI36-752 22 MARCH 2005 5

6.12. Holidays Falling on Workdays

6.13. US Legal Holidays

6.14. Holidays Falling Within Periods of Paid Leave

Chapter 7— PERFORMANCE APPRAISAL 40

7.1. Performance Appraisals

7.2. Annual Evaluations

7.3. Trial Period Appraisals

Chapter 8— CONDUCT AND DISCIPLINE 41

8.1. Standards of Conduct

8.2. Terms Explained

8.3. Responsibilities

8.4. Criminal Offenses Outside Employment

8.5. Trade Union Officials

8.6. Circumstances Necessitating Immediate Action

8.7. Uniformity of Disciplinary Actions

8.8. Taking Disciplinary Action

8.9. Recording Actions

Chapter 9— SEPARATIONS AND ADVERSE ACTIONS 46

Section 9A—Separations 46

9.1. Resignation

9.2. Retirement

9.3. Death

9.4. Termination of Temporary Appointments

9.5. Termination of Intermittent Appointments

9.6. Separation for Abandonment of Position

9.7. Separation During Trial or Probationary Period

9.8. Separation During Sickness

9.9. Pregnancy

9.10. Summary Dismissal

9.11. Involuntary Separation Notice Periods

9.12. Reduction in Force (RIF)

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9.13. Placement Assistance

9.14. Redundancy Pay

9.15. Reduction-in-Force Approval

9.16. Reduction-in-Force Notification

9.17. Notice Letters

9.18. Legal Requirement for Written Statement of Reasons for Dismissal

9.19. Status During Notice Period

9.20. Final Processing

Section 9B—Adverse Personnel Actions 53

9.21. Terms Explained

9.22. Authority To Effect Adverse Actions

9.23. Procedures

Chapter 10— GRIEVANCES AND APPEALS (INTERNAL PROCEDURES) 55

10.1. Policy

10.2. Definitions

10.3. Exceptions

10.4. Time Limits for Submission of Grievances and Appeals

10.5. Technical Review Procedure

10.6. Complaint Procedures

10.7. Grievance and Appeals Procedures

Table 10.1. Definition of Commander

10.8. Grievance and Appeal Examiners and Hearings

10.9. Representation of an Employee

10.10. Use of Official Time

10.11. Special Procedures on Grievances or Appeal From an Initial Decision by the Installation Commander

10.12. Involuntary Separation During Trial Period

10.13. Remedial Action

Chapter 11— TRAVEL AND TRANSPORTATION 60

11.1. Call-back Transportation Allowance

11.2. Temporary Duty (TDY) Travel

USAFEI36-752 22 MARCH 2005 7

11.3. Mileage Allowance

11.4. Travel Insurance

Chapter 12— OCCUPATIONAL SAFETY AND HEALTH 61

Section 12A—Mishap Prevention 61

12.1. Policy

12.2. Application

12.3. Responsibilities

12.4. Protective Equipment

12.5. Training

Section 12B—Occupational Injuries and Illnesses 63

12.6. Applicable Laws

12.7. First Aid Treatment

12.8. Accident Book

12.9. Notification of Occupational Injuries and Illnesses

12.10. Investigation

12.11. Furnishing Information to the NIO

12.12. Claims Procedures

12.13. Injury and Disability Compensation

12.14. Records

Section 12C—Display Screen Equipment (DSE) 64

12.15. DSE

Chapter 13— TRAINING 65

13.1. General

13.2. Responsibilities

Chapter 14— LABOR RELATIONS DURING WORKING HOURS 66

14.1. Consultation Between Management and Employee Representative

14.2. Activities Conducted Outside of Work Hours

14.3. Civilian Forum Meetings

Chapter 15— RETIREMENT, LIFE, AND HEALTH INSURANCE 67

15.1. Pension Plan

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15.2. Eligibility for Membership

15.3. Retirement Age

15.4. Benefits of Retirement

15.5. Survivor Benefits

15.6. Separation Before Retirement/Premium Insurance

15.7. Group Life Insurance

15.8. Administration of the Pension and Life Insurance Program

15.9. Funding

15.10. Health Insurance

Chapter 16— INCENTIVE AWARDS 68

16.1. Service Recognition

16.2. Employee Suggestion Program

16.3. Performance Awards

16.4. Recognition Letters

16.5. Special Awards

16.6. Time-Off Awards

16.7. Forms Adopted:

Attachment 1— GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 70

Attachment 2— GUIDE TO DISCIPLINARY ACTIONS 72

USAFEI36-752 22 MARCH 2005 9

Chapter 1

GENERAL PROVISIONS

1.1. Purpose. To incorporate in one publication the conditions of employment, pay, and related employ-ment benefits for direct hire LN employees paid from either appropriated or nonappropriated funds of the USAF in Norway. The term local national includes citizens of other countries resident in Norway.

