Robbie Kaplan

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Writing KSAs
Hosted by Robbie Kaplan
Career book author
Monday, May 12, 2003; Noon ET

Robbie Miller Kaplan is a nationally-recognized career expert and the author of eight books including “How to Say It In Your Job Search,” Prentice Hall Press 2002.

For this discussion, Robbie answers your questions on writing the perfect Knowledge, Skills, Assessment profile (KSA) -- a requirement when applying for a federal job.

The transcript follows below.

Editor's Note: Washingtonpost.com moderators retain editorial control over Live Online discussions and choose the most relevant questions for guests and hosts; guests and hosts can decline to answer questions.

Robbie Kaplan: Good afternoon everyone and welcome to our discussion on KSAs. KSAs are an integral part of the federal application process. They are the qualities applicants need to effectively perform their jobs and to prepare KSAs effectively, you must match your experience, education/training, and skills with the qualifications the government is seeking. Your KSA package will determine whether you will be selected as a highly qualified candidate. So let's begin to answer questions to help you with the process.

Dept. of Commerce: I got my fed job, without filling out the KSA part of the application. I just sent in my resume and a cover letter. I got the job, so how important can KSA's be? If the person is qualified, it shows in the resume and experience, and interview. They are a big waste of time in my opinion, and before I got hired, I refused to do them.

Robbie Kaplan: KSAs are too important to ignore and they must be done well. If you don't give them the attention they deserve, you may miss out on wonderful opportunities!

Washington, DC: I recently rejoined the Federal government (after having left for a year and half to try the private sector) and can say that KSA's are THE MOST IMPORTANT PART of your Federal application package. This was told to me during my interviews; that I had written up extensive, detailed responses to the KSA's and when the hiring manager asked the personnel office to identify a few candidates who appears to stand out, my name was put to the top mostly b/c of my KSA write-up. Think of it this way, Federal managers are strapped for time already with the amount of work they have. When the time comes to recruit and hire, there are so many applications compared with the number of managers available to review those apps that they need something that will allow them to rate and rank their top candidates. That something is your KSA write-up. Yes, it's tedious. No, no other job (i.e. non-Federal gov't) will make you do these. But if you're serious about getting into Federal government, you have to be serious about writing up your KSAs.

Robbie Kaplan: Congratulations! KSAs are an opportunity to help distinguish you from the pack of applicants and demonstrate how you meet the unique position requirements.

Washington, DC: Please give the basics for developing a response to a KSA.

Do you tell a story? Refer to situations you were specifically involved? Just say I do thus and so for many years?

Help!

Robbie Kaplan: Hello. Here are the basics. Review the position/job description qualifications and KSAs to determine if you meet the criteria the government is looking for. Just like a resume, KSAs must include keywords. To find the keywords, highlight the keywords and terminology used in the position/job description and the KSAs. Also identify keywords and terminology being used in the industry. Next you must demonstrate how you meet each KSA element by way of experience, education/training, and awards.

Arlington, Va: I keep a list of KSA responses and then simply change the title of the section to fit the particular KSA requirements, as there seems to be a standard ordering of KSAs beginning with substantive experience moving on to written and oral, working with groups.

Robbie Kaplan: Hello. This is a great idea. There are many KSAs that include basic elements such as communicate in writing and oral communications. Just update, modify, and target these KSAs for each application.

Baltimore, Md: Is there any assistance in writing the response to KSA's?

Robbie Kaplan: One of the best resources I found was from the Department of Justice Federal Bureau of Prisons. This site has the KSA handbook.
The link is below:
http://www.bop.gov/hrmpg/ksa/hrmksa.html

Capitol Heights Md: Is there a preferred format for the KSA?

Robbie Kaplan: Hello. I have never seen a preferred format but I think it is helpful to organize your response so it is very easy to read and see how you meet the qualifications. The reviewer is looking for experience, education/training, and accomplishments that demonstrate that you meet the requirements so it may be helpful to organize your response by these headings. It is perfectly acceptable to use bulleted statements, similar in the way you may write and format for your resume.

Quantico, Va.: Hi Robbie,

I do not like writing KSAs. It seems repetitive to state what is in my resume again in these statements. Do you have any tips to make writing them less painful?

Robbie Kaplan: Hello. I find it helpful to take each element separately and address each requirement. Think in terms of what you have done, how you did it, and significant situations or experiences that demonstrate your ability in this particular area. Finally, what were the results? Remember to look at not only your paid experiences but your volunteer experiences as well.

The District of Columbia: When responding to KSA's, how much is too much or too little? I pull from my resume and elaboerate. Is there such a thing as overkill? I have applied for two jobs and the KSA's are time consuming. Thank you for your response.

