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Section 9 Eligibility Lists

9.01 Posting of Lists

From the results of each competitive examination, the Commission shall post on its website a list of the persons whose grade in any examination meets or exceeds the minimum passing grade and who are otherwise eligible (the “eligibility list”) for the duration of the eligibility list per Rule 9.02.

9.02 Duration of Lists

Eligibility lists established by the Commission shall remain in force not longer than one (1) year or until exhausted; however, the Commission may, at its discretion, extend the eligibility list. If the Commission extends the eligibility list, the new expiration date will be noted on the public eligibility list, and all candidates remaining on the list will be notified via email of the extension.

9.03 Breaking Tied Grades

In the event two (2) or more candidates receive the same grade on an open competitive examination in which rank ordering is used in establishing the eligibility list, priority in the time of filing the application shall determine the order in which their names shall be placed on the eligibility list; candidates eligible for uniformed service credit shall receive priority in rank on the eligible list over non-veterans on the list with a rating equal to that of the veteran. Ties among candidates receiving military service credit shall be decided by which application was filed earlier with the Commission.

[Reference Section 303.03(I) of the County Code]

9.04 Candidate Contact Information

Each candidate is responsible for notifying the Commission of any change in the candidate’s contact information. Failure to provide up-to-date contact information can affect your rights as provided in Rule 9.05(6).

9.05 Removal from List

Upon receiving notification from the Appointing Authority, Director of HR, or the PRC Director, names may be removed from an eligibility list for the following reasons:

1. At the request of the eligible candidate.
2. After declining a conditional offer for the position.
3. After three certifications or considerations without receiving a conditional offer.
4. Failure to pass a pre-employment background check and/or drug or alcohol screen.
5. Failure to appear for an interview.
6. Inability to contact the candidate via the contact information on file with the Commission.
7. Practice or attempt to practice any deception in his or her application or in securing eligibility or appointment.
8. Any just or reasonable cause that is job-related and non-discriminatory.

For the purpose of this rule, “removal” from an eligibility list constitutes the removal of the candidate from consideration in any current or future hiring process for the life of the list. This does not mean a candidate’s name will be removed from the eligibility list posted on the PRC’s website. Once the eligibility list is posted on the PRC’s website, it will not be modified or removed until the list expires, the list is exhausted, or the Commission must correct an error on the list.

If a current County probationary employee appears on an eligibility list for a classification that would be considered a promotion, and that employee is not eligible for promotion per the Cuyahoga County Personnel Policies and Procedures Manual, that employee will be temporarily removed from the eligibility list pending completion of the probationary period. Upon receipt of verification that the employee has successfully completed the probationary period, the employee will be reinstated to the eligibility list.

If a candidate requests removal, and the request is based on illness, military service, or conflict with schooling, that candidate may be restored for consideration when that candidate indicates renewed availability for consideration if the eligibility list is still in effect per Rule 9.02.

If a candidate’s name is removed for any of the other reasons set forth in this Rule, the candidate may make a written request to the Commission for the restoration of his or her name to the eligibility list. Such request shall be made within five (5) calendar days of the date the notification of removal was electronically mailed and shall set forth why the removal was in error, stating the reasons that would justify restoration to the list, and providing evidence of the same. The request must be made using the Request for Eligibility List Restoration form, which is available on the Commission’s website (https://prc.cuyahogacounty.us). Only requests made using the proper form and submitted by the deadline will be considered. Restoration to the eligibility list is within the sole discretion of the Commission. Consideration of a candidate’s request for restoration shall not be quasi-judicial and shall not result in a final order that entitles the candidate to an administrative appeal to the Commission.

[Reference Section 303.03(J) of the County Code]

9.06 Creation by Noncompetitive Examination

After the completion of the review as provided in Rule 8.10, an eligibility list shall be prepared including the names of all candidates, placed in alphabetical order, who met the minimum requirements as set forth in the examination announcement.

9.07 Sharing Eligibility Lists across Appointing Authorities

When an Appointing Authority desires to fill a vacancy in the classified service and there is no active eligibility list for that classification in that Appointing Authority, it may request use of an active eligibility list established for the same classification in a different Appointing Authority. This request must be made using the Request to Use a Pre- Existing Eligibility List form available on the Commission’s website (https://prc.cuyahogacounty.us).

Upon receipt of such a request, the Commission, through its staff, shall review the positions in each Appointing Authority. If it is determined the positions have the same essential functions and require the same knowledge, skills, and abilities, the Commission may grant use of the original eligibility list to the requesting Appointing Authority. Once use of the eligibility list is granted to the requesting Appointing Authority in this way, the list shall be treated as any other eligibility list originally established for that Appointing Authority, including all requirements regarding expiration, exhaustion, and certification of names as outlined in these Rules.