1.2. Authorities.

1.2.1. The following publications contain basic authorities and guidance for establishing wages and conditions of employment for LN employees in overseas areas:

1.2.1.1. The Status of Forces Agreement (SOFA) among Parties to the North Atlantic Treaty Orga-nization (NATO), Article IX, paragraph 4, dated 19 June 1951, and Supplemental Agreement (SA) to the Status of Forces Agreement among Parties to the North Atlantic Treaty Organization between Supreme Headquarters Allied Powers Europe and the Kingdom of Norway, Article 12, dated 10 January 1996.

1.2.1.2. DoD Manual 1400.25-M, Chapter 1200, Subchapter 1231, DoD Civilian Personnel Man-ual (CPM) - Employment of Foreign Nationals.

1.2.1.3. DoD Manual 1416.8-M., DoD Manual for Foreign National Compensation.

1.2.1.4. USEUCOM Directive 30-6, Administration of Civilian Employees in the US European Command Area of Responsibility.

1.2.2. AFI 36-102 USAFE Supplement, Basic Authority and Responsibility for Civilian Personnel Administration and Management, as supplemented by Civilian Personnel Division (HQ USAFE/ A1C), prescribes the authority to appoint, promote, reassign, demote, separate, and compensate employees.

1.3. Policy. It is USAF policy to establish conditions of employment which are in line with those prevail-ing in the area, and to develop uniform policies and procedures on all matters pertaining to wages, condi-tions of employment, and other emoluments incident to employment with the United States Forces (USF).

1.4. Responsibilities.

1.4.1. HQ USAFE/A1C is responsible for:

1.4.1.1. Formulating and issuing personnel policies and procedures.

1.4.1.2. Maintaining surveillance over the personnel management and administration of LN employees.

1.4.2. The installation commander is responsible for ensuring the implementation of policies and pro-cedures in this publication for operation of the personnel program at the installation.

1.4.3. The Civilian Personnel Flight (CPF) located at Royal Air Force (RAF) Mildenhall is responsi-ble for the administration of the total personnel program at serviced installations. This responsibility includes: advising commanders, management officials, and supervisors on personnel policy in gen-eral; giving technical advice and assistance in particular areas; and reviewing personnel management

10 USAFEI36-752 22 MARCH 2005

practices. It also includes: effecting day-to-day personnel actions; reviewing and approving disci-plinary and adverse actions; providing an advisory service to employees; and establishing and main-taining personnel records.

1.4.4. The CPF located at RAF Mildenhall is designated as the central point of contact for LN person-nel matters. This designation allows the collection and dissemination of information through a single point, as well as providing a vehicle for the discussion of problems and development of solutions. The CPF at RAF Mildenhall should be informed of matters likely to have an impact or to be of interest to Headquarters Third Air Force (HQ 3AF) or Headquarters United States Air Forces in Europe (HQ USAFE). Specific responsibilities of the RAF Mildenhall CPF include:

1.4.4.1. Upon request or designation by HQ USAFE/A1C, representing this headquarters in dis-cussions with HQ 3AF, 426th Air Base Squadron (426 ABS), or other US Forces activities in Nor-way.

1.4.4.2. Delegate authority for administering the LN pension plan.

1.4.4.3. Responding to requests raised by HQ USAFE/A1C staff that may involve the collection of data from, or distribution of data to the satellite CPFs.

1.4.4.4. Investigating identified problem areas and developing a recommended course of action for submission to HQ USAFE.

1.4.4.5. Providing guidance and assistance upon request to Stavanger administering the personnel program, with particular regard to the application of Norwegian labor law.

1.4.4.6. Informing HQ USAFE, HQ 3AF, of significant changes or pending changes in relevant Norwegian labor law.

1.4.4.7. Making sure all investigative requirements are met prior to appointment (paragraph 2.5.4.).

1.4.5. Supervisors are responsible for:

1.4.5.1. Initiating personnel and position actions.

1.4.5.2. Establishing conditions of work according to applicable directives.

1.4.5.3. Conducting orientation of newly assigned employees.

1.4.5.4. Identifying training needs and ensuring they are met.

1.4.5.5. Ensuring equitable treatment of employees.

1.4.5.6. Establishing performance standards.

1.4.5.7. Resolving personnel problems or referring to higher authority for resolution, as set out in appeals and grievances procedures (Chapter 10).

1.4.5.8. Maintaining supervisor records on employees, to include AF Form 971, Supervisor’s Employee Brief. The AF Form 971 is used to document all significant events and discussions concerning employee performance, recognition, and conduct. Supervisors at higher levels do not keep duplicate sets of records in an employee work folder. These records will be maintained according to AFPAM 36-106, Supervisor’s Records, for appropriated fund employees and accord-ing to AFMAN 34-310 Nonappropriated Fund Personnel Program Management and Administra-tion Procedures.

