How to Become a USGS Emeritus

1. Well before retiring, discuss with the person who would be your immediate supervisor at the USGS whether it is appropriate for you to become a USGS Emeritus after retirement. 

2. If you and the immediate supervisor are in agreement about you becoming an Emeritus, either you or both of you need to talk to the Science Center Director or equivalent to gain his/her approval. Don’t forget to discuss things like office/lab space, email, telephone, computer, badge, potential funding, etc. Every Emeritus now has a USGS email account, so it’s important to discuss computer access.

3. At this point, you need to decide which type of Emeritus appointment is most appropriate for you: Active Scientist Emeritus, Honorary Scientist Emeritus, or Administrative Emeritus.

• Active Scientist Emeritus – Includes those in scientific series, such as research scientists, operational scientists, computer scientists, science technicians. Volunteers at least 100 hours a year at a USGS facility or from an off-site location on a regular basis, must have an up-to-date online OF301a volunteer form (see below) with defined activities and/or products, and keeps track of volunteer hours that must be added their form on a quarterly basis or when requested. Provides sufficient contributions/accomplishments to the USGS to satisfy the needs of his/her supervisor. Annual renewal is dependent upon mutual agreement between the Scientist Emeritus and his/her Supervisor/Center Director. May be provided a USGS badge, retains a USGS email address, and has access to a USGS computer (preferably a laptop that can be used both at a USGS facility and at home) and the USGS Library system. A USGS badge is a mandatory for accessing your USGS email account. At the discretion of the supervisor, may have an office, project funds, and use of laboratory space and equipment.
• Honorary Scientist Emeritus – Includes those in scientific series, such as research scientists, operational scientists, computer scientists, science technicians. Volunteers less than 100 hours a year and/or is less involved in USGS science activities. Has access to resources at the discretion of the Supervisor/Center Director.  This may or may not include office space, a USGS badge, and being in Active Directory. Must have an online OF301a volunteer form (see below) with a general description of activities and products. Annual renewal is dependent upon mutual agreement between the Honorary Scientist Emeritus and his/her Supervisor/Center Director.
• Administrative Emeritus – For employees not in a scientific field or without a scientific background. Volunteers at least 100 hours a year at a USGS facility or from an off-site location on a regular basis, must have an up-to-date online OF301a volunteer form (see below) with defined activities and/or products, and keeps track of volunteer hours that must be added their form on a quarterly basis or when requested. Provides sufficient contributions/accomplishments to the USGS to satisfy the needs of his/her supervisor. Annual renewal is dependent upon mutual agreement between the Administrative Emeritus and his/her Supervisor/Center Director. May be provided a USGS badge, retains a USGS email address, and has access to a USGS computer (preferably a laptop that can be used both at a USGS facility and at home) and the USGS Library system. A USGS badge is a mandatory for accessing your USGS email account. At the discretion of the supervisor, may have an office and be provided project funds.

4. Complete the online OF301a Volunteer for Science form. The OF301a is the official document for acceptance into the USGS Volunteer Program, and it is essential that this form be in place for every USGS Emeritus. This can be done well in advance of returning as an Emeritus. This form can only be accessed through the USGS Intranet. 

Links to the OF301a form and all other forms that are needed to become an Emeritus can be found at the USGS Intranet site “@theCore” under the “A-Z Index.” Click on “Emeritus Program” or “Scientist Emeritus Program.” Links to all the forms can be found there, as well as to the USGS Emeritus website.

Detailed instructions for filling out the online OF301a form are given below in Appendix A. Once the form is filled out, print two copies and get them signed by the Emeritus and his/her Supervisor/Center Director. One copy is to keep at the science center, and the other is for the Emeritus.

5. Talk to your Science Center about your USGS staff profile page. As soon as a prospective USGS Emeritus has an online OF301a form, a staff profile page will be created (if one doesn’t exist) for the Emeritus. If you have an existing staff profile page, work with your Center to update the information to reflect your new Emeritus status. Contact the USGS Emeritus Program Mailbox emeritus@usgs.gov for assistance with identifying your Science Center contact who can help with this update.

6. Complete Form 9-090 (Employee Clearance Form).  Be sure to check the box indicating a return to work within two weeks. This will prevent deletion of your current AD account. This form can only be submitted 30 days or fewer before your retirement date. This form can only be reached through the USGS Intranet. 

Links to the OF301a form and all other forms that are needed to become an Emeritus can be found at the USGS Intranet site “@theCore” under the “A-Z Index.” Click on “Emeritus Program” or “Scientist Emeritus Program.” Links to all the forms can be found there, as well as to the USGS Emeritus website.

For security reasons, after close of business (COB) on the separation date listed on the Form 9-090, your AD account will be temporarily disabled. If the box on the Form 9-090 was checked that you are returning within two weeks, the AD account will still be disabled, but the Outlook mailbox will be kept active and will continue to receive emails. 

7. Notify your COUA (Certified Organization Unit Administrator - IT support) that you intend to return as an Emeritus.  If you are unsure who your COUA is, please submit a Service Desk ticket (servicedesk@usgs.gov) and they can direct you to the correct individual.

8. You may need to be processed through Security. If you will not need IT access and will not need regular and recurring access to your office for more than 180 days, then you will NOT need to be processed through the security office as an Emeritus.

If you do need to be processed through Security, someone in the science center/branch where you will be a volunteer must email the assigned Security Office of your intent to return to the USGS as an Emeritus. The Security Office will then email you instructions to complete the following forms:

• Form 9-3056, Personnel Action Security Request (completed by science center, branch, etc.)
• Form OF-3206, Declaration of Federal Employment. (Emeritus completes)
• Rules of Behavior for Computer Network Users form

After the forms are completed, return the signed originals to the Security Office. You can find your security office at “@theCore” under “E” for Emeritus or under “S” for Scientist Emeritus in the A-Z Index. All needed forms can be accessed there.

