Chapter 3: Application and Certification Procedures

A.    Basic Certification

1. Initial Certification.  To qualify for FAC-COR certification, a candidate is required to have the minimum number of CLPs required for the applicable level within 2 years of submitting an application for FAC-COR Certification.  The training can be obtained from many commercially-available training sources, including (but not limited to) the vendors listed in Appendix C – FAC-COR Curriculum Guidance.  Coursework must cover the essential COR competencies listed in Appendix B – FAI’s Key Competencies for CORs.  If competencies were attained through successful completion of training or academic courses provided at an accredited institution, the candidate must provide the institution’s name, course names, course descriptions, and course completion dates with the competencies achieved using Appendix F – FAC-COR Certification Action and Training Request Form.  Each FAC-COR certification is valid for 2 years. 
2. Curriculum Guidance.  Appendix C – FAC-COR Curriculum Guidance is courses that meet the requirements for initial FAC-COR certification.  An in-depth review of the coursework has been conducted and it has been determined that the courses listed below meet the professional business and technical competencies set-forth by FAI for CORs.  The courses can be accessed by registering at www.fai.gov or www.dau.mil. 
3. Application procedures.  In accordance with the instructions provided therein, FAC-COR candidates must complete, sign, and date the –
   • FAC-COR Levels I, II, and III.  Federal Acquisition Certification for Contracting Officer’s Representative – Certification Action and Training Request Form (Appendix F).  Attach all necessary information – e.g., training certificates, transcripts, or other evidence that documents the candidate has met the training requirements at the requested level. 
   • FAC-COR Levels II and III.  Federal Acquisition Certification for Contracting Officer’s Representative – Functional Experience Transcript Form (Appendix G).  NOTE: This form provides an overview of the CORs experience – as it relates to the specified competencies.

Within 15 business days, the HCA or designee will review the completed application and either grant or reject the applicant’s certification.  If certification is granted, the HCA or designee will issue a certificate indicating achievement of HHS COR standards.

1.  Certification Level I. 

Step 1:  The candidate’s immediate supervisor must review Appendix F (FAC-COR Certification Action and Training Request Form).

• If the immediate supervisor concurs that the candidate has met the certification action requirements for the level requested, the immediate supervisor must check the concurrence block on the Federal Acquisition Certification for Contracting Officer’s Representative – Certification Action and Training Request Form, sign and date where indicated, and provide the certification package to the StaffDiv/OPDIV ACM for review and concurrence. 
  • If the candidate has not met the certification action requirements for the level requested, the immediate supervisor must check the non-concurrence block, provide a written rationale, sign and date where indicated, and if appropriate, develop with the candidate a plan for enhancing or adding to the individual’s competencies. 

Step 2:  The StaffDiv/OPDIV ACM must review Appendix F (FAC-COR Certification Action and Training Request Form) for completeness and adequacy. 

• If the StaffDiv/OPDIV ACM agrees that the candidate has met the certification action requirements, the StaffDiv/OPDIV ACM must check the approval block on the Federal Acquisition Certification – Contracting Officer’s Representative – Certification Action and Training Request Form, sign and date where indicated, and return the certification package to the candidate through the individual’s immediate supervisor. 
  • If the candidate has not met the certification action requirements for the level requested, the StaffDiv/OPDIV ACM must check the disapproval block, sign and date where indicated, and document the rationale for disapproval. The StaffDiv/OPDIV ACM must then return the disapproved certification request to the candidate through the individual’s immediate supervisor.

ii. Certification Levels II and III.

Step 1:  The candidate’s immediate supervisor must review Appendix F (FAC-COR Certification Action and Training Request Form), and Appendix G (FAC-COR Functional Experience Transcript). 

• If the immediate supervisor concurs that the candidate has met the certification action requirements for the level requested, the immediate supervisor must check the concurrence block on the Federal Acquisition Certification for Contracting Officer’s Representative – Certification Action and Training Request Form, and Functional Experience Transcript, sign and date where indicated, and provide the certification package to the StaffDiv/OPDIV ACM for review and concurrence. 
  • If the candidate has not met the certification action requirements for the level requested, the immediate supervisor must check the non-concurrence block, provide a written rationale, sign and date where indicated, and if appropriate, develop with the candidate a plan for enhancing or adding to the individual’s competencies. 

Step 2:  The StaffDiv/OPDIV ACM must review Appendix F (FAC-COR Certification Action and Training Request Form) and Appendix G (FAC-COR Functional Experience Transcript) for completeness and adequacy. 

• If the StaffDiv/OPDIV ACM agrees that the candidate has met the certification action requirements, the StaffDiv/OPDIV ACM must check the approval block on the Federal Acquisition Certification – Contracting Officer’s Representative – Certification Action and Training Request Form, and Functional Experience Transcript, sign and date where indicated, and return the certification package to the candidate through the individual’s immediate supervisor. 
  • If the candidate has not met the certification action requirements for the level requested, the StaffDiv/OPDIV ACM must check the disapproval block, sign and date where indicated, and document the rationale for disapproval. The StaffDiv/OPDIV ACM must then return the disapproved certification request to the candidate through the individual’s immediate supervisor.

B.    Certification Transfer

1. Federal government certifications. Since HHS honors all current FAC-COR certifications issued by other federal departments and agencies, a certification “transfer” need not be initiated at the time an individual becomes an HHS employee. Instead, the individual must apply for “recertification” (which will result in issuance of an HHS certification) at the time the candidate’s immediate supervisor performs the bi-annual assessment to determine whether the candidate has met the FAC-COR CLP requirements. See Chapter 3, Section D, Recertification, for more information. 