USAFEI36-752 22 MARCH 2005 11

1.4.5.9. Maintaining and authenticating time and attendance records.

1.4.5.10. Obtaining and maintaining a copy of this publication.

1.5. Norwegian Legal Requirements. In developing this publication, due consideration has been given to Norwegian legal requirements, applicable labor laws, and labor practices. This information is not exhaustive and is provided for guidance only, since a summary of the legislation would only be mislead-ing. Any provisions of this publication which provide better conditions than prescribed by law are part of the employment contract and will be observed.

1.6. Retained Entitlements. Employees appointed before the date of implementation of this publication will retain more favorable conditions of employment that were properly authorized by the American Embassy Oslo Personnel Administration Handbook, and in effect prior to that date.

1.7. Discrimination. There will be no discrimination in employment practices based on sex, marital sta-tus, physical handicap, color, race, nationality, ethnic, or national origin.

1.8. Employee Right of Access to Regulations Affecting Employment. Employees have the right of access to this publication and other publications affecting their employment. In particular, parts of this regulation form part of the individual contract of employment, and access must not be denied. Provision must be made for the publication to be available, normally by the supervisor, or at a place convenient to the worksite during working hours. Employees are to be allowed access upon request subject to overrid-ing duty commitments.

1.9. Normal Working Hours and a Week’s Pay. Statutory rights to guarantee payments, unfair dis-missal compensation, redundancy pay, maternity pay, pay in lieu of notice, etc., require the calculation of normal working hours and a week’s pay.

1.9.1. Normal working hours are the number of hours a week for which the employee is employed, and are shown on the appointment document or any subsequent amending document.

1.9.2. A week’s pay is defined as the amount payable for normal working hours where an employee’s hours of work do not vary from week to week. Where employees are required to work on days of the week or times of the day which differ from week to week so that the remuneration for any week varies accordingly, the calculation of a week’s pay will be the average of the last 12 complete weeks. Any weeks where no remuneration was payable will not be counted and will be replaced by earlier weeks to bring the number up to 12.

1.9.3. A week is defined as ending on a Saturday, unless the employee’s pay week ends on a day other than Saturday, in which case that day ends the week.

1.10. Supplementation. Supplementation of this instruction, unless required in the text, is subject to prior approval of HQ USAFE/A1CP, ensure that they are created according to AFI 33-360 Volume 1.

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Chapter 2

FILLING POSITIONS

2.1. General. Norwegian legal requirements in filling positions will be observed. These include employ-ment of minors, disabled persons, aliens, and European Union and European Economic Agreement (EEA) citizens; and reinstatement rights following military service, nondiscrimination, and nondisclosure of spent convictions.

2.2. Recruitment Sources. The installation commander decides the most beneficiary sources for recruit-ment based on the qualification standards for each position. Currently assigned regular employees of the USAF in Norway will be given strong consideration for filling positions. Qualified applicants from out-side sources will be considered for recruitment, with strong consideration being given to temporary and intermittent employees as well as to former regular employees. Outside sources may include, but are not limited to, Department of Employment facilities, schools, colleges, universities, trade, commercial, and ex-service organizations. Newspaper advertisements, posters, and bulletin board notices may also be used when necessary.

2.3. Eligibility. All available applicants who meet the qualification standards are to receive equal consid-eration for employment subject to the following restrictions.

2.3.1. Citizens of Norway. No restrictions.

2.3.2. Citizens of the United States. Employment may not be given under this authority even though the applicant may hold Norwegian citizenship simultaneously (SA to NATO SOFA, 12-3). EXCEP- TION: US citizens that are determined as being ordinarily resident in Norway may be employed in non-appropriated fund positions. Under no circumstances are they to fill appropriated fund positions (SA to NATO SOFA, 12-3).

2.3.3. Nationals of European Community countries and nationals of EEA countries. No restrictions.

2.3.4. Other Foreign Nationals, and Stateless Persons. No restrictions, provided no restriction has been imposed as a condition of continued residency in Norway. Otherwise, a valid work permit must be held or obtained before employment.

2.4. Employee Categories.

2.4.1. Full-Time Employment. The nature of action (NOA) for appropriated fund employment is “Excepted Appointment.” The NOA for nonappropriated fund employment is “Regular Full-Time Employment.” This category includes employees hired for a period of 52 weeks or more and for a regular workweek of 35 hours or more.

2.4.2. Part-Time Employment. The NOA for appropriated fund employment is “Excepted Appoint-ment.” Work schedule will be “P” in item 32 of SF 50, Notification of Personnel Action. The NOA for nonappropriated fund employment is “Regular Part-Time Appointment.” This category includes employees hired for a period of 52 weeks or more and for a regular workweek of less than 35 hours.

