HIRING PROCEDURES

1. Tribal management will identify vacant tribal positions within their respective budgets and obtain appropriate authorization to begin the hiring process. The program manager or designee will complete an Authorization to Advertise form (attachment A) and obtain approval from Deputy Officer.
The Authorization to Advertise packet will contain the following:
• A completed Authorization to Advertise form,
• Job description
• Certification sheet for position
• Approved salary budget page for the fiscal year
• Justification of vacancy, i.e. separation conversion sheet or other document indicating the reason for vacancy.

2. The program designee will submit the Authorization to Advertise packet to the Employment Department. All Authorizations to Advertise will be logged in the appropriate Employment Department log book which will serve as a tracking mechanism to monitor the process.

3. The Employment Department staff will verify vacancy according to the approved fiscal year budget. The packet will be checked for completeness and approved or denied by the Employment Department

4. Approved packets will be advertised for ten (10) days in local publications (advertisements may be placed in other publications upon the request of the division deputy). The Employment will create application folders for positions approved for advertisement.

5. Denied packets will be returned to the program manager or designee for re-work, along with recommendations from the Employment Department. Resubmitted packets will be reviewed again for completeness by the Employment Department.

6. The Employment Department will accept applications for all advertised positions. Upon closing of the advertisement period, the Employment Department will review applications for completeness and determine if the applicant meets the minimum requirements as defined in the certified position description. The Employment Department will obtain documents relevant to the applicant’s credentials as required by the certified job description (i.e. diplomas, certifications, licensures, etc.).
NOTE: In the event the contents of the application are unclear or subjective, a representative from the Employment Department will work in conjunction with the program manager or designee to determine whether the applicant meets the minimum requirements as defined in the certified position description

7. Application packets will be compiled by the Employment Department and forwarded to the appropriate program manager or designee. The packet will contain a list of all applicants, and applications deemed minimally qualified with a cover sheet for each application. Applications will be forwarded based on qualifications and Indian Preference.

8. Program designee(s) will conduct job reference checks and other interdepartmental hiring protocols.

9. The program manager, or designee, will schedule interviews and establish an interview panel consisting of no less than three interviewers. Interviews will be conducted within seven (7) working days of receipt of the application packet from the Employment Department.

10. After completion of interviews and reference checks, the program manager or director will submit the top three choices to the appropriate Deputy Officer. The Deputy Officer will approve and submit the final recommendation to the Employment Department listing the top three choices in order of preference.

11. The Employment Department will present the recommendation to the Executive Committee for final approval.

12. Upon approval of the Executive Committee, the approved applicant will be notified by the Employment Department. The Employment Department will extend a conditional offer of employment to the applicant and complete the tribal standard background check. The hiring manager or designee may contact the approved applicant to discuss relevant details of the position (salary, benefits, etc) before the applicant takes the drug test. If the applicant fails to pass the drug test and/or background check, the offer of employment will be rescinded and the position will be offered to the alternate selection, if applicable. If an alternate applicant is not available, the job may be re-advertised.

13. Upon filling the vacancy the Employment Department will notify all other applicants via letter, of the position status.

Revised April, 2005