I. PURPOSE
OF POLICY STATEMENTS
The
policy statements below aim to acquaint every employee, supervisor, and
administrator of the Spokane Diocese with the general rules and regulations,
which govern the relationships between the Diocese and its employees.
Administrators
and all other personnel who are in positions to affect philosophy, overall
direction or program determination are expected to conduct themselves in their
employment in such a manner that is congruent with the teaching of the Roman
Catholic Church.
Within
the limits dictated by prudent fiscal management of its resources, the Diocese
of Spokane:
▪
Seeks employees of the highest quality, selecting them on the basis of merit,
skill, experience
experience,
training, intelligence and character;
▪
▪ Makes
prompt and fair settlements of complaints which may arise in the ordinary
operations of the
Diocese;
▪ To the extent that is reasonably possible and where applicable,
-
Protects employees from medical and financial hazard through an insurance and benefits program;
-
Makes available to employees opportunities for training, development, and advancement consistent with individual goals and the requirements of the Diocese;
-
Provides a retirement benefit to employees who qualify under the guidelines of the program
II. APPLICABILITY AND DEFINITIONS
SECTION A APPLICATION
The General Personnel Policies are applicable to all central office diocesan employees. For Catholic Schools and Parish employees there are similar policies that apply to those specific groups.
SECTION B DEFINITIONS
Full-Time
Employee
An
employee is considered “full time” when employed at least thirty-five (35)
hours per week. (Employees working on a nine (9), ten (10) or eleven (11) month
basis for a minimum of thirty-five (35) hours per week are classified full-time
and are eligible for full benefits.)
An
employee is considered part-time if the time worked is 34 hours or less per
week.
An
employee is considered temporary when the position to which the person is
assigned is expected to continue for a limited period, usually less than twelve
(12) months. Temporary employees are not eligible for benefits.
Exempt Employee
Executive, administrative and professional employees who are exempt
from the overtime requirement of the Fair Labor Standards Act are classified as
exempt employees.
Non-exempt Employee
Non-exempt employees perform technical, clerical and/or administrative duties
which are stipulated by federal law to require overtime pay.
On-Call
Employee
On-Call
employees work irregular hours; are reimbursed at an hourly rate; are not
eligible for benefits.
Contract
Vendors
Contract
vendors are engaged through individual contracts at agreed upon rates for
specific services they are responsible for their own licenses and taxes and are
not eligible for benefits.
III. AUTHORIZATIONS, AMENDMENTS AND ADDITIONS
The Bishop of the Diocese of Spokane authorizes the personnel policies of the Diocese.
The Vicar General, who exercises the administrative authority of the Bishop, has overall responsibility for insuring compliance with established personnel policy within the diocese.
The Secretary for Diocesan Business Affairs will provide consultation concerning the interpretation and application of personnel policies. Every 3 years the Secretary for Diocesan Business Affairs will undertake a review of personnel policies and recommend changes.
The Secretary for Diocesan Business Affairs is responsible for ensuring compliance with personnel policies and procedures for employees of the Catholic Pastoral Center.
Amendments of policies and procedures become effective upon approval of the Bishop.
IV. PERSONNEL POLICIES
SECTION A POLICIES APPLICABLE TO ALL EMPLOYEES
Catholic
Identity
Because
administration of Church affairs is itself a ministry of the Christian
Community, the Diocese of Spokane reserves the right to require that its
administrators be members of the Catholic Church. Accordingly, qualifications
for the hire of individuals in administrative positions shall include evidence
of the applicant’s active status in a Catholic parish community, as well as
evidence of an understanding of Church as expressed by the Second Vatican
Council and Catechism of the Catholic Church. Employees, regardless of their
personal beliefs, are expected to respect and support the Catholic character of
the Diocese and abstain from any public rejection of the teachings, doctrine or
laws of the Catholic Diocese. The
application of this provision will be as interpreted by the Bishop of the
Catholic Diocese of Spokane.
Partisan
Political Activities
In
fulfilling the responsibility to provide moral guidance on political issues, the
Church does not engage in partisan political activity. Therefore,
diocesan officials and agencies, clergy, religious, parish councils, parish
organizations, and other Church affiliates, when acting in an official capacity,
are to avoid:
-
Endorsing or opposing political candidates or parties, or actively engaging in
political campaigns for or against any candidate or party.
Employment
Status and Introductory Period
New
employees shall serve an introductory period of six (6) months during which time
they can demonstrate their qualifications to their supervisor.
At the end of the introductory period a performance evaluation will take
place.