2.4.3. Temporary Full-Time Employment. The NOA for appropriated fund employment will be “Excepted Appointment-NTE (date).” This category includes employees hired for a period not

USAFEI36-752 22 MARCH 2005 13

exceeding 51 weeks for a regular workweek of 35 hours or more. Norwegian labor law may impose additional restrictions on the employer’s flexibility to hire temporary employees.

2.4.4. Temporary Part-Time Employment. The NOA for appropriated fund employment will be “Excepted Appointment-NTE (date).” Work schedule will be “P” in item 32, SF 50. The NOA for nonappropriated fund employment will be “Temporary Part-Time Appointment-NTE (date).” This category includes employees hired for a period not exceeding 51 weeks and for a regular workweek of less than 35 hours. Norwegian labor law may impose additional restrictions on the employer’s flexi-bility to hire temporary employees.

2.4.5. Intermittent Employment. The NOA for appropriated fund employment will be “Excepted Appointment.” Work schedule will be “I” in item 32, SF 50. The NOA for nonappropriated fund employment will be “Intermittent Appointment.” This category includes employees hired for jobs on a “casual,” “as required,” or “on call” basis, with no regular work hours. Intermittent employees required to work on a continuous basis for any number of hours each week are to be converted to part-time appointments. Norwegian labor law may impose additional restrictions on the employer’s flexibility to hire temporary employees.

NOTE: Temporary appointments may be renewed indefinitely for employees who have passed the state retirement age of 67. The renewal of appointments for those under state retirement age is not prohibited provided employees are not filling a permanent position and the renewal meets a genuine, but temporary, management need. Norwegian labor law may impose additional restrictions on the employer’s flexibility to hire temporary employees.

2.5. Employment Requirements.

2.5.1. Age Restrictions. Age limits are 15 years minimum (minimum school leaver age) or 70 maxi-mum, subject to the following exceptions:

2.5.1.1. Exceptions to the maximum ages may be made, but appointments can only be temporary (paragraph 2.4.). Such appointments are time limited, but for this purpose may be renewed with-out restriction, depending upon management needs, employee wishes, and physical condition.

Certification of employee health may be required whenever this is considered to be necessary, and the employee will be required to provide this certification at his or her own expense. For retention of current regular or indefinite employees beyond the retirement age (paragraph 9.2.).

2.5.1.2. Persons under 18 years of age may not be employed in any position involving the sale or serving of alcoholic beverages.

2.5.1.3. Former USF employees who have passed normal retirement age and who are in receipt of a pension paid by the US Forces Pension and Life Assurance Scheme, may be hired subject to the prior approval of the USAFE Pension and Life Assurance Scheme trustees. An exception may also be made, without regard to age, if the pension was awarded for disability, and the disability has since ceased to exist.

2.5.2. Medical. Applicants for positions involving physical contact with people, driving vehicles, heavy lifting, operating hazardous machinery, or working at heights, must be prepared to submit to an initial and periodic physical examinations, including any necessary immunizations. The health care provider conducting the pre-employment examination may render a recommendation to hire, or not to hire, based on medical findings. The provider will base this recommendation on the physical require-ments of the job for which the applicant is applying. During periodic examinations, if a medical prob-

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lem is disclosed which would place the employee at a health risk, the provider will recommend he or she be at least temporarily removed from the job pending a comprehensive medical investigation of the problem. Other applicants with medical histories, physical handicaps, or who otherwise fail to sat-isfy the supervisor as to their fitness to carry out the work, will also be required to undergo physical examinations. All such examinations, including immunizations, are to be administered without cost to individuals and are subject to their consent, by or with the approval of a US federal medical officer.

2.5.3. Qualification Requirements.

2.5.3.1. Qualification standards will be developed locally by civilian personnel specialists and management officials. Position titles and grades appropriate to the positions, as determined by the classification specialist, are to be clearly marked on the individual standard. When a standard is developed by other than RAF Mildenhall CPF, a copy should be sent to that office for consider-ation.

2.5.3.2. Qualification standards are the minimum experience, training, education, and physical requirements essential in performing duties of the position involved in a satisfactory manner. In applying physical standards, the criterion is the ability of employees to perform their duties in a satisfactory manner and without hazard to themselves or to others with sole reference to job envi-ronmental demands. All placement actions are subject to the use of qualification standards.

2.5.3.3. If it is not possible to find qualified applicants to fill a job vacancy, consideration should be given to restructuring the position, including filling at a lower grade with a trainee. If these procedures are not appropriate or do not produce a qualified applicant, the servicing CPF may request a waiver or substitution of the qualification standard by RAF Mildenhall CPF on a case-by-case basis. Full justification must be provided in support of each request.

