CONFEDERATED TRIBES OF SILETZ INDIANS OF OREGON (2026)
Tribal code
Ask Donna
What actually matters in this document.
Text
CONFEDERATED TRIBES OF SILETZ INDIANS OF OREGON
PERSONNEL MANUAL
TABLE OF CONTENTS
PART 1
GENERAL POLICIES .........................................................................1
§ 2.800
§ 2.801
§ 2.802
§ 2.803
§ 2.804
§ 2.805
§ 2.806
§ 2.807
§ 2.808
§ 2.809
§ 2.810
§ 2.811
§ 2.812
§ 2.813
§ 2.814
§ 2.815
§ 2.816
§ 2.817
SUMMARY ............................................................................................................. 2
DELEGATION OF AUTHORITY ....................................................................... 2
UPDATING AND REVISIONS............................................................................. 2
WORK SCHEDULES ............................................................................................ 2
SMOKE FREE WORKPLACE POLICY ............................................................ 3
DEFINITION OF WORK WEEK ........................................................................ 3
FLEX TIME ............................................................................................................ 3
OVERTIME PAY ................................................................................................... 3
COMPENSATORY TIME .................................................................................... 4
CONFIDENTIAL/PRIVILEGED INFORMATION .......................................... 4
REPRESENTATION OF THE TRIBE ................................................................ 5
ATTENDANCE AT TRIBAL MEETINGS ......................................................... 6
ABSENCE FROM WORK .................................................................................... 6
OFFICE DRESS CODE ......................................................................................... 6
ABUSE REPORTING REQUIREMENT ............................................................ 7
ADVERSE WEATHER CONDITIONS ............................................................... 8
SECONDARY EMPLOYMENT ........................................................................... 8
WELLNESS/FITNESS PROGRAM..................................................................... 8
§ 2.818
§ 2.819
§ 2.820
§ 2.821
§ 2.822
TIMESHEETS ........................................................................................................ 9
PAY DAYS .............................................................................................................. 9
LEAVE ADJUSTMENTS .................................................................................... 10
EMPLOYEE DEDUCTIONS/BENEFITS ......................................................... 10
FINAL PAYCHECK POLICY............................................................................ 10
§ 2.823
§ 2.824
§ 2.825
DELEGATION OF AUTHORITY ..................................................................... 11
TRIBAL REGULATIONS APPLIED TO JOB VACANCIES ........................ 11
PROCEDURES FOR FILLING JOB VACANCIES ........................................ 13
PART 2
PART 3
PART 4
PAYROLL PRACTICES .....................................................................9
HIRING POLICIES ...........................................................................11
EMPLOYEES TRAINING AND ORIENTATION ........................21
§ 2.826
NEW EMPLOYEE ORIENTATION ................................................................. 21
§ 2.827
SKILL DEVELOPMENT AND TRAINING - EMPLOYEE
DEVELOPMENT PLAN ....................................................................................................... 21
PART 5
PERFORMANCE EVALUATIONS.................................................22
§ 2.828
§ 2.829
TIMING OF EVALUATIONS ............................................................................ 22
PROCEDURES FOR EVALUATIONS ............................................................. 23
§ 2.830
§ 2.831
§ 2.832
§ 2.833
SALARY SCHEDULE ......................................................................................... 25
NEW EMPLOYEES ............................................................................................. 27
MERIT INCREASES AND MERIT INCENTIVES ......................................... 27
CHANGE IN JOB ASSIGNMENT ..................................................................... 28
PART 6
SALARY ADMINISTRATION.........................................................24
i
§ 2.834
§ 2.835
§ 2.836
POSITION RECLASSIFICATION .................................................................... 28
TEMPORARY ASSIGNMENTS ........................................................................ 29
HIRED FOR A NEW POSITION ....................................................................... 29
§ 2.837
§ 2.838
§ 2.839
§ 2.840
§ 2.841
GOAL OF RECOGNITION AWARDS PROGRAM ....................................... 29
EMPLOYEE RECOGNITION AUTHORITY.................................................. 29
NOMINATIONS AND AWARDS ...................................................................... 30
ELIGIBILITY ....................................................................................................... 31
AWARD PRESENTATION AND PUBLICITY................................................ 31
§ 2.842
CLASSES OF EMPLOYEES .............................................................................. 31
§ 2.843
§ 2.844
§ 2.845
§ 2.846
§ 2.847
§ 2.848
§ 2.849
§ 2.850
ANNUAL LEAVE ACCRUAL & SELLBACK ................................................ 35
SICK LEAVE ACCRUAL ................................................................................... 37
HOLIDAY LEAVE............................................................................................... 38
FUNERAL LEAVE .............................................................................................. 39
ADMINISTRATIVE LEAVE .............................................................................. 40
LEAVE WITHOUT PAY..................................................................................... 41
SILETZ FAMILY/MEDICAL LEAVE.............................................................. 43
ANNUAL LEAVE DONATION POLICY (DAL) ............................................. 44
§ 2.851
§ 2.852
§ 2.853
§ 2.854
§ 2.855
§ 2.856
§ 2.857
§ 2.858
GENERAL PRINCIPLES.................................................................................... 46
CONDUCT POLICY ............................................................................................ 47
GROUNDS FOR DISCIPLINARY ACTION .................................................... 50
LEVELS OF DISCIPLINARY ACTION ........................................................... 51
ORAL OR WRITTEN REPRIMAND ................................................................ 52
SUSPENSION ....................................................................................................... 52
PROBATION ........................................................................................................ 52
DISCHARGE ........................................................................................................ 52
§ 2.859
§ 2.860
§ 2.861
§ 2.862
§ 2.863
DISCHARGE AUTHORITY............................................................................... 53
PROCEDURES FOR DISCHARGE .................................................................. 53
LAYOFF & FURLOUGH (REDUCTION IN FORCE) ................................... 53
RESIGNATIONS .................................................................................................. 55
EXIT INTERVIEWS ............................................................................................ 55
PART 7
PART 8
PART 9
EMPLOYEE RECOGNITION AWARDS ......................................29
EMPLOYEE CLASSIFICATION ....................................................31
EMPLOYEE LEAVE POLICY ........................................................35
PART 10 DISCIPLINARY ACTION ................................................................46
PART 11
PART 12
TERMINATION OF EMPLOYMENT.........................................53
GRIEVANCES AND EMPLOYEE APPEALS ............................55
§ 2.864
INFORMAL GRIEVANCE RESOLUTION ..................................................... 56
§ 2.865
FORMAL GRIEVANCES POLICY................................................................... 56
§ 2.866
GRIEVANCE CONFLICT OF INTEREST ...................................................... 58
§ 2.867
PROCEDURE WHERE GRIEVANCE IS AGAINST THE CHIEF
EXECUTIVE OFFICER ........................................................................................................ 58
§ 2.868
EMPLOYEE APPEAL OF DISCIPLINARY OR ADVERSE PERSONNEL
ACTION 59
§ 2.869
REVIEW BOARD ................................................................................................ 60
PART 13
HUMAN RESOURCES RECORDS AND REPORTS ................63
ii
§ 2.870
§ 2.871
EMPLOYEE PERSONNEL RECORDS............................................................ 63
PERSONNEL REPORT ...................................................................................... 64
§ 2.872
§ 2.873
§ 2.874
PURPOSE .............................................................................................................. 65
BACKGROUND ................................................................................................... 65
POLICY ................................................................................................................. 66
PART 14
PART 15
EMPLOYEE ASSISTANCE PROGRAM ....................................65
DRUG FREE WORKPLACE POLICY........................................67
§ 2.875
POLICY ................................................................................................................. 67
§ 2.876
VIOLATIONS OF THE POLICY ...................................................................... 68
§ 2.877
EMPLOYEE DRUG TESTING PROGRAM .................................................... 69
§ 2.878
CRIMINAL DRUG WORKPLACE VIOLATION REPORTING
REQUIREMENTS.................................................................................................................. 72
§ 2.879
PROBABLE CAUSE FOR SEARCH POLICY ................................................ 72
PART 16
PRODUCTIVE WORK ENVIRONMENT POLICIES ..............72
§ 2.880
§ 2.881
§ 2.882
§ 2.883
PWEP POLICY .................................................................................................... 73
PROHIBITED CONDUCT .................................................................................. 73
RESPONSIBILITIES ........................................................................................... 75
COMPLAINT PROCEDURE AND DISCIPLINARY PROCESS .................. 75
§ 2.884
§ 2.885
§ 2.886
§ 2.887
§ 2.888
PURPOSE .............................................................................................................. 77
RESPONSIBILITY............................................................................................... 77
SAFETY RULES .................................................................................................. 79
TEMPORARY ALTERNATE WORK ASSIGNMENTS ................................ 81
EARLY RETURN-TO-WORK GUIDELINES ................................................. 82
§ 2.889
§ 2.890
EMPLOYMENT PREFERENCE ....................................................................... 82
SOVEREIGN IMMUNITY.................................................................................. 83
PART 17
PART 18
PART 19
SAFETY ............................................................................................77
SOVEREIGNTY ..............................................................................82
APPENDICES ..................................................................................84
APPENDIX A – Definitions ................................................................................................... 84
APPENDIX C - Salary Schedule ........................................................................................... 84
APPENDIX D - C.T.S.I. Organizational Chart ................................................................... 84
iii
Ordinance Number § 2.800. Amended by
Resolution 2003-192, dated April 23, 2003;
Resolution No. 2003-455, dated October 17,
2003; Resolution No. 2003-519, dated
December 19, 2003; Resolution No. 2004-263,
dated June 18, 2004; Resolution No. 2004-373,
dated September 24, 2004; Resolution No. 2004507, dated December 17, 2004; Resolution No.
2005-201, dated May 21, 2005; Resolution No.
2005-361, dated September 16, 2005; Resolution
No. 2005-388, dated October 22, 2005;
Resolution No. 2005-481, dated December 16,
2005; Resolution No. 2006-125, dated March
17, 2006; Resolution No. 2006-192, dated May
18, 2006; Resolution No. 2006-299, dated
August 18, 2006; Resolutions No. 2007-112 and
2007-113, dated March 16, 2007; Resolution
No. 2007-144, dated April 20, 2007;Resolution
No. 2011-158, dated May 23, 2011; Resolution
No. 2013-292, dated November 14, 2013;
Resolution No. 2014-330, dated December 19,
2014; Resolution No. 2018-355, dated
November 15, 2018; Resolution No. 2020-179,
dated April 17, 2020; Resolution No. 2021-230,
dated June 18, 2021; Resolution No. 2021-283,
dated August 20, 2021; Resolution No. 2021387, dated November 17, 2021; Resolution No.
2021-425, dated December 17, 2021; Resolution
No. 2022-271, dated August 19, 2022;
Resolution No. 2023-054, dated February 17,
2023; Resolution No. 2023-310, dated October
20, 2023; Resolution No. 2023-333, dated
November 4, 2023; Resolution No. 2024-204,
dated June 18, 2024; Resolution No. 2024-397,
dated November 19, 2024; Resolution No. 2025414, dated December 22, 2025; Resolution No.
2026-176, dated June 18, 2026.
Original Date: November 15, 2002
Subject: Personnel Manual
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
PART 1
Adopted: 11/15/2002
GENERAL POLICIES
1
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
§ 2.800
SUMMARY
(a)
This manual establishes uniform policies and procedures for tribal administration
operations and any other programs operated by the Confederated Tribes of Siletz
Indians (CTSI or Tribe). The manual is not exclusive, and other policies and
procedures may apply. All employees are responsible to know and adhere to the
policies set forth in this manual. All changes, waivers, and exceptions to this
manual are subject to the approval of Tribal Council.
(b)
For purposes of this manual, the term "Chief Executive Officer" (CEO) applies
equally to the Executive Director, CEO, or General Manager of any other entity
set up by Tribal law. The Chief Judge shall supervise Tribal Court personnel
pursuant to this manual. This manual applies to all tribal entities, unless a tribal
entity creates their own employment and personnel rules, subject to Tribal
Council approval.
(c)
Where an employee has rights and responsibilities as an employee, such as the
right to grieve/appeal certain actions, such rights shall be exercised within the
entity in which the employee works.
§ 2.801
DELEGATION OF AUTHORITY
In the case of the Chief Executive Officer’s absence, the CEO will temporarily delegate
authority to a designee to accomplish administrative functions.
§ 2.802
UPDATING AND REVISIONS
The Chief Executive Officer is responsible for monitoring application and compliance
with this manual. The CEO shall evaluate and propose revisions to this manual regularly.
Tribal Council must approve all proposed revisions. Staff suggestions for revisions shall
be submitted in writing to the CEO for review. Approved revisions to this manual
supersede any previous manual or unwritten policies. Employees are responsible for
updating their individual Personnel Manual copies and for staying up to date on changes
to policy.
§ 2.803
WORK SCHEDULES
(a)
Employees shall have a lunch break and two distinct fifteen-minute breaks for
each full day worked. No employee will work through their lunch period and add
it to hours worked, without prior approval from their immediate supervisor. Each
supervisor has the responsibility of assuring that sufficient Tribal staff are present
on a daily basis to conduct Tribal business.
Adopted: 11/15/2002
2
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
The employee's immediate supervisor and the Chief Executive Officer must
approve non-standard work schedules that fall outside the normal working hours
or the regularly scheduled shift. If the work schedule change affects pay or
category of employment, a Personnel Action Notice (PAN) will be completed
designating the new hours and how long the action is to be in effect. If the work
schedule change does not affect pay or category of employment, the Human
Resources Department will create an employment record but a PAN is not
required. The procedures for flex time and comp time are outlined in STC §
2.806, Flex Time, and STC § 2.808, Compensatory Time, of this manual.
(c)
Employees are expected to be on the worksite at the start of their shift. An
employee who reports to work late may be subject to disciplinary action. Nonexempt employees who are late will not be paid for time missed. The employee’s
supervisor/manager and the CEO have authority to approve telework pursuant to
policies issued by Tribal Administration.
§ 2.804
(b)
SMOKE FREE WORKPLACE POLICY
Smoking or using commercial tobacco products, including but not limited to traditional
cigarettes, electronic cigarettes, and vapes, is prohibited within 25 feet of an entrance to
tribal property and buildings, except for designated smoking areas as denoted by signage.
Commercial tobacco product use is absolutely prohibited in tribal vehicles.
If an employee uses a designated smoking area, they shall ensure that such use only takes
place during their lunch or break time, and that all refuse is disposed of in a safe and
sanitary manner.
§ 2.805
DEFINITION OF WORK WEEK
The work week is defined as beginning at 12:00 a.m. on Saturday and ending at 11:59
p.m. on Friday.
§ 2.806
FLEX TIME
Employees who are in positions that, from time to time, require alteration of working
hours, are to flex their working hours within the 7-day work week, so as not to exceed the
normal amount of 40 working hours for the work week. Employees must get approval
from their immediate supervisor, prior to each occurrence.
§ 2.807
OVERTIME PAY
Adopted: 11/15/2002
3
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
The Chief Executive Officer may authorize a non-exempt employee to work in excess of
40 hours in one work week, and to be paid overtime for such extra work. Overtime must
be approved in advance and in writing, signed by the employee's supervisor, manager,
and the CEO. Overtime work will be approved only when circumstances prohibit the use
of flex time. Overtime will be paid at the hourly equivalent of one and a half times the
employee's regular hourly wage for actual hours worked that are in the excess of 40 hours
per work week.
