# CONFEDERATED TRIBES OF SILETZ INDIANS OF OREGON (2026) > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/tribal%3Aconfederated_siletz%3Ad633f504289114fc ## Record - **Collection:** Tribal code - **Document type:** Tribal code ## 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 me [Text truncated at 120,000 characters. The full text is on the page linked above.] --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/tribal%3Aconfederated_siletz%3Ad633f504289114fc. Public record. Not legal advice.