Robbie Kaplan: Hello. I think you need to find a balance in the amount of information you provide. Ask yourself if your response addresses your competency in each area. I have never seen specific guidelines on length but as a rule of thumb, plan on one page per element. Much more can be overkill.

Washington, D.C.: How long should a KSA response be?

Robbie Kaplan: Hello. This question ties into the prior response. I would plan on no more than one page per element. Your KSA is just like a resume in the sense that you need to clearly, easily, and concisely demonstrate how your experience, training, education, and accomplishments match the requirements. You do this with action verbs and tight text. KSAs should be written, edited, and revised several times before submission. You want to make it clear that you are duly qualified for the position.

Washington DC: Are there "buzzwords" or "government speak" to include or avoid in KSAs?

Robbie Kaplan: Hello. KSAs are made up of keywords and you will find these in the position/job description and the KSA itself. You can also go the organization website and review their mission and information about the organization. I have seen applicants successfully find keywords in reviewing this information. The more keywords you have, the greater your chances of being selected as highly qualified candidate. Good luck!

A: In responding to KSAs, must each KSA be addressed on a separate page?

Robbie Kaplan: Hello. Each KSA does not have to be addressed on a separate page but you may find you need separate pages to address them sufficiently. For each KSA element you need to include how your experience, education / training and accomplishments qualify you for the position.

Los Angeles, Calif: How important is brevity versus detail, in the KSA answer? Do federal managers look for detailed responses or brief answers containing keywords?

Robbie Kaplan: Hello. I think it is important that you include the details and think in terms of completeness rather than brevity. Use strong action verbs to tighten your responses. While keywords are important, responses must demonstrate what you've done, how you did it, and significant situations and experiences. It would be hard to do this justice with short responses.

Washington, DC: Good Afternoon Robbie,

Can you advise as to how lengthy a typical KSA is? Should I list every experience and all training for every KSA? Or would that be looked upon as 'overkill'. Your response is greatly appreciated.

Robbie Kaplan: Good afternoon! A typical KSA would run half to a full page response for each element. You should list all relevant experience, education and training, and accomplishments for each element. It is okay to use the same training, education, and accomplishments for different KSA elements as long as they relate to the particular element.

Boston, Mass: What is the best format for KSA's, i.e. bullet-point, numbered paragraph, plain paragraph, etc.?

Robbie Kaplan: Hello. I like using bullets because it makes it easy to read and follow and when using action verbs, bullets help them stand out. I have seen applicants use short paragraphs successfully as well. Try different formats and see which one works best for you. Good luck.

Washington DC: If I meet all qualifications for the KSAs except for one, should I stretch the truth to meet the one KSA or shall I just write "no experience with this KSA?"

Robbie Kaplan: Hello. Definitely apply for the position even if you are weak with one element. Try to think of any volunteer experience with professional or community organizations that help you fulfill the experience.Do you have any training or education in that area even if you have no experience? If you can find nothing, include the element in your KSA package and let them know that while you have no experience in this particular element, you have the experience and skills to perform successfully in the position and are willing to acquire experience in this element. Good luck.

Gaithersburg, Md: How detailed should you be in writing the KSAs especially if your CV is attached?

Robbie Kaplan: Hello. The KSA is different from the resume and CV. It is essential that you address the unique elements that the position requires as demonstrated in the KSA. Look at the KSA as a document that requires a response demonstrating how your overall qualifications match very specific requirements.

Fairfax, Va: Why do government jobs require KSA's but also state that you can include a resume?Aren't they the same thing?How should they be different?

Robbie Kaplan: Hello. Think of the resume and KSA as partners. Resumes should easily and clearly state how your qualifications match requirements of the positions you seek. KSA responses should do that too only they are more detailed. Resumes should never be repetitive but KSA may be in the sense that some experiences, education, training, and accomplishments that qualify you for one element may qualify you for others; you will need to repeat this information if you are to demonstrate how your credentials match the element requirements. Good luck.

Alexandria, Va: Should one list relevant academic coursework? If so, how far back is considered relevant?

Robbie Kaplan: Hello. You should list relevant coursework. Many KSA forms require you to also list the grade you received. I also find it helpful to indicate where you took the course/training, who gave it, city, state, and dates. Any courses, training, or workshops that relate are relevant, no matter how far back.

Arlington, Va.: I can't imagine filling a half to a full page with training I have had. I have a degree in psychology from UCLA and twenty years of international work experience. I'm back in the US job market and I'm overwhelmed. Isn't the government making more work for itself? Thank you for your time!

Robbie Kaplan: In a sense they are reducing time by weeding applicants out through the application process. You can always include your degree and how many hours you have in specific areas rather than listing courses. I tend to think of listing courses if they are outside of a degree, electives, or were taken separately. Good luck.