Eligible
employees are entitled to benefits such as holiday pay and sick leave during the
introductory period. After the
introductory period has been successfully completed, eligibility for vacation
benefits is dated from the first day of employment.
When
a person is hired there shall be provided to the employee a written letter of
hire specifying that person’s date of hire, job title, job description or
classification and starting salary. The letter of hire shall not be construed as
a contractual employment agreement; it is understood that the terms and
conditions of employment are as established by these personnel policy
statements. (Appendix B and
Appendix
C)
Background
Checks
Washington State Patrol checks and a Disclosure Statement are
required for all school, child care, school-age child care and preschool
employees.
Orientation
All
new employees shall receive an orientation to their new position, covering
responsibilities and duties, benefits, safety rules and regulations, and other
appropriate information. The
respective supervisors shall be responsible for this orientation.
Seniority
is the status acquired by the staff member through length of service in the
position held. Seniority, while taken into consideration, is of secondary
importance to demonstrated work performance. In situations such as promotions,
reductions in force, abolition of a position due to reorganization, budget costs
and program changes, seniority shall be considered when job performance factors
and skills are relatively equal between two or more employees.
Advancement
Advancement
to a more responsible position will be based on performance and ability to meet
job requirements. Notification of positions openings may be posted to all
employees as appropriate. Consideration will be given to the promotion of a
qualified employee when filling a vacant position. Promotion will be based upon
an evaluation of past performance and capacity to assume additional
responsibility.
Professional
Development
The
ongoing professional development of the employee as well as orientation to the
identity and role of the Diocese of Spokane is the mutual responsibility of the
employer and the employee. The Diocese of Spokane provides the climate in which
professional growth and development are seen as important, and provides
opportunities for staff development as deemed appropriate based on the
employee’s position. Employees required by the department to attend workshops,
seminars, conferences or training programs will have the cost of such programs
paid from the appropriate budget. Attendance at workshops, seminars and
conferences requires the approval of the immediate supervisor.
Hours
Of Work
The
Moderator of the Curia or his delegate will establish the hours of work per day
and per week on the basis of need. Occasions may arise which will require
employees to work hours outside the parameters of the normal work schedule.
Supervisors will provide as much advance notice as possible. Overtime is paid
for non-exempt employees who work more than 40 hours in any work week. Overtime
is paid at one and one-half times the normal hourly rate. The workweek is from
Saturday at
Compensation
To
the best of its ability, the Diocese will pay salaries and provide other
benefits which are just compensation for the work, responsibility, and
performance. Further, it seeks to establish comparable wages for similar work
throughout the civic community.
There
will be an annual review of the salaries and an annual cost of living increase
may be approved by administration.
Unemployment
Compensation
While the Diocese of Spokane is not required by law to participate in
the Federal and Washington State Unemployment Compensation Plans, it is
committed to providing the same basic benefits to its employees as would be
provided under the state system.
NOTE: (At the present time only the
Performance Evaluation
Each employee’s performance is to be reviewed and evaluated in
writing by the immediate supervisor at the end of the introductory period and
annually thereafter. An evaluation should also take place when there has been a
significant change in the performance of the employee.
Performance evaluations constitute the major or primary criteria for
continuation of employment, transfer or reassignment to another classification,
promotion, demotion, termination and reduction in force.
All evaluations are to be in writing. The employee should read the
evaluation and sign it signifying it has been read. The employee will be given a
copy of the evaluation and will be given an opportunity to file a statement
covering any points of disagreement. Such a statement, along with all the
evaluations, shall become an integral part of the personnel record.
Administrators and supervisors are expected to engage each employee
in a mutual ongoing process of performance evaluation for such purposes as:
-
to clarify duties and expectations;
-
to identify present training and development needs of the employee;
-
to measure both strengths and weaknesses of present performance;
-
to identify areas of potential future interest and ability and growth;
-
to clarify goals and the means to achieve those goals.
Non-Diocesan Secondary Employment
Secondary employment will be prohibited in those cases where it
conflicts with the best interests of the diocese.
Employment of Relatives
Staff members are subject to the following rules governing conflict
of interest and nepotism:
a.
No person shall hold a job while he/she or a member of his/her immediate
family
serves on the board or a committee if that board or committee has
authority to order personnel actions affecting his job;
b.
No person shall hold a job over which a member of his/her immediate
family exercises supervisory authority;
c.
