EPP 62: Eligibility Registers nmeyer Mon, 10/12/2026 - 15:44 I. Purpose and ScopeThis policy provides guidance on the use of eligibility registers in the recruitment and selection process. This policy applies to all applicants for classified positions with the County. II. AuthorityCounty Code 2.09.060 authorizes the County Administrator to draft administrative rules and implement operational policies. III. General PolicyEligibility registers are established in the selection process for vacant classified positions. Qualified candidates are placed on the eligibility register when they have successfully completed a selection process. IV. Definitions Open Register: An open register consists of all applicants who have successfully completed an open competitive selection process. An open register may be a ranked register or an unranked register.Ranked Register: A ranked register consists of applicants who have demonstrated possession of all minimum qualifications and any applicable screening criteria. Rank placement will determine which applicant(s) will be advanced to the interview process. Unranked Register: An unranked register consists of all applicants who demonstrate possession of all minimum qualifications and will be advanced to the interview process.   Promotional Register: An eligibility register consisting of current employees who have successfully completed a promotional/internal selection process.Internal Register: An eligibility register consisting of current employees who have successfully completed an approved internal selection process. Layoff/ Recall Register: A register consisting of previous employees who had attained regular status with the County and were displaced from their positions due to layoff or reduction in force or current employees who exercised voluntary demotion in lieu of layoff.V. Policy GuidelinesA. Eligibility PeriodsOpen and Internal Registers: The period of eligibility will be three (3) months (unless the registers are exhausted) but no more than one (1) year. Promotional Registers: The period of eligibility will be three (3) months. Promotional registers may be extended for up to two (2) years for hard-to-fill positions or established promotional path classifications, upon approval of the Recruitment Manager.Layoff/ Recall Registers: Provided by EPP 37, the period of eligibility will be two (2) years from the effective date of the action that placed the individual on the layoff register unless otherwise stated within a Collective Bargaining Agreement.B. Placement Of Names On Eligibility RegisterThe name of any person who successfully completed a selection process for County employment or promotion must be placed on an appropriate eligibility register unless otherwise stated in this policy.Persons who have completed six (6) months of continuous service in a classified position and are on an open register for a higher classification may be added, on request of the applicant, to an existing promotional/internal register for that specific higher-level classification. The added applicant’s period of eligibility on the promotional/internal register will not be extended beyond the original expiration date.C. Referral From Eligibility RegistersThe order in which eligibility registers will be used for referrals is as follows:Layoff registerPromotional or internal registerOpen registerThe following applies to ranked registers: The combined number of names referred from all registers shall not exceed the number of vacancies plus four (4). Any regular employee who has submitted a written request for transfer or demotion may be referred for all regular openings, in addition to those normally referred. When tied scores exist between persons referred and those remaining on the eligible list, all persons with tied scores shall be referred.D. Acceptance of Referral in Lower Classification The Director of Human Resources or their designee may refer an eligible candidate to a position in a lower or parallel classification. Such a position must have similar duties and responsibilities. A lower classification referral shall not deprive an eligible candidate of referral rights on the eligible register for the higher classification. E. Candidate PreferenceRecruitment and Selection will provide the hiring authority with tools and methodologies to appropriately screen and rank candidates to be placed on an eligibility register. Certain candidates may be given preference over other candidates as identified in the Collective Bargaining Agreements or further in this policy. Veterans’ Preference in accordance with any applicable ORS and provided by EPP 43 Veterans’ Preference. Internal candidates represented by certain Collective Bargaining Agreements must be afforded an interview if they are on an eligibility register for a position in accordance with applicable Collective Bargaining Agreement. F. Removal or Replacement of Names from an Open, Promotional, or Internal Eligibility RegisterA candidate's name will be removed from an eligibility register once they are appointed to a position or at the end of their eligibility period. The acceptance of temporary work by a person on an eligibility register will not affect their referral for regular status positions. A candidate's name will be removed from the promotional or internal eligibility register upon resignation or termination of the employee from County employment or at the end of the promotional or internal eligibility period. The Director of Human Resources or their designee may also remove names of persons:Who have declined a job offer from any one open, promotional, or internal register.Who are considered, but not appointed after one (1) referral to an open eligibility register.Who are considered, but not appointed after three (3) referrals for a promotional opportunity.Who fail to respond to a referral notice within three (3) business days from the date of notification.Who fail to appear for a job interview.Who fail to answer an availability inquiry within three (3) business days.Removal from eligibility register may also be made for persons: Whose reasons for waiving referral or appointment are not satisfactory as determined by the Director of Human Resources or their designee.Who are determined by the Director of Human Resources or their designee to be unqualified based on their previous employment record.Who fail to demonstrate that they meet the minimum requirements, or for any valid cause relating to their character and ability to perform satisfactorily on the job. Who fail to comply with conditions of employment as a County employee. Who request to be removed from an eligibility register.All persons whose names are removed from an open eligibility register for cause will be notified in writing and will have the right of review by the Director of Human Resources or their designee if requested within fourteen (14) calendar days of the effective date of removal.G. Reinstatement To Eligibility Register The Director of Human Resources or their designee has the authority to reinstate a person to an eligibility register for which they had been placed. Any reinstatement will not extend the period of eligibility.H. Use of Active Eligibility RegistersHiring authorities have the option to hire directly from an active eligibility register so long as:The classification for which the eligibility register is established, and the vacant classification and position’s minimum qualifications are similar.The classification for which the eligibility register is established is part of a series, and the hiring authority would like to fill a lower classification/position within that same series.The position status (ex. full-time/part-time, regular, limited-term, etc.) is the same. Should a hiring authority not wish to use an active eligibility register, they may proceed with a new recruitment and those on the active eligibility register may apply for the newly opened recruitment.VI. Process and Procedures Referral ProcessAny hiring authority wanting to use an active eligibility register for the same classification in which they have a vacancy and have the same qualifications required to perform the duties of the position should request the referral by submitting a Job Opening Request. Upon receipt of the request and prior to a recruitment going live, Recruitment and Selection will refer persons from the appropriate eligibility register in accordance with this policy. VII. Access to PolicyAccess to this administrative policy shall be as follows:Filed in the County’s policy management system.Posted to the County’s internet. VIII. Addenda N/AActions on this Policy:Original Policy effective date: 9/29/2026Amended Policy effective dates:Name of Policy: Eligibility RegistersPolicy Owner Name: Evelyn Minor-LawrencePolicy Owner Position: Human Resources DirectorApproved By: Gary Schmidt, County AdministratorPolicy # EPP 62Effective Date: 9/29/2026Approved Date: 9/29/2026Next Review Date: 9/27/2029 Sidebar Heading Related Information New Format? Off