Alexandria, Virginia: Hello Robbie. Should a KSA Be written in the "First Person"? And should it be in a paragraph form, or in bullets, fragments, etc.. Thanks alot.

Robbie Kaplan: Hello. KSAs should be written in the first person but like resumes, you should eliminate the pronouns. The statements you write should be similar to the statements you write for your resume in the way of format. How you choose to produce the KSA is up to you. I like to start each page by repeating the element, using the sequential number and highlighting it with bold. Follow with your experience, education/training, and accomplishments for that specific element. Bullets are fine and so are paragraphs. Just keep in mind that someone will be reading your document and you want it attractive and easy to read. Good luck.

McLean, Va: Hello.

I typically list awards on my resume. Do you think it is also important to include them in the KSAs if they are relevant to that topic?

Thank you.

Robbie Kaplan: Hello. Definitely list your honors and awards as it relates to each KSA. It may be the deciding factor in ranking you against other applicants.

Quantico, Va: Could you provide a sample statement of how to respond to a KSA that states: "Ability to communicate in writing." I never know if I'm getting it right.

Robbie Kaplan: I have taken this right from a KSA: Specify the types of written material you produced, for example reports, correspondence, critique, summary, contract, article, the content of your written material, any guidelines you followed while writing these documents; for whom you wrote reports or correspondence; and whether you wrote, assisted in writing, or edited documents. Be sure to describe training, academic courses directly related to the element. Include the grade received for academic courses, and the name, address, and phone number of person(s) who can verify the experience.

Alexandria, Virginia: Good Afternoon Robbie. Should a KSA include my name, title, address, etc...similar to the format of my resume or this would be repetetive? Is there any source where we can view sample KSAs? Thanks Robbie

Robbie Kaplan: I would include your name, social security number, address and phone number on your first page. Each following page should include your name and each succeeding page number.
A great resources that will explain more about the KSA writing process is from the Department of Justice Federal Bureau of Prisons. This site has the KSA handbook.
The link is below:
http://www.bop.gov/hrmpg/ksa/hrmksa.html

Alexandria Va: When KSAs require the ability to report research, written and orally, should one include again the list of publications and talks already appearing in one's resume?

Robbie Kaplan: The KSA will be reviewed and evaluated based on your written responses so it is important to include this information in your KSA as well as your resume.

Fairfax, Va: Are there any "key" words that you should use in the KSA's?

Robbie Kaplan: Keywords are crucial for the KSA. Find them in the position description, the KSA itself, any literature about the organization, and from the organization website. Also, network with individuals who work for the government and see if you can find someone who works for the particular organization. They may be able to help you identify more keywords or language that is integral to that organization.

Atlanta, Ga: When answering a KSA, are agencies looking for lengthy, in depth responses? or can a couple of paragraphs that answers the question suffice?

Robbie Kaplan: Hello. I would ensure that you answer the question to ensure that the evaluator understands how you are uniquely qualified. Responses should be detailed enough to leave no doubt that your have the experience, training, skills, and abilities to do the job.

The District of Columbia: So, no overkill and approximately one page space and a half to double line spacing. Bulleted items are fine? Maintain and modifiy previously generated KSA's for future use? Is it beneficial to specifiy how all experience was acquired with your responses?

Robbie Kaplan: I think it is important for the evaluator to understand how you got the experience. Not only what you did but how you did it and what were the outcomes. Good luck.

The District of Columbia: So, can one apply for the same position and just format the KSA's in a different manner? Pararaph vs Bullets, and see which one acquires the eye of the recruiter? Thank you.

Robbie Kaplan: Do you mean apply for the same position and send different KSAs? I wouldn't do that. Just do the very best you can with your KSA.

Haymarket, Virginia:
I am trying to get a federal job. I have always worked in the private sector and this is new to me. I have bought several recommended books.

I am bidding on a job that has 9 KSAs. Should I include 1 or 2 examples for each KSA? Do you think they are trying to weed folks out by having 9 KSAs? Help!!!

Robbie Kaplan: Hello. I would respond carefully to all nine elements. Look at each one separately and determine how you qualify for each. If there is overlap in your education/training and accomplishments, that is fine. Just include the information again. Good luck.

Alexandria, Va: How much detail? Is there a point when there is too much detail? Can it be bulleted?

Robbie Kaplan: There were many questions about the length and detail. As a rule of thumb, include as much as information as possible to demonstrate that you are qualified. But remember that the KSA will be read and you must make it easy to read and easy for the evaluator to understand how you are qualified. We seem to have run out of time here. Thank you all for particiapted in the discussion. There were many questions and I hope the discussion was helpful. Good luck to all of you.

washingtonpost.com:

That wraps up today's show. Thanks to everyone who joined the discussion.

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