Permission of the division Secretary shall be required for employment of relatives
A personnel record will be established and maintained for each
employee. The record shall be kept in confidence and be maintained by the
Division Secretary and/or the Secretary for Diocesan Business Affairs. An
employee may review with the Division Secretary his or her own personnel file by
making a mutually agreed upon appointment to do so. Any further access will be
limited to the Bishop, the Moderator of the Curia and Diocesan Legal Counsel.
Technology
The Diocesan policy on technology can be found in the
Appendix J.
SECTION
B JOB BENEFITS AND
PROTECTION
It is Diocesan policy to establish and maintain a benefit program
that will provide for general welfare of Diocesan employees.
Grou
The Diocese provides group medical insurance protection for full-time
and part-time employees 20 hours per week minimum and shall contribute to the
cost of such benefits. Spouse and eligible children may be enrolled at the
expense of the employee.
Retirement Benefits
The
Diocese shall contribute toward Social Security benefits for all employees in
accordance with the Social Security Act of 1935, as amended. Employees may
volunteer to deduct a portion of salary for tax-sheltered annuities. A fully
vested retirement program is provided for all eligible employees of the diocese
who work 1,000 or more hours per year. (Contact supervisor for additional
information.)
Worker’s Compensation
The Diocese shall provide industrial accident insurance to protect
employees who sustain work-related injury, as required by State law.
Leaves of Absence
Unpaid leaves of absence may be granted under justifiable
circumstances when the requirements of work permit: duration of such leaves is
at the discretion of the employer. Sick leave and vacation do not accumulate
during unpaid leaves; pertinent insurance premiums are the responsibility of the
employee. Eligibility for leave generally requires a minimum of one (1) year of
service. Employees contemplating a leave must arrange in writing with the
supervisor and Division Secretary stating the maximum amount of time the leave
may continue, after which time, the position will not be held. If the former
position is unavailable, returning employees will be considered for positions
with pay and status commensurate with their former positions if they are
available.
Death In Family
If a death occurs in the immediate family of an employee up to three
(3) working days off with pay will be granted at the time of death with the
approval of the supervisor. An additional two (2) days may be negotiated for
travel. Additional leave may be arranged without pay, or a request for payment
of accumulated vacation may be made.
Sick Leave
All full-time and part-time employees are eligible for sick leave.
Sick leave is accrued, up to 90 working days, at the rate of one day per month
for all full-time employees. Part-time employees accrue sick leave in proportion
to the amount of time per month they work. Sick leave may be charged only to the
extent of accumulated credits and may be used only for personal illness,
extended medical or dental care, or an illness in the family where the presence
of the employee is required.
As much as possible, an employee should schedule appointments outside
regular working hours. If not possible, time off for medical and dental
appointments (i.e. physicals, annual exams, dental cleaning, etc.) is permitted
with the Supervisor’s approval. Compensation for this time off may result in a
charge to accrued sick leave or be unpaid time off. The employee is expected to
schedule appointments appropriate to the program work load, such as near
starting time, during lunch break period, or towards the end of the day.
Catholic Diocese of Spokane also asks that employees plan appointments on the
days of the month when program participants would be least affected
Employees taking more than three (3) consecutive days of sick leave,
or who are chronically ill, or who seem to abuse the privilege of sick leave,
may be requested to bring a certificate from their doctor explaining the reason
for their absence.
Family
and Medical Leave Act (FMLA)
The Catholic Diocese of Spokane, as required by law, provides leave for
certain family and medical reasons. (See
Appendix G for an
explanation.) For information regarding procedures, contact the Secretary
for Business Affairs.
COBRA
When an employee terminates employment with the Catholic Pastoral
Center for any reason, or there is a reduction in hours worked resulting in the
transition to less than 20 hours per week, all employer sponsored health
coverage will be cancelled the last day of the month in which the
termination/change occurs, unless the employee elects continuation of coverage
through the Consolidated Omnibus Budget Reconciliation Act (COBRA). (See
Appendix F for explanation of benefits.)
For information regarding COBRA procedures, contact the Secretary for
Business Affairs.
It is Diocesan policy to grant annual leave with pay to 12-month
full-time and part-time employees (20 hours or more per week) each year to
afford them the opportunity for rest and relaxation. The Diocese of Spokane
recognizes that respite from daily responsibilities is important for the health
and morale of the employee, and therefore provides leave, which should be taken
on an annual basis.
All qualifying full-time and part-time (20 hours or more per week) employees are eligible for annual leave
-
Annual leave time is accrued from the date of employment but cannot be utilized until the employee has been with the Diocese for six months.
-
Annual leave must be earned before it can be taken.
