Schedule A letter

What is a Schedule A letter?

Schedule A is a federal hiring authority for people with disabilities, set out in 5 CFR 213.3102(u). Under it, an agency "may appoint, on a permanent, time-limited, or temporary basis" people in the categories the regulation names.

Before it hires, the agency needs proof. Paragraph (u)(3)(i) says "An agency must require proof of an applicant's intellectual disability, severe physical disability, or psychiatric disability", and the proof must come "prior to making an appointment under this section." Applicants and the Department of Labor call that proof the Schedule A letter; the regulation itself calls it proof or documentation.

The Equal Employment Opportunity Commission (EEOC) answers applicants' questions in The ABCs of Schedule A. On the categories, it says "The regulations do not specifically include or exclude particular disabilities".

Who can write a Schedule A letter?

The regulation answers this one directly, in paragraph (u)(3)(ii). The proof may be documentation "issued by a licensed medical professional," or by "a licensed vocational rehabilitation specialist (State or private)". It may also come from "any Federal agency, State agency, or an agency of the District of Columbia or a U.S. territory" when that agency is one "that issues or provides disability benefits."

What does a Schedule A letter say?

The Department of Labor's guide, How to Obtain a Schedule A Letter, says the letter "states that you are an individual with an intellectual disability, severe physical disability, or psychiatric disability" and that you are "eligible to be hired through Schedule A".

The letter can stay short because of what it leaves out. In the EEOC's words, "It does NOT need to detail your specific disability, medical history or need for accommodation." The Department of Labor's guide gives the same list and adds treatment.

On the form of the letter, the Department of Labor says it should be "on official letterhead and signed by" one of the sources it lists. The same guide links sample wording from the department's Workforce Recruitment Program (WRP), and says "WRP encourages candidates to follow the sample Schedule A letter language as closely as possible."

Does a Schedule A letter expire?

No. The Department of Labor says "Schedule A letters do not expire." The EEOC adds that "The Office of Personnel Management (OPM) imposes no requirements concerning the recentness of the documentation", as long as the information in it is accurate, and sets no "limitations on the number of times an applicant may submit such documentation."

So one accurate letter can go with more than one application, and you do not need a new one for each posting. The EEOC also notes that "some agencies may request additional documentation as proof of disability."

How do you get a Schedule A letter?

Using Schedule A at all is your choice. The EEOC says "If you choose not to do so, you can apply instead as any other candidate would through the ordinary hiring process."

On where the letter goes, the EEOC notes "There may also be a place for you to upload your Schedule A proof of disability documentation." It also suggests you "Contact the DPM or SPPC at the agency where you wish to work and ask for guidance on the best way to apply." The DPM is the Disability Program Manager, and the SPPC is the Selective Placement Program Coordinator.

Your own provider can write the letter. Certicare is a telehealth service where leave and accommodation paperwork is completed and signed by a state-licensed provider after an evaluation. If a federal posting asks for a Schedule A letter, that's a letter a provider can write and sign on letterhead, where the evaluation supports it. There's usually no appointment, and a provider may follow up for more detail before deciding. Turnaround is usually within 24 hours after we have everything needed.

Completing our intake form starts the review; it does not guarantee a signature, and if the review does not support your request you are refunded in full.

What happens after you send it?

The EEOC says "This documentation simply lets the agency know that you are eligible to apply using Schedule A." Asked whether that means you get the job, it answers "No. First, you have to be qualified for the job. Second, an agency has to decide if you are the best suited for the job."

An agency also decides whether to use Schedule A at all. Asked whether agencies are required to, the EEOC answers "No. An agency can choose whether or not to use the Schedule A process for persons with disabilities."

An accommodation once you're hired is a separate request. For that, see our guide to requesting a reasonable accommodation.

You don't need to have the job picked out before you start. Answer the intake questions, and a state-licensed provider writes and signs the letter, where the evaluation supports it.