§ 2.808
COMPENSATORY TIME
(a)
A non-exempt Tribal employee may be occasionally required to work in excess
of 40 hours in a 7-day work week. Employees must get approval from their
immediate supervisor prior to each occurrence. Supervisors are required to submit
employee comp time logs to the Human Resources Department quarterly. If the
employee’s actual work hours exceed 40 hours, they will accrue comp time at
time and a half. If the employee’s actual work hours are less than 40 hours, they
will accrue comp time at the usual rate.
(b)
The employee must secure the prior written approval of their immediate
supervisor and department manager in order to work over 40 hours within any
given work week. The maximum number of compensatory time hours any
employee may carry for a ninety (90) day period is 24 hours.
§ 2.809
(a)
CONFIDENTIAL/PRIVILEGED INFORMATION
Tribal employees are prohibited from disclosing confidential information to any
other individuals, including other Tribal employees or Tribal officials, except for
official reasons and with the express consent of their supervisor, and the Chief
Executive Officer, or by an order of a court of competent jurisdiction. No
information will be considered confidential or privileged if it is part of the public
record of the Tribe, or any other public or Tribal entity, or is otherwise publicly
available. All work products, including confidential information, produced by an
employee in the performance of their duties are the property of the Tribe.
The following shall be considered confidential information:
(1)
Discussion or materials from an executive session of the Tribal Council or
any standing committee, unless the Council specifically authorizes
disclosure of such discussions or materials.
(2)
Client information of a personal nature, such as personal or household
income, health, academic records, paternity, arrest records, and court
Adopted: 11/15/2002
4
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
proceedings, except to the extent such information is necessary to
determine the client's eligibility or continued eligibility for Tribal services
or to provide such services to the client.
§ 2.810
(3)
Employee information of a personal nature, such as personal or household
income, health, academic records, previous criminal history, disciplinary
actions, and performance evaluations, except to the extent such
information is necessary to determine an employee or applicant's
suitability for Tribal employment, or in disciplinary investigations or
proceedings.
(4)
Tribal personnel reports provided to the Tribal Council by the CEO or
Human Resources Director.
(5)
Records in the enrollment office, including enrollment information and
enrollment applications. Confidential information in the possession of
enrollment staff may be disclosed to other Tribal employees as necessary
and appropriate for legitimate Tribal purposes, and on a limited basis to
the extent necessary to achieve that purpose. A person's name, enrollment
number and blood quantum shall not be considered confidential
information. A person's address, unless explicitly excluded, shall not be
considered confidential information.
(6)
Medical, counseling, or other health related records regarding patients or
clients of the Tribal Clinic, Behavior Health Program, or other medical or
counseling programs of the Tribe. These records may be disclosed only in
accordance with applicable federal law and state licensing requirements,
with a signed release of information from the patient, or pursuant to a
valid, court-ordered subpoena, subject to review by the Legal Department.
(7)
Tribal mailing lists except to the extent such information is necessary for
Tribal business.
(8)
Any other information which the Tribal Council directs will be kept
confidential.
REPRESENTATION OF THE TRIBE
(a)
An employee may not assume the role of policy spokesperson for the Tribe,
unless directed to do so by the Chief Executive Officer, Tribal Chairman, or the
Tribal Council. An employee shall not make substantive statements, either
verbally or in writing, on behalf of the Tribe, unless authorized to do so.
Adopted: 11/15/2002
5
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(b)
An employee may not use the Tribal name, logo, or other official symbol or
statement of the Tribe without first obtaining permission from the CEO for such
use. Third parties and outside entities must obtain permission from the CEO in
order to use the Tribal name, logo, or other official symbol or statement of the
Tribe.
(c)
Employees must obtain permission from the CEO or Tribal Council in order to
participate in an official capacity on outside boards, committees, and other similar
appointments.
(d)
Employees whose job descriptions require them to interface with the general
public or community members are expected to engage in a timely and
professional manner. These employees should understand that their conduct
affects the Tribe’s public reputation and should comport themselves
appropriately. This includes responding promptly to public inquiries and directing
requests as needed, as well as abiding by policies surrounding use of social media.
§ 2.811
ATTENDANCE AT TRIBAL MEETINGS
Unless their attendance is specifically requested by the Tribal Council, or required by
their regular job responsibilities, Tribal employees shall not be compensated for
attendance at Tribal or General Council meetings. Tribal employees are however
encouraged to attend meetings of the Tribal Council and General Council on their own
time.
§ 2.812
ABSENCE FROM WORK
Employees are required to make direct contact with their supervisor at least one (1) hour
before the beginning of their scheduled shift on each day that will be missed. If the
immediate supervisor is unavailable the employee will contact the next supervisor in their
departmental chain of command (see Appendix C. - Organizational Chart.) Employees
may make such contact through a third party and/or via an official electronic
communication such as email, instant message, or a phone call. The supervisor has
discretion to adjust the class of leave granted based on the circumstances.
Employees are required to inform their supervisor of each subsequent day of absence and
the reason for the absence. Failure to report within the required time may result in leave
without pay. If an employee is absent for three consecutive workdays without contacting
their immediate supervisor, they will be terminated from employment with the Tribe.
§ 2.813
OFFICE DRESS CODE
Adopted: 11/15/2002
6
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(a)
Employees of the Tribe represent the Tribe to members of the public, co-workers,
and Tribal leaders. Therefore, an employee's appearance is a factor in job
performance. All employees are expected to wear appropriate office attire, unless
their job environment warrants different, more appropriate attire. Employees
should be neat, clean, well groomed, and present a professional business
appearance at their daily location, in meetings with the public, or wherever they
represent the Tribe. On those occasions where they will be working in the field
under adverse conditions, supervisors will authorize appropriate attire. The
department manager or supervisor, as part of employee's departmental orientation,
will notify employees of any specific dress requirements within their department.
(b)
Employees who appear for work inappropriately dressed may be sent home, and
directed to return to work in proper attire. Under such circumstances, employees
will not be compensated for the time away from work.
(c)
The Chief Executive Officer may designate casual dress days. Casual dress may
include covered leggings, t-shirts, and jeans. Casual dress will not include
hoodies, shorts, sweatpants, uncovered leggings, uncovered tank tops, crocs, flip
flops, slides, or clothing with logos of tobacco, alcohol, other drugs, or other nonprofessional images or attire. Employees whose position involves heightened
expectations of professionalism must ensure that any casual dress accords with
such expectations.
§ 2.814
ABUSE REPORTING REQUIREMENT
(a)
All Tribal employees, as well as Tribal Council, who have a reasonable cause to
suspect that a minor or elder has been abused or neglected shall report the
suspected abuse or neglect to the Siletz Social and Human Services Department
and the Oregon Department of Human Services, or other tribal or state agency as
appropriate. Any employee who files a report of suspected abuse or neglect shall
remain anonymous, except those individuals who are required to report abuse
according to their licensed professional standards. This policy does not supplant
other professional mandates, or reporting requirements for child and elder abuse
reporting by licensed professional employees.
(b)
All employees or agencies reporting in good faith, known or suspected instances
of abuse or neglect, shall be immune from either civil liability or criminal
prosecution for such report.
(c)
While discipline may be imposed for failure to comply with reporting
requirements, the reporting requirement shall not otherwise create civil liability
Adopted: 11/15/2002
7
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
for the employee, agency, or Tribe.
§ 2.815
ADVERSE WEATHER CONDITIONS
(a)
When weather creates hazardous driving conditions, the Chief Executive Officer
or their designee shall decide whether to alter office hours and/or grant
administrative leave based on local office weather conditions. Managers will be
responsible for notifying their staff by 6:00 a.m. of delayed office openings or
office closures.
(b)
In the event an employee feels the weather conditions in their residential area are
hazardous they should contact their supervisor by the beginning of their scheduled
shift to make arrangements regarding flexing their work hours, or request
approval for annual leave.
§ 2.816
SECONDARY EMPLOYMENT
(a)
(b)
§ 2.817
All employees are required to notify their supervisor, manager, and the Chief
Executive Officer in writing of any and all secondary employment by entities
other than the Tribe and any businesses or entities of the Tribe. Such employment
cannot result in any of the following:
(1)
Conflict with or impairment of assigned duties.
(2)
Conflict of interest.
(3)
Unfavorable publicity or poor relations to the Tribe.
(4)
The use of tribal employment materials or confidential information for
secondary employment.
(5)
Interference with the normal business hours required by the employee’s
employment with the Tribe.
The CEO shall forward the employee's written notification of
secondary employment to the Human Resources Department for inclusion in the
employee's file.
WELLNESS/FITNESS PROGRAM
(a)
Full-time regular employees may participate in a wellness/fitness program using
the following guidelines:
Adopted: 11/15/2002
8
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(1)
An employee may seek the approval of their immediate supervisor for
wellness/fitness time each day (not to exceed one hour per day and two
hours per week) to participate in a wellness/fitness activity of their choice
(walking, running, etc.).
(2)
Participation in off-site activities will be subject to verification.
(3)
A written agreement between the employee and their supervisor shall be
forwarded to the Human Resources Department for approval. The
supervisor must verify that the time taken by the employee is for
wellness/fitness activities, and not for conducting other business.
(4)
If the employee misses their wellness/fitness activity for the allotted time,
the employee will not be allowed to make it up later.
(5)
The employees' time that is designate shall be staggered within a
department, at the supervisor's discretion, to ensure adequate departmental
coverage. Supervisors have discretion to disallow scheduled
wellness/fitness activity time to ensure adequate departmental coverage.
(6)
Approval will not be granted for requests that require participation during
the first or last thirty (30) minutes of the employee's scheduled workday.
(7)
Supervisors may disallow approved activity based on workload or
departmental need.
PART 2
§ 2.818
PAYROLL PRACTICES
TIMESHEETS
The Accounting Department is responsible for the preparation of the Tribe’s payroll.
Payroll checks will not be issued for non-exempt employees without a timesheet that
includes the attestation of the employee/participant and is approved by their immediate
supervisor. It is the employee's responsibility to get their timesheet to the supervisor so
that it can be verified prior to the due date. It is the supervisor's responsibility to ensure
the timesheets are accurate and submitted in a timely fashion. A statement of gross
earnings, an itemization of all deductions, and net earnings will accompany each
paycheck. Exempt employees are exempt from the timesheet requirements for payroll
purposes, unless they are utilizing leave or subject to other reporting requirements.
§ 2.819
PAY DAYS
Adopted: 11/15/2002
9
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
Tribal paydays will be every other Friday, unless the regular payday falls on a Tribal
holiday, then paychecks will be issued on the preceding day.
§ 2.820
LEAVE ADJUSTMENTS
The Accounting Department will automatically adjust an employee's next regular
paycheck for any leave without pay taken during the previous pay period for which the
employee was paid. In calculating the amount overpaid, the Accounting Department will
not consider any leave accrued after the pay period in which the overpayment occurred.
§ 2.821
EMPLOYEE DEDUCTIONS/BENEFITS
The Human Resources Department is responsible for managing Tribal employee
benefits/deductions on behalf of the Tribe and providing a list of such benefits/deductions
to employees. The Tribe reserves the rights to modify, add, or delete benefits/deductions.
If the Tribe modifies, adds, or deletes benefits/deductions, it will provide thirty (30) days
advance notice to all affected employees. For regular employees who otherwise meet the
eligibility requirement for benefits, a break in service that is due to circumstances within
the program/department, and does not exceed two weeks, will not be considered as a
break in service for benefit eligibility.
§ 2.822
FINAL PAYCHECK POLICY
(a)
Terminated employees will be paid their final paycheck as soon as practicable
following the date of termination, subject to completion of the check-out
procedures described in STC § 2.822(b) and offset/reduction for unpaid debts
owed to the Tribe or unreturned property, regardless of whether the termination
was voluntary, involuntary, or by mutual consent. Supervisors of terminated
employees are responsible for forwarding the necessary paperwork to the
Accounting Department.
(b)
Employees who terminate their employment shall complete a check-out sheet
certifying that all paperwork has been completed, all equipment and office
supplies have been accounted for, all keys have been turned in, all outstanding
travel reimbursements have been completed, and the Tribal Employee
identification card and credit cards have been turned in before receiving their final
paycheck. Employees shall submit their check-out sheet to their immediate
supervisor, who shall verify the sheet is completed and accurate. The supervisor
shall forward the check-out sheet to the Human Resources Department after
verifying completion and accuracy.
Adopted: 11/15/2002
10
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
PART 3
§ 2.823
HIRING POLICIES
DELEGATION OF AUTHORITY
(a)
The Chief Executive Officer may delegate his or her authority to hire Tribal
employees to another manager, administrator, or supervisor; either on a case by
case basis or by general order on such terms as they believe will best serve the
interests of Tribal government, provided such delegation is in accordance with the
policies outlined in this manual.
(b)
Managers are responsible for coordinating all position vacancies with the Human
Resources Department and ensuring funds are available to fund the vacancies.
(c)
The Tribal Council delegates to the Human Resources Director the authority to
provide oversight of compliance with this Manual, including but not limited to:
§ 2.824
(1)
To ensure that all appropriate Tribal hiring policies and procedures are
followed.
(2)
To provide consistency in the hiring process.
(3)
To provide technical assistance to staff on hiring issues.
(4)
To coordinate and facilitate hiring activities in a timely manner.
TRIBAL REGULATIONS APPLIED TO JOB VACANCIES
(a)
Pre-Employment Background Check Requirements
(1)
Criminal history background investigations will be completed on all
employees or potential employees, including temporary employees and
volunteers, before beginning work with the Tribe. All criminal history
background investigations shall meet or exceed the standards required
under the Indian Child Protection and Family Violence Prevention Act, 25
U.S.C. § 3201 et seq. and 25 C.F.R. Part 63. Temporary Pow Wow
employees are exempt from this requirement.
(2)
A background check described above may also be performed after the preemployment period if reasonably necessary to ensure the safety of
children, elders, funds, workplace, or to otherwise comply with applicable
laws and regulations.
Adopted: 11/15/2002
11
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(b)
(3)
Head Start employees, ICW, child care providers, or other program staff
that may be designated by the Chief Executive Officer, will be required to
be enrolled in the Criminal History Registry operated by the Oregon
Department of Employment.
(4)
No person(s) shall be hired or allowed to work (including volunteers, work
experience, interns, etc.) in any position that has regular contact with, or
control over children if the person has ever been found guilty, entered a
plea of no contest, or entered a plea of guilty to any offense under federal,
state, or Tribal law which involves violence, threat of violence, sexual
assault, molestation, exploitation, prostitution, crimes against persons, or
offenses committed against children.
(5)
Applicants for any position shall be required to list any and all
convictions, no contest pleas, diversion agreements, any other adjudication
of guilt, and/or pending charges for any crime. Applicants must sign
consent to a criminal history background investigation.
(6)
The Human Resources Department shall coordinate the criminal history
check through the appropriate agency. No person shall begin work in any
position that has regular contact with, or that has control over, children
until a criminal background check is completed.
(7)
A driving record check covering the three years prior will be required on
any applicant or employee who is or reasonably may be required to drive
in the performance of his or her job.