-
The monthly calculation for annual leave accrual is 2 x hours worked per week divided by 12. After one year, but less than 25 years of employment, the calculation is 3 x hours worked per week ÷ by 12. Those with 25 or more years of service use the calculation of 4 x hours worked per week ÷ by 12. Those who have already earned a higher rate of annual leave retain that higher rate.
-
The time of the year during which annual leave is taken is at the discretion of the employee, provided that adequate attention is paid to the smooth running of the Diocese. This must be arranged in advance with the immediate supervisor. There is no minimum number of annual leave days an employee may use.
-
Part-time workers who work 20 hours a week or more, accrue annual leave time in proportion to the amount of time per month they work.
-
Annual leave pay will not be paid in lieu of time off; that is, annual leave time is to be taken as time off.
-
Annual Leave days may be accumulated for not more than 2 years. In the event of termination of service, all accrued annual leave time will be reimbursed to the employee up to the maximum allowed by this policy.
Holidays
It is the policy of the Diocese to recognize certain days during the
year as holidays with pay. The list of approved holiday’s dates will be
published each year. This benefit
applies to full time employees. The
following days are paid holidays only when they fall in the employee's annual
work period:
New Year’s Day
Martin Luther King, Jr.
Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Friday after
Thanksgiving
Christmas Eve Day
(non-transferable)
Christmas Day
Pers
All employees will receive one personal day annually which can
be used at the discretion of the employee with the approval of their supervisor.
This personal
day will be made available in
addition to the annual leave days, but it may not be accumulated from year to year.
The personal holiday may not be taken by the employee until the employee has
completed the introductory period.
Professional Leave
Persons
wishing to be absent for professional purposes such as workshops and seminars
shall obtain prior written approval from their manager/supervisor.
No reduction in pay will result if approval is given.
Civic and Community Duties
The Diocese recognizes that the privileges and benefits of
citizenship can only be secured through the exercise of the responsibilities
entailed. Therefore, the Diocese will extend benefits to employees to prevent
economic hardship that may result from the exercise of civic and community
responsibilities as follows:
Jury Duty
Military Leave
The
Catholic Diocese of Spokane to grant leaves of absence without pay to full-time
or part-time employees who enlist or are recalled to active service in the armed
forces of the
Termination of Employment
Either the employer or employee can terminate employment.
Notification of termination is to be given by or to the immediate supervisor
With the exception of clerical staff, employees resigning from the
diocese are requested to give their supervisor a minimum of thirty (30) days
written notice. Clerical staff is requested to give fifteen (15) days written
notice. Employees may not be eligible for rehire if appropriate notification is
not given.
Employees may request a hearing on disciplinary actions as outlined
in the Diocese’s procedures regarding Due Process. (Appendix
E)
Prior to terminating an employee, supervisors are required to consult
with the Diocesan attorney.
Credit Union
The Diocese shall allow employee participation in the Catholic Credit
Union through payroll deduction.
Equal Opportunity Employer
The Spokane Catholic Diocese believes that equal opportunity for all
employees is important for the continuing success of our organization.
In accordance with State and Federal law, the Spokane Catholic Diocese
will not discriminate against an employee or applicant for employment because of
race, disability, color, sex, marital status, age, national origin, ancestry,
citizenship, veteran status, or non-job related factors in hiring, promoting,
demoting, training, benefits, transfers, layoffs, terminations, recommendations,
rates of pay or other forms of compensation.
Immigration
Reform and Control Act of 1986
The Immigration Reform and Control Act of 1986 requires that the Catholic
Diocese of Spokane staffers be authorized for employment in the United
States. Therefore, only individuals lawfully authorized for employment in
the U.S. will be employed.
In connection with the Immigration Reform and Control Act of 1986,
the Diocese must collect certain information on INS form I-9 and review certain
documentation concerning the employment authorization of individuals hired after
ADA
Compliance
The Catholic Diocese of Spokane welcomes applications from people with
disabilities and does not discriminate against them in any way. This
Diocese complies with Americans with Disabilities Act (ADA) of 1990.
Requests are to be made to the Secretary for Business Affairs.
Anti-Harassment
In compliance with federal and state laws, it is the policy of the
Diocese to prohibit sexual harassment of employees in the workplace by any
person and in any form.
Specifically, no supervisor, employee or client volunteer will
threaten or insinuate either explicitly or implicitly that an employee’s
refusal to submit to sexual advances will adversely affect the employee’s
employment, evaluation, wages, advancement, assigned duties, shifts, or any
other condition of employment or career development.
