(Last updated 2/5/2020)

Thank you for serving as a Subject Matter Expert (SME). The objective evaluation of candidates by an SME is an essential component of the Department of Labor’s recruitment program. An SME may be designated by a hiring official to perform a variety of tasks that may include: providing input to the job analysis or other documents used to advertise the vacancy; assisting the HR Specialist in finalizing qualification determinations; or assisting in the interview process.

All employees and applicants for employment should receive fair and equitable treatment in the hiring process. Candidates must be reviewed without regard to race, color, religion, national origin, lawful political affiliation, disability, marital status, sex, age, or any other non-merit factor.

An SME may not review applications for vacancies to which he/she has applied, or for which a relative has applied, and must be recused from the process. If you have any doubts about your ability to carry out fair and objective evaluations, or if you think others might question your objectivity or impartiality, contact the HR Specialist and discuss the issue before you begin any part of the evaluation process.

The proceedings and all materials reviewed are confidential and must NOT be disclosed to individuals outside of the evaluation process. All questions and concerns regarding the applicants or the evaluation process must be directed to the HR Specialist, including those posed by the selecting official.

If you are designated as an SME to review applications for qualification determinations, you will base those determinations on the written materials submitted by the applicant compared against the requirements identified in the vacancy announcement. You will be required to document your rationale for qualification determinations. If you believe a candidate’s response to an assessment question is not supported in the application materials, you may recommend that the response be adjusted. The HR Specialist will make the final decisions concerning qualification determinations and adjust applicant scores if appropriate.

The following guidelines are provided to assist you in evaluating candidates fairly and objectively.

  1. Rate the applicant on the material submitted. Do not assume an applicant has performed work for which you cannot find support in the application package.
  2. Evaluate and credit only that information, against which all candidates can be assessed, (e.g., do not consider experience, which you may know a candidate has but which is not reflected in the candidate’s application or supplemental information).
  3. Apply criteria consistently (e.g., do not give one candidate credit and overlook or fail to credit another candidate with similar qualifications).
  4. Application materials must be locked in a secure cabinet or file drawer when not being reviewed, if the rating is done via your computer please log off the DOORS application. Do not leave any application unattended.
  5. An SME is responsible for protecting the confidentiality and personally identifiable information of all applicants that being considered under the vacancy announcement.
  6. The SME must be the ONLY person accessing the applications while in his/her possession. SMEs cannot use administrative personnel or other staff to handle the application materials.

The DOORS User Access Form 1A, as well as the recommendations you provide as an SME, will become a part of the vacancy announcement file and will be retained for up to three years. The announcement case file is subject to review by the Office of Personnel Management, or other representatives, to ensure adherence to merit system principles.

As an SME, you are granted temporary access to the Department of Labor Online Opportunities Recruitment System (DOORS) to review applications. Before you can receive access to DOORS, you must read and certify that you have read the DOORS Rules of Behavior. Link is also available to view from the DOORS User Access Form 1A.

The HR Specialist managing the vacancy announcement will provide you with specific information concerning your role in the hiring process, as designated by the hiring official. If you have any questions, please contact the HR Specialist.

*NOTE: You must complete and sign the DOORS Access Form 1A to get SME Access to the system