(8)
A background check and/or driving record check described above may
also be performed after the pre-employment period if reasonably
necessary to insure the safety of children, elders, funds, vehicles, property,
or the workplace, meet employment requirements, or to otherwise comply
with applicable laws and regulations.
(9)
The CEO or their designee will have the sole authority to evaluate the
applicability and effect of the results of any criminal history checks.
Except where an applicant is barred from a position by subsection (4)
above, the CEO shall have discretion to approve or disapprove any offer
of employment to an applicant based on the results of the pre-employment
criminal history background and/or driving record check. The CEO shall
consider the nature and/or severity of any negative report, the timing of
the report, rehabilitation activities, and the position requirements.
Pre-employment Drug Testing
Adopted: 11/15/2002
12
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
The Tribe's policy is to maintain a work place that is free from the effects of drug and
alcohol abuse. The Tribe will not hire applicants whose current use of such substances
impairs their ability to perform work safely and adequately. For that reason, the Tribe
will test all applicants to whom offers of employment are made, for illegal drug use or
misuse of legal drugs, as a condition of employment with the Tribe. After an offer of
employment is made, but prior to beginning work, the candidate will submit to a drug test
scheduled by the Human Resources Department. The Tribe reserves the right to withdraw
the offer of employment if the test results indicate illegal drug usage, or misuse of legal
drugs. Temporary Pow Wow employees are exempt from this Section.
(c)
(d)
Valid Driver's License and Insurability Requirements
(1)
Prior to beginning employment, in those jobs that require a valid driver's
license, an applicant or employee must provide documentation of a current
valid driver's license, automobile insurance, and a three-year nonemployment driving record.
(2)
Proof of a valid driver's license and insurance will be documented during
onboarding. If for any reason, an employee loses their driver's license or
automobile insurance they must immediately notify their immediate
supervisor in writing. Failure to notify will result in disciplinary action.
The CEO shall have the authority to determine if a driver’s license and
automobile insurance is a necessary requirement of the job. An employee
may be terminated for failure to meet job requirements if it is determined
that driving is a mandatory requirement of the position.
(3)
New employees with out of state driver's licenses shall be required to
obtain a valid Oregon driver's license within the applicable time frames
required by state law. Failure to obtain an Oregon driver's license in a
timely fashion may be grounds for termination.
High School Diploma/GED Waiver
The High School Diploma/GED requirement for entry level positions will be waived for
enrolled Tribal members who are 55 years of age or older.
§ 2.825
(a)
PROCEDURES FOR FILLING JOB VACANCIES
Exceptions to Procedures for Filling Job Vacancies
This Section does not apply to positions supervised exclusively by the Siletz Tribal
Adopted: 11/15/2002
13
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
Council and the class of positions in the Siletz Community Health Clinic that require
specialized education, training, and/or licensing. For Tribal Council supervised positions,
including the Chief Executive Officer, Tribal Council Secretary, and Tribal Court Judges,
the Human Resources Department shall develop separate policies and procedures
governing the process for filling those vacancies. For Siletz Community Health Clinic
positions that are exempt from this section, the Siletz Community Health Clinic shall
develop separate policies governing the procedures for filling those vacancies.
(b)
Establishment of New Positions
Any supervisor seeking to add a new position (salaried, part-time, temporary, volunteer
or seasonal) must:
(c)
(1)
Design a job description to meet the need of the job duties. The job
description shall include job title, job location, and scope of work, overall
responsibilities, specific job duties, qualifications, and suggested
salary/wage.
(2)
Complete and submit a job requisition form, which includes a justification
for the new position and a description of resources available to fund the
position.
(3)
Coordinate through the Human Resources Department, which will review
the job description to ensure consistency with hiring policies and
procedures, obtain Tribal Council approval (or Chief Executive Officer
approval for temporary positions), and complete the recruitment process.
(4)
The CEO is authorized to make edits to approved job descriptions,
provided the edits do not significantly alter the job responsibilities and
does not result in a change in Tribal wage level.
Filling an Existing Vacancy
(1)
As a position becomes vacant, the departmental manager will submit a job
requisition form to the Human Resources Department requesting
advertisement of the position. The manager shall send a job description
that includes any proposed revisions from the previous job description.
The Human Resources Department will send the job requisition form and
job description to the CEO for approval. Upon CEO approval, the Human
Resources Department shall advertise the position.
(2)
Tribal Council must approve revisions on all regular job descriptions,
Adopted: 11/15/2002
14
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
except as provided in STC § 2.825(b)(4). The Human Resources
Department will review the job description for consistency with hiring
policies and procedures. Following the review, the Human Resources
Department will notify the manager of any changes and determine a
closing date and appropriate advertising medium.
(d)
(3)
The CEO has the authority to fill temporary vacancies that do not exceed
120 days without following the advertising and competition procedures
described in this manual. A job requisition form must be submitted by the
supervisor, and approved by the CEO for any temporary position.
(4)
Temporary vacancies exceeding 120 days, which include replacements for
employees on maternity leave, prolonged illness, or other unscheduled
long-term absence must be approved by Tribal Council. Recruitment will
occur to identify more than one qualified candidate. The supervisor will
submit selections, and the CEO will approve the selection.
Reassignment
(1)
Adopted: 11/15/2002
The CEO may initiate or approve employee job reassignments from one
job to another, or from one location to another if all of the following
conditions are met:
(A)
The employee's position is being eliminated due to organizational
restructuring or loss of funding or the employee has a documented
medical condition that prohibits the employee from performing the
essential duties of their position.
(B)
The employee has not been working under a grant provided by an
outside entity of limited duration, other than a self-governance
contract, for a period of less than three years.
(C)
The Tribe has employed the employee for at least one hundred and
eighty (180) days.
(D)
The employee has not received any disciplinary action for the past
one hundred and eighty (180) days.
(E)
There is a current job vacancy, and the employee meets the
requirements as stated in the job description. If the reassignment
request is based upon a medical condition, the Tribe shall require a
physician's statement to verify the employee's ability to perform
15
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
the essential duties of the new position.
(2)
(e)
(f)
(g)
The employee will be eligible for a reassignment once the event giving
rise for the need of a reassignment is documented. If two or more
employees are eligible for a reassignment into one job vacancy, the
interview process will be conducted.
Advertisement and Recruitment
(1)
The Human Resources Department will advertise vacancies for a period of
at least two weeks. Vacancies may be advertised utilizing the following
resources: Tribal newsletters and/or newspapers; other tribes and native
organizations; local newspapers; professional publications/newsletters;
local Indian organizations, schools, and training institute postings; and
websites.
(2)
Whether to re-advertise a position due to lack of qualified candidates shall
be up to the discretion of the Human Resources Department and the hiring
manager.
Submission of Job Application
(1)
An applicant must submit a current, updated Tribal employment
application to be considered for a position with the Tribe. An applicant
will be required to submit an employment application for each position
they desire to apply for. Applications will remain on file for one hundred
and eighty (180) days. Applicants will be required to show and
demonstrate that they meet the qualifications of the job description, and
submit the required supplementary material required in the job
announcement in order to be considered for an interview for any job
vacancy.
(2)
Incomplete applications will be returned to the applicant for completion.
(3)
Job applications must be received by the close of business as set forth in
the job announcement. The Human Resources Department shall track the
date and time that applications are received.
Applicant Screening
The Human Resources Department will conduct initial screening of all employment
applications and determine candidate eligibility for the applicable role. The Human
Adopted: 11/15/2002
16
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
Resources Department will make initial selections on which applicants to interview and
will send those selections to the hiring manager. The hiring manager will communicate
their agreement or any disagreements with the selections to the Human Resources
Department, and the Department has discretion whether to consider the hiring manager’s
comments. The Human Resources Department has the final authority to determine the
final selections on which applicants to interview. Once interview candidates have been
selected, the hiring manager shall identify an interview date. The Human Resources
Department staff will schedule applicable testing and interviews.
(h)
(i)
Interview Committee Formation
(1)
For all positions, a committee shall be appointed of not less than three
members including the immediate supervisor of the position being filled.
(2)
No employee will be eligible to participate as a member of the interview
committee if they are an immediate family member of the applicant.
Immediate family member is defined as: parents, children, spouses,
siblings, or any other person living in the same household. Adoptive
family members are included in this definition.
(3)
The hiring manager will appoint the interview committee, which shall
consist of at least three (3) members. The Human Resources Department
will verify eligibility of the appointed members, and notify the hiring
manager if an appointed member is ineligible and another appointment is
necessary. The maximum number of people on any interview committee
shall be seven (7). The interview committee must include the departmental
manager and a departmental supervisor. The interview committee may
also include a Tribal Council member, a Standing Committee member,
other staff, or outside professionals depending on the nature of the role.
Interview committees may move forward with interviewing candidates if
they have less than three members due to the unexpected absence of an
initial appointee.
Notification to Applicants Not Selected for Interview
(1)
The Human Resources Department will ensure that all applicants not
selected for an interview are notified in writing prior to the interview
date(s).
(2)
If an enrolled Siletz Tribal Member is notified that they do not meet the
minimum job requirements for a position, and they disagree with that
decision, the applicant shall have five (5) working days from the date on
Adopted: 11/15/2002
17
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
the notification letter to submit a written appeal for reconsideration to the
CEO. The CEO will review the applicant's application to determine if they
did meet the requirements. If the CEO determines that the applicant did
meet the requirements, the applicant's name will be added to the interview
list. The CEO’s decision on whether the applicant meets the requirements
of the position shall be final for the Tribe.
(j)
(k)
Reference Checks.
(1)
The Human Resources Department will conduct reference checks on those
applicants selected for an interview. To the extent possible, reference
checks will be available to the committee for viewing prior to the
interview.
(2)
Tribal managers and/or supervisors who receive internal requests for
reference checks shall complete those checks with candor, within five (5)
working days of receipt. The manager or supervisor may seek assistance
from the Human Resources Department or the Legal Department for any
questions regarding reference checks. Failure to promptly complete
internal reference checks may be grounds for disciplinary action.
The Interview Process.
(1)
Department heads, managers, and supervisors may submit updated
interview questions to the Human Resources Department at any time.
Prior to the interview date, the Human Resources Department will prepare
the interview questions for that interview, based off of the interview
questions currently on file. The Human Resources Department will review
the interview questions, and any testing material to ensure they are in line
with the qualifications as stated on the job announcement and other Tribal
policies. The hiring manager and immediate supervisor for the position
will have an opportunity to communicate proposed question changes to the
Human Resources Department. The interview committee shall only ask
applicants the questions prepared by the Human Resources Department.
(2)
At a minimum, during the interview process, the applicant will be asked
the following:
Adopted: 11/15/2002
(A)
To state the specific nature of their experience that relates to their
ability to successfully complete job duties;
(B)
Whether the applicant can perform the essential duties of the job,
18
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
and;
(C)
Whether the applicant has any objections to undergoing a drug
screen prior to employment.
The Human Resources Department will maintain the interview
committee's records of each applicant's responses to the questions.
(l)
(m)
Recommendation for Hire
(1)
After the interviews are completed the interview committee will review all
relevant material and make a recommendation for hire.
(2)
In determining the final selection, committee members should evaluate
candidates on the following bases:
(A)
Applicant's complete application and responses to interview
questions.
(B)
Extent to which the applicant's listed experience and abilities are
related to the job opening and are verifiable.
(C)
Applicant's work record with particular emphasis on stability,
dependability, and potential for growth.
(D)
Whether an applicant meets the job requirements and can perform
the job duties of the position.
(E)
Applicant's general conduct during the interview, with principal
emphasis on the applicant's ability to work with the Tribal Council,
community, Tribal employees, and other agencies; and their ability
to meet general rules of conduct for all employees. After
completing the interview process, the interview committee will
forward all interview notes, records, along with the
recommendation for hire, to the Human Resources Department.
(F)
All information, selection, interview notes are confidential. No
decision is final until approved by the CEO.
Final Authorization for Hire
(1)
Adopted: 11/15/2002
After reviewing the interview committee's recommendation, the Human
19
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
Resources Department will forward the selected applicant's file to the
CEO. The CEO will review and, if acceptable, sign off on the hiring
recommendation.
(n)
(o)
(2)
In the event that an applicant is recommended for hire over another
applicant who may be entitled to preference under STC § 2.889, the
interview committee is required to document, in writing, the reason for
such decision.
(3)
If the CEO disagrees with the interview committee's recommendation, the
CEO will convene a meeting with the committee to discuss their concerns.
(4)
The final authorization for hire rests with the CEO and is considered final
for the Tribe.
Hiring
(1)
After the CEO’s signature is obtained, the Human Resources Department
will notify the applicant of their selection, and schedule an appointment
for them to undergo a drug screen and run a criminal history check. Upon
verification of a satisfactory drug screening and criminal history approval,
the Human Resources Department will set up an orientation appointment
for the new employee.
(2)
In the event that the person selected refuses the job offer or terminates
employment within ninety (90) days, the CEO is authorized to use the
same interview list to fill the position. The Human Resources Department
can, after the CEO’s approval, offer the position to the interview
committee's next choice.
Non-Selection
Applicants not selected for the position will be notified by the Human Resources
Department as soon as the final offer of employment is accepted. There are no appeal
rights for non-selection.
(p)
Personnel Action Notices
A new hire Personnel Action Notice (PAN) will be created by the Human Resources
Department. The PAN will include salary, position, evaluation dates, funding sources and
previous tribal employment from the applicant’s application. Since the CEO has signed
the rating form for the approval of hiring, new hire PANs will not require CEO signature.
Adopted: 11/15/2002
20
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
PART 4
EMPLOYEES TRAINING AND ORIENTATION
It is the policy of the Siletz Tribe to encourage all employees to continue educational endeavors,
to improve their skills, and to pursue advancement in their job status.
§ 2.826
NEW EMPLOYEE ORIENTATION
All new hire employees are required to attend a mandatory New Hire Orientation and
Benefits Orientation.
(a)
An orientation program will be developed by the Human Resources Director to
acquaint each new employee with Tribal government and to familiarize them with
their jobs. Each employee's supervisor will be responsible for assuring that the
orientation program is carried out.
(b)
At a minimum, the orientation program will include the following:
§ 2.827
(a)
(1)
An opportunity for the employee to read and ask questions about this
manual.
(2)
An opportunity for the employee to read Tribal government materials that
are relevant to the employee's job; including work plans, program
contracts and grants, annual reports, and program budgets.
(3)
An opportunity for the employee to meet other Tribal employees,
representatives, and officials which whom the employee will work with.
(4)
An opportunity for the employee to resolve any questions about the work
for which the employee is responsible, either through the employee's
direct supervisor or through another Tribal employee.
(5)
Information about the importance of work-related safety, and the
employee's responsibility for following safety practices.
SKILL DEVELOPMENT AND TRAINING - EMPLOYEE
DEVELOPMENT PLAN
The employee and their immediate supervisor may develop an annual
Employee Development Plan (EDP) which outlines the employee's need for
training and education to improve their performance relating to their current
position, prepare the employee for future promotional opportunities, or maintain
required professional certifications. Training and education shall be defined as
Adopted: 11/15/2002
21
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
continuing education, conferences, seminars, and professional training. The
immediate supervisor approves the EDP. An approved EDP does not constitute
approval for specific travel or training.
