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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.
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 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
II. APPLICABILITY AND DEFINITIONS
SECTION A
APPLICATION
These personnel policies are applicable to all school, child care, school-age
child care, and preschool employees.
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 benefits.)
(Full time teacher and principal contracts are based on a seven hour work day
with an unpaid lunch period.)
Part-Time Employee
An employee is considered part-time if the time worked is 34 hours or less per
week.
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.
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 Employee
Principals and teachers receive one year contracts. The full-time
principal contract includes 215 days of service of which a minimum of 178 shall be pupil
attendance days. The full-time teacher contract includes 185 days of
service of which a minimum of 178 shall be pupil attendance days. These contracts cover
only the academic year for which they are offered. The decision whether or
not to offer a new principal contract for the following academic year rests in
the discretion of the Diocesan Superintendent of Catholic Schools in concurrence
with the school pastor. The decision whether or not to offer a new teacher
contract for the following academic year rests in the discretion of the
principal in concurrence with the school pastor and the Diocesan Superintendent
of Catholic Schools.
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 and/or the principal are responsible for insuring compliance with
established school personnel policy.
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 Church. 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:
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 or a diocesan approved contract for certified
teachers and principals. 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, and an F.B.I.
Fingerprint Background check 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.
S
eniority
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 school is the mutual responsibility of the employer and the employee. The
school 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 school
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 school principal 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. Principals 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 work week is from Saturday at
12:01 AM
to Friday
midnight
. Overtime must be approved by the Principal prior
to being worked. Non-exempt employees working unauthorized overtime may be
subject to disciplinary action. Principals have the responsibility to see that
non-exempt employee’s hours do not exceed the established work hours.
(Contracted school employees are exempt employees. Full time teacher and
principal contracts are based on a 7-hour work day with an unpaid lunch period).
Compensation
To the best of its
ability, the school 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
Since the Diocese of
Spokane is not required by law to participate in the Federal and Washington
State Unemployment Compensation Plans, this benefit is NOT available to
school, child care, school-age child care, and preschool employees at this time.
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;
Personnel Records
A personnel record will
be established and maintained for each employee. The records of all certified
personnel shall be kept in confidence and be maintained by the Secretary for
Catholic Schools. All non-certified personnel records will be maintained by the
school principal. An employee may review with the Secretary of Catholic
Schools or the school principal 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 Pastor, the Diocesan Secretary for Schools, 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 benefits program that will
provide for general welfare of Diocesan employees.
Grou
p Medical Insurance
The school 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 school 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 school employees of the
diocese who work 750 or more hours per year. (Contact the principal 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 principal or pastor 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 (ten months for
contracted school teachers and eleven months for contracted school principals).
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. The school 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 Catholic Schools.
COBRA
When an employee
terminates employment with the diocese 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 canceled 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.
An
nual Leave
It is diocesan policy to grant annual leave with pay to 12-month full-time and
part-time non-contracted 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) non -
contracted 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.
- 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.
- Annual leave must be earned before it can be
taken.
- 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 school, child care, school-age child care or preschool
program. 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 dates will be published each
year. This benefit applies only to
full time, non-contracted school employees.
The following holidays are paid 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
onal Leave
All employees will
receive one personal day annually which can be used at the discretion of the
employee with the approval of the school principal. 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 the principal. 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
Employees are expected to fulfill their civic responsibilities by
serving as jury members when called. Employees should notify their supervisor as
soon as they have been called for jury duty. The employee will receive their
regular salary while on Jury Duty unless the time exceeds two (2) weeks. Jury
Duty that extends beyond 2 weeks can be charged to vacation time or be unpaid.
Employees going on jury duty will be expected to preserve their jury summons and
present to their supervisor, at the conclusion of their service, the document
provided by the court that shows attendance. While serving on Jury Duty, employees are expected to report for work on any day
or portion of any day that they are not required to appear in court.
Military Leave
It is the policy of 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
United States
This policy also applies to employees who are active members of military reserve
units and who are required to participate in periodic summer encampments. (Appendix
I)
T
ermination
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, non-contracted school employees resigning
from the diocese are requested to give their principal 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.
Contracted school employees should refer to their individual contracts regarding
termination of employment.
Employees may request a hearing on disciplinary actions as outlined in the
Diocese’s procedures regarding Resolution of Grievances. (Appendix
E)
Prior to terminating an employee, supervisors are required to consult with the
Diocesan attorney.
Credit Union
The school shall allow
employee participation in the Catholic Credit Union through payroll deduction.
Equal Opportunity Statement
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,
the parishes of the Diocese, and the schools of the 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. Opportunity
is
provided to all employees based on qualifications and job requirements.
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
November 6, 1986
. This information and documentation will be used
only for compliance with the Immigration Reform and Control Act of 1986 and not
for any unlawful purpose. Consequently, forms will be maintained separately from
the personnel file.
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 the Americans with Disabilities Act (ADA) of 1990.
Requests are to be made to the Secretary of Schools.
Anti-Harassment
In compliance with federal and state laws, it is the policy of the Diocese to
prohibit sexual harassment of employees or volunteers 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. 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 the school. 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.
-
General Rules
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 safest 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 principal in collaboration with the pastor. Questions may be referred to the principal.
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