Other sexually harassing conduct that creates a hostile working
environment, whether committed by supervisors, non-supervisory personnel,
clients, volunteers or vendors is also prohibited. Such conduct includes:
1. 1. Unwelcome sexual flirtations, advances or
propositions, or unwelcome touching
2. Verbal abuse of sexual nature;
3. Verbal comments about an individual’s body;
4. Sexually degrading words used to describe an
individual;
5. Jokes, pictures and stories of sexual nature.
Any employee who believes that he or she has been the subject of
sexual harassment should report the alleged act immediately to his or her
supervisor and/or to the person responsible for personnel issues. The supervisor
will make every effort to ensure that complaints are resolved promptly and
efficiently. The complaint will be investigated and the employee will be advised
of the findings. All findings related to the investigation will be kept as
confidential as possible while ensuring a complete investigation.
Any supervisor, employee, client or volunteer who is found after
appropriate investigation to have engaged in sexual harassment of another
employee will be subject to appropriate disciplinary actions, up to and
including termination.
Drug-Free
Workplace
This policy
establishes guidelines for maintaining a Drug-Free Workplace as delineated in
the Federal
Drug-Free Workplace act.
1. All employees are prohibited from unlawfully
manufacturing, distributing, dispensing, possessing of or using controlled
substances. Any staff member violating this policy is subject to discipline, up
to and including termination, for a first offense. Controlled substances
include, but are not limited to:
A. Narcotics (heroin, morphine, etc.)
B. Cannabis (marijuana, hashish)
C. Stimulants (cocaine, diet pills, etc,)
D. Depressants (tranquilizers)
E. Hallucinogens (PCP, LSD, “designer drugs,” etc.)
2. Any staff member convicted of violating a criminal drug
statue must inform the Diocese of such conviction (including pleas of guilty or
no lo contendere) within five days of the conviction occurring. Failure to so
inform the Diocese subjects the employee to disciplinary action up to and
including termination for the first offense.
3. The Diocese reserves the right to offer staff members who
violate this policy participation in an approved rehabilitation or drug abuse
assistance program at the employees expense as an alternative to discipline. If
such a program is offered and accepted by the staff member, he or she must
satisfactorily participate in it as a condition of continued employment.
4. During work hours, the use of alcohol is prohibited.
Workplace
Violence
It
is the policy of The Catholic Diocese to expressly prohibit any acts or threats
of violence by any employee or former employee against any other employee in or
about The Catholic Diocese facilities or elsewhere at any time. The Catholic
Diocese also will not condone any acts or threats of violence against employees,
customers, or volunteers on The Catholic Diocese premises at any time or while
they are engaged in business with or on behalf of The Catholic Diocese, on or
off the premises.
SECTION C
Miscellaneous Personnel Policies
Expense
Accounts
Transportation
costs related to employment and other expenses related to attendance at approved
meetings are allowable expense items chargeable to Diocesan employer.
Non-routine expenses are subject to approval of the appropriate supervisor. The rate
of compensation for use of personal automobiles will be the same as
determined by the IRS. A valid drivers license and appropriate insurance are
required. Expense vouchers are to be
used in presenting claims and are to be approved by the immediate supervisor.
Expense forms should be submitted within two (2) weeks of incurred expense.
Receipts are essential for reimbursements.
Safety
The
Catholic Diocese of Spokane strives, as your employer, to provide a work environment free from recognized hazards likely to cause
injury, and has set forth certain rules and regulations relating to good safety
practices.
You, as the employee, have a responsibility to comply with all
safety and health standards, rules, and regulations, which are applicable to
your own actions and conduct.
Included
here are general and specific rules covering safety to guide you in your job.
-
Reporting Procedure
1.
Report all injuries to your supervisor immediately.
2.
If you require medical attention, tell your provider that this was an on
the job injury
and let your supervisor know that the injury requires medical
attention.
1. Report potentially unsafe conditions to your supervisor.
2. Since horseplay causes needless hazard, it will not be permitted at any
time.
3. If you do not know the safe way to do your job, ask your supervisor for
instructions.
4.
Wear suitable clothing
and footwear at all times.
Solicitation/Literature
Distribution
To
avoid work disruptions and possible discord among employees, The Catholic
Diocese prohibits employees from soliciting other employees or distributing
literature in connection with non-work related causes, commercial pursuits,
groups or interests.
Dress Code
Appropriate
attire is assumed for all staff and may be defined at the discretion of the
Secretary of Diocesan Business Affairs in collaboration with the Secretariat.
Questions may be referred to your immediate supervisor.
Page 18 Administration of Salary & Benefits