The Security Office will then:

• Review the forms for accuracy.
• Verify any prior background investigations in the Federal Personnel Payroll System or with the Office of Personnel Management.
• Change the current status in DOI-Access/USAccess to reflect the requested affiliation status.
• Request a new Personal Identity Verification (PIV) card in USAccess to reflect the requested affiliation status change. 

9. In order to get your new PIV card, an automated email will be sent to you from HSPD-12/GSA with card issuance instructions.  If you do not receive this email in your inbox, please check your SPAM folder in your email accounts. Once you receive an email that your new PIV card is ready, follow instructions to pick it up and activate it.

IT support will need to have access to your computer in order to program the new PIV card so that both the boot level encryption and hard drive encryption recognize the new card. There might be a delay in scheduling this step, and it must be done at a USGS location.

10. Once security has completed processing your paperwork, you may need to request that your COUA submit a Service Desk ticket (servicedesk@usgs.gov) requesting that your AD account be moved into the "DOIAccess/Active" organizational unit. The ticket will be escalated to the Domain Admins (DAs). Before the DAs can move the user, they must verify that the DOI Access process has been completed. Then the COUA and User Account Manager (UAM) may proceed. Once the user is moved into the local organization unit, the COUA should verify that you are in the appropriate security and distribution groups. After these steps are taken, you will again have access to the Outlook mailbox. However, you must be on the USGS network at a USGS facility the first time you log in.  

Appendix A – How to fill out an online OF301a form

Either the Emeritus or someone on his/her science center, branch, etc. administrative staff can fill out the form.  This must be done from a USGS computer with access to the Intranet.  A link to the OF301a form can be found at the USGS Intranet site “@theCore” under the “A-Z Index.” Click on “Emeritus Program” or “Scientist Emeritus Program.” Many science centers, branches, etc. have specific administrative personnel designated for Emeritus issues, and they often are the ones to fill out the online OF301a form. Read all the instructions below before attempting to fill out the form.

•  Once you find and open the OF301a form, click “new” in the upper left of the form.
• “Site Name” - enter the name of your science center, branch, office, etc.
• “Project Leader” - use the book symbol to the right to find the name of the person you are working directly under.
• “Email Address” - enter both your USGS and personal (if acceptable to you) email addresses.  These will both be included in the Emeritus email list that contains all Emeritus email addresses.
• “Street Address” - enter your home address.
• “WORK DESCRIPTION” - enter a description of what you and your supervisor have agreed that you will be doing as an Emeritus.  If you prefer or need additional space, go to page 3 and enter your work description there.  Or, you can attach a file on page 3.  Be sure to only use the second “click here to attach a file.”
• “Signature of Volunteer” and “Signature of Government Representative” – this is found on page 2 and is where you and your supervisor will sign once the form is completed, saved, and printed out.
• “Termination of Agreement” – You or administrative personnel MUST enter the date you stop being an Emeritus under “Agreement Terminated on.”  This moves the online OF301a form to inactive status, which retains a record of your service. Do not delete the OF301a form.
• “Dates of Service” - On page 4, enter the date when you will first start as an Emeritus.  Additional dates should be entered at least once a year. 
• “a. Volunteer Source (Be specific)” - Ignore this.
• “b. USGS Retiree” – check “yes”
• “c. Scientist Emeritus” - check “yes” if you have chosen to be an Active Scientist Emeritus and “no” if you will be an Honorary Scientist Emeritus or Administrative Emeritus.
• “d. Scientist Emeritus Honorary” - check “yes” if you have chosen to be an Honorary Scientist Emeritus and “no” if you have chosen to be an Active Scientist Emeritus or Administrative Emeritus.
• “e. Administrative Emeritus” – check “yes” if you have chosen to be an Administrative Emeritus and “no” if you have chosen to be an Active Scientist Emeritus or Honorary Scientist Emeritus.
• “f. Faculty” – if you are also a faculty member, you can indicate that here.
• “Volunteer Manager/Coordinator” - use the book symbol on the right to browse for the name of your Science Center Director, Branch Chief, etc.
• “Total Number of Hours” – enter the number of hours volunteered as a USGS Emeritus. It can include the hours you work at home, in the field, etc. This information is currently reported to DOI on an annual basis, but if you only enter hours in the “Total” column, it won’t be saved. You must add information to at least one of the “quarter” fields.
• “Total Expenses” – this is optional, depending upon the requirements of your science center, branch, etc.
• Space for names of 3 individuals – this where you enter the name of your AO, assistant AO, and anyone who needs access to this form.  The Emeritus and anyone listed elsewhere on the form will be granted automatic access to this form, so don’t enter their names here. The Emeritus Program Coordinator also has automatic access to this form.
• Once you complete the form, return to page 1, and press “Save.”  Otherwise, all your work won’t be saved, and you will have to start over.
• Now “Print this form” and make 2 copies. The Emeritus and his/her supervisor must then sign the printed forms.
• Whenever you need to return to the form to add or change information, go to the OF301a form site, and look for the three dots to the left of the “Find a file” box near the top of the form.  Click on the dots, and then scroll down to “SE – Active A to Z,” “SE Honorary – Active A to Z,” or “Administrative Emeritus” and find your form to modify.
• If there is a problem finding your file, you can always click “OF & Other” from the vertical list on the left. Click “OF-301a Volunteer Services Agreement for Natural Resources Agencies,” click the three dots, and scroll down to the correct place.
• If you still are having problems with your form, feel free to contact the Emeritus Program Coordinator, Laurel Bybell at lbybell@usgs.gov or the Emeritus Program mailbox at emeritus@usgs.gov.