2.5.4. Investigative Requirements. Initial appointment and retention in employment is subject to sat-isfactory completion of suitability inquiries.

2.5.4.1. Normal pre-employment investigative requirements are in paragraph 2.7.

2.5.4.2. Prior to entrance on duty, the applicant will be required to provide a police record check (politiattest). All employees will be subject to a routine security check during the probationary period.

2.5.4.3. The investigative process for applicants filling sensitive positions involving access to classified information or unescorted entry into restricted areas is contained in AFI 31-501, Person-nel Security Program Management.

NOTE: Unless specifically excepted (AFI 31-501), LN employees will not be placed in positions involv-ing access to classified information or unescorted entry into restricted areas. The cost-saving factor will not be used as the basis for justification of such a request.

2.5.5. Suitability. Employment may be denied or terminated during trial period based on information obtained during the investigative process. Such action may be based on intentionally false, deceptive, or fraudulent verbal or written information provided by the applicant or employee for the purpose of obtaining employment; the deliberate withholding of adverse information; or conduct contrary to the best interests of the US Air Force. Sources of such information are always to be protected and not made known to the applicant or employee.

USAFEI36-752 22 MARCH 2005 15

2.6. Family Relationships. Close relatives will not be placed in positions where a supervisory relation-ship exists, favored terms could ensue, or where the job relationship increases the potentiality of collu-sion. Close relatives are considered to be father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, grandparents, father-in-law, mother-in-law, son-in-law, daugh-ter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsis-ter, half brother, and half sister.

2.7. Appointment Criteria.

2.7.1. In order to be considered for employment, an applicant must first of all submit to the CPF a completed application form, SF 52, Request for Personnel Action (Appropriated Funds), show basic suitability, and meet the minimum qualification standards laid down for the positions in which interested.

2.7.2. Prior approval of the civilian personnel officer is required in those cases where adverse infor-mation is available. Such information includes, but is not limited to, previous convictions, dismissal under other than honorable conditions from a military force, separation for cause by a previous employer, or any other information which would give cause to believe that employment might not be in the best interest of the US Air Force. Offenses for which the applicant served a rehabilitation period, during which no further conviction occurred, are referred to as spent convictions and are not to be considered, nor are applicants to be expected to disclose spent convictions.

2.7.3. Personal testimonials, military discharge papers, bank references for self-employed persons, and school references, may be used to determine an applicant’s skills, abilities, demonstrated perfor-mance, personal characteristics, etc. At the discretion of the CPF, additional vouchering may be deter-mined appropriate for applicants selected for specific job categories, sensitive positions, or where duties involve childcare, custodial, or fiscal responsibilities. If vouchering is required, every effort will be made to complete such vouchering prior to employment or during the trial period. Vouchering may be completed by letter to previous employers or referees. Persons to be employed in sensitive positions or duties involving custodial or fiscal responsibilities are to be vouchered before appoint-ment. Other applicants may be appointed prior to completion of the vouchering process at the discre-tion of the civilian personnel officer, in which case vouchering is to be completed at the earliest practicable date, and before the end of any trial period. Vouchering of temporary and intermittent applicants is not usually necessary.

2.8. Trial Period. All newly-appointed regular employees are to serve a trial period of six months. At the time of employment, the employee must be notified in writing of the trial period and that the trial period may be extended due to the employee’s absence during the trial period. Once the trial period has begun, if, at the employer’s discretion, an extension period is warranted due to the employee’s absence, the employee must be provided a written notice of the intent to extend the trial period. The extension can-not exceed the period of absence. Once having satisfactorily completed a trial period, an employee will not be required to serve a new trial period, except after a break in service of more than 90 days and return-ing to a position not similar to the position previous served in. When returning from absence due to sick leave or maternity leave, no trial period is required. Reappointment of a former employee who returns to duty from compulsory military service is excluded from trial period requirements. An unsatisfactory employee may be terminated from service during the trial period with a 2-weeks notice, otherwise the notice periods shown in paragraph 9.11. will apply. A redundant employee accepting an alternative offer of employment is entitled by law to a trial period. For details see paragraph 9.12.9.

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2.9. Equal Employment Opportunity. Nondiscrimination policy in Norway is very similar to that in the United States, and observance of US principles will normally suffice to ensure compliance with Norwe-gian law. In the event of significant differences between the two policies, Norwegian laws regarding non-discrimination in employment practices prevail.

2.10. Right to Search. Employees may be subject to search by competent authorities on entering or leav-ing the installation or a building within the installation. Search may be made of the person, vehicle, bag, package, or other items being carried by that person. Search may be for the purpose of detecting loss of goods and materials or for locating explosive or incendiary devices. Failure on the part of an employee to submit to a search may be grounds for denial of entry to a building or installation, and may also be suffi-cient grounds for dismissal action.