(b)
Training requests must be submitted and approved by the employee's immediate
supervisor, program manager, and the Chief Executive Officer. Out-of-area
training requests must follow the procedures outlined in the Travel Policy.
Training requests will be evaluated on the length of time the employee will
participate in the training, and the overall benefit to the Tribe. Employees within
their probationary period can attend training with appropriate approvals.
(c)
If feasible, each program is responsible for determining and including training
funds in their program budgets. Approval of funding for training does not
constitute approval of training.
PART 5
§ 2.828
PERFORMANCE EVALUATIONS
TIMING OF EVALUATIONS
(a)
Evaluations will generally be held at the designated times indicated in this
section, but may be conducted at other times upon the request of evaluating staff
and approval by the Human Resources Department. The due date for all
performance evaluations is the fifth business day after the relevant anniversary
date giving rise to the evaluation.
(b)
All new employees shall have a performance evaluation after the first ninety (90)
days of the probationary period. A salary increase will not be received at the
midpoint evaluation. If the midpoint evaluation would fall on a Tribal holiday the
evaluation shall be performed on the next available workday.
(c)
All new employees will be evaluated upon completion of their probationary
period, which will be their one hundred and eighty (180) day evaluation. If the
probationary evaluation would fall on a Tribal holiday the evaluation shall be
performed on the next available workday.
(d)
All other employees will be evaluated on the anniversary date from their one
hundred and eighty (180) day evaluation. If the annual evaluation would fall on a
Tribal holiday the evaluation shall be performed on the next available workday.
Evaluations are to be completed and submitted with the appropriate signatures to
the Human Resources Department on the anniversary date of when the employee
obtained regular employee status.
Adopted: 11/15/2002
22
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(e)
Evaluations that are not completed within forty-five (45) days of due date will be
considered satisfactory and a Personnel Action Notice (PAN) will be completed
to include the normal step increase if applicable. Evaluations not performed
within the 45-day window will be considered untimely. Untimely completion of
evaluations without an approved extension from the Human Resources
Department may subject supervisors and/or managers to disciplinary action and
will affect their own evaluation. Failure to complete evaluations within forty-five
(45) days of due date without good cause will result in the supervisor and/or
manager being ineligible for their next merit incentive.
(f)
An evaluation PAN will be created by the Human Resources Department. The
PAN will include any salary increases, position changes, evaluation dates, and
funding source. Since the Chief Executive Officer has signed the evaluation form,
evaluation PANS will not require CEO signature.
§ 2.829
PROCEDURES FOR EVALUATIONS
(a)
The immediate supervisor will complete an Evaluation Form for each employee.
A draft evaluation will be reviewed by the second line supervisor, if applicable,
prior to conducting the evaluation with the employee. At this point, any second
line supervisor, including area office supervisors, may add input, as they deem
appropriate. The supervisor and the employee will then meet to review and
discuss the final evaluation. After the review and discussion is complete, the
employee shall sign the evaluation to acknowledge the review took place. The
employee may include a written response to the evaluation. The employee's
written response must be submitted to the employee's immediate supervisor and
the Human Resources Department within ten working days after the completed
review. The Human Resources Director and the CEO shall have discretion to
review the final evaluation and the employee's written response and determine
whether the employee should be reevaluated.
(b)
Evaluations will be based upon an assessment of the employee's job
responsibilities and performance.
(c)
Each evaluation will result in a determination by the supervisor that the
employee's work is rated as follows in specific evaluation categories:
Distinguished – 5
Commendable – 4
Satisfactory – 3
Needs Improvement – 2
Unacceptable – 1
Adopted: 11/15/2002
23
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
The employee’s overall rating will be the average of the scores in each evaluation
category on the Evaluation Form. Overall ratings shall be rounded up. For
example, an overall rating above 4.5 qualifies as distinguished, above 3.5
qualifies as commendable, and so on.
(d)
If any employee's overall rating is satisfactory, at the employee's request, the
supervisor should identify those areas of the employee's performance which can
be improved.
(e)
If an employee's overall rating is needs improvement or unacceptable, the
supervisor will identify those areas of the non-probationary employee's
performance which must be improved and develop a work plan to cover the
following ninety (90) day period, at which time another evaluation will be
conducted. Upon adequate completion of the work plan, the employee will be reevaluated and if their overall rating is satisfactory they will receive their step
increase from the date of that evaluation. The normal evaluation date will not
change.
(f)
If an employee's overall rating is unacceptable, the employee may be discharged
from Tribal employment.
(g)
If the employee is on probation, performance that could be rated as needs
improvement or unacceptable may result in termination of employment.
Termination of a probationary employee need not, however, specify a reason for
such termination.
(h)
A non-probationary employee who disagrees with their evaluation may appeal
the evaluation under the terms of the Employee Appeal Procedure.
(i)
Tribal Council will evaluate employees that they directly supervise.
(j)
The Human Resources Department may alter the evaluation process, with
approval of the Tribal Council to fit the needs of different job positions.
(k)
The Human Resources Director shall periodically review performance of the
evaluation process to ensure that it is accomplishing the purpose of encouraging
superior employee performance. The Human Resources Director may suggest
changes in the evaluation process from time to time as appropriate and such
changes shall be included in this manual after approval by the Tribal Council.
PART 6
Adopted: 11/15/2002
SALARY ADMINISTRATION
24
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
§ 2.830
SALARY SCHEDULE
(a)
The salary schedule (see Appendix B) will be reviewed annually by Tribal
Council, and may be adjusted for cost of living adjustments (COLAs) or other
increases if Tribal Council so decides. Employees who reach the end of their
salary scale are only eligible for approved COLAs.
(b)
Pay Differential Policy:
(1)
Intent: Authorize the CTSI Chief Executive Officer to implement a Pay
Differential Policy in an effort to appropriately compensate employees for
reasons listed below. Not addressing pay differentials related to such
reasons can cause pay disparity and inequity. Pay differential may be
needed in order to recognize:
(A)
Recruitment and retention difficulties.
(B)
Undesirable work location or ship assignment.
(C)
Performance of atypical duties.
(D)
Recognition of special but temporary responsibilities.
(2)
Definition: “Pay Differential” - A special additional pay recognizing
unusual competencies, circumstances, or working conditions applying to
one or a group of employees.
(3)
Policy: The CEO may authorize a pay differential not to exceed ten
percent of the base salary to address the situations listed under the intent
of this policy. Under an approved emergency declaration, the CEO may
authorize a pay differential not to exceed twenty percent of the base
salary. The CEO, in consultation with the Human Resources Director,
may consider the following when determining whether a pay differential is
appropriate and to determine an appropriate differential amount:
Adopted: 11/15/2002
(A)
Are the duties included in the employee job description? If the
duties in question are expected to be permanent, a revised job
description shall be drafted, rated, and presented to Tribal Council
for approval. If the duties are temporary, attempts will be made to
hire temporary staff.
(B)
Is the employee temporarily assuming full responsibility of an
25
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
unoccupied position as the interim holder instead of their regular
position? The CEO shall consider the additional duties and hours
dedicated to the interim position that are assumed.
(4)
(5)
Adopted: 11/15/2002
(C)
Whether a supervisor temporarily assumes responsibilities for a
subordinate employee.
(D)
Whether an employee temporarily assumes responsibilities of a
position that is either paid equal or paid less than their regular
position. An increased workload in these situations should be
addressed by workload redistribution and/or hiring temporary staff.
The employee or supervisor must submit a Pay Differential Request Form
to the Human Resources Director. The form must include:
(A)
Copies of relevant job descriptions(s).
(B)
A list of the higher-level responsibilities.
(C)
The number of hours which are devoted to, or expected to be
devoted to, the additional higher-level responsibilities, plus the
number of hours in the employee’s work week.
(D)
The time period during which the subject employee is expected to
perform the additional higher-level responsibilities (including
beginning and end dates).
(E)
Explanation of the need for higher-services compensation (as
opposed to permanently filling the position or other alternatives).
(F)
The plan for ending the temporary responsibilities.
(G)
Identify an appropriate budget.
If the pay differential is approved, the CEO will direct the Human
Resources Department to process a PAN outlining the pay differential
amount and timeframe. If an extension is required beyond the approved
timeframe, approval will be required to continue the pay differential with a
new plan. The Human Resources Department will track pay differential
approvals and report monthly to Tribal Council. If the request is not
approved, the Human Resources Director will provide the employee or
supervisor a written decision including recommendations to address the
26
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
justifications included on the Request Form. This decision is final for the
Tribe.
§ 2.831
NEW EMPLOYEES
Salaries for new employees are established within the ranges of the established salary
schedule. At the recommendation of the department supervisor, new employees will be
placed on the salary scale at Tribal Level Step One for the established pay grade. If
program budgets permit, new employees may be placed on the salary scale based on the
Hire-In tool, at a step no higher than five. The Hire-In tool factors in years of education,
years of direct experience and professional certifications directly related to the position.
§ 2.832
(a)
(b)
MERIT INCREASES AND MERIT INCENTIVES
Merit Increase: Merit Increases are given upon receipt of a satisfactory
performance evaluation at the conclusion of the probationary period and thereafter
based on satisfactory performance on subsequent evaluations and upon
availability of funding. The general guidelines for merit increases are as follows:
(1)
Satisfactory performance evaluation at completion of one hundred and
eighty (180) day probation period: 2.5% increase.
(2)
Satisfactory performance on subsequent performance evaluations: One
step 2.5% increase for steps 1 – 7. At step 8, step increases will occur
every other year until the employee has reached step 13 and will remain at
2.5%. The overall performance evaluation rating must be satisfactory or
better for an employee to be eligible to receive the step increase.
(3)
If the overall evaluation rating is below Satisfactory, (rating lower than
2.6), then the employee will be ineligible to receive a step increase based
on their evaluation.
Merit Incentive: Within the limits of available funds, departments may budget for
merit incentives based on employee job performance. Merit incentives may be
granted to employees for commendable job performance as determined by the
employee’s supervisor(s) and manager(s). Commendable job performance means
that all of the employee’s job elements have been performed in a manner
substantially exceeding normal requirements.
Merit incentives shall not exceed 3% of the employee’s gross wages. Merit
incentives will be awarded based upon the individual employee’s performance.
Recommendations must be submitted by the employee’s immediate supervisor to
Adopted: 11/15/2002
27
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
the employee’s department manager, unless the employee’s immediate supervisor
is the department manager. The department manager must submit approved merit
incentive recommendations to the Chief Executive Officer for final approval.
Merit incentives for the CEO must be recommended by a member of Tribal
Council, and approved by the Tribal Council.
Merit incentives approved by the CEO will be disbursed bi-annually in June and
December. Employees with less than a year of service are not eligible to receive a
merit incentive. An employee who receives a merit incentive is not eligible to
receive another merit incentive for three years from the date of disbursement.
The Human Resources Department is responsible for monitoring and assuring the
consistent and equitable application of merit incentive procedures throughout
Tribal government. The CEO may reject any recommended merit incentive that
they believe is not supported by performance evaluations or other indicators of
employee performance, or that they believe is not in the best interests of the Tribe.
§ 2.833
CHANGE IN JOB ASSIGNMENT
A job assignment may change due to position reclassification, temporary transfer, or
being selected through the hiring process for another position within Tribal
administration. When an employee is assigned to a new Tribal Level (TL), their
anniversary date of employment will change to the effective date of the new Tribal Level
assignment.
§ 2.834
POSITION RECLASSIFICATION
Additional job duties may be assigned to a position, if it is the job within the department
to which the responsibility logically would fall. Revised job descriptions must be
submitted by the supervisor with a written justification that outlines the changes, which
have been made in the job and the reasons for the changes. In addition, an employee may
request to their immediate supervisor that their position description be updated and reevaluated due to a permanent change in job duties and responsibilities that have occurred
over a period of time. The supervisor, manager, Chief Executive Officer, and Tribal
Council must approve all revisions. The Tribal Council has final approval for job
description revisions, except as provided in STC § 2.825(b)(4).
If the position is reclassified and warrants a Tribal Level increase, the employee's current
pay will be increased by two percent and then located on the higher Tribal Level. If the
pay increase is substantial, and cannot be located on the new Tribal Level, then the
employee will start out at step-one of the new Tribal Level. If the position is reclassified
and it warrants a pay decrease, the employee's current compensation will remain frozen
Adopted: 11/15/2002
28
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
until it comes in line with the new Tribal Level.
§ 2.835
TEMPORARY ASSIGNMENTS
An employee who is temporarily assigned to a different position will receive their current
salary/wage if the temporary position is paid at a lower rate. If the position is paid at a
higher rate, and the employee can perform all of the duties in the job description, the
employee will be paid at the higher rate assigned to the temporary position. If the
employee cannot perform all of the duties in the job description, a modified job
description will be developed and evaluated for the appropriate compensation.
§ 2.836
HIRED FOR A NEW POSITION
(a)
If an employee is selected for another position within Tribal administration, the
employee will be paid at the same rate if the position is classified at the same
Tribal Level and current step.
(b)
If the new position is at a higher Tribal Level, the employee's current pay will be
increased by two percent and then located on the higher Tribal Level. If the pay
increase is substantial, and cannot be located on the new Tribal Level, then the
employee will start out at step one.
(c)
If the new position is at a lower Tribal Level, then the employee's pay will be
lowered to reflect the new Tribal Level. The employee will maintain their current
step for satisfactory performance and years of service.
(d)
All new hires will serve the one hundred and eighty (180) day probation period,
unless specifically stated in the job description.
PART 7
§ 2.837
EMPLOYEE RECOGNITION AWARDS
GOAL OF RECOGNITION AWARDS PROGRAM
The Employee Recognition Award Program has been designed and implemented to
recognize employees whose individual or group efforts have increased the efficiency,
economy, or effectiveness of Tribal government operations; and/or recognize employees
for their outstanding performance of official or non-official duties.
§ 2.838
EMPLOYEE RECOGNITION AUTHORITY
The Human Resources Department is responsible for soliciting and determining
nominations and eligibility for employee recognition awards.
Adopted: 11/15/2002
29
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
§ 2.839
NOMINATIONS AND AWARDS
(a)
Nominations for Spot Awards may be made at any time and will be approved or
denied as soon as practicable following nomination.
(b)
Nominations will be solicited from all employees on an annual basis for the
following awards:
(1) Employee Suggestion/Invention Award
(2) Special Acts or Service Award
(3) Time Off Award
(4) Extra Effort Award
(5) Performance Bonuses
An Employee(s) of the Year may be selected from new nominations or nominations
received for all categories throughout the year.
(b)
Nominators, Staff, Managers, and Supervisors Responsibilities
(1)
Recognize employees for specific achievements.
(2)
Ensure recognition is distributed equitably and based in appropriate
justification.
(3)
Consider input from appropriate sources when making recognition
decision.
(4)
Recognize contributions in a timely manner.
(5)
Emphasize the importance of teamwork through recognition of group
accomplishments.
(6)
Use non-monetary recognition as an alternative to monetary awards for
specific achievement or when monetary awards are not authorized.
Adopted: 11/15/2002
30
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
§ 2.840
(7)
Promote the recognition program by encouraging employee participation,
arranging for appropriate presentations and periodically publicizing
recognition activities.
