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Civil Service Rules

««8 EXAMINATIONS 10 CERTIFICATION AND APPOINTMENT »»

9 REGISTERS AND ELIGIBILITY


9.1 ELIGIBLE REGISTERS
      After each examination the names of successful candidates shall be entered on an eligible register in rank order according to final examination scores. Registers with fewer than four names may be unranked at the discretion of the Chief Examiner.

9.2 PREFERENCE IN CASE OF TIE
      If two or more candidates have the same final examination score preference in rank shall be given to the candidate with the higher earned examination score. Candidates with the same final examination score and earned examination score shall receive the same rank.
9.3 CONSOLIDATION OF REGISTERS
      Two or more registers for a class or position may be combined only if the eligibles on each of the registers completed an identical examination. An eligible’s rank on the consolidated register is determined by the eligible’s most recent final examination score. Consolidation of the registers does not extend the eligibility of any candidate.


9.4 CONDITIONAL ELIGIBILITY
      The Examiner may grant conditional eligibility to a candidate who lacks qualification if the candidate will be fully qualified prior to expiration of the register and the Examiner determines that conditional eligibility is in the best interests of the Civil Service. A candidate granted conditional eligibility shall not be certified for any position until he or she has demonstrated to the satisfaction of the Examiner that the candidate has attained the required qualifications. A temporary or provisional appointment of a conditional eligible may be made with approval of the Human Resources Director.

9.5 SUPPLEMENTAL REGISTERS
      A regular employee who resigns or retires may request placement on a supplemental register for the class or position last held by the employee. The request must be made within one year of the employee’s last day of employment, provided that the Human Resources Director may extend the time for an additional year if the extension would benefit the City. If the former employee’s Department Head approves the request the former employee shall be placed on a supplemental register for a period of one year. Rank on a supplemental register with more than one candidate is determined by retention credit. The top three eligibles on a supplemental register are referred to the appointing authority along with other registers.

9.6 REINSTATEMENT REGISTERS

      A reinstatement register shall be established for each class containing the names of employees in the following order:

      (1) Regular employees who have been laid off or displaced and, upon request of the employee’s Department Head, probationary employees who have been laid off;
      (2) Regular employees who are displaced as a result of disability;
      (3) Former regular employees on disability retirement from the class or a higher class;
      (4) Exempt employees not on a leave of absence from the civil service who are reduced or displaced from exempt positions whose requests for placement on the reinstatement register are granted by the Commission. Such employees must be qualified for the class by experience, training, record of City employment and other relevant factors. The Commission must determine that placement of the exempt employee on the register is in the best interests of the civil service. No claim or appeal shall result from the denial of a request by an exempt employee without civil service status for placement on the reinstatement register.

      Within each of these categories rank shall be determined by retention credit. Except as otherwise provided in these Rules an eligible shall remain on a reinstatement register for three (3) years, provided that an eligible who refuses to accept appointment from a reinstatement register shall be removed from the register. The Human Resources Director may grant an extension of eligibility up to one additional year.



9.7 DURATION OF ENTRY REGISTERS
      Entry registers remain in effect for six (6) months unless a different time period is specified at the time the register is established.

9.8 DURATION OF PROMOTIONAL REGISTERS
      Promotional registers remain in effect for two (2) years unless a different time period is specified at the time the register is established.

9.9 CANCELLATION OF REGISTER
      An entry or promotional register may be cancelled by the Human Resources Director when it no longer contains three (3) eligibles. Notice of cancellation shall be provided to the remaining eligibles.
9.10 AVAILABILITY OF ELIGIBLES
      Unless excused by the Examiner an eligible may be removed from a register if he or she is unavailable for appointment. Eligibles may be excused from availability as follows:

      (1) An eligible in military service shall be granted a deferment of certification for a period not to exceed ninety (90) calendar days (or a longer time period if required by State or Federal law) upon request of the eligible.
      (2) An eligible who is on an authorized leave of absence from City employment may be granted a deferment of certification during the leave period, or he or she may be certified for appointment if the leave is expected to end within a reasonable time period, as determined by the Examiner.
      (3) The Examiner may grant deferral of certification if requested by an eligible who shows good cause for the deferral. The deferral may be granted for a specific time period or until certain conditions have been met.


9.11 CANCELLATION OF ELIGIBILITY
      An eligible may be removed from a register for the following reasons:
      (1) Failure to pass a required examination or test.
      (2) Material physical or mental disability that prevents the eligible from performing the duties of the class or position with reasonable accommodation.
      (3) Fraudulent conduct.
      (4) False statements in connection with an application, examination or appointment.
      (5) Previous unsatisfactory work record with the City.
      (6) Dismissal from any position for any cause that would be cause for dismissal from City service.
      (7) For promotional registers: Separation from service.
      (8) Non-selection after having been certified three (3) times for appointment in the same class and department if removal is requested by the Department Head, except that the candidate may remain eligible for positions in other departments.
      (9) Failure to respond when required within five (5) days of a call or other contact by the Examiner or appointing authority.
      (10) Refusal to accept an appointment.
      (11) Other material reasons, or lack of fitness for City employment, as determined by the Commission.

9.12 NOTICE OF CANCELLATION OF ELIGIBILITY
      Prior to striking an eligible’s name from a register the Examiner shall give the eligible written notice specifying the cause for removal. The eligible may file a written protest of the removal within five (5) days of the date of the notice. The Examiner shall consider all timely filed protests and take appropriate action. No notice is required if the eligible requests, or consents to removal from a register.
Revision Date:01/01/2009