2. FAC-COR Reciprocities. HHS complies with OFPP and FAI’s determinations as to which FAC certifications are eligible for full or partial consideration under FAC-COR. FAI’s website at:  http://www.fai.gov provides more information. The candidate shall provide a copy of the appropriate FAC certification when requesting a FAC-COR certification in HHS.  As long as a FAC-COR candidate has met the years of experience –
   1. Candidates who hold a current FAC-C Level I or II and/or FAC-P/PM Level I or II will quality for a FAC-COR Level II.
   2. Candidates who hold a current FAC-C Level III and/or FAC-P/PM Level III will quality for a FAC-COR Level III. 

  C.    Certification through Fulfillment

1. Basis for fulfillment. Fulfillment is the process by which a candidate demonstrates the attainment of required competencies for certification through alternative training, experience, education, certification by another recognized organization, or other developmental activities. When using this process, the candidate shall provide evidence of having met the required competencies for a particular certification level.  Fulfillment applies only to initial certification, not recertification or completion of CLPs.  HCAs or their designees may certify individuals who are already proficient in the required competencies.
2. Alternative training. If a candidate obtained competencies through courses other than those specified in Chapter 2, Table 1 – FAC-COR Experience and Training Requirements, the candidate must provide for each competency the dates of the training, course descriptions, provider names, course grades (if applicable) or certificates, and the competencies achieved.
3. Experience. If a candidate obtained competencies through experience other than that specified in Chapter 2, Table 1 – FAC-COR Experience and Training Requirements, the candidate must list the agency, employment dates, location, position titles, a brief description and dollar amount of the types of acquisitions, and the duties performed that provided the relevant competencies.   
4. Education. If a candidate obtained competencies through academic courses provided at an accredited institution(s), the candidate must provide the dates of each course completed, course descriptions, institution(s) name(s), course grades (if applicable) or certificates, transcripts, and competencies achieved. The candidate shall provide a copy of the transcript with the application. 
5. Application procedure.  The candidate must provide evidence of fulfillment by completing the Federal Acquisition Certification – Contracting Officer’s Representative – Certification through Fulfillment Form (Appendix H). The application procedures and concurrences/approvals required for certifications through fulfillment are the same as those specified for basic certification at the specified certification levels – see Chapter 3, Section A, Basic Certification, for more information.

D.    Recertification 

1. Requirements. The immediate supervisor of each certified Contracting Officer’s Representative (at any level) must review each record for evidence that the COR has earned the applicable amount of CLPs in the prior 2 years.  This includes CORs applying for recertification who have a current certification issued by another federal department or agency (See Chapter 2, Table 1 – FAC-COR Experience and Training Requirements). 
2. Application procedures. The application procedures and concurrences/approval required for recertification are essentially the same as those for basic certification at the specified certification levels (See Chapter 3, Section A, Basic Certification, for more information) with the following exceptions:
   1. Individuals requesting recertification shall submit a properly completed Federal Acquisition Certification – Contracting Officer’s Representative Certification Action and Training Request Form (Appendix F) at least 30 days prior to the expiration of the current certification, with a copy of the current certification and proof of earning the applicable amount of CLPs in the 2 years since certification.
   2. CORs may choose recertification courses from Appendix C – FAC-COR Curriculum Guidance.  However, CORs may not reuse previously taken coursework for recertification unless significant changes have caused major revisions that impact the course’s content.  Lapse certifications may be subject to the adherence of guidelines established for initial certification requirements. 
      1. If the applicable amount of CLPs are not earned within 2 years of certification (or recertification), the COR certification may be revoked.  If so, the HCA or designee may issue a letter of revocation to the COR, with a copy to his/her manager and the contracting officer.
      2. CORs are responsible for tracking and maintaining their training records in FAI’s Federal Acquisition Institute Training Application system (FAITAS), monitoring and managing their acquisition training needs, and notifying their immediate supervisors and Contracting Officers of the ongoing training requirements for maintenance of their certifications. 

  E.    Certification Waivers 

1. Requirements.  All waivers require approval signatures from the applicant’s immediate supervisor, servicing ACM, and Executive Officer (EO).  The waiver request is then submitted to the Departmental ACM.  The Departmental ACM will forward to HHS’ Senior Procurement Executive (SPE), who may extend in writing, on a case-by-case basis, the date upon which a COR must be certified by an additional six months.  Additionally, the SPE may waive all or part of the FAC-COR requirements if granting the waiver is in the best interest of the StaffDiv/OPDIV.  A written justification shall include the reason for and conditions of the waiver, and the StaffDivs/OPDIVs HCA or designee shall maintain all supporting documentation.  (NOTE: Waivers issued by other federal departments and agencies do not transfer to HHS. Waivers are agency specific.)

2. Application procedure. The candidate must complete Appendix I – Federal Acquisition Certification – Contracting Officer’s Representatives – Certification Waiver Request Form in accordance with the instructions provided therein.  

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Links to the FAC-COR Handbook:

• FAC-COR Handbook (PDF-53 pages)
  • Executive Summary of the FAC-COR Handbook
  • Chapter 1: Implementation of HHS’ FAC-COR Program
  • Chapter 2: Requirements and Performance Accountability
  • Chapter 3: Application and Certification Procedures
  • Chapter 4: Certification Management
    • Appendix A: HHS’ COR Responsibilities
    • Appendix B: FAI’s Key Competencies for CORs
    • Appendix C: FAC-COR Curriculum Guidance
    • Appendix D: FAC-COR Guidance on Meeting Requirements for Continuous Learning Points
    • Appendix E: FAC-COR Appointment Letter Template
    • Appendix F: FAC-COR Certification Action and Training Request Form
    • Appendix G: FAC-COR Functional Experience Transcript Form
    • Appendix H: FAC-COR Certification through Fulfillment Form
    • Appendix I: FAC-COR Certification Waiver Request Form