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Authorizations, Amendments and Additions
 

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 parish and its employees.

The parish, like the Diocese of Spokane strives for peace, justice, and love among all persons. The staff must function as part of the Christian community which gives witness to the solidarity of all people and to the fulfillment of mercy, justice, and charity.

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 the 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, training, intelligence and character;  

• Respects the individual rights of each employee and strives to treat all employees with
  courtesy, dignity, and consideration;

• 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

I  II.    APPLICABILITY AND DEFINITIONS

SECTIONS A  

APPLICATION

The General Personnel Policies are applicable to all parish employees.  For Catholic Charities, Catholic Schools and Diocesan employees there are similar policies that apply to those specific groups.

SECTIONS 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.)

Part-Time Employee
An employee is considered part-time if the time worked is 34 hours or less per week.

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.

Temporary Employee 
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.

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 pastor is responsible for insuring compliance with personnel policies and procedures for the parish.

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.

Hiring Procedures
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 parish employees and volunteers who may have access to children under 18 years of age.

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  
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 parish is the mutual responsibility of the employer and the employee. The parish 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 parish 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 Pastor 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 12:01 AM to Friday midnight. Overtime must be approved by the supervisor prior to being worked. Non-exempt employees working unauthorized overtime may be subject to disciplinary action. Supervisors have the responsibility to see that non-exempt employee’s hours do not exceed the established work hours. Pastoral Associates, DRE's and Youth Ministers are exempt employees.

Compensation
To the best of its ability, the parish 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
Unemployment Compensation is not available for parish employees. 

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 pastor shall be required for employment of relatives within the same parish staff.