2.11. Reinstatement. Employees who are re-appointed within 90 days following separation from regular or indefinite employment inside or outside Norway with any US government agency will be reinstated.

They will retain and accrue benefits as if they had been in a leave without pay status during the break in service (see paragraph 4.5. for pay setting procedures). NOTE: The referenced benefits are those pro-vided by USF as a condition of employment. Statutory benefits, such as redundancy pay and maternity pay, continue to be based on the appropriate legislation and are not subject to this paragraph.

2.12. Rehire. Employees who are separated from regular or indefinite employment with the US govern-ment and then re-employed, but do not qualify for reinstatement, will be considered as rehired. These employees will be considered the same as newly-appointed employees except that previous service inside or outside Norway will be creditable for length of service recognition and may be used for purposes of pay setting (paragraph 4.5.).

2.13. Promotion. The USAF endeavors to provide opportunities for advancement and career develop-ment of employees who demonstrate potential for higher levels of performance.

2.14. Temporary Promotion. Temporary promotions should be avoided but may be used to fill a posi-tion temporarily vacated by an employee. The personnel action document will state in the remarks col-umn that the promotion is temporary; that the employee will revert to his or her original grade and pay step (plus any within grade increase due during the period of temporary promotion) at the end of the period; and that selection for temporary promotion does not imply preferential treatment as regards per-manent promotion. A temporary promotion will not exceed 51 weeks.

2.15. Detail.

2.15.1. A detail is the temporary assignment of employees to perform duties of a position different from those to which normally assigned. Details are only intended to meet temporary needs such as emergencies caused by abnormal workloads, organizational changes, absences, or for training pur-poses. Except for brief periods, employees will not be detailed to perform work of a higher-grade level.

2.15.2. Employees on detail continue to receive the pay of the position to which they are regularly assigned.

2.15.3. Details of up to 4 weeks in duration need not be notified to the CPF but must be noted in supervisor’s records. Details in excess of 4 weeks will be documented on a personnel action request

USAFEI36-752 22 MARCH 2005 17

form (SF 52, or AF 2548, NAFI Request for Personnel Action) and forwarded to the CPF for filing in the employee’s personnel folder. Details in excess of 13 weeks are not authorized.

2.16. Reassignment. A “reassignment” is the change of an employee from one position to another, with-out promotion or demotion. Provided an employee meets the qualification standards of the new position, he or she may be reassigned without regard to the length of time spent in the old position.

2.17. Change to Lower Grade.

2.17.1. A “change to lower grade” may be effected for any of the following reasons:

2.17.1.1. When an employee’s position is downgraded by reclassification action.

2.17.1.2. When employee is unable to perform the duties of his or her position, and a lower grade position for which he or she is qualified is available.

2.17.1.3. In a reduction-in-force (RIF), when assignment to a lower grade position is the only alternative to separation.

2.17.1.4. Upon the voluntary written request of an employee for assignment to an established lower grade position for which he or she qualifies.

2.17.1.5. Upon completion of a temporary promotion.

2.17.2. A change to lower grade for the reasons given in paragraphs 2.17.1.1., 2.17.1.2., and 2.17.1.3.

is defined as an adverse action and is subject to the procedures outlined in paragraph 9.23.

2.18. Changes Between Different Types of Funds. Movement between funds (that is, appropriated and nonappropriated funded activities, and between nonappropriated funded activities) will be effected as if the employee was continuously employed. Leave balance and accrual rates, and other authorized benefits and entitlements will be retained, assuming no break in service occurs in excess of 90 days. Since there can be no transfers of funds between non-appropriated and appropriated fund organizations in support of such moves, efforts should be made to reduce annual leave to a minimum before such transfer. However, undue hardship should not be caused to the employee concerned or the gaining or losing activity. It is not necessary for the employee to resign his or her previous position. A combined separation-appointment action should be effected. The remarks section of the SF 50 or AF Form 2545, NAFI Notification of Per-sonnel Action, should state the amount, in hours, of annual leave to be transferred and should also state that full credit is given for prior service and quote this paragraph as the authority. NOTE: US citizens may not move from a position paid from nonappropriated funds to one paid from appropriated funds.

2.19. Written Particulars of Terms of Employment. All employees will be issued a written statement of their conditions of employment. The statement is to be completed upon appointment and attached to the employee’s copy of appointment and conversion documents SF 50, for appropriated fund employees;

and AF Form 2545, for nonappropriated fund employees.

2.19.1. Appointment and conversion documents (SF 50 and AF Form 2545) are to have the following information shown in the remarks column. The remarks shown at paragraph 2.19.1.1. is not to be used if appointment is to intermittent employment.

2.19.1.1. The form SF 50 or AF Form 2545 and the pertinent provisions of this directive consti-tute the following written statements.

