Oklahoma Department of Corrections

1
Oklahoma Departmentof Corrections

• Successful Completion of the Personal Data
  Summary Sheet
• (Form OPM-4B)

2
Overview

• During their careers with the State of Oklahoma,
  most Classified employees will seek to enhance
  career growth through promotion or transfer. The
  following information is provided in an effort to
  assist employees in properly and accurately
  completing the Personal Data Summary Sheet, or
  OPM-4B form.

3
The Job is Announced

• A position has been announced and you are
  interested in applying for it. You have
  reviewed the OPM job description and feel that
  you are qualified.
• However, prior to promotion, demotion, lateral
  transfer, or reinstatement to any job family
  level in the classified service, the Office of
  Personnel Management must certify that the
  employee/former employee meets the minimum
  qualifications for the position. Merit Rule
  53010-9-10(a)

4
Completing the OPM-4B

• The certification process begins with the
  completion of the Personal Data Summary Sheet, or
  OPM-4B, which can be found on the Human Resources
  web site
• http//www.doc.state.ok.us/adminservices/personnel
  /forms.htm

We will discuss important points about each
section of the form and what you can do to ensure
that OPM is provided sufficient information to
assess your qualifications.
5
Completing the OPM-4B

• Start by indicating the complete OPM job title
  for which you are applying, including the level.

Human Resources Management Specialist I
Smith Jane
Q.
444-44-4444
College University of Oklahoma
Norman, Okla. 1998-2002
60 Business Admin.
If the job description requires a degree or
specific college coursework, be sure to include a
copy of your transcript.
6
Completing the OPM-4B

• Provide complete dates for your work experience.
  OPM credits experience based on years, months,
  and days worked.

7
Completing the OPM-4B

• Provide a detailed description of your duties,
  including time percentages if performing a
  variety of tasks. Attach additional pages if
  necessary.

If you supervise, be sure to indicate the number
and titles of the employees under your
supervision.
8
Completing the OPM-4B

• While you want to demonstrate that you are
  qualified for the position, you must also ensure
  that the information provided is accurate and
  truthful. OPM recently added the following
  language to the bottom of the form

Title 21 O.S. Section 358-B It shall be unlawful
for any person applying for employment with the
State of Oklahoma to make a materially false,
fictitious or fraudulent statement or
representation on an employment application,
knowing such statement or representation to be
materially false, fictitious or fraudulent. A
violation of this subsection shall be punished as
provided in subsection B of Section 359 of this
title. I certify, subject to the penalties
provided by law, that all information listed
above is correct to the best of my
knowledge. ______________________________________
_______ DATE _________________________ Signature
of Employee or Personnel Officer
Title 21 O.S. Section 359-B provides Any person
found guilty of violating subsection B of Section
358 of this title shall be guilty of a
misdemeanor punishable by a fine not exceeding
One Thousand Dollars (1,000.00), or by
imprisonment in the county jail for a term not
exceeding one (1) year, or by both such fine and
imprisonment.
9
Additional Information

• Another valuable tool which can be used to verify
  experience or duties performed is the PMP form.
  Employees are encouraged to attach their PMP form
  along with other documentation such as college
  transcripts or resumes.

10
Additional Information

• Once signed, the 4-B form and attachments are
  ready to be turned in to your facility/unit Human
  Resources Management Specialist and then
  forwarded to the Central Personnel unit.

The facility/unit H.R.M.S will be notified when
OPM has made a determination concerning
qualification.
11
Additional Information

• When Personal Data Summary Sheets are returned or
  rejected, OPM will always explain why the
  information on the 4-B was not accepted as
  qualifying. They will also reevaluate work
  experience as long as it is sent back through the
  proper channel.

If qualifying education or experience was omitted
on the original 4-B, you may provide the
additional information to your H.R.M.S. and ask
him/her to resubmit to OPM.
REJECTED
12
One Final Thought..

• Along with your resume, it is a good idea to keep
  your Personal Data Summary Sheet current. When
  a position that you are interested in becomes
  available, you will already have a current and
  accurate history of your education, experience
  and contributions.

Authors Kelli Hall Cindy Leonard, DOC
Personnel Unit September, 2005