Human Resources Parish Leadership Workshop Day 2015

Topics Canons Responsible Ministry: Screening in Faith Records Management Health and Safety Violence and Harassment Emergency Preparedness AODA Employee vs. Contractor Endings Resources

Canons Canon 9 – Incumbents Canon 10 – Clerical Appointments, Exchanges, Retirements and Terminations Canon 15 - Churchwardens

Responsible Ministry: Screening in Faith Screening in Faith initiative was launched in February, 2003 to help parishes ensure their places of ministry were safe and healthy, especially for vulnerable children and adults who come to them in trust.

Why Responsible Ministry 1 in 3 women and 1 in 6 men in Canada report some type of sexual abuse before 18 years of age. Sexual abuse is higher among vulnerable groups in Diocese, one investigation and four other situations that involved significant resources.

Why Responsible Ministry? Safe places of worship for children and vulnerable adults. Insurance coverage. Good volunteer management principles. Right person in the right ministry.

Responsible Ministry; Screening in Faith Joint responsibility of the Churchwardens and Incumbent Can designate a Screening Coordinator Must be 18 years old to be in high-risk position

Key Principles Ministry is a privilege not a right Children and vulnerable adults must be protected Volunteers must be prepared to be screened and trained Privacy of individuals is to be respected Confidentiality is to be maintained When in doubt, err on the side of safety You can say no to a volunteer.

Screening Standard Low Risk (recommended) Medium Risk (required) High Risk (required) 1. Fill out an Application Form.●●● 2. Receive a Ministry Description of the position.●●● 3. Be trained for the ministry.●●● 4. Meet regularly with a supervisor who provides support, feedback, mentoring and information. ●●● 5. Be known to the organization or a regular church attender for at least 12 months or have a good reference from another parish before they are assigned to the ministry. ●● 6. Be interviewed by the senior person responsible for the ministry to discern suitability. ●● 7. Attend a Sexual Misconduct Policy training session at the beginning of the ministry and every three years thereafter. ●● 8. Receive a copy of the related Ministry Guidelines. ●● 9. Sign a release on the Application Form allowing for reference checks. ● 10. Document all one-on-one visits or meetings that occur with children or vulnerable adults. All off-site activities involving children under the age of 16 shall require a parental consent form. ● 11. Complete a current police record check through the approved background checking service at the beginning of the ministry and every three (3) years thereafter. ●

Responsible Ministry; Screening in Faith Compliance Reports Assess for risk: high, medium, low risk Sexual misconduct policy training Police Record Check – XpressChek- Diocesan Council approved process. Fully compliant with the standards & practices of the policy Document any important decisions in the parish screening file.

Reference Checks If you do not know the individual well. If you are unsure about something and want to follow up. Complete an internet search by name. If they have volunteered or worked in another parish.

Some Advice Verbal confirmation within two days. Make the PRC part of your interview process. Up to 6 months to complete sexual misconduct policy training. Never destroy screening documentation. Key decisions, document and keep permanently.

Sexual Misconduct Policy Training SMP Scenario Case Studies (New 2013) SMP Training materials. See website.

The Canon Pastor The Rev. Canon Allan Budzin Confidential Phone: Answers questions about the sexual misconduct policy Investigates complaints If involving children contact Children’s Aid If suspicious, uncomfortable, or to make a complaint contact the Canon Pastor If criminal contact the police

Records Management The personnel file should include:  resume  employment agreement / contract  job description  salary and benefit information  Responsible ministry: screening in faith documentation (keep permanently)  ongoing performance evaluations  continuing education material (health & safety)  performance management documentation  sick leave, leave of absence, vacation memos  resignation or termination documentation Records need to be kept in a secure locked location at the parish. (Not in someone’s home)

Health and Safety Employer = Parish Churchwardens Supervisor = Named in the employment / contract agreement Employee = Anyone receiving money for services.

Rights of Employees “Right to participate” to be part of making the workplace a safe place. “Right to refuse work” that they believe is dangerous. “Right to know” of any possible hazards in the workplace.

Health and Safety Resources Churchwardens toolbox Health and Safety See sample templates on the right hand side of the page. Templates include; roles, responsibilities, and procedures.

Violence and Harassment June 15, No matter how many employees every site must complete a risk/hazard assessment. (Must keep a copy of the assessment) Different requirements for parishes with 5 or less employees vs. parishes with 6 or more. All employees need to be aware of risks and how to respond to violence or harassment.

Violence and Harassment Parishes with 6 or more employees. -Must have a written policy. -Must train employees on the policy. Policy templates are available on the Diocesan website found under health and safety. Best for every parish to have a written policy even with less than 6 employees.

Emergency Preparedness Pandemic preparedness. What about other types of emergencies? Ice storm December 2013, flooding April 2013 (Minden-Kinmount) Disruptions – boiler breakdown in January? Flood Diocesan Centre, 2014.

Emergency Preparedness Communications – website, phone tree, addresses. Responsibilities – physical site, finances, insurance. Communication to the broader community. Is there a role for the parish to play? Up-to-date- evacuation plan.

Accessibility for Ontarians with Disabilities Act (AODA) Multi-year initiative 1.Customer Service (2012) 2.Integrated accessibility standard. Employment, communications and transportation. 3.Monitor government and diocesan website for further information. 4.Excellent government resources, search, government of Ontario AODA

Employee vs. Contract Worker Review document; Employee vs. Contract worker on the diocesan website. Diocesan Website, Churchwardens resources, Parish HR manual, (left side drop down), Employee vs. Contractor See page 4 and 5 for practical considerations

Employee vs. Contractor Legal Test The degree or absence of control, exercised by the alleged employee; Ownership of tools; Chance of profit or loss; Integration of the alleged employees’ work into the alleged employer’s business.

Ending Resignation – Get it in writing. Recognize with an acceptance letter. Dismissal Review file. Seek assistance. Use a proven process. Contact a labour lawyer or other human resource professional. Employment Standards Act sets a minimum. Remember the impact on the community.

Endings Documentation – Letter, memos of meetings. File any parish announcements.

Employees Employment Standards Act: ESA – Workbook for Employers Poster – Version 5 – Must be given to each employee CRA – Payroll / Deductions

Employment Standards Site Fact Sheets Leaves: Emergency, Family Medical, Maternity, Parental, Disability and Sickness FAQs (Frequently Asked Questions) Hours of Work & Overtime Minimum Wage Public Holidays Termination of Employment & Severance Pay Vacation

Government Calculators Assists with calculating standards employment information ESA: Statutory Holidays ESA: Termination and Severance CRA: Payroll deduction calculator (December 12, 2013)

Where Do I Get Information? Former Churchwardens Parish Human Resources Manual Churchwardens Resources -Human Resources for Clergy/ Parishes Networking (other parishes, those in your parish…) Internet – Interview questions, compensation

Human Resource Staff Amy Talbert – Screening and HR Coordinator Ext., 241 or Aneita Chang – Administrative and Human Resource Assistant Ext., 233 or Richard Dentinger – Director of HR Ext., 232 or