(8)
Forward suggestions and inventions to the appropriate parties for
evaluation.
(9)
Review nominations to ensure that the recognition is linked to the
contribution and that the award amount accurately reflects the value of
the contribution.
ELIGIBILITY
All full time, part time, and seasonal Tribal employees are eligible to receive recognition
awards. WEX, summer youth employees, interns, volunteers, judges, and Tribal Council
are not eligible to receive recognition awards. Temporary employees are eligible for spot
awards, but not for other recognition awards.
§ 2.841
AWARD PRESENTATION AND PUBLICITY
To be effective, presentation of awards should be made by the Chief Executive Officer
before staff meetings or employee assemblies whenever possible. In-house publications
and bulletin boards to publicize the achievements of award recipients are encouraged.
PART 8
§ 2.842
EMPLOYEE CLASSIFICATION
CLASSES OF EMPLOYEES
Employees of the Confederated Tribes of Siletz Indians are classified in the following
categories.
(a)
Probationary Employee (new and disciplinary)
(1)
Adopted: 11/15/2002
New employees will serve a one hundred and eighty (180) day
probationary period to determine their suitability as a Tribal employee. If
extended leave of absence or layoff occurs during the probation period, the
probationary period will be extended by an equivalent amount of time. A
probationary employee may be terminated at any time during the
probationary period only by the recommendation of the employee's
supervisor and/or manager and the approval of the Chief Executive
Officer. Supervisory and managerial staff shall document reasons for
termination of a probationary employee.
31
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(b)
(c)
(2)
Probationary employees accrue sick and annual leave during their
probation period; but may not use any leave during the first ninety (90)
days of the probation period. Any absences during the first ninety (90)
days of the probation period will be designated as Leave Without Pay. All
leave (annual/sick/funeral/administrative) will be forfeited if the employee
is terminated during the probationary period. Where an employee has had
a change of position with no break in service, the employee will be
eligible to use accrued Annual or Sick leave during the first 90 days with
supervisor approval.
(3)
Employees who have previously worked for Tribal Administration shall
be treated as a new employee in any new position.
(4)
At the completion of the employee's probationary period, the employee's
supervisor will evaluate the employee's performance under the procedures
of this manual and shall recommend to the CEO if the employee is entitled
to regular employee status or if the employee should be terminated.
(5)
Except for alleged substantive constitutional violations, administrative
error, or discrimination in the termination or a disciplinary process,
probationary employees shall have no right to appeal any disciplinary
action taken during the probationary process under other sections of this
manual. The extent of a probationary employee's appeal rights shall be set
out in any disciplinary or termination notice.
Regular Employee
(1)
A regular employee is a part-time, part-time/on-call (part-time schedule
hours and on-call up to 40 hours), or full-time employee who has been
retained in their appointed position after the successful completion of their
probationary period. Regular employees shall be subject to the disciplinary
procedures set forth in this manual.
(2)
A regular employee may include employees who are employed on a
seasonal basis. It is not necessary to re-advertise to fill such positions after
a seasonal layoff. Such employees shall accrue leave and other benefits
provided to regular employees only during their period of active
employment.
Temporary Employee
Adopted: 11/15/2002
32
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
An employee, other than seasonal worker, hired for up to one hundred and twenty
(120) days on either a full-time or part-time basis. Temporary employees are not
eligible for annual, holiday, administrative, or sick leave; life and disability
insurance, health insurance, or retirement benefits. The CEO can authorize
appointment of a temporary employee whenever a short-term vacancy occurs, or
when they determine it to be in the best interest of the Tribe. A temporary position
may be filled without following the advertising and competition procedures
described in this manual.
(d)
Limited Duration Employees
An employee hired for a limited duration of time as specified by need or grant
funding. Limited duration positions shall be eligible for annual, holiday,
administrative, or sick leave, life and disability insurance, health insurance, or
retirement benefits. Limited duration employees shall be subject to the one
hundred and eighty (180) day probationary period. In the event that additional
grant funding is received that continues supporting the ongoing grant objectives,
the employee will retain their position and a break in service will be allowed up to
ninety (90) days where grant funding lapses. If a limited duration position
becomes a regular funded position, the position will be re-advertised and filled
through the regular Tribal hiring process. Limited duration positions that are
extended by department funding for the completion of the project must be
approved in advance by the CEO.
(e)
On-Call Employees
An employee is considered on-call when they do not have a fixed schedule and
are utilized for periods when regular staff are unavailable, or during peak hours.
On-call employees are not eligible for insurance benefits. On-call employees who
work over 1,000 hours in a calendar year will be eligible to participate in the
Tribe's retirement plan. On-call employees are not eligible for annual, holiday,
administrative, or sick leave, life and disability insurance, health insurance, or
step increases (except for COLAs, if approved).
(f)
Seasonal Employees
A regular employee who works full or part-time for a specified period of time
each calendar year shall be considered a seasonal employee. Seasonal employees
are eligible for annual and sick leave according to Tribal policies, but are not
eligible for retirement or health benefits unless they work for one hundred and
eighty (180) days or longer during each calendar year. Seasonal employees will
not accrue annual and sick leave during periods of non-employment. Retirement
Adopted: 11/15/2002
33
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
and health benefits will be suspended during periods of non-employment unless
the employee pays the premiums. Head Start employees shall receive
health/dental, disability, & life insurance benefits during the summer break if they
are otherwise eligible for coverage immediately prior to the start of the break.
(g)
Detached Duty Employee
An employee assigned from another agency (such as the Bureau of Indian Affairs,
or Indian Health Service) to work within the Tribe shall be considered a detached
duty employee. A detached duty employee will work within the functional
policies in this manual, but will receive compensation and personnel benefits
under the provision of the assigning agency.
(h)
Exempt Employee
Exempt employees are employees who, because of their position, duties,
responsibilities, and level of decision-making authority, are exempt from the
overtime provisions of this manual. In general, exempt employees are not
required to submit timesheets unless they are utilizing leave. Exempt employees
may be required to submit timesheets to account for funding requirements or to
track hours worked.
Exempt employees are expected to work the hours that are reasonably necessary
to accomplish the goals and deliverables of their position. Thus, exempt
employees have more flexibility in their schedules to come and go as necessary to
accomplish work than non-exempt employees, because they typically end up
working more than 40 hours per week as a result of their job requirements.
(i)
Non-Exempt Employee
Non-exempt employees are subject to all relevant provisions of this manual
including the policies covering overtime, flex time, and compensatory time. Nonexempt employees are normally required to account for hours and fractional hours
worked and are paid for all hours and fractional hours worked.
(j)
477 Training Employees (WEX)
The CEO may establish opportunities for Tribal members and other Indian
applicants in need of work experience to enter the Tribal government work force
through a 477 program. The 477 participants, who satisfactorily complete a
related work experience placement, may be hired by the CEO in an entry level
Adopted: 11/15/2002
34
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
position without regard to formal recruitment and selection policies. The CEO is
authorized to use the 477 program to fill entry-level positions.
(k)
Volunteers
A volunteer is an individual who performs a service for the Tribe, but does not
receive compensation from the Tribe. Before a volunteer can begin work, they
must sign a Volunteer Agreement, complete an application, undergo drug
screening, and a criminal history check which will be maintained in the Human
Resources Department. Volunteers are not considered employees of the Tribe, and
are not entitled to Tribal employee benefits.
(l)
Job Share
Job share means that two (or more) employees share the duties and benefits of one
full-time job. Each employee in a job share arrangement is considered a part-time
employee. Job share is permitted if beneficial to the Tribe. Leave will be pro-rated
based on hours worked. Other benefits will be based on eligibility requirements of
the specific benefit. At no time will combined benefits exceed one (1) full time
equivalent.
(m)
Student Interns
A student intern is an individual who can be compensated or not compensated and
is a student working for the Tribe to gain work experience in a field of study.
These individuals are considered work experience employees and are not eligible
for Tribal employee benefits, unemployment benefits, and are usually tax exempt.
PART 9
§ 2.843
EMPLOYEE LEAVE POLICY
ANNUAL LEAVE ACCRUAL & SELLBACK
(a)
Regular full-time Tribal employees will accrue annual leave based on their length
of employment with Tribal Administration, as follows:
Annual leave earned per month -
(b)
(1) Up to 2 years
(2) 2 to 4.99 years
(3) 5 to 9.99 years
(4) 10 to 19.99 years
(5) 20+ years
8 hours
10 hours
12 hours
14 hours
16 hours
Regular part-time Tribal employees will accrue prorated annual leave based on
Adopted: 11/15/2002
35
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
the number of hours worked compared to the full-time equivalency.
(c)
Regular employees will be paid for accrued annual leave upon termination of
employment. New probationary employees who are terminated shall not be paid
for annual leave accumulated during their probationary period.
(d)
Each Tribal employee will provide their supervisor with at least 24 hours advance
notice of planned absences and will obtain the approval of their immediate
supervisor before taking annual leave. Probationary employees will accumulate
leave at the regular rate; but may not use their annual leave during the first ninety
(90) days of the probation period. After the 90-day period, the immediate
supervisor may approve the use of annual leave. Employees with no break in
service will be eligible to use accrued annual or sick leave during the first 90 days
with supervisor approval.
(e)
Employees who voluntarily terminate employment with Tribal Administration
and employees who are laid off and are subsequently re-hired will be considered a
new employee, but will retain their annual leave accrual rate.
(f)
Employees who are transferred, promoted, or accept another position within
Tribal Administration will maintain their current hourly leave balance and annual
accrual rate.
(g)
Annual Leave sellback: Available 2 times per year:
(h)
(i)
(1)
Last pay period in May, and/or
(2)
The first or second pay period in December.
Annual Leave Sellback Requirements:
(1)
Must have used 20 hours of annual leave prior to the last pay period in
May to qualify for a sellback in May, and 40 total hours of annual leave
during the calendar year to qualify for sellback in December.
(2)
After sellback, must have combined annual leave or sick leave balance of
at least 40 hours.
Annual Leave Sellback form will be prepared and signed by the employee.
Sellbacks are subject to the approval of the supervisor and Chief Executive
Officer.
Adopted: 11/15/2002
36
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(j)
Automatic Leave Sellback: Any employee carrying more than 320 hours as of the
last pay date in December will have their excess balance automatically paid out to
bring the balance down to 320 hours for the following calendar year.
(k)
Sellback Calculation: Pay rate to determine the sellback amount will be the
employees’ normal pay rate as of the sellback date (i.e. it will not include any
temporary differentials).
(l)
Emergency Use: Employee may request a leave sellback one time per calendar
year for emergencies as determined by the supervisor and CEO. Annual leave
requirements in section (h)(1) are not applicable to emergency use.
§ 2.844
SICK LEAVE ACCRUAL
(a)
Regular full-time Tribal employees accrue sick leave at the rate of 8 hours per
month, up to a maximum of 320 hours. Regular part-time Tribal employees will
accrue pro-rated sick leave based on the number of hours worked compared to the
full-time equivalency. Accrued sick leave will not be paid to an employee upon
termination, and sick leave is forfeited upon termination.
(b)
Probationary employees will accrue sick leave, but may not use their sick leave
during the first 90 days of the probation period. After the 90-day period, the
immediate supervisor may approve the use of accrued sick leave. Employees with
no break in service will be eligible to use accrued sick leave during the first 90
days with supervisor approval.
(c)
Sick leave is authorized only for medical necessity relating to the employee or an
employee's immediate family member, and may be used for the following
purposes only:
(d)
(1)
Illness;
(2)
Appointments with health care providers;
(3)
Hospitalization or outpatient treatment; or
(4)
Quarantine based on exposure to contagious disease, when documented by
a physician's statement.
Each Tribal employee will notify their immediate supervisor as soon as
possible after the need for sick leave is known. The supervisor may require the
employee to substantiate, by doctor's letter or similar document, that the sick
Adopted: 11/15/2002
37
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
leave was necessary. Sick leave of three (3) days or more duration shall require
documentation by doctor.
(e)
In addition to imposing disciplinary sanctions for abusing sick leave, the Chief
Executive Officer may disallow sick leave unwarranted under this section and
either charge it against an Employee's annual leave or consider it leave without
pay. Sick leave may not be used by an employee in lieu of annual or other
personal leave.
(f)
In cases where excessive absences of an employee are determined to be
negatively impacting work performance, clients, the worksite, or the Tribe, the
CEO shall have the authority to terminate employment.
(g)
Employees who are transferred, promoted, or accept another position within
Tribal Administration will maintain their current hourly leave balance.
§ 2.845
HOLIDAY LEAVE
(a)
The following shall be recognized and observed as paid holidays for
regular/Probationary Tribal employees. On the observance of these holidays by
Tribal government, all Tribal offices will be closed. Tribal employees who are in
leave without pay status the entire workday before or the entire workday
following a Tribal holiday will not receive holiday pay for the Tribal holiday.
(1)
New Year's Day
(2)
Martin Luther King's Birthday
(3)
President's Day
(4)
Memorial Day
(5)
Juneteenth
(6)
Independence Day
(7)
Labor Day
(8)
All Treaty Day September 10th
(9)
Indigenous Peoples’ Day
Adopted: 11/15/2002
38
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(10)
Veteran's Day
(11)
Restoration Day
(12)
Thanksgiving Day
(13)
Native American Heritage Day
(14)
Christmas Day
(b)
In addition to the above holidays, the Tribal Council may close Tribal offices for
other official holidays or commemorations. Such holidays shall be paid, unless
decided otherwise by the Tribal Council.
(c)
Full-time regular and probationary employees will receive 8 hours of pay for
Tribal holidays. Part-time Employees will receive pro-rated pay, based on the
number of hours worked per week.
(d)
If a non-exempt employee is required and authorized by the Chief Executive
Officer to work on an official Tribal holiday, the employee will receive 1.5 times
the regular rate for the actual hours worked.
(e)
Tribal holidays will be observed on the same date such holiday is observed by the
federal government or on such date as designated by the Tribal Council. If the
Tribal holiday falls on a Saturday, it will be observed the previous Friday. If a
Tribal holiday falls on a Sunday, it will be observed the following Monday.
(f)
Tribal employees are not encouraged to work on Tribal holidays. If they do, no
additional compensation will be provided unless authorized in writing by their
supervisor and the CEO, who may also authorize compensation time as set forth
in this manual, as an alternative to paid compensation.
(g)
Temporary employees are not allowed to work any Tribal holiday or non-work
day without a supervisor present and CEO approval.
§ 2.846
FUNERAL LEAVE
(a)
Regular full-time employees may use up to five days or 40 hours of funeral
leave each calendar year. Funeral leave applies to the loss of an employee’s
human relative or loved one. Regular part-time employees may use pro-rated
funeral leave based on the number of hours worked compared to the full-time
equivalency. If additional days are required, the employee shall request
permission from their supervisor to use accrued annual leave. Probationary
Adopted: 11/15/2002
39
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
employees will be granted funeral leave during their probationary period with
supervisory approval.
(b)
§ 2.847
A Tribal employee who is designated by the Tribal Council to represent the Siletz
Tribe at a funeral is entitled to receive their regular pay for such attendance
without regard to the provisions of this section.