18 USAFEI36-752 22 MARCH 2005

2.19.1.2. The identity of the parties.

2.19.1.3. The location of the workplace.

2.19.1.4. Duty title or a short description of the work.

2.19.1.5. Effective date of the appointment.

2.19.1.6. If the appointment is temporary, state expected duration.

2.19.1.7. Annual leave entitlement (21 work days for personnel under 60 years of age and 26 work days for personnel 60 years and above), conditions for leave payment, the rules for schedul-ing leave.

2.19.1.8. Length of notification if employment is terminated.

2.19.1.9. Agreed pay and when payments will be made.

2.19.1.10. Hours of Duty, 37.5, Monday to Friday, 0800-1600. If duty hours vary, insert weekly total hours with the statement “as rostered.”

2.19.1.11. Trial period.

2.19.1.12. Free life insurance coverage is provided from date of hire. Other insurance (pension plan and accident insurance). NOTE: Figures shown in paragraph 2.19.1.7. parenthesis above are sample figures only.

2.19.2. When conditions of employment change, written amendment to the terms of employment is to be issued.

2.20. Procedures. To the extent possible, procedures in use for US citizen employees will be used in soliciting and filing of applications and in the vouchering, referring, interviewing, selecting, and process-ing involved in filling positions. In situations where procedures in use for US citizen employees would conflict with Norwegian employment law and practices, sound judgment is to be exercised by civilian personnel officers in varying these procedures to suit local circumstances.

2.21. Documentation. The following forms will be used for the purposes indicated:

2.21.1. USAFE Form 228, Application for Local National Direct Hire (LNDH) Employment with the United States Air Force in the United Kingdom. The form is applicable for the direct hire employment program in Norway. It is used to record information necessary on a prospective employee at the time application is made for employment. It is prepared by the employee concerned and completed by civilian personnel flight staff. Only the original is required, which is filed initially in the applicant supply file within the personnel office, and finally in the employee’s personnel folder.

2.21.2. USAFE Form 285, Sickness Absence Self-Certificate (Local National Direct Hire Employees in the United Kingdom). The form is applicable for the direct hire employment program in Norway. It records information on an employee’s absence due to sickness or injury. It is initiated by supervisors when employees notify them of absence on the first day. The employee enters duration of illness following return to work and the supervisor then completes the form. It is forwarded to the servicing personnel management specialist if the supervisor suspects malingering; otherwise, it is sent directly to the payroll office for retention and possible review in the event of repeated absences.

2.21.3. AF Form 2548, NAFI Request for Personnel Action (Non-Appropriated Funds).

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2.21.4. AF Form 2545.

2.21.5. SF 50.

2.21.6. SF 52.

2.21.7. AF Form 971. This form will be maintained in accordance with AFPAM 36-106.

2.21.8. AF Form 1065, Nonappropriated Fund (NAF) Civilian Position Description; and AF Form 1378, Civilian Personnel Position Description. Used to record the employee’s duties and responsibilities. One copy is maintained in the employee’s official personnel folder, one with AF Form 971, and one in a master file maintained by the CPF. One copy is provided to the employee.

2.22. Orientation and In-Processing of Employees. Both the CPF and the supervisor are responsible for the orientation of employees. Since first impressions employees gain will influence their subsequent attitudes, it is essential that orientations be conducted in a congenial atmosphere and be informative. It should not be forgotten that common military expressions can be difficult to understand, and various cus-toms and ways of doing business will be alien to many new employees. Procedures for orientation will be established by the CPF. Both orientation and in-processing are considered duty time and employees should be in pay status for this period.

20 USAFEI36-752 22 MARCH 2005

Chapter 3

POSITION CLASSIFICATION

3.1. General.

3.1.1. The commander as the delegated authority for civilian personnel administration has the author-ity and responsibility for the classification of LN positions. The commander delegates classification authority to the civilian personnel officer. The commander is advised by the civilian personnel officer and position classification specialists who perform the actual classification of civilian positions on behalf of the commander.

3.1.2. Before a position is established and filled, the title and grade level will be determined by the position classification process, as outlined in this chapter.

3.2. Categories of Positions.

3.2.1. Schedule Title.

3.2.1.1. Staff Schedule (S). This category includes clerical, administrative, technical, and profes-sional positions. These positions are classified by reference to Office of Personnel Management (OPM) General Schedule standards.

3.3. Classification Reviews. Supervisors are responsible for periodic reviews and certification of all civilian positions to assure the currency and accuracy of the position description. The CPF is responsible for the review of all civilian positions to assure the accuracy of the classification.

3.4. Advisory Classification. Advisory classifications may be requested from HQ USAFE/A1CP. Clas-sification determinations furnished by HQ USAFE/A1CP are binding and final.

