The phrase "KSA’s" refers to the Knowledge, Skills, and Abilities needed to carry out the functions of a particular job. While the concept of doing KSA’s may be new to some mariners, it is a system that ensures a fair and impartial promotion system. It also places the responsibility of the promotion package content where it belongs, in the hands of the person who is applying for promotion.

Knowledge: refers to an organized body of information, usually of a factual or procedural nature, which if applied, makes adequate performance on the job possible. Knowledge gained with experience can play a part here.

Skill: refers to the proficient manual, verbal, or mental manipulation of data or things. Skills can be readily measured by a performance test where quantity and quality of performance are tested, usually within an established time limit. Examples of proficient manipulation of things are skill in typing or skill in operating a lathe or a forktruck, etc. Examples of proficient manipulation of data would be skill in math using decimals, skill in ordering supplies or paint for the paint locker, or skill at celestial navigation. An example of using verbal skills could be how you performed as a phone talker.

Ability: refers to the power to perform an observable activity. This means that abilities have been proven through activities or behaviors that are similar to those required on the job. E.g., ability to plan and organize work, ability to repair a winch or paint a bulkhead. Abilities are different from aptitudes. Aptitudes are only the potential for performing the activity.

THE EVALUATION

KSAs are then compared to a crediting plan used to "grade" your overall application. From your point of view, the crediting plan is one of the most reassuring aspects of the whole KSA process because it represents an objective yardstick for evaluating and ranking individual candidates. It removes the favoritism from the promotion process.

As an applicant you are not permitted to see the crediting plan. (It’s a little too much like giving away the answers the night before the final exam.) But you might picture the crediting plan as a KSA scorecard, with maximum points to each KSA and to each level of performance under a KSA. The Merit Promotion Program uses three levels, Superior Level, Satisfactory Level, and Acceptable Level. The crediting plan will provide a general definition of the performance levels and lay out task examples that can be referred to in evaluating an applicant.

For each level, the crediting plan provides examples of tasks that demonstrate this degree of ability. Applicant responses are matched as closely as possible to one of the examples to determine the appropriate level of ability and, thus, the number of points to award.

WHY YOU CAN’T IGNORE THEM

KSAs provide an objective, fair system of dealing with a large number of applications. Some applicants aren’t sure whether the KSA requirements apply to them or if a response is optional. There’s an easy way to decide when to answer KSAs. In a word, ALWAYS.

If you ever have any doubts about whether it’s worth the extra effort, wipe them out of your mind. You cannot be forced to submit KSA’s, but...there’s a good chance that your stiffest competition will be submitting them! You are at a disadvantage if you choose not to make the effort.

One purpose of KSAs is to measure those qualities that will set one candidate apart from the others. To do this, there must be a response that can be scored, something to compare against the crediting plan. Provide examples of what you have actually done!!

GETTING DOWN TO BUSINESS

Preparing good KSA responses requires two skills: reading and writing. You need to know how to read and interpret a promotion announcement to recognize what the promotion board is looking for. You need to know how to present your qualifications on paper to demonstrate that you have the goods. If you have a problem with reading and writing, you may want to consider additional schooling while you are on vacation or asking a friend to assist you.

Each KSA should be addressed individually. Take a blank sheet of paper and on the top of each page, write the promotion announcement number and position title (from the promotion announcement). Type, or clearly write, the KSA you are addressing, followed by your response. The KSAs should be numbered and presented in the order given on the promotion announcement. At the top or bottom of each page, put your name and the date.

EXAMPLE OF KSA RESPONSE

Factor: Skill in written communication.
Example of a poor response:

My communication skills are excellent. I am often asked to help out in this regard and have been commended for my work.

Example of a good response:

In the past 10 months, I have taken over a number of writing assignments previously held by my supervisor. These include:

1. Drafting monthly reports on leasing activities under the purview of our office. These are routinely approved by my supervisor without change and are circulated to 10 field offices and regional directors.
2. I have assumed the responsibility of reporter for the quarterly meeting of the bureau’s research directors. Reports of these meetings are reviewed by the Director’s Office prior to distribution to all participants.
3. In January 1996, I completed the course "Writing Analytical Reports," offered through the National Independent Study Center. This was a six-month course involving 24 hours of training and covering such areas as: planning an analytical report, collecting and analyzing data, identifying possible solutions to problems addressed in the report, and organizing, writing and editing the report.