ADMINISTRATIVE LEAVE
The Chief Executive Officer may approve paid leave for administrative purposes as
follows:
(a)
JURY DUTY: Tribal employees who are required to serve on a jury will be
entitled to administrative leave for the period of time such service requires. If the
employee receives payment for such services, these funds will be surrendered to
the Accounting Department, excluding any mileage payment.
(b)
CULTURAL PRESENTATIONS: Administrative leave may be taken for triballyapproved cultural presentations to outside agencies, such as schools and nursing
homes, upon approval by the CEO. Employees are allowed up to one day, not to
exceed 8 hours, per month.
(c)
CULTURAL DAY: Employees are authorized one cultural activity per year.
Employees will receive 8 hours of administrative leave with supervisory approval
per calendar year. Paycheck stubs will show at the beginning of each year 8
(eight) hours of Culture. Cultural time is not available for carryover nor is payable
upon termination.
(d)
OTHER: Other types of administrative leave shall be approved at the discretion of
the CEO. Except for the staff representative, employees who volunteer for
Standing Committees will be required to use annual leave to attend committee
meetings, related training, and committee functions, if necessary.
(e)
SAFETY DAY: An employee who completes one year of employment without
any lost time due to injury shall be awarded a paid day off (Safety Day). New
employees will be eligible for a safety day after they complete one year of service
from their original hire date. After one year of service, time will be allotted by
calendar year. Paycheck stubs will show at the beginning of each year 8 (eight)
hours. Safety time is not available for carryover nor is payable upon termination.
If injured with a lost time injury, the leave balance will reset to zero and the
employee will not be eligible for a safety day until the beginning of the following
year.
Adopted: 11/15/2002
40
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(f)
VETERANS HONOR GUARD: Administrative leave may be taken for approved
veteran presentations upon approval by the CEO. Employees are allowed up to
one day, not to exceed 8 hours, per month. CEO may approve additional time for
memorial services. If employee is on administrative leave, employee is not
eligible for stipend or honorarium.
(g)
EMERGENCY: Due to an emergency including but not limited to, natural
disaster, earthquake, fire, tsunami, pandemic, or other emergency as declared by
Tribal Emergency Declaration and shall be in effect until such time as the
Emergency Declaration has been suspended.
(h)
CROSS-DEPUTIZATION: Employees whose job descriptions require them to
participate or employees who have an approved request to participate in
interagency or intergovernmental actions, such as firefighting services, shall be
entitled to have paid or unpaid administrative leave approved for the time period
of cross-deputization for such actions. If the employee receives compensation or
pay from the partner agency or government, they shall either surrender those
funds to the Accounting Department and take paid administrative leave or they
shall keep those funds and take unpaid administrative leave, other than mileage
reimbursement.
§ 2.848
LEAVE WITHOUT PAY
(a)
Personal Leave
(1)
(2)
Adopted: 11/15/2002
Personal Leave may be granted for the following reasons:
(A)
Serious illness in the employee's immediate family requiring
attention of the employee.
(B)
Compelling personal business.
(C)
Extreme personal emergencies.
(D)
Approved absences during the first 90 days of the probation
period.
Requests for personal leave for less than two weeks shall be in writing on
approved leave slips and submitted in advance to the employee’s
immediate supervisor, and shall contain reasonable justification for
approval.
41
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(b)
(3)
Requests for personal leave in excess of two weeks shall be approved by
the Chief Executive Officer, and will be processed with a Personnel
Action Notice. In no case will personal leave be granted in excess of
twelve months.
(4)
Employees must exhaust other available leave balances prior to making a
request for personal leave. Personal leave is granted with the
understanding that the employee intends to return to work upon
completion of the leave and that the retention of the employee is desirable.
If the personal leave is for longer than 30 days, the written approval for
such leave shall contain a discussion of conditions, if any, for return of the
employee to their prior position
(5)
Requests for personal leave will only be granted when such leave can be
scheduled without adversely affecting the operation of the Tribal
Administration and when the needs of the employee are sufficiently
important to offset the cost and inconvenience to the Tribal
Administration. Personal leave will not be granted to allow an employee to
work for another organization or company unless approved in writing by
the CEO, with the concurrence of the Tribal Council.
(6)
The employee embarking on personal leave is responsible for making
necessary arrangements to continue participation in the group insurance
plan during their leave.
(7)
Employees on leave without pay will not accrue sick leave, annual leave,
or length of service accrual in their absence.
(8)
In cases where excessive absences of an employee are determined to be
negatively impacting work performance, clients, the worksite, or Tribal
Administration, the manager or supervisor shall have the authority to
initiate progressive disciplinary action up to and including termination.
(9)
A Personnel Action Notice must be completed to authorize the employee’s
return to work.
Military Leave
(1)
Adopted: 11/15/2002
Military leave will be granted to a regular employee who is drafted into
active duty with the Armed Forces of the United States. This section shall
not cover voluntary enlistment in the Armed Forces. Voluntary enlistment
in the Armed Forces Reserves and subsequent call-up shall be considered
42
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
"drafted" under this section.
(c)
(2)
Upon honorable discharge from such service, the employee shall return to
a position in the same class as their last position held, at the salary rate
prevailing for such class, without loss of seniority or employment rights. If
it is established that they are not physically able to perform the duties of
their former position by reason of such service, they shall be reinstated to
other work that they are able to perform at the nearest appropriate group to
the former classification if at all possible.
(3)
Application for reinstatement must be made to the CEO at least 90 days
prior to separation from service. A decision on reinstatement shall be
made prior to the separation date. Employees must report to work within
30 days following separation from active military duty.
(4)
A regular full-time employee who is required to attend a summer
encampment of the Reserve of the Armed Forces or the National Guard
shall be granted a military leave for a period not to exceed thirty days in
any calendar year.
Educational Leave
(1)
§ 2.849
The CEO may approve educational leave not to exceed one year for such
purposes as attending a special school or completing a college degree.
Educational leave will only be granted when a training request and leave
form have been completed. The Human Resources Department will verify
that the educational request is job related, and that Tribal Administration
feels it is in the best interest of the Tribe. The employee shall be entitled to
reinstatement in their previous position at the end of the educational leave.
SILETZ FAMILY/MEDICAL LEAVE
(a)
The Tribe has elected to provide Siletz Family Medical Leave with employer and
employee responsibilities as described in this manual. The Human Resources
Department will promulgate regulations implementing this section and describing
procedures for employees.
(b)
Family/Medical leave may be granted for: the birth of a child; obtainment of a
child through adoption or foster care; to care for an immediate family member
with a serious health condition; or because the employee is unable to perform his
or her job because of a serious health condition.
Adopted: 11/15/2002
43
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(c)
It is the policy of CTSI to grant up to twelve (12) weeks of Family/Medical leave
during a fixed twelve (12) month period, to eligible employees. Family/Medical
leave places the employee in a protected status, which means that the employee
cannot be terminated. Family/Medical leave protected status is only available
during the twelve (12) week period that Family/Medical leave is utilized.
Employees may use accrued leave balances prior to or following the use of
Family/Medical leave, subject to the normal approval processes for utilizing
accrued leave.
(d)
In order to qualify for Family/Medical leave the employee must have worked for
the Tribe for twelve (12) months, and worked at least 1250 hours in the previous
twelve (12) month period. The twelve (12) month Family/Medical leave
entitlement period shall be based on a fixed twelve (12) month period measured
from the first day leave is taken.
(e)
Employees on Family/Medical leave will have their insurance continued in the
same manner as if they were not on leave. Employees who are required to
contribute to part of the cost of health insurance or who pay for supplemental
coverage must make arrangements with the Human Resources Department for
timely payments of premiums. Annual and Sick leave will not accrue while an
employee is on unpaid Family/Medical leave.
(f)
Reasonable efforts will be made to place employees back into the same jobs they
left upon return from approved leave. If the same job is not available, an
equivalent position may be found. If the employee chooses not to return to work
for reasons other than a continued serious health condition of the employee or the
employee's family member or a circumstance beyond the employee's control, the
Tribe will require the employee to reimburse the amount paid for the employee's
health insurance premiums during the leave period.
§ 2.850
ANNUAL LEAVE DONATION POLICY (DAL)
(a)
This program is designed to aid employees suffering from any illness or injury to
the employee or to a member of an employee’s immediate family member by
enabling them to draw upon annual leave donated by other employees.
(b)
Employees may donate annual leave directly to another specified employee
suffering from illnesses/injuries pursuant to the terms and conditions set forth by
this policy.
The donated annual leave program is to allow Tribal employees to receive
donated leave for certain life events. The maximum usage for donated leave is 22
Adopted: 11/15/2002
44
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
days per calendar year from January 1st to December 31st. Employee may not use
DAL and Short-Term Disability together.
(c)
The following is the Policy. Please Note: The following provisions apply to all
donors and donor recipients in completing any Donated Annual Leave Program
forms.
(1)
DONATED LEAVE
Employees may donate accrued annual leave to another designated
employee who meets the requirements of this policy as long as the donor
has a sufficient leave balance to donate.
(2)
DONATED LEAVE CONVERSION
The Accounting Department will convert the donated leave into cash value
at the donor’s rate of pay, then shall re-convert the cash value to hours of
leave at the recipient’s rate of pay, and then credit the recipient’s account
for the equivalent hours.
(3)
ILLNESS
Donated leave may be used by a recipient only for an illness or injury of the
recipient or of an immediate family member diagnosed by a physician and
certified by the physician as rendering the employee or the member of the
employee’s immediate family unable to work.
(4)
OTHER REQUIREMENTS
Before receiving donated leave time, the requesting employee shall: (1)
have been a Tribal employee for at least ninety (90) days prior to the
request; (2) have used all of their sick leave, annual leave, and Safety Day;
and (3) have established medical justification, which must be renewed every
30 days.
(5)
PROGRAM MANAGEMENT
The Human Resources Department has developed the following forms and
process checklist for departments to implement the provisions of the policy:
• DL-1: Request for Donated Annual Leave
• DL-2: Request to Make a Direct Annual Leave Donation
• DL-3: Authorization to Release Information for Solicitation
Adopted: 11/15/2002
45
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(6)
(8)
SOLICITATION FOR DONATED LEAVE
(A)
Employees must complete the Donated Annual Leave application
including the DL-3, “Authorization to Release Information for
Solicitation Purposes.” The DL-3 must contain the language the
employee would like the Human Resources Department to include
in the solicitation for donated leave.
(B)
The Human Resources Department will issue a tribe-wide
solicitation. The solicitation must contain the language provided by
the employee.
(C)
The Human Resources Department will process all donations
received as the result of the Tribal solicitation.
(D)
The Accounting Department will process approved donations.
EXCESS LEAVE DONATIONS
In the event that annual leave donations outweigh the employee’s needs, the
balance will be prorated and returned to the donor’s leave balance. Donations will
be processed in the order that they are received.
PART 10 DISCIPLINARY ACTION
§ 2.851
GENERAL PRINCIPLES
(a)
A Tribal manager, administrator, or supervisor may take disciplinary action, up
to and including discharge, against Tribal employees when there is sufficient
cause. A Tribal manager, administrator, or supervisor will have the discretion to
determine whether or not there is sufficient cause for disciplinary action, and if so
what level of discipline is appropriate within the guidelines set forth in this
manual.
(b)
Whenever possible, discipline shall be of increasingly progressive severity.
However, if an employee's misconduct is so egregious as to pose a threat to the
physical safety of other persons, Tribal property, or to impair the operation of the
program so as to render impractical their continued employment, the employee
may be immediately discharged by the Chief Executive Officer.
(c)
A written notice shall be given to each employee for each disciplinary action,
Adopted: 11/15/2002
46
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
stating the reasons for the disciplinary action, the date it shall take effect, and the
employee's appeal rights. The notice shall be given to the employee at the time
such action is taken. With the exception of informal reprimands, a copy of all
such notices, signed by the employee, shall be placed in the employee's personnel
file and shall serve as evidence of delivery. If an employee refuses to sign the
notice, such refusal shall be documented.
(d)
§ 2.852
A non-probationary employee may appeal any disciplinary action, including
discharge, under the relevant employee appeal policy set forth at STC § 2.868 of
this manual.
CONDUCT POLICY
(a)
Introduction. All employees and volunteers shall adhere to this Conduct Policy
or be subject to the enforcement procedures outlined below. Tribal Council will
follow their Ethics Policy and are not bound by this conduct policy.
(b)
Tribal Identification Badges: All employees must wear their tribal employee
identification badges so that they are visible at all times. Additionally, employees
must use their tribal employee identification to badge in and out of their
workplace location at the beginning of the workday and throughout the workday
if they leave the premises to create an electronic record of attendance.
(c)
All employees shall comply with and recognize the laws, policies, priorities,
and procedures of the Tribe now in effect or issued in the future.
(d)
No employee shall use their position to threaten, intimidate, or attempt to
influence another employee or any department in any manner inconsistent with
the laws, policies, priorities, and procedures of the Tribe.
(e)
No employee shall deviate from established Tribal policies without written
authorization of the employee's supervisor, or if the employee has no supervisor,
the Tribal Council or their delegate.
(f)
Employees are expected at all times to conduct themselves in a positive manner
so as to promote the best interests of the Tribe. A failure to behave in accordance
with such expectations may subject an employee to disciplinary action. Such
conduct includes:
(1)
Adopted: 11/15/2002
Complying with all applicable laws (including criminal laws), policies,
regulations or procedures. If the Chief Executive Officer has reasonable
grounds to believe an employee has violated this subsection, where an
47
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
investigation is ongoing, a conviction, guilty plea or plea of no contest has
not been obtained, the CEO shall have the authority to place any employee
directly involved with the investigation on suspension, with or without
pay:
(g)
(A)
until an investigation is complete; or
(B)
when an employee has been charged with a serious crime, pending
resolution of any court proceedings related to the accusation of
such crime.
(2)
Complying with all Tribal safety and security regulations.
(3)
Maintaining work place and work areas cleanliness and orderliness.
(4)
Treating all customers, visitors, and fellow employees in a courteous
manner.
(5)
Refraining from behavior or conduct deemed offensive, undesirable, or
contrary to the Tribe's best interests.
(6)
Failing to report to the employee's supervisor, and/or a designated
management staff person, behavior or evidence indicative of conduct by
fellow employees or clients in violation of any applicable laws, ethical
obligations, or policies. The employee’s supervisor shall immediately
forward the report to the CEO.
(7)
Modeling positive behavior when working with children and youth. This
includes but not limited to, managing personal behavior when representing
the Tribe or Tribal Programs, refraining from smoking and/or alcohol use
during an event sponsored by the Tribe, and modeling appropriate
language and conduct.
The following conduct is prohibited and will subject the individual involved to
disciplinary action:
(1)
Adopted: 11/15/2002
Reporting to work under the influence of alcohol and/or controlled
substances, including narcotics, or the sale, use, distribution, or possession
of alcoholic beverages and/or controlled substances or narcotics on Tribal
property. This prohibition does not apply to prescription medications
prescribed by a licensed physician to the employee.
48
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(2)
The use of profanity or abusive language.
(3)
The possession of firearms or other weapons at the workplace, unless
authorized otherwise by the CEO or applicable law.
(4)
Insubordination or the refusal by an employee to follow a supervisor's
authorized instructions concerning a job-related matter.
(5)
Fighting or assault on a fellow employee or client.