3.5. Classification Appeals.

3.5.1. Employee Appeals.

3.5.1.1. Employees may appeal the classification of their position at any time.

3.5.1.2. Employees who are dissatisfied with the classification of their positions should discuss these dissatisfactions with the supervisor and the servicing CPF in an initial effort to resolve the classification issue. Since the classification of positions is determined by reference to the OPM or USAF Classification Standards, the employee and supervisor should review these in examining whether or not the employee has a sound basis for dissatisfaction. The CPF will make available copies of standards or other pertinent information as requested.

3.5.1.3. In situations where the explanation given by the supervisor and CPF does not satisfy the employee, a formal appeal may be filed. The appeal must be in writing and contain the following information:

3.5.1.3.1. The employee’s full name, organization, duty telephone number, and present title, pay plan, and grade of the position to which officially assigned.

3.5.1.3.2. A statement indicating the part of the classification with which the employee dis-agrees (that is, title, pay plan, or grade); why the assigned classification is inconsistent with

USAFEI36-752 22 MARCH 2005 21

classification standards or guidelines; and (in terms of the same criteria) the title or grade the employee considers correct and the reasons therefore. A contention that the classification of an employee’s position is inconsistent with that of another position is not an acceptable basis for a classification appeal.

3.5.1.3.3. A detailed position description (original and one copy) prepared in collaboration with the supervisor. The description should be sufficiently detailed so that a person unfamiliar with the position can understand what is done and how it is done. The CPF will review the position description with the employee and the supervisor and revise the description as required to ensure accuracy and obtain clarification as necessary. The employee, the supervi-sor, and the CPF will certify the description as complete and accurate. A complaint concern-ing the accuracy of a position description is processed under the grievance procedure rather than the classification appeal procedure.

3.5.1.3.4. A current organizational chart which clearly reflects the location of the position being appealed in relation to other positions in the organization; and a functional statement for the organizational unit in which the position is located. Both of the documents will be approved, signed, and dated by a management official above the immediate supervisory level of the position being appealed.

3.5.1.4. The CPF will determine whether or not the appeal meets the above requirements. When the above requirements are not met, the CPF will return the appeal to the appellant with a written explanation of the deficiencies. When the above requirements are met, the CPF will forward the entire case file to HQ USAFE/A1CP for a final decision. HQ USAFE/A1CP will review the appeal and issue a decision within 30 days of receipt. This decision is the final US Air Force deci-sion.

3.6. Management Disagreements. In the event that the supervisor disagrees with the classification of an employee’s position, an explanation for the assigned classification may be sought from the CPF. The supervisor may also review the classification guidelines used in classifying the position. If the supervisor still believes the position is not properly classified, the supervisor may submit a written request for recon-sideration with the appropriate reasons. The classification of the position will be re-examined by the CPF and written results of the review will be forwarded to the supervisor.

22 USAFEI36-752 22 MARCH 2005

Chapter 4

PAY ADMINISTRATION

4.1. Establishment of Wages and Salaries. It is the USF policy to establish wages and salaries based on prevailing rates for comparable levels of positions in the private and public sectors of industry and appli-cable statutory requirements of the US government. Surveys or other means of updating the pay scales are conducted annually. Pay schedules for Norway are established by the CPF at RAF Mildenhall, and apply to all direct hire local national employees as described in paragraph 1.1. Annual updates are con-ducted in the June time frame.

4.2. Pay Periods. The pay period will consist of 2 administrative workweeks (paragraph 6.1.).

4.3. Authority for Pay Actions.

4.3.1. All requirements for appointment, position change, or pay change must be met and the appro-priate notification of personnel action form (SF 52, or AF 2548) completed and submitted to the pay-roll office.

4.3.2. A properly completed and certified time record is required as the basis for payment of wages or salaries. Payroll offices will prescribe the type of time record to be used and issue instruction for its completion by the supervisor.

4.3.3. Retroactive pay changes are to be authorized only to correct an administrative oversight, to introduce a general pay increase, or when otherwise required by Norwegian law. Personnel actions, other than appointments and separations, are normally to be effective at the beginning of the pay period following the decision to effect the action.

4.4. Pay Rates.

4.4.1. Consolidated Rate. This is the rate paid for work performed within the basic workweek as defined in paragraph 6.3. It includes any cash allowances, bonuses, and monetary values of in-kind payments measured in wage surveys. It is not used in determining premium pay.

4.4.2. Basic Rate. This rate is used as the base for premium pay computations. It represents the aver-age rates measured in wage surveys and used by industry as the base for overtime and shift premium calculations.

4.5. Pay Determination on Appointment. New appointments as a general policy will be made at the lowest step of the pay scale. Exceptions to this general policy may be approved by the CPF as follows:

4.5.1. Appointees with previous service (appropriated or nonappropriated fund) with the US…