(6)
Theft, destruction, defacement, or misuse of Tribal property or of another
employee's property.
(7)
Altering without authority, or falsifying, any Tribal record or report.
(8)
Threatening or intimidating supervisors, Tribal officials, co-workers, or
clients.
(9)
Violations of the dress code.
(10)
Engaging in any violation of the Productive Work Environment Policy.
(11)
Violating the procedures for disclosing confidential information as
outlined in this manual, STC § 2.809, Confidential/Privileged Information.
(12)
Attempting to enter into a non-professional and/or non-consensual
relationship with a subordinate employee, client, patient, consumer, and/or
contractor.
The examples provided above are illustrative of the type of behavior that will not be permitted,
but are not intended to be an all-inclusive listing. Any questions with this policy should be
directed to the Human Resources Director.
(h)
Favors or Gifts: Employees shall not accept any favors, gifts, or other personal
benefit, excluding meals and food, from any vendor, contractor or individual firm
having, or proposing to have business with the Tribe, when the value of such
item(s) exceeds $500. Any Tribal employee who receives such favor or gift will
notify their supervisor immediately and will return any received item(s)
immediately.
(i)
Conflict of Interest: No employee shall engage in any decision, which may likely
result in a financial benefit or advantage to them, or their immediate family.
Adopted: 11/15/2002
49
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
Immediate family includes parents, children, spouses, siblings, or any other
person living in the same household. Adoptive family members are included in
this definition. A conflict of interest does not exist when an employee's decision
benefits a general class of persons. A conflict of interest exists when an employee
participates in any job interview where a qualified applicant for that job is a
member of the employee's immediate family.
(j)
Contract Awards: No contract for services to the Tribe or any Tribal Programs
will be entered into if a Tribal employee has an interest in the contracting entity
without full disclosure to the Tribal Council, and approval of the Tribal Council
prior to executing such contract.
(k)
Supervision of Relatives. No Tribal employee will directly supervise or be
supervised by a member of the employee's immediate family.
(l)
Appeals of Enforcement. Tribal employees may appeal disciplinary decisions as
provided in this Manual.
§ 2.853
GROUNDS FOR DISCIPLINARY ACTION
(a)
Tribal employees shall not violate the established rules and regulations of Tribal
Administration. Conduct outside of work shall not be covered by these rules
except as such conduct impacts job performance or violates the Conduct Policy as
set forth in STC § 2.852 of this manual.
(b)
Just cause for discipline, up to and including discharge, shall include, but not be
limited to the following infractions:
(1)
Verbal harassment or intimidation of a Tribal employee, official, or client.
(2)
Use of foul or abusive language.
(3)
Assaulting or threatening to assault a Tribal employee, official, or client.
(4)
Refusal to carry out the directions or instructions of Tribal supervisors.
(5)
Any violation of the Personnel Manual.
(6)
Any violation of the Drug Free Workplace Policy
(7)
Excessive absenteeism, leave abuse, or tardiness.
Adopted: 11/15/2002
50
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
§ 2.854
(8)
Misusing or damaging Tribal property.
(9)
Failure to follow the employee grievance/appeal procedure in this manual
or circumventing its provisions.
(10)
Instituting or threatening disciplinary action against an Employee without
justification.
(11)
Intentionally or recklessly endangering the safety of other Tribal
employees or violating safety rules and standards.
(12)
Disclosure of confidential information.
(13)
Deliberately falsifying Tribal records or deceiving Tribal supervisors
about job-related activities.
(14)
Theft or destruction of the property or funds of the Tribe, or another Tribal
employee.
(15)
Falsification or intentional misrepresentation of a material nature on an
employee's application for employment.
(16)
Unsatisfactory job performance, after being given the means and
opportunity to improve.
(17)
Failure to return to work after an approved leave of absence or suspension.
(18)
Any violation of the Productive Workplace policy.
(19)
For probationary employees, failure to satisfactorily perform their new job
duties within the 180-day probation period at a satisfactory level.
(20)
Engaging in criminal activity on or off the premises.
(21)
Unexcused and/or excessive absences from work.
(22)
Unauthorized internet use.
LEVELS OF DISCIPLINARY ACTION
Disciplinary action can take the following forms: Oral or Written Reprimands,
Suspension, Probation, and Discharge. Factors to be taken into consideration in
Adopted: 11/15/2002
51
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
determining appropriate disciplinary action include, but are not limited to: severity and
frequency of the infraction, level of responsibility of the employee, and employee's work
history with the Tribe. If an offense is sufficiently egregious, the employee may be
discharged immediately by the Chief Executive Officer.
§ 2.855
ORAL OR WRITTEN REPRIMAND
(a)
Oral Reprimand. Oral reprimands are informal disciplinary actions and are the
least severe form of discipline. An oral reprimand may be documented and used
to support subsequent formal disciplinary action, but oral reprimands do not
become part of the employee’s personnel file unless used to support subsequent
discipline. Oral reprimands are not appealable under this manual.
(b)
Written Reprimand. Written reprimands shall be in writing and placed in the
employee's personnel file. A written reprimand is a formal disciplinary action.
Written reprimands shall provide detailed corrective action(s) to the employee.
§ 2.856
SUSPENSION
A disciplinary suspension will extend no longer than two weeks from the date of
the supervisor's decision. During the period of suspension, the employee may not earn
any salary and will not accrue or use any annual or sick leave.
§ 2.857
PROBATION
A disciplinary probation will extend no longer than sixty (60) days from the date of the
Administration’s decision, or until resolution of any appeal filed by the employee.
During the period of probation, the employee will not be entitled to take annual or sick
leave without the approval of the Chief Executive Officer. The employee shall work with
their supervisor or manager to create a work plan to remedy the circumstances that
warranted disciplinary action, if appropriate and applicable.
§ 2.858
DISCHARGE
(a)
Discharge will take effect immediately on the date of the Chief Executive
Officer’s authorization.
(b)
The Tribe will not re-hire a discharged employee for a period of one hundred and
eighty (180) days after the discharge becomes final. The 180-day penalty will not
apply to new employees who are discharged, while on probation, for inability to
perform job duties at a satisfactory level. However, any probationary employee
who is discharged due to disciplinary action shall be subject to the 180-day
Adopted: 11/15/2002
52
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
penalty. If an employee is terminated due to drug or alcohol abuse or misuse, the
penalty for re-hire eligibility shall follow the guidelines set forth in the Drug Free
Workplace Policy, STC § 2.875, of this manual.
If an employee is terminated for egregious conduct, the CEO may determine that
they are no longer eligible for employment with the Tribe.
(c)
The CEO may delegate their authority to discharge employees to another Tribal
manager, administrator, or supervisor, either on a case-by-case basis or by general
order, on such terms as they believe will best serve the interests of Tribal
Administration.
PART 11
§ 2.859
TERMINATION OF EMPLOYMENT
DISCHARGE AUTHORITY
Recommendation for discharge may be made by the immediate supervisor and approved
by the department manager, and Chief Executive Officer. The CEO makes the final
authorization and determination for discharge. The CEO has independent authority to
authorize discharge. The CEO’s discharge decision shall be final for the Tribe.
§ 2.860
PROCEDURES FOR DISCHARGE
A supervisor who believes that discharge of an employee is justified will document the
reasons for discharge, and submit them to all appropriate levels of supervision, for
review. If discharge is approved, the supervisor will contact the Human Resources
Director so a Personnel Action Notice can be completed. If the CEO independently
authorizes discharge, they shall document the reasons for discharge and contact the
Human Resources Department so a PAN can be completed.
The employee's final timesheet must immediately be forwarded to the Accounting
Department for immediate preparation of the employee's final pay after the discharge
PAN is completed. The supervisor shall ensure that keys, equipment, and other Tribal
property have been returned before the release of the employee’s final paycheck. The
Accounting Department will ensure that advances have been collected and accounted for,
annual leave has been calculated, and any amounts due to the Tribe have been withheld
from the final payroll check prior to issuance. Refusal to return Tribal property will result
in the value of the property and incidental expenses being deducted from the employee's
final paycheck.
§ 2.861
LAYOFF & FURLOUGH (REDUCTION IN FORCE)
Adopted: 11/15/2002
53
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(a)
A layoff or furlough is an action to reduce the number of employees in a work
unit or at the Tribe overall. A layoff or furlough may become necessary due to
reduced funding, reorganization, or emergency circumstances. Employees who
are to be laid off or furloughed for such reasons shall be given written notice
thirty (30) days prior to their termination date, or as much notice as reasonably
possible under the circumstances. The Chief Executive Officer must authorize the
layoff or furlough.
(b)
In all situations warranting a reduction in force, the CEO shall authorize a
furlough over a layoff in order to avoid substantial adverse impacts to employees.
It is the policy of the Tribe that employees are to be furloughed or laid off only
after examining all other available alternatives, including delay in the filling of
vacant positions, position re-design and work unit reorganization, and job sharing.
(c)
Furloughs. A furlough shall not constitute a break in continuous service.
Employees shall not perform any work while furloughed, including work-related
communications, training, and travel. During a furlough, employees shall not
continue to accrue leave, but shall continue to receive all other benefits. Upon
return to work, employees may be entitled to back pay for the period of furlough.
(d)
Layoffs. Prior to the layoff date, the CEO shall grant a request by the laid off
employee to follow the procedures outlined in STC § 2.825, Procedures for
Filling Job Vacancies - Transfers. With respect to such employee, if suitable work
cannot be found prior to the layoff date, the employee will be offered the
opportunity to fill job vacancies for which they meet the qualifications, for a
period of one hundred and eighty (180) days from the date of termination. The
laid off employee will not have to interview for the position. The laid off
employee will be notified of a pending opening and offered the position. It is the
responsibility of the laid off employee to notify the Human Resources Department
of changes in address and telephone numbers. If an employee cannot be reached
within ten (10) working days after documented date of notification, the position
shall be advertised normally.
(e)
When two or more employees are on layoff or furlough status and meet the
qualification for a vacancy, the laid off or furloughed workers shall be
interviewed under STC § 2.825 of this manual to determine which worker will be
selected to fill the vacancy.
(f)
If a laid off employee is re-hired within one hundred and eighty (180) days of the
layoff, such re-employment shall not constitute a break in service for purpose of
Tribal benefits.
Adopted: 11/15/2002
54
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(g)
§ 2.862
This policy does not apply to any employee who has been working under a grant
provided by an outside entity of limited duration. Such positions shall be
designated as a "limited duration" position.
RESIGNATIONS
(a)
Employees are requested to give at least two (2) weeks written notice of
resignation. Directors, managers, Gaming Hearing Officers, and the Tribal
Attorneys shall give at least thirty (30) days’ notice of resignation. Resignation
letters shall be submitted to, and accepted by, the employee's immediate
supervisor.
(b)
When an employee gives written notification of their resignation, the Tribe
will not be obligated to accept a withdrawal of the written resignation. It is at the
discretion of the employee's supervisor and the Chief Executive Officer to
approve a request from the employee to withdraw their resignation.
(c)
The supervisor shall ensure that keys, equipment, and other Tribal property have
been returned. The Accounting Department will ensure that advances have been
collected and accounted for, annual leave has been calculated, and any amounts
due to the Tribe have been withheld from the final payroll check prior to issuance.
Refusal to return Tribal property will result in the value of the property and
incidental expenses being deducted from the employee's final paycheck.
§ 2.863
EXIT INTERVIEWS
(a)
All persons who leave employment with the Siletz Tribe shall be offered an exit
interview with the employee relations manager.
(b)
The interview shall discuss reasons for resignation; status of work completed and
assignments pending; and return of Tribal property and Tribal employee
identification card.
(c)
The employee relations manager shall document, as accurately as possible, the
contents of the exit interview and forward this documentation to the Human
Resources Department to be placed in the employee's personnel file.
PART 12
GRIEVANCES AND EMPLOYEE APPEALS
All work-related grievances and disputes which occur between employees shall be
resolved by following the Grievance Policy. An employee’s complaint regarding another
employee’s job performance while providing official services or other official activity on
Adopted: 11/15/2002
55
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
behalf of the Tribe to the complainant is not a grievance subject to this process. Such
complaints will be directed to the direct supervisor of the complained-about employee.
This Grievance Policy shall not be used to resolve disciplinary or adverse personnel
actions, which shall be resolved in accordance with the Employee Appeal Policy,
STC § 2.868.
A formal grievance is the only process available for the formal resolution of employee
grievances. Employees who do not follow these procedures to resolve grievances may be
subject to disciplinary action.
It is the policy of the Tribe that job-related difficulties be resolved informally whenever
possible. However, when informal methods have failed to achieve a satisfactory
resolution, or if an employee chooses not to utilize the informal resolution process, an
aggrieved employee shall follow the formal grievance procedures of this section.
GRIEVANCE POLICY
§ 2.864
INFORMAL GRIEVANCE RESOLUTION
(a)
It is the intention of the Siletz Tribal Council and the policy of those charged with
administering Tribal government to provide procedures for resolving disputes
involving two or more employees, in a manner that is respectful in its process and
supportive of all people's dignity.
(b)
It is the policy of the Tribe to resolve employee related disputes as soon as
appropriately possible after they arise. Employees are expected to make every
effort to resolve job-related dispute or problems with the other employees in an
informal, respectful manner. An employee shall initiate an attempt to informally
resolve any dispute within three (3) working days after the event occurred, or
three working days after the employee should reasonably have been made aware
of the event giving rise to the problem, whichever is later. An employee may
choose to make use of the formal grievance policy rather than use this informal
grievance policy, without incurring penalty or disciplinary action as a result of
their choice. FOR INFORMAL RESOLUTION GUIDANCE PLEASE SEE
HUMAN RESOURCES FOR A PAMPHLET.
§ 2.865
FORMAL GRIEVANCES POLICY
(a)
Step 1. File a written statement with the immediate supervisor of the employee
you are filing a grievance against (the opposing employee). The person filing the
grievance is called the complainant.
Adopted: 11/15/2002
56
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(b)
(1)
The complainant must submit the grievance in writing within ten (10)
working days of the dispute's occurrence, or ten (10) working days after
the complainant should reasonably have learned of the event giving rise to
the grievance, whichever is later. This time requirement shall exist and
continue to run even if the employees are engaged in informal grievance
resolution process. The complainant must submit their written grievance
with the immediate Supervisor of the opposing employee. The written
grievance must explain the problem or dispute that is the basis for the
grievance, any attempts to informally resolve the problem, and a
description of what remedy the complainant seeks to resolve the dispute.
The complainant must attach all relevant documentation to their grievance.
(2)
The immediate supervisor of the opposing employee shall investigate the
grievance, including obtaining the opposing employee’s response to the
description of the dispute and proposed solutions. The supervisor shall
respond in writing to the grievance within ten (10) working days after
receiving the grievance (excluding date of receipt of the grievance),
describing their decision and setting forth the reasons behind it. Both
employees will acknowledge in writing receipt of the supervisor's
decision. The supervisor will give a copy of the acknowledged decision to
both employees and will route the decision to the Human Resources
Department to be placed in both employees’ personnel files.
Step 2. Filing Second Level Grievance - Appeal to a Higher Level
(1)
(c)
If the employee’s grievance is not resolved satisfactorily at Step 1 either
employee may choose to submit the grievance to the manager level, within
five (5) working days after receipt of the immediate supervisor's written
response or the date by which the employee should have received the
supervisor's response (excluding date of receipt of the grievance). The
relevant manager is required to respond to the grievance in writing,
describing their decision and setting forth the reason behind it, within ten
(10) working days after receipt of appeal. In the event that the decision is
not satisfactory to either employee, the next level is the Chief Executive
Officer. The CEO will follow the procedures in step 3.
Step 3. Discretionary Review by the CEO.
(1)
Adopted: 11/15/2002
Upon completion of Step 2, if either employee is dissatisfied with the
decision in Step 2, the employee may request further review by the CEO.
The employee's request must be in writing, and must be submitted to the
57
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
CEO within five (5) working days from the date of the manager's decision
or the date the manager should have issued a decision. The CEO shall
have complete discretion to uphold or overturn the decision of the
manager, or to refer the grievance to a Conflict Resolution Mediator
selected by the CEO. In making their decision on a grievance, the CEO
shall consider factors such as broad importance of the grievance to tribal
operations, and whether the issue has been decided in a previous appeal. If
the CEO decides not to refer the grievance to a Conflict Resolution
Mediator, the CEO shall issue their decision on the grievance within ten
(10) working days after receiving the appeal (excluding date of receipt of
the appeal). The decision will be issued in writing and a copy given to the
employee.
(2)
§ 2.866
Except in the case where a Conflict Resolution Mediator is appointed by
the CEO, the CEO’s decision under this section will be final for the Tribe.
If a Conflict Resolution Mediator is appointed, the Mediator will inform
the CEO whether resolution of the grievance has been reached, which
resolution shall be entered by the CEO as the final decision of the Tribe. If
the mediator cannot achieve resolution of the grievance, the grievance
shall be returned to the CEO for final decision pursuant to this section.
GRIEVANCE CONFLICT OF INTEREST
In any situation where it would be a conflict of interest for a supervisor or manager to
hear and/or decide a specific grievance, or if for any reason a supervisor or manager
excuses themselves from hearing or deciding a specific grievance, that supervisor or
manager will forward the grievance to the next higher level of supervision. If that level is
the Chief Executive Officer, the CEO may appoint an alternate supervisor or manager to
hear and decide the grievance.
§ 2.867
PROCEDURE WHERE GRIEVANCE IS AGAINST THE CHIEF
EXECUTIVE OFFICER
(a)
An employee who has a grievance against the Chief Executive Officer may
attempt to resolve their grievance against the CEO informally using the
procedures set out in STC § 2.864. If informal resolution is not successful or the
employee chooses not to pursue informal resolution, the employee shall file their
grievance directly with the Tribal Council. The grievance policy shall not be used
to appeal any personnel decision made by the CEO against an employee; such
actions may be appealed only as set forth in STC § 2.868 below. The grievance
shall be submitted in writing to the Tribal Council Executive Secretary within ten
(10) working days of the event's occurrence, or ten (10) working days of the date
Adopted: 11/15/2002
58
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
the employee should reasonably have learned of the event giving rise to the
grievance, whichever is later (excluding date of receipt of grievance).
(b)
The Tribal Council shall review and respond to the grievance as they deem
appropriate, and may conduct a hearing and /or request submission of
documentation and testimony as is necessary to decide the grievance. The Tribal
Council will decide grievances made against the CEO within 45 days unless they
deem a longer time is necessary. If an individual Tribal Council member has a
conflict of interest or excuses themselves from hearing or deciding a specific
grievance against the CEO, they will recuse themselves from that specific
grievance after stating the reason. The Tribal Council’s decision as to a specific
employee grievance against the CEO shall be final for the Tribe.
EMPLOYEE APPEAL POLICY
§ 2.868
EMPLOYEE APPEAL OF DISCIPLINARY OR ADVERSE PERSONNEL
ACTION
(a)
An employee may appeal a disciplinary or adverse personnel action (“the action”)
taken against them. An appeal must be submitted in writing within ten (10)
working days after employee's receipt of the written action (excluding the date of
receipt of the action) to the supervisor or person who issued the original action.
(b)
The appeal shall explain the reasons why the employee is appealing the action and
the remedy the employee is requesting. The supervisor or manager deciding the
appeal may receive written statements or documentation relevant to the appeal
from either the employee or from the Tribal Administration, and may conduct a
hearing if they decide a hearing would be appropriate. The supervisor or manager
deciding the appeal shall make their decision within ten (10) working days after
receiving an employee’s appeal, provided that the time for deciding will be
extended by the amount of time necessary to schedule and conduct the hearing.
Such decision shall be made in writing and shall contain an explanation of the
reason for the decision, and shall be given to the employee.
(c)
In the event the employee is dissatisfied with the decision made on their appeal,
they may appeal that decision to the next level of the departmental supervision
within five (5) working days after receipt of the decision set out in the previous
paragraph. The time frame will be the same as the above paragraph.
(d)
In the event the employee is dissatisfied with the decision made on their appeal,
they may appeal that decision to the Chief Executive Officer within five (5)
working days after receipt of the decision set out in the previous paragraph. The
Adopted: 11/15/2002
59
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
appeal shall be submitted in writing and shall set out the reasons why the decision
is wrong and the remedy requested.
(e)
The CEO shall have complete discretion whether to affirm, overturn, or review
the department manager’s decision, either by the CEO’s own review or by
designating, in writing, another manager who will be assigned to review the
appeal, or finally, if warranted, by a review board. A review board will be used
only where warranted (see STC § 2.869(c)). The CEO will provide a copy of this
written designation to the employee within ten (10) days after receiving the
appeal. The designated decision maker shall decide the appeal within five (5)
working days after receipt of assignment. The decision shall include an
explanation of the findings of facts leading to the decision and the tribal rules,
laws or regulations applicable to the decision, and copies shall be provided to the
employee, manager, supervisor and Human Resources. The decision made at this
level of appeal shall be final for the tribe, except as set forth in STC § 2.869
below.
(f)
In the event any supervisor or manager has a conflict of interest in deciding a
particular employee appeal, or otherwise recuses themselves for any reason from
hearing any such appeal, the appeal shall be forwarded to the next level of
supervision for decision. If that level is the CEO, they may appoint another
supervisor or manager to determine the employee discipline appeal.
(g)
If the CEO disciplines an employee they directly supervise and that employee
appeals, a review board must be empaneled pursuant to STC § 2.869.
REVIEW BOARD POLICY
§ 2.869
REVIEW BOARD
(a)
A review board may be used only as set forth in this Section. The review board
will be used, if it is empaneled, to hear an appeal of (1) a termination decision
made pursuant to STC § 2.860, or (2) an additional appeal of disciplinary or
adverse personnel action taken pursuant to STC § 2.851 et seq. A review board
may consist of any three (3) managers and/or supervisors appointed by the Human
Resources Department. The Human Resources Department may also appoint a
review board consisting of members from outside Tribal Administration,
including but not limited to outside legal counsel, investigatory firm personnel,
human resources consultants, or members of other tribal entities.
(b)
Request for a Review Board - General. Upon completion of the above steps under
STC § 2.868, if the employee is dissatisfied with the disciplinary or adverse
Adopted: 11/15/2002
60
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
personnel decision or if the employee desires to appeal a termination decision
made by the CEO under STC § 2.860, the employee may make a request to have
the decision reviewed by a review board. The employee's request shall be
submitted in writing to the CEO within ten (10) working days from the date the
employee was given the last decision. The request shall state whether the
employee wants to have a hearing before the review board, if one is empaneled. If
the request does not include a request for a hearing, it will be presumed that no
hearing will be conducted.
(c)
CEO Discretion to Empanel a Review Board in Disciplinary or Adverse
Personnel Action Appeals: The CEO shall have complete discretion whether
empanel a review board with regard to a particular disciplinary or adverse
personnel action decision. In making their decision, the CEO shall consider
factors such as the importance of the particular issue to tribal administration or
operations, and whether the same or a similar issue has been addressed in a
previous appeal. If the CEO decides that a review board will not be empaneled,
the decision will be issued in writing within ten (10) working days after receiving
the appeal request, and shall be given to the employee, department manager, and
the Human Resources Department.
(d)
If the CEO does not refer a disciplinary or adverse personnel action appeal to a
review board, the CEO’s decision to affirm or overturn a discipline decision will
be final for the Tribe. A copy of the CEO’s discipline decision will be placed in
the employee's personnel file.
(e)
Review Board Procedures Regarding Appeals of Disciplinary or Adverse
Personnel Actions: If the CEO decides to empanel a review board to review an
action under STC § 2.868, the following procedures shall be followed after the
Employee has been notified in writing of the CEO’s decision to empanel a review
board.
(1)
The review board will be appointed and empaneled within five (5)
working days of deciding to approve the request. The CEO will notify the
employee in writing that the review board has been empaneled. The notice
shall inform the employee that if the employee did not ask for a hearing in
the request for a review board, no hearing will be held unless the
employee requests one within five (5) days.
(2)
The review board shall have fifteen (15) working days after being
empaneled within which to review the appeal and hold any hearing or
meeting it deems as appropriate in the matter. Such time may be
reasonably extended by the CEO if necessary under the circumstances.
Adopted: 11/15/2002
61
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(f)
(3)
The review board may accept submissions of written statements and
documentary evidence from both parties, if requested, and may hold a
hearing to take oral testimony or receive evidence.
(4)
Upon completing its review of an appeal as set forth in paragraph 2, the
review board shall have ten (10) working days in which to consider the
matter and render its written decision, provided, that the review board may
be granted a ten (10) day extension of time to render its decision by the
CEO.
(5)
The review board will issue its decision in writing, with a copy given to
the employee and to the CEO. A copy of the decision will be given to the
Human Resources Director, and a copy will also be placed in the
employee's personnel file. The decision of the review board shall be final
for the Tribe.
Review Board Procedures: Termination Appeals. If an employee requests that a
review board be empaneled to review an employment termination decision under
STC § 2.860, the Human Resources Department shall empanel a review board to
evaluate whether the termination should be upheld or overturned. The review
board is the only administrative review for non-probationary terminations. The
following procedure will be followed when an employee requests that a review
board be empaneled to review a termination decision made by the CEO.
(1)
The employee's request to empanel a review board to review a termination
decision must be submitted in writing to the CEO within ten (10) working
days after the date the employee received written notification of the
CEO’s termination decision.
(2)
A review board will be empaneled by the CEO within five (5) working
days of receiving a request from an employee.
(3)
Within five (5) working days after being empaneled, the review board will
set a hearing date, if one was requested, which must be within ten (10)
working days and/or a date to submit additional documentary evidence or
written statements. Notice of the date, time and location of the hearing will
be mailed to all interested parties.
(4)
The employee may, at their discretion, waive a hearing by failing to
request one as directed herein or by explicitly stating that no hearing is
requested. If the employee waives a hearing, the review board decision
Adopted: 11/15/2002
62
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
must be completed within thirty (30) days after being empaneled.
(5)
The review board shall have discretion over the procedure to follow at the
hearing, except that the employee and CEO or their designee shall have
the opportunity to make a statement to the review board and to present any
relevant evidence and/or witness testimony at any hearing.
(6)
After the hearing, if one has been scheduled, or at any time after being
empaneled if no hearing is requested, the review board will review the
appeal and decide whether to uphold or overturn the appeal. The standard
of review that the review board must apply is that a discharged employee
has the burden of proof to show that there was no reasonable basis for
their termination.
(7)
The review board will reduce its decision to writing and give a copy to the
employee, the CEO, and the Human Resources Director. The review
board's decision will be made within sixty (60) days of being empaneled
unless the CEO has granted an extension of time. If the review board
upholds the termination, the decision will be final for the Tribe. If the
decision of the review board is to overturn the termination, the matter will
be remanded to the CEO for reconsideration in light of the review board’s
finding of facts and conclusions of law. A copy of the review board’s
decision will be placed in the employee's personnel file.
(8)
If the review board’s decision does not accord with their duties under the
Personnel Manual, the CEO may send the decision back for
reconsideration by the review board. The review board must address the
reasons for reconsideration and issue a decision within fifteen (15) days of
the CEO’s determination to send the decision back.
PART 13
§ 2.870
HUMAN RESOURCES RECORDS AND REPORTS
EMPLOYEE PERSONNEL RECORDS
(a)
Personnel records for each employee will be maintained in the Human Resources
Department. These records will include:
(1)
Employee's job application.
(2)
A copy of the job description under which the employee was hired and
any signed updates.
Adopted: 11/15/2002
63
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
(3)
Training/education obtained while working for the Tribe.
(4)
All records relevant to informal and formal grievance/appeal procedures
concerning the employee.
(5)
Evaluations.
(6)
Any work plans developed for the employee.
(7)
Personnel Action Notices.
(8)
Exit interview information.
(9)
Any other information relevant to the employee's employment with the
Tribe.
(10)
Disciplinary actions and memos.
(b)
Employee records are confidential, accessible only to the employee, their
supervisors, Chief Executive Officer, Human Resources Department staff, and the
Tribal Attorneys for official business reasons. A "Request for Employee
Information from the Personnel Records" form must be completed and approved
by the CEO in order to access an employee's personnel file.
(c)
Other than those identified above, a release form signed by the employee must
accompany all other requests for personnel information.
(d)
A Personnel Action Notice shall be used to initiate and/or update personnel
records. The Personnel Action Notice must have the appropriate signatures before
any action is to take place and be considered official.
§ 2.871
(a)
PERSONNEL REPORT
The Human Resources Director will provide a monthly written report to the
Tribal Council on any changes in personnel matters under their authority. The
Human Resources Director's monthly personnel report to the Tribal Council will
include at a minimum:
(1)
The names, positions, responsibilities, and compensation levels for new,
transferred, and rehired employees.
(2)
The names, positions, and compensation levels for all employees who
Adopted: 11/15/2002
64
Amended: 6/18/2026
PERSONNEL MANUAL
Siletz Tribal Code § 2.800
______________________________________________________________________________
have received performance evaluations during the month.
(b)
(3)
The names, positions, and compensation levels for all employees who
have received compensation adjustments during the month.
(4)
The names and positions for all Tribal employees who have left Tribal
government, including reasons for their termination.
(5)
The status of all recruitment efforts to fill Tribal government vacancies.
(6)
Any other personnel matter the Human Resources Director deems
necessary to be brought to the attention of Tribal Council.
The Human Resources Director's monthly report to the Tribal Council will be
considered confidential and will not be available to persons other than the Human
Resources Director, Chief Executive Officer, Chief Administrative Officer, and
members of the Tribal Council.
PART 14
§ 2.872
EMPLOYEE ASSISTANCE PROGRAM
PURPOSE
(a)
The Employee Assistance Program (EAP) exists primarily to promote the
employee’s wellbeing, to assist Tribal employees in retaining their jobs, and to
provide the Tribe with options necessary to retain valued employees.
(b)
The goal of the EAP is to create a safe and healthy work environment; improve
the quality and quantity of services being rendered, and improve the wellbeing of
all Tribal employees.
§ 2.873
BACKGROUND
(a)
Supervisors should be aware that the proper functioning of any organization is
directly
This text is long and has been trimmed here. Open the source document for the complete record.
This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.